TERMS AND CONDITIONS

TERMS AND CONDITIONS

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Update version: October 28, 2025

This page contains a number of key points that you should be aware of when signing up for a tour.

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TRIP PRICING - What the price includes

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The trip price includes all ground transfers, accommodation, trip materials, the services of a trip leader, park/reserve entry fees listed in the Final Itinerary, and the meals indicated in the Final Itinerary. We also include travel assistance insurance for all participants (Colasistencia “Extremo Visitor”)↗. . Please review the provider’s coverage details, exclusions, and limits and verify that the policy is sufficient for your needs; you may purchase additional/upgrade coverage if desired. The price represents a complete package; itemized pricing is not available. Domestic flights are included only when necessary to operate the itinerary. In some departures, we may exclude domestic flights so you can bundle them with your international ticket when that reduces your overall cost. All flights—whether included or excluded—will be specified in your Final Itinerary.

TRIP PRICING - What the price not includes

Exit taxes; passports/visas; immunizations; insurance upgrades beyond the included policy; medical expenses and evacuations; optional excursions; personal expenses (room service, drinks unless stated, laundry, phone calls, excess baggage); tips/gratuities (unless stated); and any costs arising from delays or extensions due to circumstances beyond our control. International flights between your home and the tour’s start/end points are not included.

TRIP PRICING - B2B PARTNER BENEFIT (Complimentary Place / FOC)

For partner operators/agencies: One (1) complimentary place (FOC) may be offered per departure for the partner’s tour leader or representative, with the same inclusions as paying clients. Twin accommodation is standard (the FOC may share with our Ocampo Expeditions leader where appropriate); single room is available on request and at extra cost, subject to availability.

This FOC is non-cashable, non-transferable (except to another eligible leader/rep from the same partner agreed in writing) and not combinable with other promotions. Offering the FOC does not reduce any applicable minimum paying headcount or alter leader-to-group ratios. The FOC is subject to confirmation in the B2B agreement and will be reflected in the Final Itinerary. Payments, changes, and cancellations for the FOC follow the same “PAYMENTS” and “CANCELLATION BY THE TRAVELER (applies to both direct clients and partner agencies)” sections of these Terms.

PAYMENTS (Booking & platform)

We recommend using WeTravel, a secure and convenient platform for both our clients and us. Each client is responsible for complying with WeTravel’s terms and conditions and for holding OCAMPO EXPEDITIONS harmless from any claims the tour client may bring against WeTravel in relation to the use of the platform. OCAMPO EXPEDITIONS shall not be liable for lost, incomplete, canceled, rejected, or partial registrations or payments, or for bank fees or taxes incurred through the use of this platform. If you prefer another payment method, please contact us by email and we will discuss the available options.

 

TRIP PRICE INCREASES

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As a result of the possibility of many circumstances beyond our control, the total cost of the trip is subject to change, although this is only as a last resort. Participants will be notified if any change in the cost of the trip is incurred. OCAMPO EXPEDITIONS does everything possible to anticipate cost increases for services in each area in which we operate, but when there are unexpected increases, we reserve the right to increase our price by 10% of the trip price.  If further increases are required, participants may withdraw from the tour without incurring cancelation penalties.

 

If you would like to avoid the cost of a single room (individual supplement), we will try to find you a roommate, but please consider that this is not always possible and that, should we be unable to find an adequate roommate, you will be asked to pay the individual supplement.  Please have in mind that your accommodation preferences will be respected as far as possible but cannot be guaranteed.  In some remote locations (for example in field stations), this is not always possible, and the arrangements put in place must be adjusted to.  When OCAMPO EXPEDITIONS is aware of these situations, participants will always be informed before booking.  When an unexpected change is necessary (particularly in remote locations where communication is difficult), the lack of availability in a hotel or lodging in particular is not usually informed with prior notice and is only discovered upon arrival.  In these circumstances, your leader will do everything possible to satisfy the preferences of the group.

 

CHANGES TO ITINERARY OR LEADER

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OCAMPO EXPEDITIONS reserves the right to make changes to the tour should the need arise due to unexpected circumstances. If the leader/guide on the trip decides that it is better to divert from the activities described in the trip program, they will take reasonable steps to substitute in a new activity of interest and comparable satisfaction to the participants on the trip. If significant changes are necessary prior to beginning a tour, the participants will be informed. If we are forced to make a change to the itinerary or way of operating for any reason, such as airline strikes, weather, political disturbances, the additional costs, whatever they may be, will be the responsibility of the participants.

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Finally, OCAMPO EXPEDITIONS reserves the right to assign or substitute any of its leaders to any tour.

