Our General Terms and Conditions

Our General Terms and Conditions

Even when we take extra care to ensure that you have an incredible safari experience in Africa Beyond Travel services are subject to our terms and conditions which govern the contractual relationship with our clients. These should be read carefully and understood. By confirming your booking, Beyond Travel assumes that you agree with all the terms and conditions.


Beyond Travel organizes safaris in Uganda, Rwanda, Kenya, Tanzania and in neighboring countries of East Africa. Beyondd Travel is fully registered in these countries and is governed by regulations of destinations we operate in.


Please read the terms and conditions and the travel notes carefully as together they set out our respective commitments and form the basis of your agreement with us. In these terms and conditions, “you” means all persons named on the booking (including anyone who is added or substituted at a later date) and “we” and “us” means Beyond Travel. These terms are amended from time to time due to changing circumstances; the terms at the time of booking are the terms that are valid.




All information that we have provided including on our website and in our brochure is given in good faith and is to the best of our knowledge a fair and up-to-date representation whether it is of a national park, reserve, wildlife, accommodation, food, security, animal visibility, itineraries or weather. We pride ourselves on our accuracy of information however do not accept liability or responsibility for any errors caused by circumstances out of our control.




You must at all times follow the instructions of the guides and staff of our local operators. We cannot accept any individual to reckless act in any way deemed risky for either wildlife or other trip participants. Should an animal be killed because of a provoked attack, a fine per animal may be charged by a local wildlife authority as per park guidelines. Furthermore, we cannot guarantee that we will see all the wildlife and or enjoy weather conditions referenced in our trip descriptions and imagery.


Beyond Travel are intended for persons of reasonably good health. It is important that passengers who have any medical problems and/or dietary restrictions consult their doctor and declare them to us at the time of confirmation. We can advise you on whether the safari you have selected is appropriate for you. By forwarding of deposit, the passenger certifies that he/she does not have any mental, physical or other condition or disability that would create a hazard for him/herself or other passengers.




We draw your attention to the fact that there are certain inherent risks involved in participating in the type of trips sold by the company and that you must accept them at your own risk.

It is your sole responsibility to take all appropriate medical advice prior to departure as to whether or not you are fit enough to undertake the trip booked. The company shall not be liable for illness, injury or death sustained on a program sold by the company which is not due to the gross negligence of the company, its officers, employees, authorized representatives or agents.




Your attention is drawn to the section in the travel notes regarding insurance. It is a condition of booking that you must have, and must demonstrate to your travel agent or us at the time of booking that you have appropriate insurance for the type of holiday being taken with us. Such insurance should fully cover personal injury, medical expenses; cover death, medical expenses, repatriation in the event of accident or illness or death, cancellation or curtailment of the holiday by either side or loss of, damage to, or theft of the clients’ personal property. Activities with a greater inherent risk, such as mountaineering, animal tracking on foot, white-water rafting should be covered.





Please ensure that the quotation given has details of number of clients, dates, accommodation, transportation, permits, park fees and all other services to be provided is clear and accurate before confirming the booking in writing. All references to quotations in writing shall include reference to correspondence by electronic mail. The price of your chosen holiday will be confirmed at the time of booking. We reserve the right to correct errors in both advertised and confirmed prices and will do so as soon as we become aware of any such error.




In order to book your holiday a deposit of 40% of the total amount payable must be received before any arrangements are put in place. Please confirm acceptance of our terms and conditions in writing. We will assume acceptance of our terms and conditions if no written confirmation is received. Balance payments must be received no later than 90 days before departure. If bookings are made within 60 days of departure full payment is due. Please note that some trips require balance payment no later than 90 days before departure and if this applies to you, you will receive notification of this at the time of booking.




Permits for gorilla tracking can only be purchased when payment has been received from you. Getting a gorilla and/or chimpanzee permit is not a guarantee of seeing a gorilla and/or chimpanzee. Local conditions sometimes mean that access to the gorillas is made impossible at short notice.


We cannot accept liability for any circumstances that might lead to gorilla and/or chimpanzee viewing being cancelled, whether it is closure of the National Park or borders; absence of the gorillas and/or chimpanzees; security changes. Refunds are at the discretion of the park authority and we cannot accept liability for them. We shall use our maximum endeavors to obtain a refund and if a refund is paid by the park authority, we shall pass it on to the client.




Should you or any other member of your party be forced to cancel, you must advise us or your travel agent in writing. A cancellation is not effective until we receive a copy of your written notice. To cover our estimated loss caused by the cancellation, and as we may be unable to resell your holiday, cancellation fees, excluding insurance, will be levied per person as follows: Period before departure = Cancellation charge (as percentage of total price paid where applicable)


Any bookings cancelled less than 150 days but more than 90 days prior to departure are subject to a 25% cancellation fee.

