This page covers many important policies and information about booking a REEF Field Survey Trip or other Expedition with REEF. Please read carefully.
Registration | Pricing | Payments | REEF Program Fee|Deposit and Payment Schedule | Cancelations, Refunds, and Substitutions |
COVID-19 Considerations, Vaccine Policies | Travel Insurance | DAN Membership | Required Forms | Survey Materials |Tax Deductibility Information
To book a space on a REEF Trip, e-mail trips@REEF.org, or call us at 305-588-5869. A deposit will be required to confirm your reservation. Please note that if reserving multiple spaces, you agree to be financially responsible for all spaces booked, and each individual space is considered a separate reservation and is subject to the cancellation and refund policy detailed below.
Unless otherwise noted, the advertised price for a trip is the rate per diver, based on double occupancy. Prices do not include airfare.
All single travelers will be paired with a roommate of the same gender (if available) upon signing up for the trip, unless single occupancy is specifically requested when registering. If you are a single and would like to be paired with a roommate, we will do our best to accommodate your request based on the number and gender of other single participants. In the event that a suitable roommate is not available within 30 days prior to departure, participants will be notified and the single occupancy rate will apply.
For most land-based trips, a limited number of single occupancy rooms are available by request on a first-come, first-served basis. If you wish to switch your reservation from double to single occupancy after a roommate has been assigned, you may be responsible for the cost of your intended roommate’s single supplement, in addition to your own.
Non-diving prices are available for most land-based trips. Please inquire with REEF Trips staff for more information.
Payment installments are typically due on three occasions: upon reserving space, 180 days from departure, and 90 days from departure. Payment reminder e-mails are sent in advance of the payment due date. If the reservation is made less than 180 days from departure, an adjusted payment schedule will apply. See below for full details. Please contact REEF Trips staff to discuss an alternative payment schedule if necessary.
If a payment is not received within 14 days past the due date, a 10% late fee will be added to the balance owed. If a payment is outstanding for 30 days, the participant's space on the trip may be released and all funds paid will be forfeited.
If you are going to be out of e-mail contact during a payment due date, please notify REEF Trips staff in advance to make payment arrangements.
A REEF Program Fee ($150-$350) will be added to the cost of each individual reservation. The REEF Program Fee covers the group leader(s), seminars, survey materials, and data management. REEF Program Fees vary depending on the location and duration of the trip. The REEF Program Fee applies to all individuals over the age of 18. It is also applicable to minors under 18 who occupy a space on the dive boat.
Booking greater than 180 days prior to departure:
- $500 deposit to secure your space*
- Payment #2 (50% of remaining balance) due 180 days prior to trip departure.
- Final Payment (remaining balance plus REEF Fee) due 90 days prior to trip departure.
- $500 deposit (amount may vary depending on destination, please see above) plus Payment #2 (50% of remaining balance) due at the time of booking.
- Final Payment (remaining balance plus REEF Fee) due 90 days prior to trip departure.
Booking 90 days or fewer prior to departure:
- Amount in full due. 100% of package price plus REEF Fee.
If your plans change and you need to cancel your space on a trip, notice of cancellation must be made in writing. Each individual space is considered a separate reservation and is subject to the cancellation and refund policy. We know that plans sometimes change and life gets in the way. If you need to cancel, the following refund policy applies:
• Cancelling or switching between REEF Trips greater than 180 days from departure: Full refund minus $100 processing fee. Please note that cancellations with refund (vs. switching trips) on Tropical Pacific region (CIP, SOP, Indian Ocean) trips are subject to a $300 processing fee.
• Cancelling 180 – 90 days from departure: 50% of the total deposit on hand with REEF at date of cancellation is NON-refundable.*
• Cancelling less than 90 days from departure: No refunds available.*
If you need to cancel and you have a person who can take your place (at the exact booking type, gender, bedding, etc), please contact our staff (trips@REEF.org) to make arrangements. A full refund of payments made to date, minus $100 processing fee ($300 for Tropical Pacific/Indian Ocean/Red Sea region), will be given, upon receipt of payment from your replacement.
