Booking Conditions & Conditions

Your guide to booking, payments, cancellations, and travel arrangements with Experience Kigezi Safaris.

At Experience Kigezi Safaris, we want every African safari to begin with confidence, clear communication, and well-organised travel arrangements. Our booking conditions explain the terms that apply when reserving a safari, tour, holiday, or other travel service through our company.

These conditions help our guests understand the booking process, payment requirements, cancellation procedures, itinerary changes, and responsibilities before travelling. We encourage every traveller to read these terms carefully before confirming a reservation.

Whether you are planning a mountain gorilla trekking adventure in Uganda or Rwanda, a wildlife safari in Kenya or Tanzania, a Zanzibar beach holiday, or a multi-country African expedition, these conditions provide a framework for managing your booking.

By confirming a booking with Experience Kigezi Safaris, you acknowledge that you have read and accepted the applicable booking conditions, together with the specific terms provided in your quotation, itinerary, and booking confirmation.

Important: The following is a proposed booking policy for Experience Kigezi Safaris. Before publishing it as your official policy, confirm the payment percentages, cancellation fees, deadlines, and legal terms against your actual business practices and applicable laws.

1. Booking Enquiries and Reservations

All safari bookings begin with an enquiry. Travellers can contact Experience Kigezi Safaris through our website, email, telephone, WhatsApp, or other official communication channels.

When making an enquiry, please provide the information necessary to plan your trip accurately. This may include:

• Preferred travel dates and trip duration.

• Number of travellers, including children and their ages.

• Preferred destinations, national parks, and activities.

• Accommodation preferences and budget range.

• Special requests, dietary requirements, or accessibility needs.

• Any additional services, such as airport transfers, domestic flights, or gorilla trekking permits.

Based on your requirements, we will prepare a proposed itinerary and quotation for your consideration.

Submitting an enquiry does not constitute a confirmed booking. Availability, prices, and travel arrangements remain subject to confirmation until the required booking steps have been completed.

Reservations for accommodation, transport, park activities, and permits depend on availability at the time of booking. We therefore recommend making reservations as early as possible, particularly during peak travel seasons.

2. Booking Confirmation

A booking becomes confirmed only after Experience Kigezi Safaris has accepted the reservation and communicated confirmation to the client.

Depending on the services requested, confirmation may require:

1. Approval of the proposed itinerary and quotation.

2. Acceptance of the applicable booking conditions.

3. Submission of the required traveller information.

4. Payment of the agreed deposit or other specified amount.

5. Confirmation of availability for the requested services.

Some services may require full payment or separate advance payment before confirmation. These requirements will be communicated during the booking process.

A quotation alone does not guarantee availability or reserve accommodation, safari vehicles, flights, or permits.

Travellers should review their booking confirmation carefully. Please notify us promptly if any names, dates, destinations, room arrangements, or other details are incorrect.

3. Prices and Quotations

Experience Kigezi Safaris prepares quotations based on the travel arrangements, services, and information available when the quotation is issued.

Depending on the itinerary, the quoted price may include accommodation, meals, ground transportation, professional guiding, park fees, scheduled activities, domestic flights, permits, or other specified services.

Every quotation will identify the included and excluded items as clearly as possible.

Prices may vary according to:

• Travel dates and seasonal demand.

• Number of travellers and room-sharing arrangements.

• Accommodation category and availability.

• Park fees, conservation charges, and permit costs.

• Transport arrangements and domestic flight prices.

• Exchange rates, taxes, and supplier pricing changes.

• Additional activities or changes requested by the client.

Unless otherwise stated, quotations are subject to availability and the validity period indicated in the document.

Once a booking is confirmed, the agreed price will apply subject to the specific terms of the booking, including any disclosed provisions for government-imposed charges, supplier changes, or amendments requested by the client.

We will communicate any applicable price adjustments and explain the reason before proceeding wherever practicable.

4. Payment Terms

Payments must follow the schedule provided in your official quotation or booking confirmation.

For planning purposes, Experience Kigezi Safaris may adopt the following proposed payment structure, subject to confirmation by the company:

• Deposit: 30% of the total safari cost upon booking confirmation.

