Welcome to Macaw Experiences. We create one-of-a-kind, intimate experiences in nature – from beach picnics to elopements and romantic getaways. These Terms & Conditions outline the agreement between Macaw Experiences ("we", "our", "ME") and you ("client") regarding any service or event we provide. By proceeding with a booking, you agree to all the terms outlined below.

1. Scope of Services

Macaw Experiences designs and delivers personalized, nature-inspired events in outdoor locations. Our services focus on intimate gatherings and include, but are not limited to:

• Styled luxury picnics

• Marriage proposals

• Elopements and symbolic ceremonies

• Pop-up dining and private celebrations

• Special occasion décor (birthdays, anniversaries, engagements)

• Photography coordination

• Location scouting and access support

We provide creative planning, design, styling, logistics, and on-site setup. While Macaw Experiences is not a full-service event production company, we collaborate with a trusted network of external vendors to enhance your experience.

We act as coordinators and facilitators of these services. While we carefully select and manage vendor relationships, Macaw Experiences is not legally or financially responsible for the performance, punctuality, quality, or actions of third-party providers unless explicitly stated in a written agreement.

2. Service Area

Macaw Experiences offers services throughout Costa Rica, from coastlines to mountain towns. We are happy to travel to any location within the country that is legally accessible and safe for setup.

For events outside of Costa Rica, additional travel and logistics fees will apply, including but not limited to transportation, customs handling, staff accommodations, and material shipping. These will be clearly outlined in your quote.

3. Reservations & Payments

Booking Confirmation:

• A 50% non-refundable deposit is required to confirm any booking.

• Dates are not secured until the deposit is received.

Final Payment:

• The remaining 50% balance must be paid no later than 15 calendar days before the event.

• Bookings made less than 15 days before the event require full payment upfront.

Payment Methods:

• We accept electronic bank transfers and other options specified in your quote.

Failure to meet payment deadlines will result in automatic cancellation and forfeiture of any amounts paid.

4. Cancellations & Rescheduling

Cancellation by Client:

• All deposits are non-refundable under any circumstances.

You may request to reschedule your experience at least 72 hours in advance.

• Rescheduled experiences must take place within 3 months of the original date, subject to availability.

• Rescheduling is not guaranteed and may involve additional fees, especially during peak seasons.

• All rescheduling requests are subject to vendor availability. We will first confirm that all third-party providers involved (e.g., photographers, caterers, musicians) are available on the new date.

• If rescheduling requires changes in vendor fees or availability, the client will be informed, and any difference in service pricing due to the new date or conditions will be added to the final balance.

5. Weather Contingencies

Costa Rica is a tropical country where weather conditions can be highly unpredictable, even with short notice. We monitor weather patterns closely in the days leading up to each experience to ensure a safe and enjoyable environment for all parties involved.

• In case of severe or unsafe weather, you will be offered a reschedule at no extra cost (subject to availability), valid for up to 3 months.

• To protect the wellbeing of our team, clients, and vendors, Macaw Experiences reserves the right to adjust the event location, start time, or duration based on weather conditions.

• If rescheduling is not feasible, you may receive a partial refund, which will only apply to services not yet paid or committed to vendors.

• No refunds or reschedules will be issued for weather changes occurring during the event.

In the case of a full cancellation due to weather, the client agrees to cover any costs already incurred from third-party providers whose services cannot be postponed or refunded (e.g., floral arrangements, food preparation, tickets, travel fees). Any eligible refund will exclude these non-recoverable expenses..

6. Guest Attendance & Timing

• Final guest count must be confirmed 72 hours before the event.

• No refunds will be granted for reduced attendance or no-shows.

• Clients must arrive within 15 minutes of the scheduled start time. After that, a $25 late fee will apply.

• If no one arrives within 30 minutes, the event may be dismantled, and no refund will be issued.

7. Setup Adjustments & Accessibility

Our team selects each setup location based on terrain, accessibility, views, and safety.

• We may relocate the setup on-site if the original location becomes unsafe, crowded, or unfeasible.

• All setup areas must be within 50 meters of a vehicle-accessible path unless otherwise agreed upon in writing.

• We do not guarantee full privacy in public areas.

Clients are responsible for securing access permissions if the setup is requested in a private or restricted area.

8. Care of Equipment & Property

All decor, furnishings, and materials used during your experience are the exclusive property of Macaw Experiences.

Clients are responsible for:

• Any damage, loss, or theft of items during the event

• Unusual cleaning due to spills, stains, or misuse

Charges for repair, cleaning, or replacement will be invoiced after the event. A refundable security deposit may be required for large events.

9. Food & Beverage Disclaimer

Our food offerings vary depending on availability and are crafted using fresh, seasonal ingredients. We work with licensed chefs and food service providers that are properly authorized by the Costa Rican Ministry of Health.

Menus will be shared with the client in advance for approval. We reserve the right to modify specific items if ingredients are unavailable, but will always aim to provide an equal or superior culinary experience.

Please notify us of any allergies or dietary restrictions at the time of booking. We take food safety very seriously; however, because our meals may be prepared in shared kitchens or by external providers, we cannot guarantee the complete absence of cross-contamination.

10. Travel Fees

Experiences held within Costa Rica may be subject to a travel fee depending on distance from our base location in Guanacaste.

For experiences outside of Costa Rica, all logistical costs will be itemized and discussed in advance, including:

• International travel for staff

• Shipping or rental of equipment

• Import taxes and customs fees

11. Client Conduct & Safety

All guests are expected to treat our setup with respect.

• Children must be supervised at all times.

• Dangerous or inappropriate use of furniture, decor, or equipment may result in early termination of the event without refund.

• ME reserves the right to cancel or end any event in progress if safety, staff, or equipment is at risk.

12. Photography & Media Consent

Unless specifically declined in writing, the client agrees that Macaw Experiences may take photos or videos during the event for internal and promotional use.

All content captured by our team is the intellectual property of ME and may be used for:

• Social media

• Website and blog content

• Advertising and brand materials

If you wish for your event to remain private, please email hello@macawexperiences.com in advance.

13. Force Majeure

Macaw Experiences shall not be held liable for failure to fulfill services due to events beyond our control, including but not limited to: natural disasters, strikes, border closures, pandemics, or governmental restrictions. In such cases, we will offer a fair resolution, such as rescheduling or partial credit.

14. Communication & Contact

All changes, special requests, or updates must be made in writing via email to hello@macawexperiences.com. We strive to respond within 24–48 hours.

Thank You

By booking with Macaw Experiences, you acknowledge and accept these Terms & Conditions. We are honored to be part of your story and committed to delivering a heartfelt, creative, and unforgettable experience—anywhere in Costa Rica and beyond.