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Booking Terms & Conditions

Endemic Birding Safaris • Last Updated: January 2026

1. Booking and Payment Terms

1.1 Booking Confirmation

  • A booking is confirmed only upon receipt of a completed booking form and the required deposit payment
  • All bookings are subject to availability and acceptance by Endemic Birding Safaris
  • We reserve the right to decline any booking at our discretion

1.2 Payment Schedule

  • Deposit: 30% of the total tour cost is required to secure your booking
  • Balance Payment: The remaining 70% must be paid at least 60 days before the safari departure date
  • Late Bookings: For bookings made within 60 days of departure, full payment is required at the time of booking

1.3 Payment Methods

We accept payment via:

  • Bank transfer (preferred method)
  • Credit/Debit cards (processing fees may apply)
  • PayPal (processing fees may apply)
  • Cash (USD, EUR, or GBP - subject to exchange rates)

1.4 Currency

  • All prices are quoted in US Dollars (USD)
  • Payments in other currencies will be converted at the prevailing exchange rate at the time of payment

2. Cancellation and Refund Policy

2.1 Cancellation by Client

Cancellations must be submitted in writing via email. The following cancellation charges apply:

  • 90+ days before departure: 10% of total tour cost
  • 60-89 days before departure: 30% of total tour cost
  • 30-59 days before departure: 50% of total tour cost
  • 15-29 days before departure: 75% of total tour cost
  • Less than 15 days before departure: 100% of total tour cost (no refund)

2.2 Cancellation by Endemic Birding Safaris

We reserve the right to cancel any tour due to:

  • Insufficient participant numbers (minimum group size requirements not met)
  • Force majeure events (see Section 6)
  • Safety concerns or government travel restrictions

In such cases, clients will receive:

  • A full refund of all payments made, OR
  • The option to transfer to an alternative tour date or destination

2.3 No-Shows

Clients who fail to arrive for their scheduled tour without prior notification will forfeit 100% of the tour cost.

3. Tour Inclusions and Exclusions

3.1 Standard Inclusions (unless otherwise specified)

  • Professional birding guide services
  • Ground transportation in appropriate safari vehicles
  • Accommodation as specified in the itinerary
  • Meals as specified in the itinerary
  • Park entrance fees and birding site permits
  • Bottled water during birding activities
  • Government taxes (where applicable)

3.2 Standard Exclusions

  • International and domestic flights
  • Travel insurance (highly recommended)
  • Visa fees and passport costs
  • Personal expenses (laundry, telephone, souvenirs)
  • Alcoholic beverages and soft drinks (unless specified)
  • Tips and gratuities for guides and staff
  • Optional activities not listed in the itinerary
  • Medical expenses and emergency evacuation
  • Photography permits (where required)
  • Specialized optical equipment rental

4. Travel Insurance

4.1 Insurance Requirement

  • Travel insurance is strongly recommended for all participants
  • Insurance should cover trip cancellation, medical emergencies, evacuation, and personal belongings
  • Endemic Birding Safaris is not liable for costs arising from medical emergencies, accidents, or trip interruptions

4.2 Coverage Recommendations

We recommend insurance that includes:

  • Emergency medical coverage and evacuation
  • Trip cancellation and interruption
  • Lost or delayed baggage
  • Personal liability
  • Coverage for adventure/safari activities

5. Health and Safety Requirements

5.1 Medical Fitness

  • Participants must be in reasonable health suitable for birding activities
  • Some tours may involve walking on uneven terrain, early morning starts, and varying altitudes
  • Clients with pre-existing medical conditions must inform us at the time of booking
  • We reserve the right to refuse participation if health concerns pose risks to the individual or group

5.2 Vaccinations and Health Precautions

  • Clients are responsible for obtaining necessary vaccinations and medications
  • Yellow fever vaccination may be required for entry to certain countries
  • Malaria prophylaxis is recommended for certain destinations
  • Consult your physician or travel health clinic well in advance of travel

5.3 COVID-19 and Infectious Diseases

  • Clients must comply with all applicable health protocols and regulations
  • We reserve the right to implement additional safety measures as needed
  • Costs associated with testing, quarantine, or treatment are the client's responsibility

6. Force Majeure

Endemic Birding Safaris shall not be liable for failure to perform any obligation due to causes beyond our reasonable control, including but not limited to:

  • Acts of God (earthquakes, floods, extreme weather)
  • War, terrorism, or civil unrest
  • Government actions or travel restrictions
  • Pandemics or epidemics
  • Natural disasters
  • Strikes or labor disputes

In such events, we will work with clients to reschedule or provide alternative arrangements where possible, but refunds may be limited to recoverable costs from suppliers.

