How our planning and pricing works

A well-planned Galápagos journey is rarely assembled from a single ready-made package. Different travellers have different interests, budgets, dates and priorities, and availability must be checked across several independent services. This page explains how GalapEx prepares a proposal, how our pricing works, and when a booking becomes confirmed.

1. We begin with your priorities

We first need to understand your proposed dates, number of travellers, preferred standard of accommodation and approximate budget. It is also helpful to know what matters most to you: particular wildlife, snorkelling, walking, photography, geology, history, quieter islands, or a balance of guided and independent activities.

The more clearly we understand your priorities, the more useful the first proposal will be. Sometimes we may suggest changing the order of an itinerary or spending longer on one island because transport times, excursion schedules and availability affect what is realistically possible.

2. We check the journey piece by piece

GalapEx does not simply select an itinerary from a fixed list. We may need to check hotels, naturalist guides, transfers, inter-island transport, day-cruise departures and other services individually. These are often operated by different providers, each with its own schedules and availability.

This work can be quite laborious, particularly for a multi-island itinerary. A hotel may be available while the preferred excursion is not, or a boat may have space on a date that does not fit the most logical island sequence. We look for the best workable combination rather than sending a proposal that cannot actually be arranged.

3. Indicative prices and accommodation levels

Prices shown with sample itineraries are intended to give a realistic indication of the likely cost. They are not fixed quotations. The final price depends on travel dates, current availability, the number of travellers, the excursions selected and the preferred level of accommodation.

Where appropriate, we can suggest standard, superior and premium accommodation options. These categories are broad guides rather than rigid ratings, and we select properties according to their location, comfort, reliability and suitability for the itinerary.

4. Complete package pricing

Our quotations normally provide one complete price for the agreed arrangements rather than a supplier-by-supplier breakdown. This covers the work involved in researching, coordinating and booking the different parts of the journey, as well as the services stated in the proposal.

Every quotation will explain what is included and excluded. We do not publish or disclose our confidential agency rates or internal pricing arrangements.

5. Why a proposal can take time

Some providers respond immediately; others take longer to confirm their schedules or spaces. During busy periods we may need to contact several alternatives. For this reason, a carefully prepared proposal can take longer than an automated quotation from a large booking website.

The time is being used to build a coherent journey and check what is genuinely possible. However, availability and prices can still change while the proposal is being prepared, especially when travel dates are close or demand is high.

6. Planning fees for complex requests

For straightforward enquiries, we can normally provide an initial outline and indicative price range without a planning fee. Particularly complex tailor-made requests may require a planning fee before detailed research and availability checks begin.

If a planning fee applies, we will explain it before beginning the work. It will normally be credited towards the final booking if the trip is confirmed. The fee recognises the time required to research and coordinate a detailed proposal; its payment does not itself confirm any travel service.

7. A proposal is not yet a confirmed booking

Unless we specifically state otherwise, the services in an initial proposal remain subject to availability. Finding space during the planning process does not necessarily mean that a hotel room, guide or boat seat is being held.

If one element is no longer available when you decide to proceed, we will explain the alternatives and adjust the itinerary where necessary. This does not normally mean starting again; it means finding the closest suitable replacement while protecting the overall quality of the trip.

8. Day cruises have especially limited space

Day cruises are particularly sought after because they provide access to authorised visitor sites on uninhabited islands. The number of departures and passenger spaces is limited by the boats’ operating itineraries and capacities. Popular excursions can therefore fill well in advance.

When suitable space is found, a deposit generally needs to be paid promptly to secure it. Without payment, the space normally remains available for another traveller to book and may disappear. Last-minute spaces do sometimes become available, particularly in quieter periods, but relying on them involves a genuine risk.

9. Deposits, payment and confirmation

Once you are happy with the proposal, we will tell you what deposit is required and which services it will secure. Payment can be made through WeTravel, which allows payment by credit card and applies its relevant card-processing or booking fee. Payment may also be made by direct bank transfer to a US or Ecuadorian bank account. Any bank, transfer or currency-conversion charges are the traveller’s responsibility unless we state otherwise.

Your booking becomes confirmed as the relevant payments are received and the individual providers confirm their services. We will make clear what has been confirmed, what is still pending and when any remaining balance is due. Because several providers may be involved, different elements can occasionally be confirmed at slightly different times.

10. A personal planning process

This process takes work, but it allows us to create a journey around the traveller rather than asking the traveller to fit a standard package. Our aim is to combine realistic logistics with the wildlife, places and experiences that matter most to you—and to explain honestly when a different route or alternative would work better.