Please take time to read the following terms and conditions of our services. Confirming a safari with Kagera Safaris implies that you have read, fully understood and accept the terms and conditions described below in respect to the tour itinerary agreed upon on confirmation of the booking.
Please raise any queries you might have before you make your booking!
When booking your holiday with Kagera Safaris, please quote your intended date of arrival and departure, number of people traveling in your party and their respective genders & ages, accommodation preferences and flight details – if known. This will ensure that our arrangements are to your satisfaction.
Upon confirmation of the safari, the client must inform Kagera Safaris of any preferences and special requests of the participants e.g. medical needs, requirements relating to disabilities, diet and any other requirements. Kagera Safaris will meet the requests if possible.
While every effort will be made by Kagera Safaris to ensure all bookings and arrangements are completed to the client’s full satisfaction, Kagera Safaris cannot accept liability for any injury, damage or delay caused directly by hotels, restaurants, flights or any other service agency or company with whom bookings have been made.
The price quotes are inclusive of all transportation as per the itinerary, park entrance fees, conservation fees, safari guide, sightseeing, permits where applicable, boat safaris, meals, accommodations, drivers allowance, drinking water and AMREF evacuation insurance unless stated differently.
The rates are not inclusive of traveler Insurance (which should be purchased individually), local airport departure tax, international flight, visa fees, tips, meals not mentioned in the itinerary, supplemental activities not included in the itinerary, drinks and alcoholic beverages, telephone calls, laundry and other personal expenses.
Prices quoted to our clients are not guaranteed until confirmed. Prices are subject to change based upon your tour alterations and other parameters until time of full and final confirmation.
Kagera Safaris reserves the right to adjust the price at any time should there be any fluctuation in the exchange rate or increase in the cost of any proportion of the tour, though the company will make every effort to minimize the increase.
To reserve gorilla permits we need your full names as they appear in the passport, birth-date, nationality, home address and passport number. Please note that for safaris that include gorilla tracking, advance bookings of at least three months or more if you plan to travel in the high season are strongly recommended if specific dates are needed. Children under 15 years are not allowed to track chimpanzees and gorillas. Anyone with signs of communicable disease will not be allowed to track the gorillas. Kagera Safaris bears no responsibility for individuals rejected early from tracking by national park authorities.
Please be advised that gorilla permits are non-refundable. If a client cancels a tour that includes gorilla trekking, the price of the gorilla permit is forfeited.
A 30% deposit is required at the time of booking to confirm your safari. When booking a tour that includes a Gorilla Trekking and Chimpanzee trekking, immediate payment for the permits is required in order to secure the trekking permits. This payment is non-refundable and is paid directly for the purchase of the permits. Once the deposit is paid, Kagera Safaris will make necessary steps to secure bookings for the various activities and facilities. The balance is to be paid 30 days before commencement of the safari (unless other arrangements have been made). If a reservation is made within 30 days of departure, the entire amount must be paid at the time of confirmation.
All prices are quoted in US dollars. Note that payments by Master card, American Express & Visa attract a 4 % bank surcharge and transactions have to be made preferably two months prior to the start of your safari. You can alternatively do payment by Bank transfer where the client incurs the bank charges and we receive the nett amount. If payment is not received in accordance with the above, Kagera Safaris has the right to cancel the booking. We accept payment of cash for non-international travellers from our offices.
Once a Tour Agent confirms a booking they are fully responsible for the entire payment to Kagera Safaris. Payment on monthly statement can be arranged for the larger Tour Agents. This indulgence may not be considered credit (payment in full must be made by the client to the agency before the guests depart on tour as the agency will be liable for the booking and payment thereof) and may be revoked at the discretion of Kagera Safaris with immediate effect.
All cancellation requests must be made in writing to the reservations team and shall be effective on the date of receipt by Kagera Safaris. Refunds on all prepaid money will be based on cancellation fees levied by the hotel, lodges and the banks. The following percentages will be forfeited by the client in respect of the cancellation notice and the date of departure:
>35 Days: Loss of the Deposit
15 – 35 Days: 50% of the tour price is held as cancellation
7 – 14 Days: 75 % of the tour price is held as cancellation
3 – 6 Days: 90% of the tour price is held as cancellation
0 – 2 Days: No refund
The above fees are applicable to any pre-booked/ pre-paid activity packages which will be charged when a tour is cancelled. We reserve the right to deduct all the expenses incurred from any money paid.
Note: Gorilla, Chimpanzee permits and flight tickets are excluded from percentages above and are 100% non-refundable.
Transfer of Booking
In the event that you are unable to travel due to extraordinary circumstances, we may transfer your booking to another party provided the arrangements remain the same and if suppliers (permits, lodges etc.) are all willing to accept the transfer. Gorilla, Chimpanzee and golden monkey permits are non-refundable but are transferable under certain circumstances.
