GENERAL INFORMATION
Exotic Birding can arrange private birding tours and nature photo tours to most countries where we offer regularly scheduled tours. We can create totally custom itineraries or pattern itineraries after our regularly scheduled tours. Tour planning can be time-consuming and the best guides book their time well in advance, especially during high season. Therefore, we encourage private groups to move forward with the planning process as early as possible. Planning for groups of 2-4 persons should begin at least 6 months in advance of departure. Planning for larger groups should begin at least 9 months in advance of departure.
PROCESS
The following describes the process we follow when organizing private tours for groups. Please be aware that certain costs such as guide fees and expenses are fixed regardless of group size, so tour pricing per person is generally higher for individuals and small groups.
STEP 1 - INITIAL CONSULTATION
Those interested in a private tour should contact us via email or phone. We offer a free initial consultation during which we'll discuss with the group's representative the goals, destinations, and desired duration of the tour. Based on the free consultation we'll then provide a very general plan for the tour that consists mainly of a broad-brush itinerary along with an estimated price per person.
STEP 2 - DETAILED PLANNING
Detailed Planning entails verifying availability of guide and accommodations as well as firming up the itinerary. It involves significant time and effort on our part, and for that reason we'll charge a non-refundable planning fee before beginning this stage of the process. During detailed planning we'll work closely with the client to firm up the itinerary and answer any questions that arise. Once the itinerary is approved, we'll provide a firm price for conducting the tour. Generally speaking, the planning fee will not apply toward the quoted tour price.
STEP 3 - TOUR CONFIRMATION
After the itinerary is finalized, the group will have 30 days to decide whether they wish to go forward with the tour. At that time a refundable deposit in the amount specified becomes due. The amount of deposit will vary depending on the tour. Payment of deposit is required to confirm the tour. If the tour is not confirmed within 30 days, we'll release the guide and all room reservations made during the detailed planning phase.
STEP 4 - FINAL PAYMENT
The balance of the quoted tour price becomes due 90 days prior to departure and becomes non-refundable 60 days prior to departure. Failure to meet the deadline could result in release of rooms for those who have not yet made payment.
POLICIES
We charge a non-refundable fee to do the detailed planning. This fee normally does not apply toward the price of the tour. It pays for the cost of developing a custom itinerary and delivering it to the group, along with the time required for us to arrange a guide and reserve accommodations. The amount of the fee will depend on the destination country and complexity of the likely planning process.
A deposit of the tour price is required to confirm the tour. This deposit is due 30 days after we have provided a final itinerary or 90 days prior to departure, whichever comes sooner. This deposit is refundable until 90 days prior to departure.
Final payment of the balance is due 90 days prior to departure and becomes non-refundable 60 days prior to departure. Payments not received 90 days prior to departure could result in our releasing rooms for those persons who have not yet made payment. Once rooms are released due to non-payment, we can no longer guarantee space on the tour for those persons. If payment is received late and we have already released rooms, we'll attempt to re-establish the room reservations. If we cannot, we'll refund the final payment less deposit.
Any refund of payments made by credit card are subject to a 5% service charge.