 

GROUP SIZE

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The maximum appropriate group size in order to enjoy a tour depends a great deal on the location and the type of habitats to be visited. In the established trips, the maximum number per group is ten (10), when there are more than ten (10) participants, a second leader will be provided.  On trips in which the majority of the time is spent in forest environments, the maximum group size tends to be between eight (8) and ten (10) participants on the tour, with one leader.  Personalized tours may be arranged upon request with a participant-leader ratio matching the clients’
wishes.

 

MEDICAL ATTENTION

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All trip applicants with medical problems and/or conditions that could interfere with or limit their participation on the tour, or with contagious diseases are required to inform us of this in advance. The trip leader/guide, as well as OCAMPO EXPEDITIONS, have the right to disqualify any person from certain activities at any time, if they have reason to believe that the person is not able to participate safely in the activity or that their participation may pose a risk to the participant, other people, the leader/guide, and/or the development of the tour.  OCAMPO EXPEDITIONS does not guarantee that there will be a doctor on any trip in particular and does not assume any responsibility for the provision of medical attention.  If a participant is injured or falls ill, OCAMPO EXPEDITIONS or the trip leader/guide may, in good faith and at the participant's expense, arrange for medical evacuation or other emergency services. This assistance will be provided in good faith, but it does not imply any responsibility on the part of OCAMPO EXPEDITIONS for the outcome of such services. OCAMPO EXPEDITIONS will not be held liable under any circumstances for the result of such assistance.

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RESTRICTIONS AND PARTICIPATION

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Our tours typically do not involve truly strenuous activity, but if this cannot be avoided, it will be clearly stated in the tour details. However, participants are expected to undertake moderate walks of several kilometers per day, sometimes on uneven or slippery surfaces, in order to fully engage in the activities that are part of the excursion. To accommodate the needs of birdwatchers of all levels, our tours sometimes involve long days in the field and long-distance travel. It is recommended to follow all the guidelines provided at both the time of tour registration and at the start of the tour regarding clothing, footwear, hats, and the use of repellents or sunscreen to help mitigate the risks of injury or incidents. Nevertheless, each participant is responsible for their own actions and for adhering to or not following the given recommendations.

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LEGAL DISPUTES

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In the event of any legal dispute related to the services provided by OCAMPO EXPEDITIONS, such disputes will be resolved in accordance with the laws of the Republic of Colombia. All legal actions must be brought and resolved in Colombian courts, and the parties agree to submit to the exclusive jurisdiction of these courts for the resolution of any disputes or claims.

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​​​​AUTHORITY OF THE TRIP LEADER / GUIDE

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Please allow the trip leader / guide know about any problem or dissatisfaction.  He / she will usually be able to remedy the situation.  If it is necessary to change the schedule, he / she will normally consult the trip participants, however, should a change be necessary for reasons of safety or the adequate management of the trip, the leader’s decision is final. OCAMPO EXPEDITIONS assumes no responsibility for participants who break the laws or rules of any place visited, that can be considered prejudicial to the safety or well-being of others on the trip, or whose conduct impedes the operation of the trip or the rights, wellbeing or enjoyment of the other participants on the trip.  Such a person may be asked to abandon the trip immediately and OCAMPO EXPEDITIONS will not be responsible for any additional cost incurred by a person excluded from participating in a trip, including, among others, the costs of land and/or air transport.

 

DOCUMENTATION

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A Passport valid for at least 6 months after the date of travel is required for all trips.  It is the responsibility of the traveler to determine the requirements of their visa for all destinations and countries visited as part of a tour, however, OCAMPO EXPEDITIONS may assist you guiding with this task.

​INSURANCE

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Ocampo Expeditions includes a travel assistance policy for all participants (Colasistencia “Extremo Visitor”)↗. Coverage, benefits, exclusions, effective times, and claim procedures are determined solely by Colasistencia; travelers must review the policy documents and confirm that the coverage is adequate for their personal circumstances. You may purchase additional or upgraded insurance (e.g., cancellation/interruption) if you require higher limits or broader benefits.

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SPECIES SIGHTING

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At OCAMPO EXPEDITIONS, we make our best effort for our clients to observe as many species as possible during the tour. However, these are wild animals, and we cannot guarantee their appearance. We do not promise or ensure the sighting of any particular species. Species sightings depend on the climate, location, and nature—factors beyond our control.

The submission of eBird lists, checklists, photographs, or related material mentioning or showing species does not make us responsible if these species are not observed during the tour. OCAMPO EXPEDITIONS does not guarantee or assure the sighting of any specific species, but we will strive to offer the best possible experience.