• Balance payment: The remaining 70% by the deadline stated in the booking confirmation, commonly 30–60 days before arrival.

• Late bookings: Reservations made within the final 30 days before departure may require full payment at confirmation.

• Special services: Gorilla trekking permits, chimpanzee permits, flights, and other limited-availability services may require earlier or full payment.

These percentages and deadlines are proposed examples, not guaranteed current Experience Kigezi Safaris payment terms. Your quotation and written booking confirmation will specify the actual requirements for your trip.

Failure to make a payment by the agreed deadline may affect the availability of booked services. Where payment remains outstanding, we will contact the client and explain any applicable consequences under the agreed terms.

Accepted Payment Methods

Experience Kigezi Safaris will communicate its currently accepted payment methods, relevant account details, currency requirements, and any applicable transaction charges during the booking process.

Clients should make payments only through payment channels officially provided or verified by Experience Kigezi Safaris.

Please retain your payment receipts and send proof of payment when requested. A payment is treated as received in accordance with the applicable payment arrangement and confirmation from the company or its payment provider.

Clients are responsible for checking their bank’s transfer fees, exchange rates, and any intermediary charges that may affect the amount received.

For security, please verify any unexpected changes to payment instructions directly through an established company contact before transferring funds.

5. Gorilla and Chimpanzee Trekking Permits

Gorilla and chimpanzee trekking permits are subject to availability and the regulations of the relevant wildlife authorities.

For Uganda gorilla trekking, Rwanda gorilla trekking, and chimpanzee tracking in Uganda, permits can be limited, particularly during busy travel periods.

Experience Kigezi Safaris can assist with permit arrangements as part of an agreed safari package, subject to the applicable booking and payment requirements.

Clients should understand that:

• Permit availability is not guaranteed until the relevant authority or authorised booking system confirms the reservation.

• Traveller names, passport information, trekking dates, and other required details must be accurate.

• Permit fees and payment deadlines may differ from those for accommodation and other safari services.

• Changes, cancellations, refunds, or transfers depend on the relevant authority’s rules and the applicable booking terms.

• Late arrival, failure to attend, or failure to meet official trekking requirements may result in the loss of the permit or activity.

Permit payments may be non-refundable or subject to strict restrictions. We will explain the applicable terms before purchase whenever the relevant conditions are available.

Clients should provide accurate information and notify us promptly of any changes that may affect their trekking arrangements.

6. Changes to Bookings and Itineraries

We understand that travel plans can change. Clients who wish to modify a confirmed booking should contact Experience Kigezi Safaris as early as possible.

Requested changes may include:

• Travel dates or trip duration.

• Number of travellers.

• Accommodation category or room arrangements.

• Safari destinations and activities.

• Domestic flights or transfers.

• Special requests or additional services.

We will assess each request based on availability, supplier conditions, transport schedules, permit rules, and any additional costs.

Changes may result in revised quotations, supplier amendment fees, cancellation charges for replaced services, or other expenses. We will communicate these costs before confirming the amendment wherever practicable.

Changes to gorilla permits, chimpanzee permits, flights, and other restricted services may be particularly difficult or impossible to accommodate.

An amendment is not confirmed until Experience Kigezi Safaris has communicated its acceptance and any required additional payment has been received.

7. Cancellation Policy

If you need to cancel a confirmed safari, please notify Experience Kigezi Safaris in writing through an official communication channel.

The cancellation date will generally be the date on which we receive your written notice, subject to the applicable booking terms.

Cancellation charges depend on the time remaining before departure, the services already purchased, supplier cancellation rules, and any non-refundable payments.

The following is an illustrative cancellation schedule for consideration when establishing the company’s official policy. It should not be published as a binding Experience Kigezi Safaris fee schedule until approved.

These percentages are examples only. The final policy must clarify how cancellation charges interact with deposits, supplier penalties, permits, flights, and other non-refundable costs to prevent double charging.

Where suppliers apply stricter cancellation conditions, including for permits, flights, special accommodation offers, or peak-season arrangements, those terms may apply if they were properly disclosed and accepted.

