Updated October 25, 2026

THIS IS A COPY OF THE TERMS & CONDITIONS AGREED UPON AT THE TIME OF RESERVATION AND DEPOSIT. IT IS PROVIDED HERE FOR YOUR CONVENIENCE.

These Terms & Conditions apply to weddings, receptions, private celebrations, corporate gatherings, and other events hosted at Hotel Costa Pacífica (“Hotel,” “we,” or “us”). By signing an event agreement or paying a reservation deposit, the individual or organization booking the event (“Client”) agrees to these terms. Each event proposal will specify the reserved date, event spaces, services, pricing, and estimated guest count.

1. Reservations & Deposits. A 20% non-refundable deposit is required to confirm an event reservation. Event dates are not guaranteed until the deposit has been received and the reservation has been confirmed by the Hotel. The deposit is applied toward the total event cost. The remaining balance is due 14 days before the event. Additional purchases or charges incurred during the event must be paid before departure unless otherwise arranged in writing.

2. Cancellation & Refund Policy. The 20% reservation deposit is non-refundable and will be retained by the Hotel in the event of cancellation, regardless of when cancellation occurs. For cancellations received 15–29 days before the event, 50% of the total contracted event amount is non-refundable, including the original deposit. For cancellations received 14 days or fewer before the event, 100% of the total contracted event amount is non-refundable, including the original deposit. All cancellations must be submitted in writing. Requests to reschedule are subject to availability and written approval by the Hotel.

3. Refundable Security Deposit. A refundable security deposit of $500 is required for all private events, or $1,000 for full hotel buyouts, payable 14 days before the event. The deposit covers property damage, excessive cleaning, unremoved decorations, and unpaid event overtime caused by the Client, guests, or outside vendors. Following a property inspection, the Hotel will refund the remaining deposit within 7 business days after the event, less any documented charges. Normal wear and tear and standard event cleaning are included at no additional charge. The Client remains responsible for damages exceeding the deposit amount.

4. Rescheduling Policy. Clients may reschedule their event one time, at least 30 days' before the event, subject to availability and a $300 rescheduling fee. The new event date must be within 6 months of the original date. All payments already made will transfer to the new date, including the non-refundable 20% deposit. Any difference in venue rates, catering prices, or other contracted services will be charged at the rates applicable to the new date. Rescheduling requests received fewer than 30 days before the event will be treated as cancellations and are subject to the cancellation policy. Only one date change is permitted. Any subsequent request to change the date will be treated as a cancellation and new booking. The rescheduled date becomes final once confirmed in writing by the Hotel.

5. Final Guest Count & Event Details. Final menu selections must be submitted 30 days before the event. The final guaranteed guest count, dietary restrictions, and remaining payment are due 14 days before the event. The final invoice will be calculated using the guaranteed guest count submitted at the 14-day deadline, subject to the minimum contracted amount. Guest count reductions after this deadline will not reduce the contracted amount. Additional guests may be accommodated with advance approval, subject to space, staffing, and catering availability. Additional charges will apply. The Hotel will accommodate dietary restrictions communicated by the deadline.

6. Event Spaces & Private Use. Event reservations may include the covered Event Pavilion with seating, pool tables, and a private bar; designated garden areas for ceremonies, photography, and gatherings, the yoga shala and assigned guest restrooms. The reserved Event Pavilion and designated garden areas will be available for private use during the contracted event hours. The swimming pool, guest rooms, restaurant, spa, and other hotel facilities remain available to hotel guests unless otherwise agreed in writing. Exclusive use of the swimming pool requires a full hotel buyout. Full-property exclusivity is subject to availability, separate pricing, and a written agreement.

7. Catering, Food & Beverages. All event food and beverages must be provided by Hotel Costa Pacífica and Origen Restaurant. Outside caterers, prepared food, and alcoholic beverages are not permitted. Clients may bring a wedding or celebration cake with advance notice, and the Hotel will provide plates and forks. Origen offers customizable menus, including buffets, plated meals, and Cocktails & Hors d’Oeuvres options. Hosted bars and cash bars are available. A 10% service fee applies to event food charges, plus the applicable 13% Costa Rica sales tax, as specified in the event proposal. Alcoholic beverages will be served according to applicable regulations. The Hotel may refuse alcohol service to anyone who is visibly intoxicated.

8. Guest Accommodations. Hotel Costa Pacífica offers 24 guest rooms for wedding parties, families, and event attendees. Groups reserving eight or more rooms qualify for the Hotel's discounted group rates. Guest accommodations are not included in event venue rental fees. Room reservations are subject to separate hotel booking, payment, and cancellation policies. Event reservations do not automatically reserve or guarantee guest room availability. A full hotel buyout requires a separate agreement covering all rooms and designated facilities.

9. Outside Vendors. Outside vendors are welcome! Clients may arrange their own photographers, florists, wedding planners, decorators, DJs, musicians, and other event professionals. Vendors must coordinate arrival times, setup, equipment needs, and breakdown with the Hotel in advance. DJs and musicians must provide their own professional sound equipment unless otherwise arranged. All vendors must follow Hotel policies and take reasonable precautions to protect the property, gardens, and guests. The Client is responsible for ensuring that outside vendors comply with event requirements and for damage caused by vendors engaged by the Client. Outside food and beverage vendors are not permitted.

