TERMS AND CONDITIONS

TERMS AND CONDITIONS

These terms and conditions govern the contract between the individual(s) purchasing the travel and tour event services (hereafter “the client(s)”) and Kubwa Five Safaris (hereafter “the company”) to the exclusion of all other terms and conditions, save for those implied by law. No variation to these terms and conditions shall be valid unless given in writing and signed by the client and the Kubwa Five Safari director.

Please read these terms and conditions carefully as they set out our respective obligations and form the basis of your contract with us.

1. Bookings
   • The person (‘head of group’) who signifies his/her acceptance of a booking does so on behalf of persons under his/her authority, which means that all group members are equally bound by these terms and conditions.
   • All offers, estimations or quotations provided by or bookings made with the company are subject to these terms.
   • Kubwa Five Safaris Ltd. provides transportation, accommodation bookings, restaurant meals, excursions and other services in cooperation with independent suppliers.
   • All information detailed in client itineraries is given to the best of Kubwa Five Safaris’ knowledge and based on the latest information available. Kubwa Five Safaris cannot be liable for modified information from third parties, nor for any obvious typing errors.
   • To reserve flights and gorilla permits we need: your full names as they appear in your passport, your nationality and passport number.
   • Before confirming a safari, the client must inform Kubwa Five Safaris of any preferences and special requests of the participants e.g. medical needs, diet, requirements relating to disabilities and any other requirements. Kubwa Five Safaris will meet the requests if possible.
   • All packages are subject to availability and not guaranteed until confirmed. Many lodges and hotels offered by Kubwa Five Safaris have limited capacity and therefore it is essential to make reservations well in advance of your planned trip.
   • In the event that you wish to amend your reservation in any way, Kubwa Five Safaris will make the preferred adjustment where practicable and possible and confirm accordingly. Kubwa Five Safaris reserves the right to charge an amendment fee relative to the actual costs, which will be added to the total invoice.
   • Kubwa Five Safaris reserves the right to change and re-adjust the tour schedule, transportation, accommodation and services indicated in the itinerary in the event of unforeseen circumstances before arrival. Any changes to the itinerary will be communicated to the client as soon as possible.
2. Execution of the tour
   • It is a privilege to see animals in their natural habitat and as such, we cannot guarantee wildlife or game viewing. You must take caution when viewing the animals and carefully follow the instructions given by either the tour guide or wildlife rangers.
   • A gorilla or chimpanzee permit guarantees clients will be able to track the primates in question but does not guarantee that the animals will be in plain sight.
   • The mode of transport used will be dependent on the number of clients and the route taken, based on the specifications of the chosen itinerary. 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.
   • Experienced English speaking driver/guides are a key part of your tour. They are the only person(s) allowed to drive Kubwa Five Safaris’ vehicles. The driver’s decision on all matters, such as the route taken, is final.
   • Kubwa Five Safaris reserves the right to employ subcontractors to carry out all or part of the services agreed to be supplied.
   • Kubwa Five Safaris reserves the right to refuse any person from participating or continuing any tour if, in Kubwa Five 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 Kubwa Five Safaris shall not be liable for expenses incurred as a result of the termination.
3. Accommodation
   • Accommodation is based on a twin or double bedded room, tent or banda, with private bathroom where possible. Single rooms may be available with the payment of a supplement fee but availability cannot always be guaranteed.
   • Kubwa Five Safaris reserves the right to substitute equivalent or superior hotels. If a hotel of equivalent standard is not available Kubwa Five Safaris may substitute the next best quality hotel or suggest superior standard accommodation (extra charges may apply).
   • When requested accommodation is fully booked or otherwise unavailable, the company reserves the right to change the accommodation to an accommodation of the same standard in the same area. This change must be communicated to the client.
4. Prices
   • The prices quoted for the various safaris are as per the itinerary and include the following services, unless stated otherwise: overnight in hotels, guesthouses, tents or lodges, all meals as indicated, sightseeing as detailed in the itinerary, park entrance fees and ranger fees, airport transfers where applicable, ground transportation, English speaking driver/guides and bottled mineral water in the vehicle.
   • Expenses that are not covered: international and domestic air fares, visa and passports, meals not mentioned in the itinerary, drinks other than the mineral water provided in the vehicle, tips and gratuities for the guides and accommodation staff, laundry, travel insurance and other items of a personal nature.
   • Prices on the website or quoted to our clients are subject to change without notice and are not guaranteed until confirmed in writing.
   • Kubwa Five Safaris reserves the right to adjust prices at any time should there be any fluctuation in the exchange rate or increase in the cost of any element of the tour. The Kubwa Five Safaris will however make every effort to minimize any increases. Already confirmed tours will not be affected by the adjustments.
5. Alterations made by Client(s)

• The Kubwa Five Safaris shall try to accommodate any reasonable changes the client wishes to make to the event. Alterations and amendment requests should be made with the Kubwa Five Safaris and not with end suppliers. And such requests should be made in writing to the Kubwa Five Safaris by the group head. These changes shall not be deemed accepted until confirmed in writing by the Kubwa Five Safaris.
• If the client wishes to increase or decrease the number of persons participating in the event, this may be done up to 42 days prior to the date upon which your event is due to start without additional charge. All amendments made after that date will incur an administration charge of US$ 50.00 per person. The Kubwa Five Safaris cannot guarantee that the change to the price will be pro-rata, but will instead depend upon the arrangements the Kubwa Five Safaris is able to make with its suppliers. Subject to the Kubwa Five Safaris’ written agreement, the client may transfer a booking to a person who satisfies all the conditions applicable to the event.