If a refund is due, Experience Kigezi Safaris will explain the amount, any permitted deductions, and the expected processing arrangements. Actual processing times may depend on suppliers, financial institutions, and payment providers.

We strongly recommend that all travellers purchase suitable travel insurance covering cancellation and interruption.

8. Amendments or Cancellations by Experience Kigezi Safaris

Occasionally, circumstances beyond our reasonable control may affect a planned safari. These circumstances can include severe weather, road closures, flight disruptions, park restrictions, security concerns, natural disasters, or changes imposed by relevant authorities.

Where a material change becomes necessary, Experience Kigezi Safaris will endeavour to inform affected clients promptly and explain the available options.

Depending on the circumstances and applicable terms, options may include:

• Adjusting the itinerary or travel schedule.

• Substituting an unavailable service with a suitable alternative.

• Offering a revised arrangement at an agreed price.

• Arranging a refund or credit where required by the booking terms or applicable law.

We will make reasonable efforts to preserve the quality and purpose of the safari when alternative arrangements become necessary.

Where a safari must be cancelled by Experience Kigezi Safaris, we will explain the available remedies in accordance with the contract and applicable law.

We cannot guarantee that every planned activity will take place exactly as scheduled, particularly where wildlife movements, weather, conservation restrictions, or other circumstances affect access.

9. Travel Documents, Visas, and Entry Requirements

Travellers are responsible for ensuring that they hold valid travel documents and meet the entry requirements for every destination included in their itinerary.

These requirements may include:

• A valid passport with the required remaining validity.

• Appropriate visas or electronic travel authorisations.

• Required vaccination certificates or health documentation.

• Proof of onward travel or accommodation where required.

• Documents required for minors travelling internationally.

• Other immigration or border-crossing requirements.

Requirements vary by nationality, destination, transit country, and travel date.

Experience Kigezi Safaris can provide general guidance and direct clients to relevant official sources. However, travellers remain responsible for ensuring that their documents are complete, accurate, and valid.

We recommend checking official immigration and health guidance well before departure, particularly for multi-country itineraries involving Uganda, Rwanda, Kenya, and Tanzania.

Experience Kigezi Safaris cannot guarantee entry into a country. Any refusal of entry, denied boarding, or travel disruption arising from a traveller’s failure to meet applicable requirements will be handled under the relevant booking terms and applicable law.

10. Traveller Responsibilities

Every traveller plays an important role in ensuring a safe and enjoyable safari.

By booking with Experience Kigezi Safaris, guests agree to:

• Provide accurate personal details and travel information.

• Make payments according to the agreed schedule.

• Follow the itinerary and reasonable instructions provided by the guide or tour leader.

• Respect wildlife, local communities, cultural traditions, and protected areas.

• Comply with park regulations and activity-specific safety requirements.

• Arrive on time for scheduled departures, flights, transfers, and activities.

• Inform us in advance of dietary requirements, medical considerations relevant to safe participation, or accessibility needs.

• Treat guides, staff, fellow travellers, and local communities respectfully.

• Take reasonable care of personal belongings and travel documents.

Certain activities, including gorilla trekking, mountain hiking, boat trips, and remote-area excursions, may require a reasonable level of physical fitness or compliance with specific safety requirements.

Travellers should assess their suitability for planned activities and seek appropriate professional medical advice when necessary.

Where a traveller’s actions create a serious safety risk or substantially disrupt the experience of others, reasonable measures may be taken in accordance with the applicable booking terms and local law.

11. Health, Safety, and Travel Insurance

Safety is an important consideration in safari planning. However, African safaris may involve remote locations, uneven terrain, wildlife encounters, long road journeys, changing weather, and limited access to medical facilities.

Clients should consider their individual needs before selecting activities and accommodation.

We strongly recommend comprehensive travel insurance covering relevant risks, including:

• Medical expenses and emergency assistance.

• Medical evacuation and repatriation.

• Trip cancellation and interruption.

• Missed connections and travel delays.

• Lost, stolen, or damaged baggage.