Alteration of Itinerary
In the event that you wish to amend your reservation in any way, Kagera Safaris will endeavor to make the amendments and confirm accordingly. Kagera Safaris reserves the right to charge an amendment fee in accordance with any additional costs incurred, which will be added to the total invoice.
The right is reserved to alter any route or arrangement should the conditions necessitate (e.g problem with hotels, security, road closures, bad weather etc. ). If that happens you shall be notified as early as is be practical.
Should you fail to join a tour, join it after departure of leave prior to completion; no tour fare refund can be made.
Kagera Safaris reserves the right to refuse any person from participating or continuing on any tour if, in Kagera Safaris’ opinion or in the opinion of any other person in authority, the person concerned behaves in such a way as to cause or be likely to cause danger, hazard or inconvenience to any third party, damage to property or to environments and ecosystems. No refunds will be made and Kagera Safaris shall not be liable for expenses incurred as a result of the termination.
The mode of transport utilised will be dependent on the number of clients and the route taken based on the specifications of the itinerary confirmed. Every effort is made to ensure that vehicles are provided in a roadworthy condition but no liability can be accepted for a puncture, breakdown, damage, or any delay as a result of the poor road conditions.
We use 4×4 Vehicles on our safaris with pop-up roofs where needed. Groups of twelve or more people who would like to travel in one vehicle are offered 25-28 seat coasters that have about 16 window seats but without poop up roofs.
Experienced English speaking driver/guides are provided; who will be the only persons allowed to drive the vehicles of Kagera Safaris. The driver’s decision on all matters, such as the route taken, is final. Kagera Safaris reserves the right to alter any route or arrangement, to cancel the operation of any scheduled tour or vary the safari services in any way in the event of unforeseen circumstances, such as road closures, bad weather, problems with national parks or hotels and security considerations. In such cases alternative arrangements will be made as circumstances permit.
Accommodation is based on twin beds or double beds in rooms or tents with private bathrooms. Single rooms may be available with the payment of a single room supplement fee but cannot always be guaranteed.
Many of the accommodation options offered by Kagera Safaris have limited capacity and therefore it is essential to make reservations well in advance. Kagera Safaris chooses small intimate lodges for a memorable experience.
Kagera Safaris reserves the right to substitute equivalent or superior hotels. If a hotel of equivalent standard as the in the confirmed itinerary is not available, Kagera Safaris may substitute the next best quality hotel or suggest a superior at an extra charge.
Insurance – Emergency and Safety
While Kagera Safaris ensures that you are safe while on safari, the risks and dangers cannot be ignored. To confirm your safari, you must have appropriate and sufficient travel insurance for the duration of your tour. This includes; medical insurance coverage which covers death, personal injury, medical expenses, and repatriation in the event of an accident or illness, cancellation or loss of the tour members personal property.
The client is advised to take the necessary immunisations before travel and carry along the necessary medications for their time on safari.
All bookings are accepted on the specific condition that Kagera Safaris Limited and its agents (who are chosen with utmost care) act only as agents of passengers in all matters relating to hotel/lodge accommodations, tours, airlines, etc. Whilst every care is taken, Kagera Safaris shall not be liable for injury, delay, loss or damage in any manner whatsoever whether to person or property.
Kagera Safaris cannot accept liability or pay compensation for unforeseen circumstances beyond the control of the company or its staff, including flight delays/cancellations or force majeure such as war or threat of war, riots, civil disturbances, terrorist acts, border closure, acts of government or other authorities, strikes, thefts, pandemics, epidemics, road closures, industrial disputes, natural or nuclear disaster, extreme weather conditions, fire, technical and/or mechanical problems to transport and all similar events beyond the company’s control.
Complaints must be reported immediately to the driver-guide or Kagera Safaris representative and to the supplier of the service in question, who will do their best to resolve the matter. If the problem is not solved to the client’s satisfaction the complaint should be reported in written form not later than 30 days after completion of the tour to allow us investigate the complaint and respond appropriately. Liability for any complaints not notified in accordance with the above described procedure cannot be accepted.
Gorilla permits are 100% non-refundable. However, they can be transferred in some instances. No refunds will be made for any unused services, late arrival or no-show of any of the members of the tour.
The Company reserves the right, at any time and for any reason, to cancel the tour on notice to the client. In such event, the Company shall refund the tour price to the client. It is recorded that refund of the tour price as aforesaid shall be the Company’s sole responsibility to the client, and no claim for any damages, howsoever arising, shall accrue against the Company by reason of a cancellation of the tour.
Caution is advised when viewing animals, please be advised that it is a privilege to see animals in their natural habitat. However, our naturalist guides and UWA rangers will do their best to locate these animals. Please keep a safe distance while taking photographs. A gorilla, chimpanzee and golden monkey permit guarantees you will track these primates in their habitats but does not guarantee that they will be in plain sight.
In many countries in Africa, It is illegal to buy wildlife products or jewellery made from animal parts like necklaces, bungles, bags etc. Avoid buying of wildlife products to support conservation of wildlife in the destinations you visit.