Avian Safaris – A Local East African Birding Tour Company | Operates in Uganda, Kenya, Rwanda & Tanzania
Terms and Conditions – Avian Safaris

Thank you for choosing Avian Safaris for your East African travel experience.

Please carefully review the following Terms and Conditions as they outline our mutual responsibilities and form the basis of the contract between you and Avian Safaris.

1. Parties Involved

In these terms:

“You” refers to all individuals named in the booking, including any added or substituted travellers.

“We” or “Us” refers to Avian Safaris, the tour operator responsible for arranging your travel experience.

2. Revision of Terms

These Terms and Conditions are subject to periodic revision. However, the version in effect at the time of booking will be valid for your travel arrangements, regardless of any subsequent updates.

3. Local Conditions

Travelling in Africa can offer unique and rewarding experiences. However, it is crucial to recognise that conditions may differ significantly from those in more developed countries.

Standards of service, infrastructure, medical care, safety, and security may vary and may not match those in your home country.

Please note: Your holiday is governed by the laws and regulations of the destination country—not those of your country of residence.

Travel Requirements and Responsibilities

Before you begin your journey to Africa with Avian Safaris, please ensure you meet the following requirements and accept the responsibilities outlined below:

1. Confirmed Return or Onward Flight Tickets

It is your responsibility to get confirmed return or onward tickets before you leave for Africa.

Please note: Avian Safaris cannot be held liable if you are denied entry into a country due to failure to provide proof of onward travel. Additionally, you are responsible for reconfirming all subsequent travel arrangements.

2. Check-In Responsibilities

You are responsible for ensuring that you check in at the appropriate time for your flights.

Missed flights due to late arrival at check-in counters are not the responsibility of Avian Safaris.

3. Travel Documents

You must ensure that you have all required documentation, including:

• Valid passports
• Entry visas
• Vaccination certificates (e.g., yellow fever)
• Any other travel-related permits or clearances

Most importantly, the responsibility to acquire and carry these documents is solely with you.

Any additional costs incurred due to failure to comply with these requirements—whether by you or by Avian Safaris acting on your behalf—must be covered by you.

4. Travel Advice and Information

Avian Safaris may, in good faith, offer guidance on topics such as passports, visas, and vaccinations.

However, this advice is provided without liability, and it remains your responsibility to verify requirements with the relevant authorities.

Booking Procedure, Package Pricing, and Payment

At Avian Safaris, we strive to make your booking process smooth, personalised, and transparent. Here is how it works:

1. Inquiry

You can start by making an initial inquiry through our website, email, or phone. Please share your travel goals, preferred dates, and any special requests or interests you may have.

2. Itinerary Proposal

Based on your input, we will create a customised itinerary tailored to your needs. We welcome feedback and are happy to revise the itinerary until it aligns perfectly with your expectations.

3. Booking Confirmation and Invoice

Once you approve the itinerary, we will confirm your booking and issue an invoice. The invoice will detail the package pricing, payment terms, and all related information.

4. Payment

Upon receiving the invoice, follow the provided payment instructions to secure your booking. In most cases, full payment is required to finalize accommodation and logistical arrangements.

5. Creation of Booking Vouchers

After your payment is received in full, we will prepare booking vouchers for all the accommodations and services listed in your itinerary.

6. Accommodation Confirmation

Securing your preferred accommodations is usually seamless when you book in advance—ideally three months or more before travel. We work closely with our trusted partners to confirm availability and promptly finalise your reservations.

Payment Terms and Conditions

To secure your place on our tours, please review and adhere to the following payment policies:

1. Deposit

A non-refundable deposit of 20% of the total tour cost is required to reserve your spot.

2. Balance Payment

The remaining balance must be paid no later than 60 days prior to the start of your trip.

3. Currency and Payment Method

All prices are quoted and payable in US dollars (USD). Payments may be made by:

Electronic bank transfer

VISA credit card

4. Gorilla Permit Payments

Please note that full advance payment is required for all gorilla trekking permits at the time of booking. These permits are highly limited and non-refundable once issued.

5. Last-Minute Bookings

Bookings made within 90 days of your arrival must be paid in full at the time of confirmation.

6. Booking Cancellation

If payment is not received according to the agreed schedule, Avian Safaris reserves the right to cancel the booking and release reserved services.

7. Accepted Payment Methods

We accept:

• Electronic bank transfers
• VISA credit card payments
• Unfortunately, Cash upon arrival and traveller’s cheques are not accepted.

8. International Transaction Costs

All international transaction fees, including credit card service charges (typically 5%), must be fully covered by the client.

Mountain Gorilla Tracking Permits

Please carefully review the following important information regarding Mountain Gorilla tracking permits for your upcoming adventure:

1. Payment Requirement

Gorilla permits for the relevant National Parks can only be purchased after full payment is received.

However, permits are subject to availability, so early booking is highly recommended to avoid disappointment.