• Activities specifically included in the itinerary, such as trekking or hiking.

Travellers should check that their insurance covers all planned destinations and activities, including any applicable exclusions.

Experience Kigezi Safaris can assist with itinerary planning and practical travel guidance, but we do not replace professional medical advice, emergency services, or appropriate insurance cover.

Clients should disclose relevant requirements before booking so that we can assess whether suitable arrangements can be made.

12. Accommodation and Transport Arrangements

Accommodation and transport are selected according to the confirmed itinerary, availability, budget, and requested comfort level.

Specific properties, vehicle types, flight schedules, or room categories may be subject to availability and supplier confirmation.

Where a confirmed service becomes unavailable for reasons beyond our reasonable control, Experience Kigezi Safaris will seek a suitable alternative consistent with the agreed arrangements and applicable terms.

Alternative services may differ in location, facilities, schedules, or price. We will communicate material differences and any applicable additional costs.

Safari travel times may vary due to road conditions, weather, traffic, wildlife activity, border procedures, or operational requirements.

For itineraries combining multiple countries or islands, including Zanzibar, clients should allow sufficient time for transfers, check-in procedures, and flight connections.

We recommend avoiding tight connections between separately booked services whenever possible.

13. Wildlife Sightings and Safari Activities

African wildlife lives in natural environments and moves freely. Consequently, no safari operator can guarantee sightings of specific animals.

Experience Kigezi Safaris cannot guarantee encounters with particular species, including lions, leopards, rhinos, elephants, chimpanzees, gorillas, or seasonal migration events, unless an explicit guarantee is lawfully offered in a particular arrangement.

Game drives, boat cruises, birdwatching excursions, and other activities may be adjusted because of weather, safety considerations, wildlife movements, park regulations, or operational restrictions.

Our aim is to provide well-planned opportunities for wildlife viewing while respecting the natural environment and the rules of the relevant protected areas.

Clients should understand that wildlife encounters depend on natural conditions and that responsible viewing takes priority over obtaining a photograph or approaching an animal.

14. Special Requests and Dietary Requirements

We welcome requests that help make a safari more comfortable and suitable for individual travellers.

These may include vegetarian, vegan, or other dietary preferences; room arrangements; celebrations; family requirements; accessibility requests; or additional activities.

Please communicate special requests as early as possible. We will pass them to relevant suppliers and seek confirmation where necessary.

However, requests cannot be guaranteed unless expressly confirmed in writing. Some destinations and remote properties may have limited facilities or food options.

Additional charges may apply for certain arrangements. We will communicate these costs before confirming the relevant service wherever practicable.

15. Children and Family Safaris

Families travelling with children should provide each child’s age and any relevant requirements when requesting a quotation.

Age restrictions may apply to gorilla trekking, chimpanzee tracking, hiking, and certain other activities. Accommodation providers, airlines, parks, and other suppliers may also have specific policies for children.

Experience Kigezi Safaris will consider these requirements when planning family itineraries and recommending suitable experiences.

Parents or legal guardians remain responsible for supervising their children and ensuring that they follow safety instructions.

Where a requested activity is not suitable for a child under the applicable rules, alternative arrangements may be necessary.

16. Force Majeure and Unforeseen Circumstances

Some events are beyond the reasonable control of Experience Kigezi Safaris and its suppliers. These may include natural disasters, extreme weather, epidemics, government restrictions, civil unrest, strikes, major transport disruptions, and other extraordinary circumstances.

Such events may prevent, delay, or substantially change travel arrangements.

Where these circumstances arise, we will make reasonable efforts to communicate with affected clients, assess available alternatives, and minimise disruption where practicable.

Any rights to cancellation, refunds, rescheduling, or compensation will depend on the applicable contract, supplier terms, insurance arrangements, and relevant law.

Nothing in this section is intended to exclude rights or obligations that cannot lawfully be excluded.

17. Complaints and Customer Support

Experience Kigezi Safaris aims to provide a professional and positive experience from the booking stage through the end of each journey.