USE OF MULTI-FLASH LIGHTING (ETHICS & SAFETY)
 

Scope and authority. Ocampo Expeditions permits multi-flash photography only at locations where the landowner or reserve expressly authorizes it, and strictly under the Tour Leader’s authority. The Tour Leader may restrict, modify, or suspend any session to protect wildlife, comply with on-site rules/law, avoid disturbance, or manage group safety. Guests agree to follow all instructions and local regulations, including property-access rules and conduct in group settings. (Sources: “Audubon’s Guide to Ethical Bird Photography and Videography”; American Birding Association “Code of Birding Ethics”.) 
 

Our ethical baseline. We align with Audubon’s core principle for bird photography: do no harm—respect birds and habitats before the shot. We encourage all guests to read Audubon’s ethics resources in full before traveling. (Sources: “Bird Photography Ethics” hub; “Audubon’s Guide to Ethical Bird Photography and Videography”.) 
 

When multi-flash is appropriate. Multi-flash may be used in daylight as a carefully controlled supplement to natural light—never as a substitute—at sites that allow it and with species that are not sensitive, while maintaining distance and normal behavior (stop if the bird shows stress). (Source: “Audubon’s Guide to Ethical Bird Photography and Videography” — “Use flash sparingly (if at all) … as a supplement to natural light,” plus general guidance to avoid disturbance and watch for behavioral change.) 
 

How multi-flash must be used. Sessions must minimize disturbance: low output with good diffusion, no intrusive AF-assist lamps, limited cadence and total duration, and built-in pauses. The Tour Leader sets and enforces these limits on site. Baiting, call playback to lure subjects, drones at nests, and other disruptive techniques are not allowed. (Source: “Audubon’s Guide to Ethical Bird Photography and Videography” — avoid disturbance; do not bait; don’t use playback; drones are disruptive/illegal in many protected areas.) 
 

When multi-flash is inappropriate or prohibited. We do not use flash at night or on nocturnal birds (e.g., owls, nightjars), and we never use multi-flash at nests. Nighttime flash can impair a nocturnal bird’s ability to hunt or navigate; nest work is especially sensitive and must avoid disturbance, alteration of cover, or prolonged presence. (Sources: “Audubon’s Guide to Ethical Bird Photography and Videography” — avoid flash on nocturnal birds; nesting-bird cautions; Audubon “Is Flash Photography Safe for Owls?”; Audubon “Dos and Don’ts of Nest Photography”.) 
 

Compliance and consequences. Participation implies acceptance of this policy and any stricter site-specific rules. The Tour Leader may exclude a participant from a session (or the day’s activity) without refund when needed for welfare, safety, or legal compliance. For a broader community standard, see the ABA Code of Birding Ethics. (Sources: “Audubon’s Guide to Ethical Bird Photography and Videography” — follow rules/laws and respect others; ABA “Code of Birding Ethics”.)

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Further reading
 

• Audubon's Guide to Ethical Bird Photography and Videography↗.

• Bird Photography Ethics (hub) – Audubon ↗.

• Is Flash Photography Safe for Owls? – Audubon ↗.

• Dos and Don’ts of Nest Photography – Audubon ↗.

• ABA Code of Birding Ethics – American Birding Association ↗.
   

IMMUNIZATIONS FOR COLOMBIA

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We assume that you are up-to-date with your vaccinations.  A vaccination certificate is not required upon entry to Colombia, however, it is important to bear in mind these recommendations:

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• There are no big problems with mosquitos in the majority of reserves.

• Typhoid Fever and Hepatitis A vaccinations are recommended.

• Yellow fever is very rare in Colombia.

• Malaria is present in many low-lying areas in Colombia.  Although it is not known to exist close to any of our reserves, it is present in some cities in the Western, Central and Eastern Andes regions, Magdalena, Santa Marta, Guajira and Chocó.  In these areas it is best to reduce the number of insect bites by wearing long-sleeved shirts and trousers, and using insect repellent especially at sunrise and sunset.

• Dengue, although not frequent, is also a possibility and once again it is recommended to try and reduce the risk of insect bites and take into account the symptoms of this fever.

• Leishman’s disease, transmitted by bites from sand-flies is also a remote possibility in low-lying areas and, once more, visitors should learn the symptoms.  There have only been rare cases in the communities in the Magdalena Valley, but not within the reserve.

• Chiggers (mites) are found in long Grass around the Caribbean coast away from major routes.  Cover your legs, trousers, shoes and waist with insect repellent.

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CANCELLATION BY OCAMPO EXPEDITIONS

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At OCAMPO EXPEDITIONS, we strive to proceed with our tours even when only a few participants have registered. Canceling a tour is always a last resort for us.

