TERMS AND CONDITIONS OF TRADE
Agreement to Terms
Payment of the tour deposit constitutes your acceptance of these Terms and Conditions, along with the specific pre-departure documentation, including the Tour Reservation Form and Travel Requirements.
Deposit Upon Confirmation (East & Southern Africa Tours)
A 30% deposit is required at the time of booking to confirm your reservation. This is a standard international travel practice that enables us to secure essential components of your trip such as accommodations, domestic flights, professional guides, and transfers. These services require advance payments to our trusted partners to guarantee availability and competitive rates. The remaining 70% balance is due 60 days prior to the start of your trip. For bookings made within 55 days of departure, full payment is required upon confirmation. This payment schedule ensures smooth coordination with all providers and is recognized as fair and reasonable by travel insurance companies and international tourism organizations.
Full Gorilla Permit Payment on Confirmation (Rwanda & Uganda Tours)
For gorilla trekking experiences in Rwanda and Uganda, 100% payment of the gorilla permit fee is required at the time of booking. This is due to the extremely limited availability of permits, which are issued by the Rwanda Development Board (RDB) and Uganda Wildlife Authority (UWA) on a strictly first-come, first-served basis. These permits are non-refundable, non-transferable, and date-specific. Once payment is made, permits are immediately secured and cannot be amended. The policy is designed to manage visitor numbers and support vital gorilla conservation programs. Because these permits are a unique and high-demand component of the safari, we strongly recommend early booking. Note that the permit cost is not recoverable under our cancellation terms and may not be covered by standard insurance unless specific trip cancellation coverage is in place.
Cancellation Policy
If you need to cancel your trip after booking, the following cancellation charges apply, as we are obligated to honor the payment terms of our suppliers (e.g., lodges, tours, and service providers):
• 90+ days prior to departure: $500 per person cancellation fee
• 89–60 days prior to departure: 20% of the total tour price
• 59–30 days prior to departure: 50% of the total tour price
• 29 days or less prior to departure: 100% of the total tour price
Note: Gorilla permit payments are non-refundable regardless of cancellation date. We highly recommend that all guests obtain comprehensive trip cancellation insurance to protect their travel investment.
Compliance with Local Regulations and Park Protocols
All guests are required to adhere to the laws and regulations of each country visited, as well as to specific park protocols and wildlife conservation guidelines. These rules are established by local authorities and wildlife management bodies to ensure the safety of both visitors and the environment. This includes, but is not limited to, respecting wildlife distances, following instructions from park rangers or guides, observing gorilla trekking etiquette, and complying with health and hygiene regulations. Gorille Africain Tours will provide detailed briefings prior to activities to help you understand and follow these standards. Non-compliance may result in removal from certain activities without refund, in accordance with national and park enforcement policies.
Travel Insurance and Emergency Medical Support
While Gorille Africain Tours and its partners maintain general insurance coverage, this does not extend to individual travelers. We strongly recommend purchasing international travel insurance that covers emergency medical treatment, trip cancellation, lost or damaged luggage, and high-risk activities.
In the event of injury or serious illness during travel:
• In East and Southern Africa, we coordinate with the Flying Doctors Emergency Evacuation Service for rapid medical evacuation to the nearest appropriate hospital.
• In Rwanda, we include Emergency Medical Evacuation Services for participants during their time in the country.
These services are designed to stabilize and transport the injured party quickly and safely, often from remote locations. However, hospital treatment costs, repatriation, and extended medical care are not included and must be covered by your personal travel insurance policy. Adequate travel insurance is therefore a vital part of your travel preparation.
Dedicated Travel Support
Gorille Africain Tours provides end-to-end travel support from the moment of inquiry to the conclusion of your safari. Our team is available to assist with all aspects of your journey, including pre-departure planning, on-the-ground coordination, and real-time support during the trip. You will be assigned a dedicated consultant or guide to ensure your experience is seamless, personalized, and enjoyable at every stage.
Included in Quoted Itinerary
Your quoted tour price includes:
• Accommodations as listed in the itinerary
• Arrival and departure transfers
• Activities and excursions with transport depending on destination (e.g., 4x4 land cruisers in safari parks)
• Meals as specified (BB – Bed & Breakfast; FB – Full Board)
• Park entrance fees and permits
• Emergency Medical Evacuation Services (Rwanda) or Flying Doctors cover (East & Southern Africa)
• Services of a professional safari guide
• Baggage handling (note: weight limits may apply on internal flights)
• Our availability to ensure all goes well from start to end of tour
Not Included in Quoted Itinerary
Items not included in your quoted tour price are:
• International airfare
• Passport and visa costs
• Travel insurance
• Excess baggage fees
• Additional meals not listed in the itinerary
• Personal expenses (drinks, laundry, calls, internet, etc.)
• Sightseeing not included in the scheduled itinerary
• Any deviation from the published tour program
Unused Services
There is no entitlement to refunds for any unused services once the tour has commenced. Changes to any clause in this document must be made in writing and approved by a Gorille Africain Tours consultant.
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Responsibility
Gorille Africain Tours does not own or control the hotels, transport companies, ground handlers, or other third-party suppliers used in your tour. As such, we are not liable for any negligence, delay, or irregularity caused by these parties. This includes—without limitation—any failure by airlines, hotels, safari operators, or other suppliers to deliver agreed services.
Activities That May Be Considered High-Risk
Certain safari activities inherently involve risk, including volcano hikes, canopy walks, whitewater rafting, hot air balloon rides, and proximity to wildlife. While our partners maintain safety protocols, your participation is voluntary and at your own risk. We advise clients to exercise caution and recognize that Gorille Africain Tours assumes no liability for injuries or incidents arising from such activities.
Photography and Promotional Use
By participating in a Gorille Africain Tours safari, you grant us permission to use photographs or video footage taken during your trip for promotional purposes. If you prefer not to appear in our marketing material, please notify your guide at the start of your tour.
Itinerary Adjustments
Gorille Africain Tours reserves the right to adjust the order of activities, accommodations, or transport as necessary due to operational or safety concerns. All efforts will be made to deliver the experience as planned, but flexibility is essential in travel, especially in remote and wild destinations.
Force Majeure
We are not responsible for disruptions due to events beyond our control, including but not limited to natural disasters, civil unrest, terrorism, government actions, weather events, or public health emergencies. In such cases, Gorille Africain Tours will not be liable for delays, changes, or costs incurred.