6. Alterations made by Kubwa Five Safaris

• Kubwa Five 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
• When requested accommodation is fully booked or otherwise unavailable, the company reserves the right to change the accommodation to an accommodation of the same standard in the same area. This change must be communicated to the client.

7. Payment
   • All tours will be booked and confirmed only upon receipt of a 40% deposit of the basic program rate. For gorilla permits, a full advance payment of the permit fee ((US$ 600 per permit),) and  the chimpanzee permits (US$ 150) is required in order to make the reservation.
   • The payment balance is due no later than 42 days prior to the safari, unless agreed otherwise.
   • Bookings made within 42 days before arrival must be paid in full at the time of confirmation.
   • If payment is not received in accordance with the above, Kubwa Five Safaris has the right to cancel the booking.
   • Payments can be made by bank transfer to our bank account in Uganda. Transfer costs are to be paid by the client(s) before the start of the safari. Payments with credit or debit card are not possible. Note: Regretfully, payments with credit or debit card are not possible and traveler cheques are no longer accepted.

8. Cancellations by client (s) and refunds
   • All cancellation requests must be made in writing and shall be effective on the date of actual receipt by Kubwa Five Safaris.
   • The amount of the cancellation fee is calculated according to the date on which the Kubwa Five Safaris receives written cancellation notice and the following cancellation charges apply to the basic program rate:

Kubwa Five Safaris reserves the right to deduct all expenses incurred from money paid.

• Gorilla permits and air tickets are 100% non-refundable.
• No refunds will be made for any unused services, late arrival or no-show of any of the members of the tour.

     9. Cancellations by Kubwa Five Safaris

• The Kubwa Five Safaris reserves the right to cancel the event or any part of it for any of the following reasons:
• If the Kubwa Five Safaris or its supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome.
• If the Kubwa Five Safaris reasonably believes that you may cause harm or damage to its reputation or to the reputation of its suppliers or to property belonging to its suppliers.
• If a Kubwa Five Safaris supplier or suppliers is/are unable to host the event for any reason.
• If changes you wish to make to the booking mean it is uneconomical or impractical to hold the event.
• Should the Kubwa Five Safaris cancel an event, it shall be rescheduled for a mutually convenient date, or a refund shall be provided to the client.
• Save as above, the Kubwa Five Safaris shall be under no further liability to the client for cancellation of the event or any part of it. If, due to reasons beyond our control, an event is unable to take place due (but not limited) to the closure of premises, the ceasing of trading, or a change in supplier’s management, the Kubwa Five Safaris will provide the client with an alternative event and if this does not prove possible, shall  refund the cost of the event.

     10. Cancellation by joining a group

• If one or more clients of a larger private group cancel a trip, they will be charged their part of the shared costs for that group trip, so that the rest of the group will not face any price increase. This amount is in addition to the general cancellation fees (as listed in section 5).

     11. Complaints

• Kubwa Five Safaris shall try to ensure that the Kubwa Five Safaris exceeds the expectations in every area of the tour arrangements. However, suggestions are very much appreciated in order to keep improving the quality of the service.
• Complaints must be reported immediately to the Kubwa Five 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 writing and not later than 30 days after completion of the tour.
• Liability for any complaints not notified in accordance with the above described procedure cannot be accepted.

    12. Liability and Emergency Policy

• Kubwa Five Safaris will make every effort to ensure that all arrangements and services offered as part of the safari are carried out as specified in the most efficient way possible. However, the Kubwa Five Safaris does not have direct control of the provision of services by suppliers and, whilst every supplier is chosen with the utmost care, Kubwa Five Safaris does not accept liability for errors or omissions of such suppliers.
• Kubwa Five Safaris shall not be liable for any loss, damage or injury of any nature whatsoever whether to person or property.
• Whilst every care is taken, Kubwa Five Safaris cannot be held responsible for the direct or indirect costs of loss or damage to baggage or personal possessions.
• Kubwa Five Safaris cannot accept liability or pay compensation for unforeseen circumstances beyond the control of the Kubwa Five Safaris 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, 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 Kubwa Five Safaris’ control.
• It is the responsibility of the travel agency/wholesaler to ensure that all members of the tour have the appropriate passports, visas, travel permits, health certificates and other documentation required for the safari.
• It is the responsibility of the clients to take proper medical and practical precautions in regard to health and safety. Medical advice should be sought well before travelling.
• Clients are strongly advised to obtain comprehensive travel insurance before coming to Uganda. Local evacuation coverage is available in the unlikely event of a medical emergency while on safari with Kubwa Five Safaris.
• The respective laws of the country govern Kubwa Five Safaris’ liability to passengers carried in its own vehicles. All claims are subject to the jurisdiction of the courts of the country in which the cause of action arises.

      13. Client Responsibility

13.1 The client acknowledges that it is solely his/her responsibility to ensure that he/she is in possession of the necessary travel documents that may be required in respect of the proposed tour and itinerary as well as all health and other certificates that may be required.

THANK YOU FOR TAKING TIME TO READ THESE TERMS AND CONDITIONS!

If you have any questions, please do not hesitate to contact us! Your enjoyment, comfort and safety are our priority