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CANCELLATION BY THE TRAVELER (applies to both direct clients and partner agencies)

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All cancellations must be notified in writing via email at ocampo.wpe@gmail.com and will only be considered effective once we confirm receipt of the written notification. Cancellation fees per person will apply based on the date we acknowledge the cancellation request. These fees apply to the main tour reservation, any trip extensions before or after the tour, and the transfer of extensions from one tour to another.

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1. Payments

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• Deposit: 30% of the total tour price, due at booking (to secure your spot).

• Final balance: 70%, due no later than 70 days before the tour start (D-70).

• Late bookings (≤70 days): 100% due at booking.

• Non-payment at D-70: if the balance is not received by D-70, we may release your space and treat the booking as a cancellation at D-70.

2. Refunds (two simple time windows; percentages only)​

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• If the cancellation occurs ≥70 days before the tour starts:

  • Deposit (30%) → 50% refundable (50% retained).

  • Any balance paid early (part of the 70%) → 50% refundable (maximum).

• If the cancellation occurs ≤69 days before the tour starts:

  • Deposit (30%) → 0% refundable.

  • Balance (70%) → 25% refundable (guaranteed); may increase up to 50% maximum only to the extent we can actually recover funds already paid to suppliers (see Good-faith note).

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Good-faith & supplier-recovery note​

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We value our travelers and understand cancellations can happen—even close to departure. By around D-70 we must pre-pay some services (e.g., lodging, park/reserve entries, transport); others may allow payment nearer the date. If you cancel, we will proactively contact our suppliers to request refunds or waivers.
 

• If we are able to recover any amounts from our allies/suppliers, we will inform you and pass those recoveries back to you, up to the 50% cap on the balance in the applicable window.

• Our intent is not to retain money for services that will not be provided; the caps exist to cover non-recoverable third-party costs, admin/coordination, and platform/bank fees.
   

Notes
 

• All refunds are net of bank/payment platform fees and any non-recoverable third-party costs already committed (e.g., prepaid hotel nights, transport penalties, permits).

• Force majeure: if external factors prevent operation, we may postpone and keep the booking valid for a future date; if you/your agency choose to cancel instead of rescheduling, the same rules above apply.

• Payments are processed primarily via WeTravel; bank transfer may be authorized in writing by Ocampo Expeditions. The payer is responsible for WeTravel/platform terms and any bank/wire/FX fees. For bank transfers, payment is deemed received only once funds have cleared in Ocampo Expeditions’ designated account.

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PHOTOGRAPHS AND TOUR MATERIALS

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OCAMPO EXPEDITIONS reserves the right to use any photographs or videos taken during the tours for promotional purposes. If you do not wish to appear in such materials, please inform us in writing before the start of the trip.

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LIMITATION OF LIABILITY

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OCAMPO EXPEDITIONS acts as an intermediary between service providers (airlines, hotels, transportation) and participants. We are not responsible for accidents, losses, injuries, delays, cancellations, or damages caused by the actions or negligence of third parties, natural forces, or situations beyond our control. In any case, if an incident occurs due to OCAMPO EXPEDITIONS' fault or willful misconduct, and if a court determines our liability for our actions or omissions toward the tour client, our liability will be limited to the amount paid by the client for the mentioned tour. This is a situation that the client understands and  accepts by agreeing to these terms and conditions.

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TOUR EXTENSIONS DUE TO CIRCUMSTANCES BEYOND THE CONTROL OF OCAMPO EXPEDITIONS SAS

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If the tour is affected by circumstances beyond the control of OCAMPO EXPEDITIONS SAS, such as road blockages, landslides, strikes, natural disasters, or other unforeseen events that disrupt the normal itinerary, the following provisions will apply:

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Temporary Tour Extension

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If the situation is temporary and requires the tour to be extended, participants will have the option to cover the additional costs incurred, including but not limited to lodging, meals, transportation, and staff remuneration for OCAMPO EXPEDITIONS SAS. These costs must be collectively covered by the participants to allow the tour to resume once the adverse conditions subside.

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Early Termination Option
 

If the situation persists for an extended period and participants choose not to continue the tour, they may opt to terminate their participation without incurring additional costs beyond those already incurred up to the moment of their decision.

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Refund Policy

Once the tour has commenced, OCAMPO EXPEDITIONS SAS will not issue refunds due to circumstances beyond its control, as these are unforeseen and unavoidable situations.

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Commitment to Minimizing Additional Costs

 

While this clause is intended to protect OCAMPO EXPEDITIONS SAS legally, we are committed to doing everything possible to reduce the additional costs caused by extended days. This includes recommending more affordable accommodations for our staff, reducing administrative expenses, and optimizing resources to minimize the financial impact on participants.