Terms and Conditions
1. ABOUT THIS DOCUMENT
This Participant Disclaimer and Agreement to Terms and Conditions (the "Agreement") is entered into between you (the "Traveler," "Participant," "you," or "your") and Cayambe LLC, operating under the brand name Wild Explorers ("Wild Explorers," "we," "us," or "our").
By making any payment, booking, or participating in any Wild Explorers trip, retreat, or experience, you confirm that you have read, understood, and agree to be legally bound by the entirety of this Agreement, as well as Wild Explorers’ full Terms and Conditions, available at www.wildexplorers.travel/termsandconditions.
Important: This Agreement contains waivers of liability, an assumption of risk clause, indemnification obligations, and a class action waiver. If you do not agree with any part of this document, you must not book or participate in any Wild Explorers experience.
2. DEPOSITS AND PAYMENT
2.1 Deposit
A deposit of 25% of the total tour price is due at the time of booking, unless otherwise stated on the specific tour page. Payment of the deposit confirms your reservation and signals your acceptance of these Terms.
Collaborator & Special Edition Trips: For trips featuring special guests, ambassadors, athletes, or content creators, the 25% deposit is non-refundable and non-transferable, regardless of tour status or the reason for cancellation. This will be clearly indicated on the tour page.
2.2 Final Payment
Full payment is due no later than 90 days before the start of the tour, unless an alternative payment schedule is stated on the tour page. Failure to pay by this date may result in automatic cancellation of your reservation without refund of the deposit.
2.3 Tour Status: Pending vs. Confirmed
Tours carry one of two statuses that determine your cancellation and refund rights:
• Pending: The minimum number of participants has not yet been reached. We strongly advise against purchasing non-refundable flights or making other travel arrangements until your tour is Confirmed.
• Confirmed: The minimum number of participants has been met and the tour is scheduled to proceed. A Confirmed tour may still be subject to cancellation under force majeure or other exceptional circumstances described in this Agreement.
If a Pending tour is cancelled due to insufficient enrollment, you will receive a full refund including the deposit. Wild Explorers is not responsible for any independent travel costs (flights, hotels, visas, etc.) you may have incurred.
3. CANCELLATIONS BY THE TRAVELER
All cancellations must be submitted in writing to info@wildexplorers.travel. The cancellation date is the date on which we receive your written notification. Your refund rights depend on the tour status at the time of cancellation:
Tour Status
Cancellation Timing
What Happens
PENDING
Any time
25% deposit fully refunded*
CONFIRMED
(standard trips)
90+ days before trip start
Deposit non-refundable. Can be transferred to another Wild Explorers trip within 1 year.
CONFIRMED
(standard trips)
Less than 90 days before trip start
No refund. No transfer.
COLLABORATOR TRIPS
(any status)
Any time
25% deposit NON-REFUNDABLE and NON-TRANSFERABLE
*Refunds are processed exclusively via bank transfer to the account held in the name of the original cardholder, within 45 calendar days of approval. Wild Explorers will not issue refunds by any other method. All refunds are subject to deductions for non-recoverable costs already paid to third-party suppliers on your behalf.
Deposit Transfer (Confirmed trips): To transfer your deposit to another Wild Explorers trip, you must notify us in writing at least 90 days before the original trip start date. Transfers are valid for one (1) year from the original booking. Only one transfer is permitted per booking.
Travel Insurance is mandatory: All participants must hold valid travel insurance that includes trip cancellation coverage. If your cancellation reason is covered by your policy, you may reclaim costs through your insurer — this is precisely why insurance is required.
4. CANCELLATIONS BY WILD EXPLORERS
4.1 Cancellation for Insufficient Enrollment
If a tour does not meet its minimum participant requirement at least 60 days before departure, Wild Explorers may cancel the tour. In this case, you will be offered either (a) a full credit toward another trip, or (b) a full refund.
4.2 Cancellation Due to Force Majeure or Safety Concerns
Wild Explorers reserves the right to cancel or modify any tour due to circumstances beyond its control, including but not limited to: extreme weather, natural disasters, wildfires, government restrictions, civil unrest, pandemics, airline cancellations, or safety threats. In such cases, a refund may be issued minus any non-recoverable costs already incurred.