7. Changes to Itinerary

7.1 Changes by Endemic Birding Safaris

  • We reserve the right to modify itineraries due to weather, road conditions, bird migration patterns, or unforeseen circumstances
  • Every effort will be made to provide comparable alternatives
  • Significant changes will be communicated as soon as possible
  • No compensation is provided for minor itinerary adjustments made for safety or operational reasons

7.2 Changes Requested by Client

  • Clients may request changes to confirmed bookings subject to availability
  • Change requests must be made in writing
  • Administrative fees and any additional costs incurred will be charged to the client
  • Changes within 30 days of departure may not be possible

8. Accommodation and Transportation

8.1 Accommodation

  • Accommodation is provided as specified in the tour itinerary
  • Room types are subject to availability at the time of booking
  • Single room supplements apply for solo travelers (where specified)
  • We cannot guarantee specific room locations, views, or configurations

8.2 Transportation

  • All ground transportation is provided in well-maintained safari vehicles appropriate for birding
  • Vehicles are shared among tour participants unless private arrangements are made
  • We reserve the right to substitute vehicles of similar or better quality

9. Responsibilities and Liabilities

9.1 Client Responsibilities

Clients are responsible for:

  • Ensuring passports are valid for at least 6 months beyond the return date
  • Obtaining necessary visas and permits
  • Complying with customs and immigration requirements
  • Following guide instructions and safety protocols
  • Respecting local customs, wildlife, and environmental regulations
  • Having adequate travel insurance

9.2 Liability Limitations

  • Endemic Birding Safaris acts as an agent for accommodation providers, transport operators, and other service suppliers
  • We are not liable for acts, omissions, or defaults of third-party suppliers
  • Our liability is limited to the total cost of the booked tour
  • We are not responsible for loss, damage, injury, or delay caused by circumstances beyond our control
  • Baggage and personal belongings are at the owner's risk at all times

9.3 Wildlife and Nature Disclaimer

  • Wildlife sightings cannot be guaranteed as we are observing animals in their natural habitat
  • Bird species sightings depend on seasonal patterns, weather, and natural behavior
  • No refunds or compensation are provided for species not observed during the tour

10. Conduct and Removal from Tour

10.1 Acceptable Conduct

  • Participants must behave respectfully toward guides, staff, other participants, and local communities
  • Illegal activities, harassment, or endangering behavior will not be tolerated
  • Clients must follow conservation ethics and birding codes of conduct

10.2 Right to Removal

  • We reserve the right to remove any participant whose conduct is deemed disruptive, dangerous, or illegal
  • No refund will be provided in cases of removal for misconduct
  • Costs associated with early departure are the client's responsibility

11. Photography and Media

11.1 Photography Rights

  • Endemic Birding Safaris may take photographs during tours for promotional purposes
  • By participating, clients consent to the use of their images in marketing materials unless written objection is provided
  • Clients retain all rights to their own photographs

11.2 Drone Usage

  • Drone usage is prohibited unless prior written permission is obtained
  • All drone operations must comply with local regulations and park rules

12. Complaints and Feedback

12.1 During the Tour

  • Any issues should be reported immediately to the tour guide or Endemic Birding Safaris management
  • We will make every reasonable effort to resolve concerns during the tour

12.2 After the Tour

  • Written complaints must be submitted within 30 days of tour completion
  • Please include relevant documentation, photographs, or evidence
  • We aim to respond to all complaints within 14 business days

13. Special Requests and Dietary Requirements

  • Special dietary requirements, accessibility needs, or other requests should be communicated at the time of booking
  • While we will make reasonable efforts to accommodate requests, we cannot guarantee fulfillment
  • Some requests may incur additional costs

14. Group Tours vs. Private Tours

14.1 Group Tours

  • Group tours operate with a minimum and maximum number of participants
  • Pricing is based on sharing accommodation (unless single supplement is purchased)
  • Tours may be cancelled if minimum numbers are not met (see Section 2.2)

14.2 Private Tours

  • Private tours can be customized to client preferences
  • Different pricing and terms may apply
  • Minimum group size requirements do not apply

15. Data Protection and Privacy

  • Client information is collected and stored in accordance with applicable data protection laws
  • Personal data is used solely for booking management and service delivery
  • We do not share client information with third parties except as necessary to fulfill tour services
  • Clients may request access to or deletion of their personal data by contacting us in writing

16. Governing Law and Disputes

  • These terms and conditions are governed by the laws of Uganda
  • Any disputes shall be resolved through good faith negotiation
  • If resolution cannot be reached, disputes shall be subject to the jurisdiction of Ugandan courts

17. Acceptance of Terms

By making a booking with Endemic Birding Safaris, clients acknowledge that they have read, understood, and agree to be bound by these Terms and Conditions.

18. Contact Information

Endemic Birding Safaris

Email: info@endemicbirdinguganda.com
Phone: +256 772 123 456
Website: endemicbirdinguganda.com
Address: Kampala, Uganda

For booking inquiries, cancellations, or general questions, please contact us using the details above.

These terms and conditions may be updated periodically. The version in effect at the time of booking will apply to your tour.