Booking Terms & Conditions – Kibale Forest Adventures
At Kibale Forest Adventures, we are committed to providing professionally planned, safe, and memorable safari experiences throughout Uganda, Rwanda, Kenya, Tanzania, and the rest of East Africa. Our Booking Terms & Conditions are designed to ensure transparency, protect both our guests and our company, and help every safari run smoothly from the time of booking until the end of your journey.
By confirming a booking and making payment, you acknowledge that you have read, understood, and agreed to these Booking Terms & Conditions on behalf of yourself and every traveller included in your reservation.
1. Booking Confirmation
A safari booking is considered confirmed only after:
- We receive the required deposit or full payment where applicable.
- We issue a written booking confirmation.
- All requested services, including accommodation, transportation, permits, and activities, have been secured.
Bookings remain subject to availability until written confirmation has been provided by Kibale Forest Adventures.
2. Deposit Requirements
To confirm your safari, a 50% non-refundable deposit of the total safari cost is required.
Certain services require immediate full payment because they are purchased from third-party authorities or suppliers. These include:
- Gorilla Trekking Permits
- Chimpanzee Tracking Permits
- Golden Monkey Tracking Permits
- Domestic flights
- Selected luxury lodges
- Peak-season accommodation
Where these services apply, the required amount will be communicated before your booking is confirmed.
3. Final Payment
The remaining balance must be paid 60 days before your safari departure date.
For bookings made within 60 days of departure, full payment is required immediately to secure all services.
Failure to complete payment by the due date may result in cancellation of the booking without refund of the initial deposit.
4. Prices
Unless otherwise stated, all safari prices are quoted in United States Dollars (USD).
Safari quotations are based on supplier rates available at the time of quotation. While we strive to honour confirmed prices, unavoidable increases in government taxes, park entrance fees, conservation fees, permit costs, fuel prices, or other mandatory charges may require price adjustments before final payment.
5. Safari Inclusions
Unless specifically stated otherwise, safari prices generally include:
- Accommodation as outlined in your itinerary
- Meals specified in the programme
- Private or shared safari vehicle
- Professional English-speaking driver-guide
- Fuel and transportation
- Park entrance fees
- Scheduled activities listed in the itinerary
- Bottled drinking water during road transfers
- Airport transfers where applicable
6. Safari Exclusions
Unless specifically included, safari prices do not cover:
- International flights
- Visa fees
- Passport costs
- Travel insurance
- Personal expenses
- Alcoholic and soft drinks
- Laundry services
- Telephone charges
- Tips and gratuities
- Optional activities
- Medical expenses
- COVID-19 or other required travel testing where applicable
7. Passport, Visas & Travel Documents
Travellers are responsible for ensuring they possess:
- A valid passport with at least six months’ validity beyond travel dates.
- Required visas.
- Vaccination certificates where required.
- Any additional entry documentation requested by destination countries.
Kibale Forest Adventures cannot be held responsible for denied entry due to incomplete travel documentation.
8. Travel Insurance
We strongly recommend that every traveller purchases comprehensive travel insurance before departure.
Your insurance should ideally include:
- Medical emergencies
- Emergency evacuation
- Trip cancellation
- Trip interruption
- Personal accident
- Loss or delay of baggage
- Flight delays
- Adventure activities included in your safari
Travel insurance provides important financial protection against unforeseen circumstances.
9. Health & Medical Requirements
Guests should inform Kibale Forest Adventures before travel of any medical conditions, allergies, mobility limitations, dietary requirements, or disabilities that may affect participation.
Certain activities such as gorilla trekking, chimpanzee tracking, and mountain hiking require a reasonable level of physical fitness.
Guests suffering from contagious illnesses may be prevented from participating in wildlife encounters in accordance with wildlife conservation regulations.
10. Gorilla & Chimpanzee Permit Policy
Wildlife permits are issued by government wildlife authorities and are governed by their regulations.
Once purchased:
- Permit payments are generally non-refundable.
- Permit dates may only be changed where allowed by the issuing authority.
- Government policies may change without prior notice.
- Kibale Forest Adventures cannot guarantee refunds where authorities decline requests.
11. Cancellation Policy
If you cancel your safari, the following cancellation charges may apply:
- More than 90 days before departure – Loss of deposit and any non-refundable third-party services.
- 60–89 days before departure – 50% of total safari cost.
- 30–59 days before departure – 75% of total safari cost.
- Less than 30 days before departure – 100% of total safari cost.
- No-show after arrival – No refund.
Refunds cannot be made for unused accommodation, meals, transport, park fees, or activities once your safari has commenced.
12. Changes Requested by the Client
If you request changes after your booking has been confirmed, we will do our best to accommodate them.
Additional costs may apply where changes affect:
- Accommodation
- Permits
- Flights
- Transportation
- Park reservations
- Seasonal pricing
Certain bookings cannot be amended once confirmed.
13. Changes Made by Kibale Forest Adventures
In rare situations beyond our control, it may become necessary to substitute accommodation, vehicles, guides, or routes.
Where possible, similar or higher-quality alternatives will be provided without reducing the value of your safari.
14. Force Majeure
Kibale Forest Adventures shall not be liable for delays, cancellations, or changes resulting from circumstances beyond our reasonable control, including:
- Natural disasters
- Floods
- Landslides
- Political unrest
- Civil disturbances
- Border closures
- Government restrictions
- Epidemics or pandemics
- Airline disruptions
- Extreme weather
We will make every reasonable effort to minimise disruption and offer practical alternatives where available.
15. Wildlife Viewing
Wild animals move freely within protected areas.
Although our experienced guides maximise your chances of seeing wildlife, no specific animal sightings can ever be guaranteed.
Nature remains unpredictable, making every safari unique.
16. Client Responsibilities
Guests are expected to:
- Follow the instructions of guides and park rangers.
- Respect wildlife and local communities.
- Observe conservation regulations.
- Arrive on time for scheduled departures.
- Take reasonable care of personal belongings.
Failure to comply with safety instructions may result in removal from activities without refund.
17. Liability
Kibale Forest Adventures acts as a tour operator arranging services provided by independent airlines, hotels, lodges, transport providers, and government authorities.
While we carefully select our partners, we cannot accept responsibility for acts, omissions, delays, accidents, injuries, or losses caused by third-party suppliers.
Participation in safari activities is undertaken at the traveller’s own risk.
18. Photography & Marketing
Unless you advise us otherwise in writing, photographs or videos taken during your safari that include you may be used for promotional purposes on our website and social media platforms.
Your privacy will always be respected, and we will never sell or misuse personal information.
19. Privacy Policy
Personal information collected during the booking process is used solely to organise your safari, process reservations, communicate with suppliers, and comply with legal obligations.
Your information is handled confidentially and is never sold to third parties.
20. Governing Law
These Booking Terms & Conditions shall be governed by the laws of the Republic of Uganda.
Any disputes arising from bookings made with Kibale Forest Adventures shall be subject to the jurisdiction of the competent courts of Uganda.
Contact Us
If you have any questions regarding these Booking Terms & Conditions, please contact the Kibale Forest Adventures reservations team before confirming your booking. We are always happy to clarify any aspect of your safari arrangements and ensure you travel with confidence.