2. No Guarantee of Sightings

Obtaining a gorilla permit does not guarantee sightings of Mountain Gorillas.

Occasionally, local factors such as park closures, security issues, or border restrictions may prevent access to the gorillas on short notice.

3. Liability Disclaimer

Avian Safaris cannot accept liability for disruptions beyond our control that may affect your gorilla tracking experience.

Such circumstances include park closures, gorilla movements outside visitor areas, or sudden security changes.

4. Refunds

Refunds for canceled gorilla tracking experiences are at the discretion of the relevant wildlife authorities.

While we will make every effort to obtain a refund on your behalf, please note that refunds are not guaranteed. If granted, we will forward the refund to you.

5. Efforts to Secure Refunds

We are committed to making maximum efforts to pursue any available refunds.

However, refund processes vary and timelines may be unpredictable based on the policies of the issuing authority.

6. Sighting Probability

Despite natural uncertainties, the probability of seeing Mountain Gorillas during tracking activities remains exceptionally high—estimated at 98%.

Complaints Procedure

At Avian Safaris, we are dedicated to delivering exceptional service.

Nevertheless, should issues arise, we encourage open communication to ensure they are promptly addressed.

1. Immediate Reporting

If you experience any problems during your tour, please report them immediately to an Avian Safaris representative and the relevant service provider.

We will make every effort to resolve the matter quickly and successfully.

2. Formal Complaints

If your concern is not resolved during your tour, please submit a formal written complaint within 30 days of the tour’s completion.

This allows us to review the situation and take any necessary follow-up action.

3. Timely Notification

Complaints must be reported within the specified timeframe.

Failure to notify us promptly may result in Avian Safaris being unable to accept liability for the unresolved issue.

Itinerary Changes and Tour Delays

While rare, Avian Safaris reserves the right to make changes to your tour itinerary when necessary.

Changes may be prompted by factors such as:

• Adverse weather conditions
• Road or transportation delays
• Government directives or travel advisories
• Other unforeseen contingencies

Please note:

If delays or changes occur due to factors beyond the control of Avian Safaris or our agents, the resulting costs must be borne by the client.

Cancellations by Avian Safaris

While we strive to avoid cancelling confirmed bookings, there are rare occasions when circumstances beyond our control may necessitate such actions.

Please carefully review the following policies regarding cancellations initiated by Avian Safaris:

1. Cancellation Policy

Avian Safaris will not cancel a confirmed holiday less than 60 days before departure unless compelled to do so by unusual and unforeseeable circumstances beyond our control.

These circumstances are such that even with all due care, cancellation could not have been avoided.

2. Options for Affected Travellers

In the event that Avian Safaris cancels your booking (except for non-payment or force majeure events), you will be offered the following options:

Alternative Holiday:

Select an alternative holiday of a similar standard, if available.

If the alternative is less expensive, we will refund the price difference.

If the alternative is more costly, you will be responsible for the difference.

Full Refund:

Opt for a full refund of all money paid to Avian Safaris, excluding gorilla permit fees.

Refunds for gorilla permits will only be provided if made available to us by the issuing authority.

3. Limitation of Liability

Beyond offering the alternatives listed above, Avian Safaris shall have no further liability.

Unfortunately, we cannot reimburse any expenses, costs, or losses you may incur as a result of the cancellation.

4. Termination of Holiday

Avian Safaris reserves the right to terminate the holiday of any person whose behaviour is deemed dangerous, disruptive, or distressing to others, based on assessments by Avian Safaris staff or any authority.

In such cases:

The individual(s) must leave the accommodation or service immediately.

No refunds will be issued.

Avian Safaris will not be liable for any costs incurred following the termination.

Cancellation Policy (Client Cancellations)

If you or any member of your party needs to cancel your booking, please observe the following guidelines:

1. Cancellation Notice

• All cancellation requests must be submitted in writing to Avian Safaris.
• Your cancellation will become effective on the date we receive your written notice.
• Please retain a copy of your cancellation notice for your records.

2. Cancellation Charges

To cover estimated losses, the following cancellation charges (per person) will apply, based on the number of days before your scheduled arrival:

• 61 days or more 20% of trip cost
• 46 – 60 days 30% of trip cost
• 31 – 45 days 50% of trip cost
• 0 – 30 days 100% of trip cost

(Please note: Insurance premiums are non-refundable.)

3. No Refunds for Unused Services

No refunds will be provided for:

• Unused services
• Late arrivals
• No-shows

Regardless of the reason, the full cost will apply once the service start date has passed.

4. Deduction of Expenses Incurred

Avian Safaris reserves the right to deduct any expenses incurred from the total amount paid if a cancellation leads to recoverable costs.

5. Trip Cancellation Insurance

We strongly recommend purchasing trip cancellation insurance to protect your travel investment.

Unexpected events such as illness, emergencies, or travel restrictions can arise, and insurance helps mitigate potential financial losses.