Any bookings cancelled less than 90 days but more than 60 days prior to departure, are subject to a 30% cancellation fee

Any bookings cancelled less than 60 days but more than 30 days prior to departure are subject to a 50% cancellation fee.

Any bookings cancelled less than 30 days but more than 21 days prior to departure are subject to a 60% cancellation fee.

Any bookings cancelled less than 21 days but more than 14 days prior to departure are subject to a 80% cancellation fee.

A 100% cancellation fee applies to bookings cancelled less than 14 days prior to arrival.

If a refund is made to a customer arising from a cancellation, amendment or error by the customer, LetsExplore Safaris reserves the right to charge the customer any bank or credit card service provider charges incurred.




Occasionally, we may have to cancel confirmed bookings. We endeavor to avoid cancelling, but we reserve the right to do so. We shall not cancel your confirmed holiday less than 30 days before departure, unless you fail to make all payments due in full or we may be forced to do so as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care. If we cancel your safari holiday (except where you have failed to make payment or as a result of force majeure) we shall offer you the choice of purchasing an alternative holiday from us of a similar standard to that originally booked if available.


If the chosen alternative is less expensive than your original holiday, we shall refund the difference. However if it is more expensive, we shall ask you to pay the difference. Alternatively, you are entitled to a full refund of all monies you have paid to us, save that paid for gorilla and/or chimpanzee permits, which can only be refunded if the refund has been made available to us. Except where we cancel for reasons other than those mentioned in this clause, we shall have no further liability to you. We regret we cannot pay any expenses, costs or losses incurred as a result of any cancellation.


If we cancel for a reason that is not mentioned in this clause, we shall pay a maximum compensation of $200, depending on the circumstances. We reserve the right, without prior notice, to terminate the holiday of any person in your party if, in our opinion or in the opinion of any other person in authority, the persons concerned behave in such a way to cause or be likely to cause danger, annoyance or distress to any third party or damage to property. In this situation, the person(s) concerned will be required to leave the accommodation or other service immediately. We shall have no further responsibility towards such person(s). No refunds will be made and we shall not pay any expenses or costs incurred as a result of the termination.




We regret we cannot accept liability or pay compensation where the performance or proper performance of our obligations is prevented or affected by any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events include war or threat of war, riots, civil strife, border closures, unexpected government acts, terrorist activity, industrial disputes, natural or nuclear disaster, extreme weather conditions, fire, technical and/or mechanical problems to transport, road closures, disease and all similar events beyond our control.




We shall make every reasonable effort to ensure that (a) all component parts of the holiday are supplied as described in the itinerary and to a reasonable standard; and (b) our employees, agents, suppliers and sub-contractors exercise due care in carrying out our obligations under the contract. We accept responsibility for what our employees, agents, suppliers and sub-contractors do or do not do (provided they were at the time carrying out work authorized by us).

If any part of your holiday is not provided as advertised and to a reasonable standard, we shall pay you appropriate compensation if your enjoyment of the holiday has been affected and you have followed the complaints procedure set out in these terms and conditions.


We take all due care to prevent death, injury or illness being caused by the animal life of the destinations. It is your responsibility to take proper medical and practical precautions in this regard and your attention is drawn to the section in the travel notes relating to health. Medical advice should be sought well before travelling. Subject to these terms and conditions, we accept responsibility should you or any of your party suffer death, personal injury or illness as a result of any failure to perform or improper performance of the contract by any of our employees, agents, suppliers or sub-contractors (provided they were at the time carrying out work authorized by us) except in the following situations.


We will not be liable where any failure to perform or improper performance was due to: (i) the acts or omissions of a third party not connected with the provision of the holiday under the contract and which were unforeseeable or unavoidable; (ii) an event which we or the supplier of the relevant services could not have foreseen or avoided even with all due care. Any claim must be notified to us in accordance with the complaints procedure set out above.

Any person to whom any payment is made (and their parent or guardian if that person is a minor) must assign to us and our insurers any rights they may have to pursue any third party in connection with the claim and provide all necessary assistance to us and our insurers that be reasonably required.




Prices DO NOT include airport transfers, Entry Visas airport taxes and others not mentioned in itineraries.

All the services of an English-speaking driver/guide and a safari vehicle; porterage of two items of baggage per person; boat trips; park fees; gorilla and chimpanzee permits, where appropriate, are INCLUDED. In Kampala and Entebbe, the prices include bed and breakfast only.

On safari the prices cover full board. The company reserves the right to vary the safari services agreed with the client in the event of unforeseen circumstances, such as road closures, bad weather, problems with national parks or hotels, security considerations. In such cases alternative arrangements will be made as circumstances permit.




All our vehicles are fully insured and provided in a roadworthy condition but no liability can be accepted for breakdown, or any damage or delay. Our guides are instructed to follow our code of conduct for guides, which you must not ask them to break in any way. Company vehicles must only be driven by the company’s guide whose decision on all matters, such as the route taken, is final.

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