If you experience a problem during your safari, please notify your guide, tour representative, or our office as soon as reasonably possible. Early communication often allows us to investigate and address concerns while the trip is underway.

If the issue remains unresolved, submit a written complaint explaining:

• Your booking reference and travel dates.

• The service or arrangement concerned.

• What happened and when.

• Any steps already taken to resolve the matter.

• Your preferred resolution, where appropriate.

We will review the information and respond within a reasonable period.

Where a complaint concerns a third-party supplier, we may need to obtain additional information before providing a complete response.

We value constructive feedback because it helps us review our arrangements and improve our services.

18. Personal Information and Privacy

To organise a safari, Experience Kigezi Safaris may need to collect personal information such as traveller names, contact details, passport information, travel dates, and relevant booking preferences.

We use the information needed to manage reservations, coordinate travel services, meet applicable legal requirements, and communicate with clients.

Where necessary, relevant information may be shared with accommodation providers, transport operators, airlines, park authorities, permit offices, or other suppliers involved in the confirmed itinerary.

We aim to handle personal information responsibly and in accordance with applicable data protection requirements.

Clients should provide accurate information and communicate any corrections promptly.

Further details about the collection, use, storage, sharing, and protection of personal information should be provided in Experience Kigezi Safaris‘ separate Privacy Policy.

19. Liability and Third-Party Suppliers

A safari may involve services delivered by third parties, including airlines, hotels, lodges, transport operators, activity providers, and government authorities.

Experience Kigezi Safaris will explain the role of relevant suppliers and the applicable terms where necessary.

Our responsibilities, and any limitations on liability, will be governed by the confirmed booking agreement and applicable law. We will not seek to exclude or restrict liability where doing so would be unlawful.

Clients should review the conditions applicable to flights, accommodation, activities, permits, and other separately supplied services, particularly where cancellation or refund rules differ.

We will make reasonable efforts to coordinate the services included in a confirmed itinerary and to communicate significant operational changes.

20. Currency, Taxes, and Additional Expenses

Safari quotations will state the applicable currency and identify any known taxes or charges included in the price.

Unless expressly included, clients should budget separately for personal expenses such as:

• International flights.

• Visas and travel documentation.

• Travel insurance.

• Tips and gratuities.

• Personal shopping and souvenirs.

• Additional meals, drinks, or activities.

• Laundry and personal services.

• Optional excursions.

• Other expenses identified as excluded in the quotation.

Currency exchange rates, bank charges, and supplier pricing may affect certain transactions.

Any additional costs that arise because of client-requested changes or circumstances covered by the agreed terms will be explained as clearly as possible.

Please review the inclusions and exclusions in your quotation before paying the deposit.

21. Governing Law and Dispute Resolution

The booking agreement should identify the applicable governing law and the process for handling disputes.

Experience Kigezi Safaris will seek to resolve concerns through good-faith communication and reasonable efforts to reach an appropriate solution.

If a dispute cannot be resolved directly, the parties may pursue the remedies available under the applicable law and through the appropriate legal or dispute-resolution procedures.

Before publication: Experience Kigezi Safaris should insert its verified registered business details, applicable jurisdiction, and any required consumer-protection provisions. These details should be reviewed by a qualified legal professional to ensure that the policy is appropriate for the company’s operating structure and the countries in which it sells travel services.

22. Acceptance of Booking Conditions

By confirming a booking with Experience Kigezi Safaris, clients acknowledge that they have reviewed and accepted the applicable booking conditions and the specific terms stated in their quotation and booking confirmation.

Clients are encouraged to ask questions about any provision they do not understand before making payment.

Where special conditions apply to permits, flights, accommodation, or other services, those conditions should be communicated during the booking process.

Experience Kigezi Safarisaims to make the booking process clear, organised, and transparent so that travellers can prepare for their African adventure with confidence.

Contact Experience Kigezi Safaris

For enquiries, reservations, payment clarification, or assistance with an existing booking, please contact our team through our official channels.

• Website: www.experiencekigezisafaris.com

• Email: trips@experiencekigezisafaris.com

• Booking email: experiencekigezisafaris@gmail.com