Booking Terms & Conditions
Inspire African Safaris LLC
1. Our Contract
All bookings are made with Inspire African Safaris LLC. By requesting a booking, accepting an itinerary, making a payment, authorizing another person to make payment on your behalf, or allowing us to reserve travel services for you, you agree to these Booking Terms & Conditions.
These Booking Terms & Conditions form the entire agreement between the traveler and Inspire African Safaris LLC, together with the itinerary, invoice, receipt, booking confirmation, and any written amendments issued by us.
A client does not need to countersign these terms separately. Payment, partial payment, deposit payment, written confirmation, or instruction to proceed shall be treated as full acceptance of these Terms & Conditions.
The services to be provided are only those specifically listed in your confirmed itinerary, invoice, or booking confirmation.
2. Deposits, Prepayments, and Booking Confirmation
A deposit or prepayment is required before any safari, tour, permit, flight, hotel, lodge, activity, vehicle, guide, or supplier service can be confirmed.
The standard deposit is 25% of the total trip price, unless a higher deposit is stated on the itinerary, invoice, quotation, booking confirmation, or supplier requirement. For customized, private, group, luxury, flight-inclusive, permit-based, or peak-season safaris, a higher deposit may be required, including 50%, 70%, or full payment.
Where an invoice or itinerary states a specific deposit requirement, that specific requirement overrides the general 25% deposit rule.
Deposits and prepayments are used immediately or progressively to secure third-party services, including but not limited to accommodation, domestic flights, gorilla permits, chimpanzee permits, park fees, activity fees, vehicle logistics, guides, and supplier reservations.
Once paid, deposits and prepayments may become partially or fully non-refundable depending on supplier, government, airline, lodge, permit authority, and ground-operator policies.
3. Gorilla, Chimpanzee, and Government Permits
For trips including gorilla tracking, chimpanzee tracking, golden monkey tracking, national park permits, conservation fees, or any government-controlled permit, the traveler is required to pay the applicable permit cost in full.
Uganda gorilla permits, Rwanda gorilla permits, chimpanzee permits, and other government or park authority permits are subject to the rules of the issuing authority.
Permit fees are non-refundable once issued or paid for, except where the issuing government authority itself approves and processes a refund.
Inspire African Safaris LLC does not control government permit policies and cannot guarantee refunds, date changes, name changes, or credits for any permit.
4. Final Payment
The balance of the trip price is due no later than 40 days before departure, unless a different due date is stated on the invoice, itinerary, booking confirmation, or supplier requirement.
For customized trips, private trips, luxury safaris, group trips, trips longer than 5 days, flight-inclusive trips, or permit-based trips, full payment may be required earlier.
If the balance is not paid by the due date, Inspire African Safaris LLC may treat the booking as cancelled by the traveler. In such case, cancellation charges, supplier penalties, permit losses, administrative costs, and unrecoverable costs shall apply.
Failure to pay the balance does not create an automatic refund right.
5. Traveler Details
To confirm travel arrangements, the traveler must provide all requested information, including full passport names, nationality, passport number, date of birth, passport issue and expiry dates, dietary requirements, medical conditions, and any other information needed for permits, flights, accommodation, visas, or supplier bookings.
The traveler is responsible for ensuring all information provided is accurate. Inspire African Safaris LLC is not responsible for losses, denied boarding, permit refusal, amendment fees, or supplier penalties caused by incorrect or late traveler information.
6. Cancellation by the Traveler
All cancellations must be submitted in writing. A cancellation is only effective when Inspire African Safaris LLC receives written cancellation notice.
If the traveler cancels a booking, cancellation charges will apply.
For standard non-custom trips, the following cancellation charges may apply unless otherwise stated:
- More than 60 days before departure: loss of non-refundable supplier costs, permits, bank fees, card fees, administrative fees, and any unrecoverable costs.
- 31–60 days before departure: up to 50% of the trip price may be retained.
- 15–30 days before departure: up to 75% of the trip price may be retained.
- 14 days or less before departure: up to 100% of the trip price may be retained.
For customized, private, group, luxury, flight-inclusive, permit-based, peak-season, or tailor-made trips, the above standard table does not apply. Cancellation charges shall be determined by the cancellation policies of each service already booked, including but not limited to lodges, hotels, camps, airlines, domestic flight operators, permit authorities, park authorities, activity providers, ground handlers, vehicle providers, and guides.
For custom-designed trips, the traveler agrees that supplier policies, permit rules, airline rules, and unrecoverable costs may result in partial or full loss of payments made.
No refund is guaranteed unless the relevant supplier, government authority, airline, lodge, hotel, camp, or service provider refunds Inspire African Safaris LLC first.
7. No Automatic Refund After Cancellation
A traveler’s decision to cancel does not automatically create a right to a cash refund.
Refunds, credits, postponements, or date changes depend on:
- these Terms & Conditions;
- the itinerary and invoice terms;
- the date of cancellation;
- supplier cancellation policies;
- airline and domestic flight rules;
- government permit rules;
- lodge, camp, and hotel policies;
- bank and card processing rules;
- any unrecoverable costs already incurred.