4.3 Emergency Cancellation During the Tour
If a confirmed tour must be interrupted or cancelled mid-trip due to emergencies or force majeure, no refund will be issued for the unused portion of the trip. Wild Explorers is not responsible for any additional costs incurred by the traveler (accommodation, flights, meals, etc.) as a result.
5. NON-RECOVERABLE COSTS
"Non-Recoverable Costs" are expenses already paid by Wild Explorers to third parties that cannot be reclaimed. These include but are not limited to:
• Non-refundable airline or charter tickets
• Private and group transportation
• Accommodation deposits (hotels, cabins, mountain huts, campsites)
• Guide, instructor, and local staff fees
• Park permits, entrance fees, and activity licenses
• Prepaid meals and perishable food
• Equipment and gear rentals
• Administrative and agency fees
• Non-refundable insurance premiums
Non-Recoverable Costs will be deducted from any approved refund before disbursement.
6. CHARGEBACKS
By booking with Wild Explorers, you agree to resolve any billing concerns directly with us before initiating a chargeback with your bank or credit card provider. Contact us at info@wildexplorers.travel.
Wild Explorers reserves the right to dispute any chargeback that is improper and to recover related costs, including legal fees. The following chargebacks are considered improper:
• Chargebacks resulting from non-refundable bookings, whether or not the trip was used
• Chargebacks arising from your failure to comply with these Terms and Conditions
• Chargebacks due to force majeure or circumstances beyond Wild Explorers’ control
• Chargebacks resulting from disagreement with the cancellation policy
• Chargebacks initiated by family members or third parties who had access to your payment method (excluding fraud)
• Chargebacks resulting from itinerary modifications made in accordance with these Terms
Initiating an improper chargeback may result in cancellation of your reservation and/or legal action to recover costs.
7. ITINERARY MODIFICATIONS
Our trips take place in dynamic natural environments including the Andes, Galapagos Islands, Amazon rainforest, and other remote areas. Weather conditions, local regulations, logistical constraints, or safety concerns may require changes to the planned itinerary at any time.
By booking, you acknowledge that:
• Itinerary changes are a normal and expected part of adventure travel.
• Changes made for safety, weather, or operational reasons do not constitute a service failure.
• All itinerary decisions are made at the sole discretion of the trip leader or organizer, with safety as the primary consideration.
• No refunds will be issued for itinerary modifications.
8. TRIPS WITH CONTENT CREATORS, ATHLETES & AMBASSADORS
Some Wild Explorers trips are promoted with the participation of athletes, influencers, content creators, or brand ambassadors ("Featured Guests"). You acknowledge the following:
• If the minimum number of participants required to secure a Featured Guest’s participation is not met, the trip may proceed without them.
• If a Featured Guest cannot attend due to illness, personal emergency, or force majeure, the trip will proceed as planned without modification or refund.
• The absence of a Featured Guest does not constitute grounds for cancellation or a refund request.
• Featured Guests hold no legal liability toward trip participants.
9. PHYSICAL REQUIREMENTS & FITNESS
Many Wild Explorers tours involve strenuous physical activity in high-altitude, remote mountain environments. By booking, you confirm that:
• You are in adequate physical condition to meet the demands described on the tour page.
• You understand that a "Reasonable Average Speed" of 3.5 km/h (2.17 mph) on mountain terrain is required to ensure group safety.
• If you cannot maintain the required pace, your guide may ask you to skip certain sections or exit the tour entirely, at your own expense and without refund.
• Wild Explorers reserves the right to request a doctor’s letter confirming fitness for travel, or to exclude any participant deemed unfit, at its sole discretion.
10. GUIDE INSTRUCTIONS
You are required to follow all reasonable instructions issued by your assigned guide(s). Failure to comply may result in removal from the tour at your own expense with no refund. Wild Explorers employs certified professional guides; their authority during the tour is final on matters of safety.
11. TRAVEL INSURANCE — MANDATORY
Travel insurance is not optional. Participation in any Wild Explorers experience is conditional upon holding valid, comprehensive travel insurance.
Your insurance must cover the following at a minimum:
• Trip cancellation and interruption
• Emergency medical expenses
• Emergency evacuation and mountain rescue
• Personal accident and liability
• Repatriation costs
Your policy must be valid for the specific destination, activities, and duration of your trip. Wild Explorers is not responsible for arranging, evaluating, or advising on insurance. We will not issue any letters or documentation for insurance claims unless supported by a certified medical diagnosis.
