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TERMS AND CONDITIONS

TERMS AND CONDITIONS

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Update version: March 12, 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

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The price of the trip includes all transfers, accommodation, trip materials and the services of a trip-leader, the cost of entry to the Parks and reserves mentioned in the itinerary, as well as the meals included in the final itinerary. The price represents a complete package; itemized pricing is not available.  Flights between your home and the initial and final destinations of the excursion are not included.  The domestic flights required by the itinerary are almost always included in the price of the trip, however, there are some exceptions in which it is worthwhile to combine them with the purchase of an international flight.  All flights, whether included or excluded in the price of the trip, will be indicated in the final itinerary.  Trip costs as with exit taxes, passports, visas, immunizations, insurance, medical costs, evacuations, optional excursions, room service, drinks, laundry services, baggage excess, tips, telephone calls and expenses of a purely personal nature or derived from the delay or extension of a trip due to forces beyond our control are not included.  Routine advice about meals is included, but that advice given by porters, drivers, leaders and/or local guides is not included.  If you have any questions about the inclusion of tips for any article of value, please do not hesitate to contact us.


All payments must be made through the Wetravel payment platform. Each client is responsible for complying with the terms and conditions set by such payment portal and for holding OCAMPO EXPEDITIONS harmless from any claims the tour client may bring against Wetravel in relation to the use of this platform. OCAMPO EXPEDITIONS shall not be liable for lost, incomplete, canceled, rejected, or partial registrations or payments, bank fees, or taxes incurred through the use of this
platform.

 

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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It is the sole responsibility of each participant to secure travel insurance that covers medical expenses, accidents, emergency evacuation, repatriation, and potential loss of personal belongings. We recommend verifying whether your current health insurance extends coverage internationally.
 

Additionally, we strongly encourage obtaining a policy that includes coverage for trip cancellations or interruptions, as this can be essential in safeguarding your investment. Many insurance providers require policies to be purchased within a specific timeframe after booking, so we advise checking these conditions at the time of confirming your reservation.
 

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.

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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

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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. Payment Structure and Refund Policy


For clarity in refund calculations, it is important to distinguish the two components of the total tour cost:

A. Deposit (30% of the total itinerary cost)

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  • At the time of booking, the traveler must make an initial payment of 30% of the total itinerary cost.
     

  • In case of cancellation, this deposit will be subject to the following refund conditions:
     

    • If the cancellation occurs 90 days or more before the tour starts, 100% of the deposit will be refunded, minus applicable bank charges.
       

    • If the cancellation occurs between 89 and 75 days before the tour starts, 66% of the deposit will be refunded, minus applicable bank charges. The remaining 34% will be retained as a cancellation fee.
       

    • If the cancellation occurs between 74 and 60 days before the tour starts, 33% of the deposit will be refunded, minus applicable bank charges. The remaining 67% will be retained as a cancellation fee.
       

    • If the cancellation occurs 59 days or less before the tour starts, the deposit will not be refundable. However, 10% of the deposit may be used as credit for a future trip within one year from the cancellation date.
       

B. Remaining Balance (70% of the total itinerary cost)
 

  • The remaining 70% of the total tour cost must be paid at the traveler’s discretion but no later than 30 days before the tour starts.
     

  • If the traveler cancels after making this payment, the following refund conditions will apply:
     

    • If the cancellation occurs 58 days or more before the tour starts, 100% of the remaining balance will be refunded, minus applicable bank charges.
       

    • If the cancellation occurs between 57 and 30 days before the tour starts, 50% of the remaining balance will be refunded, minus applicable bank charges. The remaining 50% will be retained as a cancellation fee.
       

    • If the cancellation occurs between 29 and 15 days before the tour starts, 25% of the remaining balance will be refunded, minus applicable bank charges. The remaining 75% will be retained as a cancellation fee.
       

    • If the cancellation occurs 14 days or less before the tour starts, the remaining balance will not be refundable. However, 30% of this amount may be used as credit for a future trip within one year from the cancellation date.


2. Additional Considerations

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  • Bank charges: All refunds will be subject to applicable bank charges, which may vary depending on the payment method and financial institution.
     

  • Validity of credit for future trips: In cases where credit is granted for a future reservation, it will be valid for one year from the cancellation date. This credit is non-transferable and may only be used by the original traveler who made the initial booking.
     

  • Exceptions and special cases: No exceptions to this cancellation policy will be made for reasons such as illness, flight disruptions, personal emergencies, or visa issues. Travelers are strongly advised to purchase travel insurance that covers unforeseen circumstances.

 

​​​​​​​3. Postponement Due to External Factors

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If the tour cannot be carried out due to external factors beyond our control, such as pandemics, political issues, natural disasters, security concerns, or other unforeseen circumstances, OCAMPO EXPEDITIONS reserves the right to postpone the tour. The tour will be rescheduled to a future date when conditions improve, ensuring that the client’s booking remains valid.
 

If the client chooses to cancel instead of rescheduling, the refund process will follow the same terms outlined in the "Cancellation by the Traveler" clause. This means that refunds will be subject to the same time-based conditions and deductions, including bank charges and the possibility of applying part of the payment as credit for a future trip.
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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.

 

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