Transportation Guidelines

At Avian Safaris, your comfort and safety are our top priorities.

Please carefully review the following guidelines regarding transportation during your safari:

1. Window Seat Entitlement

Every guest is entitled to a window seat in the safari vehicle.

This ensures optimal views of the scenic landscapes and abundant wildlife throughout your journey.

2. Vehicle Condition and Liability

While we make every effort to provide well-maintained, roadworthy vehicles, Avian Safaris cannot accept liability for mechanical breakdowns, damage, or unforeseen delays.

Nevertheless, our team is committed to maintaining vehicles to the highest possible standards.

3. Code of Conduct for Guides

Our guides are trained to adhere to a strict code of conduct outlining their professional responsibilities.

Please refrain from requesting any action that would compromise this code.

Should any concerns arise regarding a guide’s conduct, kindly inform your Safari Manager at Avian Safaris immediately.

4. Driving and Decision-Making

Only designated Avian Safaris drivers are authorized to operate our vehicles.

The guide’s decisions regarding routes, stops, and other safari matters are considered final.

5. Responsibility for Damage

Guests will be held responsible for any damage caused to the vehicle through interference or negligence.

This includes any associated legal and repair costs.

6. Vehicle Breakdown

In the unlikely event of a breakdown, Avian Safaris is committed to swiftly resolving the issue.

Depending on the severity:

Minor issues may be rectified on-site.

Vehicles may be withdrawn and replaced with suitable alternatives when necessary.

Liability Statement

At Avian Safaris, we are dedicated to ensuring a safe and fulfilling travel experience.

However, it is important to understand our liability limitations as outlined below:

1. Service Provision

While we work diligently to ensure all arrangements are executed efficiently, Avian Safaris does not directly control services provided by third-party suppliers.

Suppliers are carefully selected, but we cannot accept liability for errors or omissions on their part.

2. Loss, Damage, or Injury

Avian Safaris shall not be held liable for any loss, damage, or injury of any nature, whether affecting individuals or their property during the safari.

3. Baggage and Personal Possessions

While we take all reasonable precautions, Avian Safaris is not responsible for the direct or indirect costs associated with the loss or damage of personal belongings.

4. Animal and Insect Life

Although we implement strict safety measures, clients must acknowledge the inherent risks posed by animal and insect life in the areas visited.

5. Unforeseen Circumstances

Avian Safaris cannot accept liability or offer compensation for events beyond our control, such as:

• Flight delays or cancellations
• Natural disasters
• Acts of government
• Force majeure events

6. Travel Documentation

It is the sole responsibility of the travel agency/wholesaler or client to ensure that all required travel documents are obtained and valid, including:

• Passports
• Visas
• Health certificates
• Travel permits

7. Health and Safety Precautions

Clients are responsible for seeking appropriate medical advice before travel and for taking necessary health and safety precautions throughout their safari.

8. Travel Insurance

We strongly recommend that all clients obtain comprehensive travel insurance prior to arrival.

Local evacuation coverage is available for emergencies while travelling with Avian Safaris.

9. Jurisdiction

Avian Safaris’ liability towards passengers is governed by the laws of the respective country where the safari services are provided.

Any legal matters shall fall under the jurisdiction of the courts in the country where the cause of action arises.

Travel Insurance Requirements

When booking your holiday with Avian Safaris, it is mandatory to arrange relevant and adequate personal travel insurance.

Please review the following key requirements regarding travel insurance for your safari adventure:

1. Fitness for Travel

Individuals who are not fit for long trips due to heart disease, chronic illness, physical disability, advanced pregnancy, or mental illness are advised against participating in rigorous travel programs

2. Insurance Coverage

Your travel insurance policy should offer comprehensive coverage for the following:

Death and injury

Theft or loss of personal property

Medical expenses

High-risk activities such as whitewater rafting and mountaineering

Please ensure that your policy specifically covers any adventurous activities planned during your trip.

3. Mandatory Requirement

Arranging personal travel insurance is a condition of booking your holiday with Avian Safaris.

We strongly recommend confirming that your coverage is sufficient and appropriate for your individual needs and for the activities included in your itinerary.

Important Note:

Having the right travel insurance not only safeguards you against unexpected emergencies but also provides valuable peace of mind throughout your journey.

If you have any questions or need assistance regarding travel insurance options, please feel free to contact us.

Recommended Reading:

Learn About AMREF Flying Doctors Air Ambulance Services — A trusted provider of emergency air evacuation services in East Africa.

Voluntary Execution

By submitting a deposit to Avian Safaris, you acknowledge that you have carefully read, understood, and agreed to the Terms and Conditions outlined by Avian Safaris.

Furthermore, upon advancing a deposit, you, the depositor, along with your family members and legal beneficiaries, agree to be legally bound by all Terms and Conditions specified above.

Disclaimer: These Terms and Conditions are subject to change without prior notice. The applicable version is the one valid at the time of booking