Lark Bunting © Robert Royse
Guidelines for a Smooth Experience
At American Birding Guides, these policies outline how bookings, payments, and logistics are handled across our nationwide network. They are designed to support a smooth experience for clients and for the guides who invest time, preparation, and care into every booking.
Payments
A 50% deposit confirms your booking and secures your guide. The remaining balance is required one month before your start date. For bookings made within one month of the start date, full payment is required at the time of booking.
If your balance is not received by the due date, we’ll send a reminder and allow a brief grace period (typically seven days). After that, a 5% late balance fee may apply, and the booking could be subject to cancellation if payment remains outstanding.
Payments can be made by credit or debit card, check, Zelle, Venmo, or PayPal. You’ll receive a confirmation email once your payment has been processed. Please review our Changes & Cancellations policy for details on refunds and rescheduling.
Weather
Birding is an outdoor activity, and weather can vary widely across regions and seasons. Our guides aim to proceed safely and productively, adjusting itineraries, timing, or locations as needed based on conditions.
Unless conditions are severe enough to make birding unsafe or impractical, bookings will continue as scheduled with reasonable adjustments. The final decision to delay, modify, or cancel a day rests with American Birding Guides in coordination with your assigned guide.
If a cancellation is necessary due to extreme weather, any payments made will be fully transferable to future bookings. For more details, please see our Changes & Cancellations policy.
Reservations
Bookings are confirmed once a deposit has been received. Until then, dates remain provisional and guide assignments may change based on availability. When possible, we’re happy to hold requested dates as a courtesy while you finalize your plans. Because availability can shift quickly in some regions and seasons, we recommend confirming your booking promptly to secure your guide and itinerary.
Unconfirmed dates remain open to other inquiries until a deposit is received.
Waivers
A signed liability waiver is required for all participants before any outing begins. You’ll receive a secure digital waiver link once your booking is confirmed, and each member of your party must complete it individually.
This requirement comes from our insurance provider and the public-lands agencies that permit us to guide in many regions. Please ensure all waivers are completed prior to your outing to avoid delays or the inability to participate.
Cancellation
We understand that plans can change, and we do our best to be flexible while respecting the time and preparation our guides invest in each booking.
• 31 or more days before your start date: 50% of your deposit refunded.
• 15 to 30 days before your start date: Deposit retained; remaining balance refunded.
• 14 days or fewer before your start date: No refunds.
Privacy
We collect limited personal information, such as names, contact details, and booking preferences, to process reservations, coordinate with guides, and provide service-related communication.
Your information is stored securely and used only for these essential purposes. We never sell or rent your data to anyone. We use reputable third-party platforms, including Square and WaiverForever, for secure payment and form processing.
If you would like to review or delete your information, please contact us at admin@americanbirdingguides.com
Rescheduling
If you need to change your dates, we’ll always do our best to accommodate you.
• If your original guide is available, all payments carry forward in full.
• If your guide is unavailable, 25% of your total payment is allocated to your original guide for preparation time, and 75% is credited toward another American Birding Guides booking within 12 months.
• New dates are subject to guide availability and must be confirmed with our team.
Once a booking is confirmed with a deposit, these policies apply to all cancellations, changes, and rescheduling requests. In rare cases of illness, emergency, or severe weather, additional flexibility or credit may be offered at our discretion.
Gratuity
Gratuity is never required but is customary in the guiding industry and greatly appreciated. Typical gratuities range from 10 to 20% of the total booking cost, depending on your satisfaction, the length of your booking, and whether transportation was provided.
Guides may accept cash or electronic tips, such as Venmo or Zelle, and all gratuities go directly to your guide as a personal acknowledgment of their effort and expertise.
Safety & health
The safety of our guests and guides is our top priority. Your guide may adjust or modify plans if conditions, terrain, or wildlife activity present safety concerns. Participants should be in reasonable health and prepared for outdoor activity, often in variable weather and terrain.
Please inform us in advance of any medical conditions, allergies, or mobility considerations so we can plan appropriately and help ensure a comfortable experience for everyone.
Travel & Transportation
Unless otherwise noted, guests are responsible for their own transportation to and from meeting locations. When transportation is provided by a guide, it is limited to travel within the day’s planned itinerary and covered by our commercial insurance policy.
We recommend allowing extra travel time for weather or traffic delays and considering personal travel insurance to help protect against unforeseen disruptions.
Work with experienced local birding guides across the United States who bring regional insight, care, and field expertise to every outing. Whether you’re visiting a well-known birding destination or exploring closer to home, we’ll help connect you with the right guide and plan an experience that fits your goals.