10. Music & Entertainment. Live music, DJs, dancing, and other entertainment are welcome. For events that do not have exclusive use of the entire Hotel, amplified music must end or be reduced to quiet background levels by 9:00 p.m. Events with a full hotel buyout may request extended entertainment hours, subject to applicable local noise restrictions. Sound levels must remain appropriate for the property and surrounding community. The Hotel may require adjustments to entertainment volume or activities when necessary for guest safety or compliance with applicable rules.

11. Decorations, Setup & Cleanup. Clients are welcome to personalize their celebrations with flowers, lighting, signage, and decorations. All decorations that attach to buildings, walls, ceilings, trees, or other structures require advance approval. Nails, staples, permanent adhesives, and materials that may damage surfaces or landscaping are prohibited. Decorations must not damage plants, gardens, furniture, or Hotel facilities. Outside vendors and clients are responsible for removing all decorations, tape, string, personal belongings, and equipment during the agreed breakdown period. Standard event cleaning is included. Additional cleaning or damage charges may apply for excessive waste, adhesive removal, abandoned decorations, or property damage beyond normal event use.

12. Event Hours & Access. Event setup, guest arrival, ceremony, reception, and breakdown must follow this schedule. Vendors may access the venue up to 6 hours before the event for setup and must complete breakdown and removal of all equipment and decorations within 2 hours after the event ends. Events exceeding their contracted time will be charged $100 per additional hour. All event activities must comply with the Hotel's music and noise policies. Exclusive use of reserved event spaces applies only during the contracted event period. Guests and vendors must vacate private event areas at the agreed conclusion of the event.

13. Weather & Outdoor Events. Costa Rica's tropical climate can include rain, wind, and sudden weather changes throughout the year. The Hotel's covered Event Pavilion provides an alternative gathering space for outdoor ceremonies and celebrations. Weather conditions, including rain, do not qualify an event for cancellation or refund. The Hotel may adjust event layouts or relocate activities to an appropriate available space when reasonably necessary for safety or weather conditions.

14. Safety, Supervision & Property Damage. The Client and event attendees are responsible for following Hotel safety guidelines. Children must be supervised by a responsible adult at all times, especially near the swimming pool and gardens. Guests may not access restricted areas or use facilities, including the restaurant and pool and gym area, not included in the event agreement without authorization. The Client is responsible for damage to Hotel property caused by the Client, attendees, or independently engaged vendors, excluding ordinary wear and tear. The Hotel may stop activities or remove individuals whose behavior threatens guest safety or causes disruption to other guests. The Hotel is not responsible for unattended personal belongings.

15. Medical Emergencies & Liability. Participation in events and use of Hotel facilities may involve risks associated with swimming pools, outdoor environments, weather, wildlife, transportation, and other activities. Guests are responsible for exercising reasonable care and following posted safety instructions. In a medical emergency, the Hotel may contact emergency services and assist in coordinating medical attention. Guests are responsible for their own medical, transportation, and related expenses, except where applicable law provides otherwise. To the fullest extent permitted by applicable law, the Hotel is not responsible for injuries, losses, or damages caused by circumstances outside its reasonable control or by independent third-party providers. Nothing in these terms excludes liability that cannot lawfully be excluded.

16. Events Beyond Our Control. If a wedding or event cannot safely or legally proceed because of a natural disaster, government restriction, public emergency, major infrastructure failure, or another circumstance beyond the Hotel's reasonable control, the Hotel will work with the Client to identify a reasonable alternative date or arrangement. If rescheduling is not possible, any refund or other remedy will be determined under the event agreement and applicable law, taking into account services already provided and nonrecoverable costs. The Hotel is not responsible for airfare, transportation, third-party accommodations, or other travel expenses booked separately, except where applicable law requires otherwise. We recommend that international clients consider travel and event insurance.

17. Photography & Marketing. Clients and their guests are welcome to photograph and film their celebrations. The Hotel may photograph event spaces and décor for operational or marketing purposes. However, identifiable images of the couple, private event guests, or their personal celebration will not be used for public marketing without appropriate permission. Commercial photography or filming involving areas outside the reserved event spaces requires advance Hotel approval.

18. Governing Law & Disputes. These terms and event agreements are governed by the applicable laws of Costa Rica. The parties agree to make a good-faith effort to resolve any disagreement directly before pursuing formal legal remedies. Any unresolved disputes will be addressed through the appropriate legal procedures and courts having jurisdiction in Costa Rica, subject to applicable law.

19. Entire Agreement. These Terms & Conditions, together with the signed event proposal, invoice, and any written amendments, constitute the agreement between the Client and Hotel Costa Pacífica. The specific services, pricing, dates, and spaces confirmed in the signed event proposal take precedence over these general terms if there is a conflict. Any changes to the agreement must be confirmed in writing by both parties.

20. Acceptance of Terms. By signing the event agreement, paying the reservation deposit, or otherwise expressly accepting these terms during the booking process, the Client acknowledges that they have read, understood, and agreed to these Wedding & Event Terms & Conditions. The Client confirms that they are authorized to enter into this agreement and accept financial responsibility for the contracted event services.

Hotel Costa Pacífica | Esterillos Oeste, Puntarenas, Costa Rica | www.costapacificahotel.com