Planning a safari in Uganda should be exciting, straightforward, and stress free. At Rwakabunga Safaris, we are committed to providing exceptional safari experiences while ensuring that every booking is handled professionally and transparently. Our booking terms and policies are designed to protect both you and our company by clearly explaining the procedures, responsibilities, payment requirements, cancellation conditions, and other important information relating to your Uganda safari.
Whether you are booking a gorilla trekking safari, a wildlife safari, a bird watching tour, a cultural experience, or a tailor made East African adventure, these booking terms help ensure that your holiday is organised efficiently from the moment you make your enquiry until the day your safari concludes. We encourage you to read these policies carefully before confirming your reservation.
Making Your Booking
Your booking with Rwakabunga Safaris begins once you contact us with your preferred travel dates, itinerary, group size, accommodation preferences, and any special requirements. After discussing your safari expectations, we will prepare a detailed quotation outlining the itinerary, accommodation, transport, included services, and total cost.
A booking is considered confirmed once you accept the quotation in writing and pay the required deposit. Upon receipt of your payment, we begin securing accommodation, park permits, transport, guides, and other services included within your itinerary. Due to the popularity of Uganda Gorilla Trekking, chimpanzee tracking, and wildlife safaris, we strongly recommend confirming your booking several months in advance to secure availability, particularly during the peak travel seasons.
Deposit Requirements
To confirm your Uganda safari, a deposit is required. In most cases, a deposit of approximately 30% of the total safari cost is sufficient to begin processing your reservation. However, safaris that include gorilla permits, chimpanzee permits, luxury lodges, or special charter flights may require a higher deposit because these services often require immediate payment to secure availability.
Your deposit allows Rwakabunga Safaris to reserve all essential services on your behalf. Once the necessary bookings have been confirmed, you will receive written confirmation along with any relevant travel information relating to your safari.
Final Payment
The remaining balance for your safari should normally be paid before your arrival in Uganda. Full payment should be completed within the agreed timeframe stated on your invoice to allow sufficient time for final travel arrangements.
Failure to complete payment within the agreed period may result in delays or cancellation of services where suppliers require advance settlement. If you anticipate any difficulties in meeting payment deadlines, we encourage you to communicate with us as early as possible so that appropriate arrangements can be discussed.
Accepted Payment Methods
Rwakabunga Safaris accepts several convenient payment options to make the booking process simple for our international and local clients. Payments may be made through international bank transfer, secure online payment platforms where available, or other approved payment methods communicated during the booking process.
Any bank charges, international transfer fees, currency conversion costs, or payment processing charges imposed by financial institutions remain the responsibility of the sender unless otherwise agreed.
Gorilla Trekking Permit Policy
One of the highlights of many Uganda safaris is Uganda Gorilla Trekking in Bwindi Impenetrable National Park or Mgahinga Gorilla National Park. Gorilla permits are issued by the Uganda Wildlife Authority and remain subject to government regulations.
Once a gorilla permit has been purchased, it generally becomes non refundable and may only be transferred or amended according to the policies established by the Uganda Wildlife Authority. Because permit availability is limited throughout the year, especially during the high season, early booking is highly recommended.
Should government authorities revise permit prices before your booking is fully paid, any applicable increase may need to be reflected in your final invoice.
Safari Prices
All safari prices quoted by Rwakabunga Safaris are based on the rates available at the time your quotation is prepared. While we strive to honour quoted prices, unforeseen changes beyond our control, including government taxes, park entrance fees, fuel prices, accommodation rates, or currency fluctuations, may occasionally require price adjustments before final confirmation.
Once your booking has been confirmed and paid according to the agreed terms, your quoted price will generally remain protected unless changes are requested by you.
Changes to Your Booking
We understand that travel plans sometimes change. If you wish to amend your itinerary after confirming your booking, we will do our best to accommodate your request wherever possible.
Changes may include revised travel dates, additional destinations, accommodation upgrades, extra activities, or changes to the number of participants. Any amendments remain subject to availability and may result in additional costs depending on supplier policies and booking conditions.
Certain services, particularly gorilla permits and domestic flights, may have separate amendment restrictions that are determined by the relevant service providers.
Cancellation Policy
If you decide to cancel your safari, you should notify Rwakabunga Safaris in writing as soon as possible. Cancellation charges may apply depending on how close the cancellation occurs before your scheduled departure date.