12. ASSUMPTION OF RISK & WAIVER OF LIABILITY
Adventure travel inherently involves risks, including but not limited to:
• Physical injury or death from terrain, altitude, animals, or weather
• Illness or infection in remote areas with limited medical access
• Motor vehicle or transport accidents
• Criminal acts, government restrictions, or political instability
• Equipment failure and property damage
• Allergic reactions and dietary complications
• Evacuation delays due to remoteness
By participating, you voluntarily and knowingly accept all such risks as inherent to adventure travel. You agree to RELEASE, HOLD HARMLESS, and INDEMNIFY Wild Explorers (Cayambe LLC), its affiliates, directors, officers, employees, guides, and agents from any and all claims, liabilities, damages, costs (including legal fees), or expenses arising from your participation in any Wild Explorers experience, whether caused by negligence or otherwise.
Note: This release of liability applies to you, your heirs, executors, administrators, and family members. It survives the termination or cancellation of this Agreement.
13. INDEMNIFICATION
To the fullest extent permitted by law, you agree to indemnify, defend, and hold harmless Wild Explorers (Cayambe LLC) and its officers, directors, employees, and agents from any expenses, losses, liabilities, damages, judgments, or costs (including reasonable legal fees) arising from:
• Your breach or violation of this Agreement
• Any negligent act or omission by you or a member of your travel party
• Any damage caused by you to third parties, property, or Wild Explorers during the trip
• Claims brought by third parties related to your participation in the trip
14. LIMITATION OF LIABILITY
In the event Wild Explorers is found liable for any loss or damage, its total liability shall not exceed the amount you paid for the specific service giving rise to the claim. Wild Explorers shall not be liable for indirect, consequential, punitive, or special damages of any kind.
Wild Explorers is not liable for acts, omissions, negligence, bankruptcy, or default of any third-party supplier including airlines, hotels, mountain huts, transport companies, or local guides.
14.1 No Liability for Third-Party Supplier Failures
Wild Explorers acts solely as an agent in arranging Travel Products provided by independent third-party Suppliers. All Travel Products are provided by independent entities over which Wild Explorers has no control. Wild Explorers is not responsible for any act, omission, negligence, insolvency, or default of any Supplier, nor for any loss, injury, damage, or delay resulting therefrom.
14.2 No Liability for Independent Costs
Wild Explorers is not responsible for any costs incurred by you independently in connection with the trip, including but not limited to: international or domestic flights, visas, vaccinations, pre- or post-trip accommodation, travel to or from departure points, or any other arrangements made outside of the tour package.
14.3 No Liability for Participant Negligence
Wild Explorers shall not be liable for any loss, injury, or damage resulting from your own negligence, recklessness, failure to follow guide instructions, or failure to meet the physical or documentation requirements of the trip.
14.4 No Liability for Website Information
Information published on our website may be updated from time to time. Wild Explorers makes no representations as to the completeness, accuracy, or timeliness of website content, including pricing, itineraries, or supplier descriptions. We reserve the right to correct any pricing errors and offer you the option to rebook at the corrected price or cancel without penalty.
14.5 Survival of Limitation
The limitations of liability set forth in this section shall survive the termination or cancellation of this Agreement, whether by operation of law or otherwise, and shall apply regardless of the form of action (contract, tort, indemnity, equity, or otherwise).
15. CLASS ACTION WAIVER
You agree to bring any claims against Wild Explorers solely in your individual capacity. You expressly waive any right to participate in a class action lawsuit or representative proceeding of any kind against Wild Explorers.
16. NOTICE OF CLAIM & TIME LIMITATION
Any claim against Wild Explorers must be submitted in writing within one (1) calendar day after completing your trip (or after being notified of a cancellation). Claims not submitted within this period are irrevocably waived and barred.
Any legal action arising from a claim must be filed within one (1) year of the incident giving rise to the claim. You expressly acknowledge that this Agreement limits the applicable statute of limitations to one (1) year, and that any claims not filed within this period shall be permanently barred.