When a credit is issued due to a cancellation (by the participant or the vendor), REEF will apply the credit to outstanding invoices for other trips first, and then issue a refund of any remaining credit. Guests also have the option of converting any refund owed to a charitable donation to REEF. Credit on hand needs to be used within 2 years of issue, unless other arrangements have been made.
*Our policy is intended to be fair to our guests, yet prevent the loss of income to REEF. When a reservation is canceled within 90 days prior to departure (and therefore no refund upon cancellation), if the trip runs full/sold out and we are able to resell the canceled space within the same parameters as the original booking, we will refund the total paid less 25% after the trip has concluded. If a reservation is cancelled between 180 and 90 days prior to depature (and therefore a 50% refund was offered upon cancellation), if the trip runs full/sold out and we are able to resell the canceled space within the same parameters as the original booking, we will refund an additional 25% (of funds on hand when the cancellation was received) after the trip has concluded.
REEF may alter the payment schedule or cancellation policy based on vendor rules for a particular trip. Please consult the individual trip details and with REEF Trips staff by calling 305-588-5869 or trips@REEF.org to determine a particular trip's cancellation policy and payment deadlines.
No refunds are able to be issued for unused portions of any dive travel package, including but not limited to ground transportation, dives, nitrox, and meals, regardless of the reason(s) it was not used.
On each REEF Trip, the Trip Leader works with the dive operator to plan a schedule that best meets the needs and objectives of the trip. However, all decisions regarding dive sites and dive schedule are made by the dive operation crew and boat captain(s). A trip may have to be diverted in cases of weather conditions if the dive operation feels that there is a safety risk.
REEF Trips require a minimum number of participants. Trips are subject to cancellation if the minimum requirement is not met. In the event of a trip cancellation, REEF and/or any of our travel booking partners are not responsible for airline tickets purchased for travel on a REEF Trip.
As of September 1, 2021, all REEF Field Survey Trip attendees who are eligible to be vaccinated for COVID-19 either need to be fully vaccinated for COVID-19 prior to participation or comply with additional safety measures (outlined below) in order to participate. Full vaccination is 14 days past the final dose of a COVID-19 vaccine, such as a two-dose vaccine (e.g., Pfizer, Moderna) or a one-dose vaccine (e.g., Johnson & Johnson).
Participants will be asked to disclose their vaccine status via the COVID-19 Vaccination Webform as part of the booking process, and then may be asked to provide updated information prior to the start of the trip. Participants may be asked to test for COVID-19 during the trip.
If a REEF Trip participant who is eligible for vaccination is not fully vaccinated prior to the start of the REEF Trip, they will need to comply with the following in order to attend and participate:
- provide proof of a negative COVID-19 PCR test taken within 48 hours prior to the first day of the Trip,
- agree to be tested every other day during the REEF Trip (at the participant’s expense and coordination, either using a local clinic nearby the trip location or using an approved self-administered, proctored home test kit),
- book a single-occupancy room (at the participant’s expense), unless traveling and booking double-occupancy with a companion, and,
- provide proof of travel insurance that covers COVID-19 medical costs and full hospitalization, doctors’ visits, prescriptions and air ambulance. Participants are fully responsible for the cost of up to 14-days quarantine in the event they test positive during the REEF Trip.
Trip participation at a given destination is contingent on complying with all conditions above. This policy has been implemented to ensure the health and safety of REEF members and staff, as well as our dive and travel partners and the residents of the communities we visit on REEF Field Survey Trips.
All COVID-19 health and safety measurements required by any given Trip’s host country and vendor will also need to be followed by all REEF Trip participants, regardless of vaccination status. This could include providing proof of negative test to enter, additional testing while in the country, providing proof of vaccination, or varying quarantine or other requirements for vaccinated vs. unvaccinated participants. It is the responsibility of each participant to ensure they understand and are able to comply with all local requirements. We appreciate your understanding and cooperation.
Here are a few central resources to check country-specific COVID travel requirements:
Interactive Global Map maintained by IATA
US State Department Travel Information
Sherpa Interactive Map
**Note that while these are useful tools, it is always best to directly consult the destination country’s government websites and airline materials before booking and traveling.
