RESERVATIONS TERMS AND CONDITIONS

RESERVATIONS TERMS AND CONDITIONS

 Booking Confirmation

When booking your Safari with Trek Africa Eco-Tours (TAET) or with your travel agent, please quote the tour code number as shown on the Safari. Where possible, indicate date of arrival and departure, number of people in your party, preferred accommodation and flight details if known. This information will help us in ensuring that all arrangements are made to your complete satisfaction. For itineraries that include gorilla trekking, advance bookings of at least 3 months are strongly recommended. Persons below 15 years are not allowed to track gorillas.

When to book your Safari

It is better to book as far in advance as possible to ensure availability of rooms and other services, especially during the peak seasons (June to February and Christmas time). This is especially important for those wishing to travel on private custom made safaris and those adding extensions to the scheduled trips.

Usually, a minimum of eight weeks prior to arrival should ensure your first choice bookings. All bookings are subject to availability.

Payments

All prices are quoted in US Dollars. To secure the reservation, the client will make a down-payment of 30% of the total cost of the tour 90 days before commencement of the safari. The balance is due 30 days prior to departure. Subject to approval, credit card payments can be made with a 7-9% surcharge. In Kampala cash payments are accepted in any foreign convertible currency and in Uganda Shillings. Travelers Cheques (TCs) are also accepted with a USD$20 surcharge.

Cancellation/Refund

Refunds are given on written cancellations within sixty days prior to commencement of the safari. Refunds are calculated after deduction of cancellation fees levied by hotels, lodges and banks. The following cancellation fee guidelines apply:
– Cancellation within 60 days after confirmation, the cancellation fee is equal to the deposit.
– Cancellation between 30 – 7 days before Safari departure dates 30% will be deducted as cancellation fees.
– Last minute (7 days to 1 day notice) cancellations are considered 90% forfeited. Client (s) will be responsible for bank transfer charges.
Trek Africa Eco-Tours reserves the right to deduct all expenses incurred from any advance payments made. There will be no refund on utilized services once the tour has commenced. Gorilla permits are non-refundable but are transferable under specific circumstances.

Liabilities and Insurance

While every effort will be made to ensure all bookings and arrangements are completed to the client’s full satisfaction, Trek Africa Eco-Tours cannot accept liability for any injury, damage or delay caused directly by hotels, restaurants, airlines or any other service agency or company with whom bookings have been made.

Therefore, clients should secure fully comprehensive travel insurance to cover them for any eventual loss of baggage or valuables, personal accident and medical expenses, or loss of any kind.

Transfer of Booking

In the event you are unable to travel due to extraordinary circumstances, your booking may be transferred to another party provided the arrangements remain the same, and provided that suppliers (airlines, hotels, etc) are all ready to accept the transfer.  Gorilla permits are transferable only in a few instances.

Transport

Trek Africa Eco-Tours may, at its discretion, supply Land Cruisers, minibuses or any other suitable transport subject to weather and terrain conditions (a request for a specific type of vehicle will be considered). All tours start and end in Kampala/Entebbe. In case of any other originating or ending location please let us know. The mode of transport utilized will depend on the number of clients, route taken and/or the specifications of the chosen itinerary. All vehicles will be properly maintained and in good working order with full registration and licenses appropriately displayed.

Accommodation

Accommodation is based on twin bed rooms or tents with private bathrooms where possible. Single rooms may be available with the payment of a supplemental fee but cannot always be guaranteed. Single room and double bed requirements should be specified in advance to avoid disappointment. Trek Africa Eco-Tours Ltd reserve the right to substitute hotels named in the itinerary, when absolutely necessary. The unexpected accommodation changes can be minimized by early booking to guarantee your first choice.

Tour Price

Price quotations are inclusive of all transportation as per the itinerary,  camping or lodge/hotel accommodation charges; meals; park entrance fees, activities noted in the itinerary, permits where applicable, driver allowances and third party insurance. The rates are not inclusive of accommodation and meals while in Kampala, traveler’s insurance, local departure taxes, visa fees, gratuities, beverages, telephone calls, laundry and other personal expenses, or any other item not mentioned in the quotation.

Trek Africa Eco-Tours Ltd reserves the right to employ subcontractors to carry out all or part of the services agreed to be supplied. All claims are subject to the jurisdiction of the courts of Uganda.

Travel Insurance/Personal Injury

You are advised to buy travel insurance before coming to Uganda. Local evacuation coverage is available in the unlikely event of a medical emergency. Trek Africa Eco-Tours can arrange this for you if requested at the time of booking. Clients participation in any activities during your visit will be at the clients own risk and Trek Africa Eco-Tours cannot accept any liability for injury or accident. . All clients must be fully responsible for their own fully international medical insurance coverage with evacuation. Clients are responsible for any specific medications they might need.

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