Terms and Conditions

Terms & Conditions for Wildlife Encounters Limited

The terms and conditions listed below govern your reservation with Wildlife Encounters Limited. We presume that by confirming your safari with us, you have had a chance to review, comprehend, and accept our terms and conditions for reservations.

Booking / Reservations:

1. In collaboration with suppliers who operate independently of the business, Wildlife Encounters provides services like accommodation, transportation, safaris, domestic flight bookings, and other tours.
2. All information is offered to the best of Wildlife Encounters’ knowledge and is tailored to fulfill the needs of the client.
3. To secure Gorilla permits and flights, you must provide us with your complete passport details or your National ID.
4. The customer must notify Wildlife Encounters of any specific needs, such as dietary restrictions, medical needs, or any disabilities. Wildlife Encounters will communicate with vendors to guarantee that clients are treated fairly. Reservations for domestic travel, accommodation, and other activities are all contingent upon availability and are not assured unless verified by Wildlife Encounters. Numerous accommodation options are limited, particularly in the peak seasons. To avoid any inconveniences, it is therefore advised that you plan your safari trip well in advance.
5. The travel agency bears the duty of guaranteeing that all participants or members of the tour program possess the necessary, legitimate documentation needed for the safari trip, such as valid passports, visas, travel permits, and yellow fever certificates.
6. Following confirmation, Wildlife Encounters will give the client or agent a booking form, which they must fill out with all the necessary details. These include the client’s name as it appears on their passport, the number of people traveling, their age, nationality, flight information, their preferred rooming arrangement, and any special requests, such as dietary restrictions or medical needs. We take these steps to make sure that the booking arrangements are correct.

Changes On The Itinerary/Accommodation:

1. Please be aware that although Wildlife Encounters will do its best to provide the booking arrangements as confirmed to you, safari operations may be affected by unforeseen events or changing conditions, such as bad weather, road closures, flight delays, or any other crisis that may arise and harm your safari. Wildlife Encounters maintains the right to modify or reroute the tour schedule or itinerary in the event of such circumstances to ensure smooth operation.
2. The customer will be notified as soon as possible of any changes made to the itinerary.
3. In the event that a customer requests any kind of modification to their reservation, the staff at Wildlife Encounters will work to implement the desired changes whenever possible and will confirm as such. The modifications made will be reflected in the package cost and invoice.
4. In case the preferred accommodation is not available at the time of booking, the company reserves the right to substitute it with a similar standard or suggest a superior standard accommodation. However, extra charges may apply in this case.

Luggage Space:

1. Duffel / soft-sided bags are preferable and more recommended for storage on safari vehicles and domestic aircrafts within East Africa as opposed to hard luggage. Suitcases that are larger than 24″ x 17″ x 7″ shouldn’t be used because they take up a lot of space.
2. The baggage limit is usually 15kg including hand Luggage for domestic aircrafts to and from National parks.
3. Baggage and personal effects are the owner’s responsibility during the tour.
4. You are advised to purchase baggage insurance.

Price:

1. The prices listed are per the safari itinerary provided and include the following: ground transportation, a 4×4 safari vehicle, English-speaking driver/guides, game viewing, park entrance fees, and airport transfers unless otherwise specified.
2. Travel insurance, airfare, visas, passports, meals not specified in the itinerary, drinks, gratuities, extracurricular activities, laundry, and other personal expenses are not included in the rates.
3. Wildlife Encounters Limited reserves the right to modify prices at any moment in the event that new statutory taxes are imposed by governmental or other bodies, or if exchange rates fluctuate. However, we will do everything in our power to keep costs as low as possible.

Accommodation / Children Sharing With Adults:

For any specific combination of child sharing with adults/children, we shall provide a quote depending on the child age and rooming arrangement.