Inspire African Safaris LLC may assist the traveler in requesting refunds, credits, postponements, or date changes from suppliers, but we do not guarantee that such requests will be approved.
Any refund received from suppliers may be reduced by bank fees, card processing fees, administrative costs, supplier penalties, permit losses, and unrecoverable costs.
8. Cancellation Due to Personal Reasons, Illness, Fear, Travel Advisories, or Change of Mind
Cancellation due to personal reasons, illness, injury, family emergency, fear of travel, change of mind, visa issues, missed flights, denied boarding, work commitments, pregnancy, medical diagnosis, travel warnings, disease concerns, political concerns, or any other personal circumstance shall be treated as cancellation by the traveler.
Such cancellation does not automatically entitle the traveler to a refund.
Travelers are strongly advised to purchase comprehensive travel insurance covering cancellation, medical emergencies, evacuation, curtailment, and non-refundable travel costs.
9. Cancellation by Inspire African Safaris LLC
Inspire African Safaris LLC may cancel a trip if it becomes impossible, unsafe, illegal, or commercially impractical to operate due to events beyond our reasonable control, including but not limited to terrorism, natural disasters, disease outbreaks, government restrictions, park closures, border closures, political instability, war, civil unrest, supplier failure, flight cancellation, or force majeure.
If Inspire African Safaris LLC cancels a trip, we may offer a refund, credit, or alternative travel date, less any unrecoverable costs, supplier penalties, permit fees, bank charges, and third-party costs already incurred.
We are not responsible for incidental or consequential expenses, including visas, vaccinations, travel insurance, international flights, non-refundable flights, accommodation outside the itinerary, or personal expenses.
10. Amendments and Changes by the Traveler
Any request to change travel dates, traveler names, itinerary, accommodation, flights, permits, activities, or other arrangements must be submitted in writing.
Amendments are subject to availability, supplier approval, government permit rules, airline rules, and amendment fees.
A minimum administration fee of US$200 per booking per change may apply, in addition to any supplier, airline, permit, hotel, lodge, park authority, or ground-operator charges.
Changes requested within 30 days of departure may be treated as cancellation and rebooking.
11. Chargebacks and Payment Disputes
By making payment, the traveler agrees to first contact Inspire African Safaris LLC in writing to resolve any concern, cancellation request, refund request, or service issue before initiating a card dispute or chargeback.
The traveler agrees that a chargeback is not an appropriate method to avoid agreed cancellation policies, supplier penalties, permit losses, or non-refundable travel costs.
If a traveler initiates a chargeback for a valid booking, cancellation charge, non-refundable permit, supplier cost, or service arranged under these Terms & Conditions, Inspire African Safaris LLC reserves the right to submit all booking documents, invoices, receipts, communications, supplier policies, and Terms & Conditions as evidence.
The traveler remains responsible for all valid charges, unrecoverable costs, legal costs, debt recovery costs, bank fees, and administrative costs arising from an improper chargeback.
12. Included and Excluded Services
The trip price includes only the services specifically listed as included in the confirmed itinerary or invoice.
Unless specifically stated, the trip price does not include:
- international flights;
- visas;
- passport fees;
- travel insurance;
- vaccinations;
- optional activities;
- tips;
- personal expenses;
- excess baggage;
- meals not listed;
- drinks not listed;
- government tax or park fee increases;
- services not expressly included in writing.
13. Prices and Surcharges
Prices may change due to exchange rates, government taxes, park fees, permit fees, fuel costs, supplier increases, airline increases, or other costs outside our control.
We reserve the right to pass such increases to the traveler. If a surcharge exceeds 10% of the total trip price before final payment, the traveler may cancel within 5 days of notification and receive a refund less unrecoverable costs already incurred.
14. Travel Insurance
Comprehensive travel insurance is strongly recommended and may be required for certain trips.
Insurance should cover cancellation, curtailment, medical expenses, emergency evacuation, death, personal accident, loss of luggage, personal liability, missed flights, and non-refundable travel costs.
Failure to purchase adequate travel insurance does not make Inspire African Safaris LLC responsible for losses that would have been covered by insurance.
15. Passports, Visas, Health, and Entry Requirements
The traveler is responsible for obtaining valid passports, visas, vaccination certificates, entry permits, health documents, and any other travel documents required.
Inspire African Safaris LLC is not responsible if a traveler is denied boarding, denied entry, quarantined, delayed, refused a permit, or unable to travel due to missing, incorrect, expired, or incomplete documentation.
No refund is due for unused services caused by the traveler’s failure to meet passport, visa, health, or entry requirements.
16. Age, Fitness, and Medical Requirements
Travelers are responsible for ensuring they are medically and physically fit for the trip booked.
Gorilla trekking, chimpanzee trekking, mountain trekking, hiking, wildlife safaris, and remote travel can be physically demanding.
The minimum age for gorilla trekking is usually 15 years, subject to government authority rules.
Travelers must disclose any medical condition that may affect participation. Inspire African Safaris LLC may refuse participation where safety, health, or supplier rules require it.
No refund is due where a traveler is unable to participate due to undisclosed medical conditions, lack of fitness, or failure to meet permit or activity requirements.