Please pack masks for your travel. While the TSA is no longer requiring masks during air travel, we strongly encourage everyone to wear them while traveling to minimize risk while transiting airports, immigration, etc. We will also be encouraging everyone to wear masks in general gathering areas for at least the first few days of all REEF Trips. The REEF Trip Leader will also provide each participant a home COVID test to take on Day 3 of the trip as an extra layer of precaution. The intention of this testing is to provide peace of mind that no one caught COVID during travel. In the unfortunate event a participant tests positive, the advantage to identifying it on day 3 instead of during testing prior to returning home is that the individual can start the clock on quarantine and minimize risk to the rest of the group and the local community.
Be prepared for your plans to change. Ensure your travel insurance covers COVID-related situations. No travel is risk-free during COVID. Countries may further restrict travel or bring in new rules at short notice, for example due to a new COVID-19 variant. If you test positive for COVID-19, you may need to stay where you are until you test negative. You may also need to seek treatment there. Plan ahead and make sure you: can access money, understand what your insurance will cover, can make arrangements to extend your stay and be away for longer than planned.
Trip Cancellations and Rescheduling Due to COVID: Throughout these uncertain and challenging times, we have worked hard with our trip vendors to secure maximum flexibility on our booking terms, and any flexibility we have has been passed along to our trip participants. We are grateful that most vendors have been generous with their flexibility. Because every vendor has different policies and time frames, we aren’t able to uniformly change any of our existing policies, and therefore the policies stated above stand unless otherwise noted on a given trip. Each trip is evaluated on a case by case basis. As we move forward on booking new trips, we are making efforts to work with vendors who can offer flexibility. Thank you for your support and understanding.
REEF strongly recommends that each REEF Trip participant carry adequate dive and/or travel insurance to protect themselves in advance against any unforeseen circumstances that may occur with travel. Any liabilities for trip interruptions, cancellations, or general travel disputes will be the responsibility of the traveler. Please read the information on your policy for a full understanding of the coverage. REEF is pleased to partner with Divers Alert Network and DiveAssure to offer travel insurance programs for divers. Both DAN and DiveAssure contribute a portion of the proceeds from insurance purchased through our affiliate links below. Not all travel insurance covers interuption due to COVID-19, be sure to check your policy.
DiveAssure supports REEF by offering a custom referral program for travel insurance packages. Click here for more information and to purchase travel insurance from DiveAssure. You may also contact DiveAssure directly at firstname.lastname@example.org. Don’t forget to mention you were referred by REEF!
DAN supports REEF by offering a custom referral program for travel insurance packages. Click here for more information and to purchase travel insurance from DAN. Be sure to use Referral Code: 2008703 to support REEF with your DAN membership and insurance.
DAN also supports REEF by contributing a portion of proceeds from new DAN memberships. We strongly encourage all REEF Trip participants to become DAN members. Benefits include emergency medical evacuation assistance through DAN TravelAssist, a subscription to Alert Diver magazine, and access to DAN's insurance services. Many dive operators require travelers to have dive accident insurance provided by DAN or an equivalent entity. If you are not a DAN member, click here to sign up today and support REEF in the process!
Upon registering for a REEF Trip, you will be asked to complete a Registration Form to submit information on your COVID-19 vaccination status and other information so we can best serve you. A few months before the trip, all REEF Trip participants (diving and non-diving) must submit a signed REEF Liability Waiver. The emergency contact you provide on this form must be someone who is NOT traveling with you. A few days before departure, participants will be required to submit a COVID Health Waiver
In addition to the above, participants who will be handling lionfish must submit a signed Lionfish Assumption of Risk Form prior to the trip or project.
All REEF Trip participants will receive a limited edition REEF Field Survey Team shirt and a survey kit of materials. Prior to departing on a REEF Trip, participants will be asked to complete a Trip Form. The link for this form will be sent to participants via e-mail approximately 6 weeks prior to the trip. Participants must complete this form at least 30 days prior to the trip departure date to ensure that survey materials are received prior to departure. On certain occasions, circumstances do not permit REEF to mail survey materials directly to participants. If this is the case, you will be notified in advance that the Trip Leader will bring the survey materials to the trip destination.
Because tax circumstances for individuals vary, REEF does not give, and cannot assume responsibility for, tax advice to its volunteers and contributors. We strongly recommend that you consult your own tax advisor to determine how these general rules might apply to your own particular situation. Click here for more information.