Written claims must be sent to: info@wildexplorers.travel
17. FORCE MAJEURE
Wild Explorers shall not be liable for any failure or delay in fulfilling its obligations due to events beyond its reasonable control, including but not limited to: acts of God, volcanic eruptions, hurricanes, earthquakes, floods, landslides, wildfires, pandemics, epidemics, government restrictions, terrorism, war, insurrection, strikes, power outages, cyberattacks, or any other unforeseen circumstances that prevent the execution of the trip.
18. CONDUCT & BEHAVIOR
Wild Explorers maintains a zero-tolerance policy for:
• Use or possession of illegal drugs
• Irresponsible alcohol consumption that endangers yourself or others
• Aggressive, violent, or disruptive behavior toward other participants, guides, or third parties
Violation of any of these standards may result in immediate removal from the trip at your own expense, with no refund.
19. LATE ARRIVALS & EARLY DEPARTURES
No refunds will be issued for any portion of the trip missed due to late arrival or early departure. You are responsible for all additional costs incurred, including extra guide fees, transportation, and accommodation.
20. MEDIA CONSENT & LICENSE
By participating in a Wild Explorers trip, you grant Wild Explorers (Cayambe LLC) a royalty-free, perpetual, and irrevocable license to use photographs and/or videos taken during the trip for marketing and promotional purposes across any media, without further compensation.
If you do not consent to the use of your image or likeness in marketing materials, you must notify us in writing at info@wildexplorers.travel before the start of the trip.
21. DATA PROCESSING & PRIVACY
You consent to Wild Explorers processing and sharing personal information provided by you and members of your travel party solely for the purpose of making travel arrangements and complying with applicable regulations. Wild Explorers handles personal data in accordance with its Privacy Policy, available at www.wildexplorers.travel/privacypolicy.
22. GOVERNING LAW & JURISDICTION
Cayambe LLC is a limited liability company registered in the United States. This Agreement is governed by and construed in accordance with the laws of the State of New Mexico, United States, without giving effect to any conflict of law provisions that would require the application of the law of another jurisdiction.
You agree that any dispute, claim, or controversy arising out of or relating to this Agreement, or the breach, termination, or validity thereof, shall be resolved exclusively before the courts of the State of New Mexico, United States. You irrevocably submit to the personal jurisdiction of such courts and waive any objection to the laying of venue in such courts.
Note on Ecuadorian Law: Because Wild Explorers’ tours are operated in Ecuador, certain mandatory provisions of Ecuadorian law — including applicable consumer protection regulations (Ley Orgánica de Defensa del Consumidor) and operational regulations — apply to the extent required by law and cannot be contractually waived. This Agreement does not intend to, and shall not be construed to, exclude any rights you may have under mandatory Ecuadorian law as a result of services being performed on Ecuadorian territory.
Nothing in this clause shall prevent Wild Explorers from seeking injunctive or other equitable relief in any court of competent jurisdiction to prevent irreparable harm pending resolution of a dispute.
This Agreement shall be written and interpreted in English. Any translation provided is for convenience only; in the event of any conflict between the English version and any translation, the English version shall prevail.
23. GENERAL PROVISIONS
• Severability: If any provision of this Agreement is found invalid or unenforceable, the remaining provisions continue in full force.
• Entire Agreement: This document, together with Wild Explorers’ full Terms and Conditions and any applicable supplier terms, constitutes the entire agreement between the parties.
• Amendments: Wild Explorers reserves the right to amend this Agreement at any time. Changes take effect immediately upon posting. Continued use of our services constitutes acceptance.
• No Waiver: Failure by Wild Explorers to enforce any provision of this Agreement shall not constitute a waiver of that right.
• Independent Contractor: Wild Explorers operates as an independent contractor. No partnership, joint venture, or employment relationship exists between the parties.
PARTICIPANT AGREEMENT & SIGNATURE
By signing below, I confirm that:
• I have read, understood, and agree to be legally bound by this Participant Disclaimer and Agreement, including all terms and conditions referenced herein.
• I am at least 18 years of age and legally capable of entering into a binding agreement.
• I have the authority to act on behalf of all members of my travel party and accept these terms on their behalf.
• All information I have provided is accurate and truthful.
• I have been advised to obtain comprehensive travel insurance and understand the consequences of traveling without it.
• I voluntarily assume all risks associated with adventure travel as described in this Agreement.