17. Travel Risks and Assumption of Risk
The traveler acknowledges that travel in Africa may involve risks, including but not limited to wildlife encounters, remote areas, poor roads, weather changes, disease, illness, injury, delays, theft, political instability, natural events, limited medical facilities, and transport risks.
By booking, the traveler voluntarily accepts these risks.
Wildlife sightings, weather conditions, migration movements, animal behavior, road conditions, and natural events are not guaranteed.
18. Flexibility and Itinerary Changes
The traveler understands that safari travel requires flexibility.
Inspire African Safaris LLC may adjust routes, accommodation, transport, activities, schedules, or the order of services due to weather, road conditions, park rules, safety concerns, supplier changes, flight changes, animal movements, local conditions, or events outside our control.
We will make reasonable efforts to provide services of similar standard where changes are necessary.
19. Third-Party Suppliers
Inspire African Safaris LLC works with third-party suppliers, including lodges, hotels, camps, airlines, domestic flight operators, government authorities, park authorities, permit offices, transport providers, guides, activity operators, and ground handlers.
We are not responsible for the acts, omissions, delays, cancellations, rules, penalties, or failures of third-party suppliers, except where required by applicable law.
Supplier terms and conditions may apply in addition to these Terms & Conditions.
20. Authority on Tour
The traveler must comply with the reasonable instructions of the guide, tour leader, supplier, park authority, hotel, airline, or local authority.
If a traveler behaves in a way that endangers themselves, other travelers, staff, wildlife, local communities, or the operation of the trip, Inspire African Safaris LLC may remove the traveler from the trip without refund.
21. Complaints
If the traveler has a complaint during the trip, they must immediately inform the guide, tour leader, or Inspire African Safaris LLC so that we can attempt to resolve the issue.
If the issue is not resolved during the trip, the traveler must submit a written complaint within 30 days after the trip ends.
Failure to report an issue during the trip may limit our ability to investigate or resolve the matter.
22. Photos and Marketing
The traveler consents to Inspire African Safaris LLC using photos, videos, written feedback, spoken comments, and testimonials taken during the trip for marketing, advertising, and promotional purposes, unless the traveler notifies us in writing before the trip begins.
23. Privacy Policy
Personal information collected from travelers may be used to arrange travel services, permits, bookings, flights, accommodation, emergency assistance, marketing, and communication.
Information may be shared with suppliers, government authorities, permit offices, airlines, hotels, lodges, camps, guides, and service providers as necessary to operate the trip.
24. Limitation of Liability
To the fullest extent permitted by law, Inspire African Safaris LLC is not liable for indirect loss, consequential loss, loss of enjoyment, emotional distress, loss of profit, missed opportunities, incidental expenses, or costs arising from events outside our reasonable control.
Our liability, where legally unavoidable, shall be limited to the amount actually paid to Inspire African Safaris LLC for the affected service, less supplier costs, permit costs, bank fees, and unrecoverable expenses.
Nothing in these Terms excludes liability where such exclusion is not permitted by law.
25. Severability
If any part of these Terms & Conditions is found to be invalid, unlawful, or unenforceable, that part shall be amended or removed only to the minimum extent necessary, and the remaining terms shall continue in full force.
26. Governing Law, Jurisdiction, and Foreign Claims
These Terms & Conditions, every booking, itinerary, invoice, receipt, payment, cancellation, refund request, chargeback, complaint, dispute, or claim involving Inspire African Safaris LLC shall be governed by and interpreted in accordance with the laws of Uganda, to the fullest extent permitted by law.
The traveler agrees that any dispute, claim, lawsuit, complaint, or proceeding arising from or connected with a booking, payment, cancellation, refund, service, itinerary, chargeback, or these Terms & Conditions shall first be submitted to the competent courts or authorities in Uganda.
Where permitted by law, the courts of Uganda shall have exclusive jurisdiction over such disputes.
If a traveler, cardholder, bank, payment processor, government agency, consumer authority, or any other party initiates a dispute, chargeback, complaint, lawsuit, arbitration, recovery action, or legal proceeding outside Uganda, Inspire African Safaris LLC reserves the right to rely on and enforce these Terms & Conditions under the laws of Uganda and, where useful or necessary, under the laws, rules, procedures, and defenses available in that foreign country or jurisdiction.
Nothing in these Terms & Conditions shall prevent Inspire African Safaris LLC from defending itself, enforcing payment obligations, recovering unpaid amounts, recovering chargeback losses, recovering supplier costs, recovering legal costs, or protecting its rights in any country where a dispute, complaint, chargeback, or legal proceeding is initiated.
The traveler agrees that starting a chargeback, bank dispute, consumer complaint, or legal claim outside Uganda does not cancel, replace, or override these Terms & Conditions, the agreed cancellation policy, supplier cancellation policies, permit rules, or any outstanding payment obligations.
If any court, bank, card network, payment processor, consumer authority, or foreign jurisdiction applies mandatory local law, such application shall only apply to the minimum extent legally required and shall not affect the validity of the remaining provisions of these Terms & Conditions.