1. Booking Agreement
These Terms & Conditions constitute the agreement between Nkuruba Community Tours ("the Company") and the person(s) making the booking ("the Client").
If a booking is made on behalf of other travellers, the person making the booking ("the Head of Group") confirms that they have the authority to accept these Terms & Conditions on behalf of all members of the group. All group members are equally bound by these Terms & Conditions.
All quotations, itineraries, proposals, and bookings are subject to these Terms & Conditions.
2. Booking Confirmation & Payment
A 20% non-refundable deposit of the total safari cost is required to confirm all bookings unless otherwise agreed in writing.
Gorilla & Chimpanzee Permits
Gorilla and chimpanzee permits require 100% advance payment at the time of booking. Once purchased from the Uganda wildlife authority, permits are non-refundable, non-transferable, and cannot be rescheduled, except where permitted under the issuing authority's regulations.
Balance Payment
- Full payment is due 7 days before departure, unless otherwise agreed in writing.
- Bookings made within 7 days of departure require full payment upon confirmation.
- Failure to pay by the due date may result in cancellation of the booking.
- Unless otherwise stated, all quotations are provided in United States Dollars (USD).
- Payments shall be made by bank transfer to the Company's designated bank account in Uganda. Any bank transfer charges shall be borne by the Client.
3. Prices
- Tour prices are based on the costs of accommodation, transport, park fees, permits, government taxes, fuel, and exchange rates applicable at the time the quotation is prepared.
- If these costs increase before departure due to changes in government taxes, park fees, supplier charges, fuel prices, or exchange rate fluctuations beyond the Company's reasonable control, the Company reserves the right to revise the tour price accordingly.
- If the Client chooses not to accept a significant price increase, either party may cancel the booking. Any refund shall exclude non-refundable permits, accommodation deposits, or supplier charges already incurred.
4. Cancellation by the Client
All cancellation requests must be submitted in writing by the Head of Group.
Cancellation Charges
| Notice Before Arrival | Cancellation Fee |
|---|---|
| 60 days or more | Loss of deposit |
| 59–32 days | 25% |
| 31–8 days | 50% |
| 7 days or less | 100% |
Please note:
- Gorilla and chimpanzee permits are 100% non-refundable.
- No refunds will be made for unused services, missed activities, late arrivals, or no-shows.
- Cancellation before any payment has been received will not incur cancellation charges.
Group Bookings
If one or more members of a private group cancel their booking, they remain responsible for their share of any shared accommodation, transport, permit, or other non-refundable costs. This is in addition to the cancellation charges above.
5. Changes Requested by the Client
- Requests to amend a booking must be submitted in writing by the Head of Group.
- The Company will make every reasonable effort to accommodate requested changes, subject to availability and supplier approval.
- Changes requested within 7 days of departure may incur a reasonable administration fee, together with any charges imposed by suppliers.
- Bookings may be transferred to another person, subject to the Company's written approval and the conditions of the relevant suppliers.
6. Changes or Cancellation by the Company
Although cancellations are rare, the Company reserves the right to cancel or modify a tour due to:
- Severe weather or safety concerns;
- Government restrictions or force majeure events;
- Supplier or operational issues;
- Non-payment by the Client;
- Client behaviour that is unsafe, abusive, illegal, disruptive, or likely to endanger other travellers, staff, wildlife, or property;
- Circumstances that make the tour impractical or uneconomical.
Where reasonably possible, the Company will offer:
- A comparable alternative itinerary;
- A rescheduled travel date; or
- A refund of recoverable payments.
The Company shall not be liable for additional costs relating to flights, visas, insurance, or other independently booked services.
Where accommodation or services become unavailable, the Company reserves the right to substitute alternatives of an equal or higher standard.
7. Client Responsibilities
The Client is responsible for:
- Holding a valid passport and obtaining all required visas.
- Carrying a valid Yellow Fever vaccination certificate where required.
- Complying with customs, immigration, health, and entry regulations.
- Obtaining comprehensive travel insurance.
- Informing the Company before travel of any medical conditions, allergies, disabilities, mobility limitations, or dietary requirements.
- Following the instructions of guides, park authorities, and local officials throughout the tour.
8. Travel Insurance
Clients are strongly advised to obtain comprehensive travel insurance covering:
- Medical expenses;
- Emergency evacuation;
- Trip cancellation or interruption;
- Personal accident;
- Baggage loss or delay; and
- Adventure activities where applicable.
The Company accepts no responsibility for losses arising from inadequate or absent insurance coverage.
9. Wildlife, Itinerary & Force Majeure
- Wildlife sightings cannot be guaranteed, as animals roam freely in their natural habitat.
- Participation in gorilla and chimpanzee tracking is subject to the regulations of the relevant wildlife authority.
- Travel in remote areas may occasionally require itinerary changes due to weather, road conditions, wildlife movements, park regulations, accommodation availability, or other circumstances beyond the Company's reasonable control.
- The Company shall not be responsible for delays, cancellations, additional expenses, or changes resulting from force majeure events, including natural disasters, epidemics, political unrest, strikes, road closures, civil disturbances, or government restrictions.
10. Special Requests
Special requests, including dietary requirements, room preferences, accessibility needs, or celebrations, should be communicated at the time of booking.
While every reasonable effort will be made to accommodate such requests, they cannot be guaranteed.
11. Limitation of Liability
Nkuruba Community Tours Ltd acts as an agent for airlines, hotels, lodges, transport providers, national parks, and other third-party suppliers.
The Company shall not be liable for injury, illness, death, loss, damage, delay, or additional expenses arising from:
- Acts or omissions of third-party suppliers;
- Weather conditions or wildlife behaviour;
- Mechanical breakdowns or road conditions;
- Government actions or political unrest;
- Force majeure or any circumstance beyond the Company's reasonable control.
The Company's total liability in respect of any claim shall not exceed the amount paid by the Client for the affected booking.
12. Responsible Travel
Nkuruba Community Tours Ltd is committed to sustainable and community-based tourism.
Clients are expected to:
- Respect wildlife and park regulations.
- Respect local cultures and traditions.
- Ask permission before photographing people.
- Avoid littering and minimise plastic waste.
- Follow the guidance of Company representatives throughout the tour.
13. Complaints
If you experience any problem during your safari, please notify your guide or a Company representative immediately so that every reasonable effort can be made to resolve the issue.
If the matter remains unresolved, a written complaint should be submitted to the Company's head office within 30 days after completion of the tour.
14. Governing Law
These Terms & Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Uganda.
Any dispute arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the competent courts of Uganda.
15. Acceptance
By paying a deposit, making full payment, accepting a quotation by email, or confirming a booking electronically, the Client confirms that they have read, understood, and accepted these Terms & Conditions in full.