Payment

1. A 30% deposit is needed to confirm your reservation; the remaining amount is due 45 days before the safari program begins. Unless otherwise agreed, the full amount must be paid at the time of confirmation for reservations made less than 45 days prior to departure.
2. 100% or the entire amount of gorilla permits must be paid in advance for reservations that include gorilla tracking.
3. Before the safari starts, payment can be made in cash or by bank transfer.
4. Wildlife Encounters reserves the right to cancel the reservation in the event that payment for the aforementioned is not received.

Cancellation

1. All cancellation requests must be made in writing, and they take effect on the date of email receipt from the client or agent.
2. Cancellation fees will apply for cancelled reservations or no-shows.
3. Upon receiving the cancellation notice, the following fees will be charged.

60 – 35 days prior to arrival	30% of the tour cost
34 – 15 days prior to arrival	70% of the tour cost
14 – 0 (No show) days prior to arrival	100% of the tour cost

Note: Gorilla permits, Chimpanzee permits, and air tickets are 100% non-refundable.

Insurance and Safety:

At Wildlife Encounters, safety and security are our top priority, but there is always a chance of health risks and dangers. You must be in generally good health to take part in a safari tour, particularly one that travels to Africa. As such, you are advised to consult your physician before leaving for your trip to ensure that you are fit and healthy.

It is highly advised by Wildlife Encounters Ltd that you acquire comprehensive travel insurance that covers the whole duration of your trip. Medical costs, personal injury, accidents, death, illnesses, loss of personal property, and cancellation due to unavoidable circumstances should all be covered by this type of insurance.

Game Viewing / Wild Animals:

Seeing wildlife in its natural habitat is a satisfying and rewarding experience. However, you must exercise caution when watching wildlife because no trip to the wilderness can ensure that wild animals won’t attack if they feel threatened. It is necessary to follow the guides’ or game rangers’ instructions with seriousness. If a client’s negligence results in an accident during the trip, Wildlife Encounters Ltd will not be held liable.

Although permits to track gorillas and chimpanzees only allow you to track these animals in their natural habitat, there is no guarantee that you will encounter them easily. Tracking is sometimes a tedious process; before you meet one of these unique creatures, you might have to hike for hours.

Note: The minimum age to track Gorillas is 15 years, and the minimum age to track Chimpanzees is 12 years.

Complaints:

1. Wildlife Encounters will make every effort to give its customers the greatest safari experiences possible. However, if the tour isn’t living up to your expectations, don’t hesitate to voice your dissatisfaction or offer suggestions. We appreciate your feedback since it greatly aids in our efforts to raise the level of quality of our services.
2. Any complaints the customer may have during the trip should be brought up right away with a Wildlife Encounters representative, who will try their best to make things right.
3. After returning from the trip, if the client is not satisfied with the resolution, they should write down their complaint and send it to Wildlife Encounters no later than 30 days after the tour program ends. This will enable us to look into the situation and respond to it in the most appropriate and effective way possible.

Please be aware that Wildlife Encounters will not accept any requests for reimbursement or other compensation if the aforementioned procedure is not followed.

Liability:

1. Bookings are accepted by Wildlife Encounters on the condition that you agree to the trip fully at your own will, keeping in mind that adventure travel carries some inherent risks. Even though we work hard to ensure that your safari is handled as effectively and satisfactorily as possible, we cannot be held responsible for any unfortunate events that are out of our control, such as illness, death, physical harm, or damage to property or individuals, natural disasters, governmental actions, or other losses that may result from supplier errors or omissions.
2. For any similar situations or incidents outside of the company’s control, such as fires, riots, terrorist attacks, strikes, thefts, epidemics, pandemics, and other similar events, Wildlife Encounters Limited shall not be liable for any refund or compensation.
3. Any client whose behavior or conduct, in the company’s opinion or in the view of an authority figure, proves to be a threat or is likely to cause danger, hazard, damage to property, environments, or ecosystems, or to cause inconvenience to any third party, may have their safari terminated by Wildlife Encounters.

In the event of termination, Wildlife Encounters shall not be liable for any costs incurred.

Thank you for taking time to read and understand our terms and conditions.