Certain services, including gorilla permits, accommodation reservations, charter flights, and third party activities, may already have been paid in advance and could be subject to non refundable charges imposed by the respective suppliers. Any refunds issued will therefore depend upon the recoverable amounts received from these suppliers after applicable administrative expenses have been deducted.
We strongly recommend purchasing comprehensive travel insurance to protect against unexpected cancellations arising from illness, emergencies, or other unforeseen circumstances.
Travel Insurance
Comprehensive travel insurance is strongly recommended for every safari booked with Rwakabunga Safaris. Your insurance policy should ideally cover medical emergencies, emergency evacuation, trip cancellation, travel delays, baggage loss, personal liability, and any activities included within your itinerary.
Uganda offers remarkable safari experiences in remote wilderness areas where medical facilities may be limited. Adequate insurance provides valuable financial protection and peace of mind throughout your journey.
Passports, Visas, and Health Requirements
It is your responsibility to ensure that your passport remains valid for at least six months beyond your intended departure date and contains sufficient blank pages for immigration stamps.
You are also responsible for obtaining the necessary visas, vaccination certificates, and any additional travel documentation required for entry into Uganda or neighbouring East African countries included within your itinerary. Health requirements, including yellow fever vaccination and other recommended immunisations, should be confirmed with your healthcare provider well before your departure.
Accommodation Policy
Accommodation included within your safari itinerary will correspond to the category selected during the booking process, whether budget, mid range, or luxury. Where the originally reserved lodge becomes unavailable due to circumstances beyond our control, Rwakabunga Safaris reserves the right to substitute accommodation with another property of similar or higher standard without compromising your safari experience.
Every effort will be made to inform you in advance whenever such substitutions become necessary.
Transport and Safari Vehicles
Your safari will normally be conducted using professionally maintained four wheel drive safari vehicles suitable for Uganda’s diverse road conditions. Vehicles are operated by experienced driver guides who prioritise safety, comfort, and customer service throughout your journey.
While every effort is made to maintain scheduled departures, unexpected circumstances such as road conditions, weather, mechanical issues, or government directives may occasionally require itinerary adjustments. Any necessary changes will always be made with your safety and overall safari experience in mind.
Responsibility and Liability
Rwakabunga Safaris acts as an organiser and coordinator of safari services including accommodation, transport, permits, activities, and guiding services. While we carefully select reputable service providers, we cannot accept responsibility for circumstances beyond our reasonable control.
These may include severe weather conditions, natural disasters, political events, industrial action, road closures, airline schedule changes, government restrictions, wildlife movements, or any other force majeure events that may affect your itinerary.
We shall, however, make every reasonable effort to minimise disruptions and provide suitable alternatives whenever practical.
Behaviour During Your Safari
To ensure an enjoyable experience for everyone, you are expected to behave responsibly throughout your safari. You should follow the instructions provided by your safari guide, lodge staff, park authorities, and wildlife rangers at all times.
Respect for wildlife, local communities, conservation regulations, and fellow guests is essential. Any behaviour that places others at risk or violates local laws may result in the termination of safari services without refund where appropriate.
Photography and Marketing
During your safari, photographs or videos may occasionally be taken for promotional purposes. If you prefer not to appear in any marketing material produced by Rwakabunga Safaris, kindly notify us before or during your safari, and we will fully respect your privacy.
Likewise, any photographs, videos, or testimonials you voluntarily provide may be used on our website and social media platforms unless you specifically request otherwise.
Privacy Policy
Rwakabunga Safaris values your privacy and treats all personal information with strict confidentiality. Information collected during the booking process is used solely for organising your safari, processing reservations, complying with legal requirements, and improving our services.
We do not sell or distribute your personal information to third parties except where necessary to secure accommodation, permits, transportation, or other services directly related to your confirmed booking.
Contact Us
If you have any questions regarding these booking terms and policies, our friendly team at Rwakabunga Safaris will be pleased to assist you. We believe that clear communication forms the foundation of every successful safari, and we are committed to ensuring that you enjoy a smooth booking process from your first enquiry through to your unforgettable safari.
When you book with Rwakabunga Safaris, you choose a trusted local tour company dedicated to delivering authentic Uganda safaris, unforgettable gorilla trekking adventures, Big Five wildlife safaris, chimpanzee tracking experiences, bird watching holidays, and tailor made East African tours with professionalism, transparency, and exceptional customer care.