Terms and Conditions
1. Tour Payment Terms and Pricing Structure
Deposit & Total Cost
- 50% Initial Deposit: Required immediately upon signing the contract to confirm your booking and log your trip into the system.
- Permit Allocation: A portion of this 50% deposit goes toward paying 100% of the cost for gorilla and chimpanzee trekking permits up front. Permits must be paid in full immediately to secure them with park authorities.
- Pre-Tour Logistics: Whatever money remains from your initial 50% deposit (after permit fees are paid) goes toward pre-trip arrangements, such as reserving safari vehicles, guides, and securing initial hotel deposits.
- 50% Final Balance: Payable either in full between 30 to 60 days before departure, or upon arrival at the destination (prior to the tour starting).
- Included Taxes: The quoted total price covers local destination taxes, service charges, and Value Added Tax (VAT).
- Fuel Price Fluctuation Surcharge: Because safari travel involves extensive driving across regions, the company reserves the right to add a fuel surcharge if local fuel costs rise significantly between booking and departure.
Currency and Payment Methods
- Base Currency: All quotes are in US Dollars (USD), and payments must be made in USD or its equivalent in another currency calculated at the prevailing local market exchange rate.
- Accepted Payment Types: Payments can be made via Bank Wire Transfer prior to arrival, or Cash upon arrival.
- Strict USD Cash Condition (Crucial):
- Cash notes must be in pristine/perfect condition—free of ink marks, dirt, folds, stamps, or tears.
- Only 2021 series notes to the current series are accepted. Older bills will be rejected by local banks and safari operations.
2. Gorilla, Chimpanzee and Golden Monkey Permits
- 100% Non-Refundable: Once paid and secured with government wildlife authorities, permit fees for gorillas, chimpanzees, and golden monkeys cannot be refunded under any circumstances.
- Rescheduling Option: Although non-refundable, permits may be rescheduled to a different date depending on availability and the specific regulations of the national park authorities.
3. Trip Cancellation and Rescheduling Policy
Core Rule on Non-Refundable Funds
20% of your total trip price is non-refundable from the moment of booking confirmation, covering administrative and setup expenses.
If You Reschedule / Postpone
- Postponing within the Same Calendar Year: If you shift your tour dates to another month within the same year, you are guaranteed 50% credit of the total funds already paid (excluding gorilla and chimpanzee tracking permit fees, which follow park rules).
If You Cancel the Trip
- Written Cancellation 60+ Days Before Departure: A 75% cancellation fee applies to the total tour cost (you forfeit 75% of your money, less permit costs).
- Written Cancellation Within 30 Days of Departure: A 100% cancellation fee applies (0% refund).
- No-Shows & Early Exits: No refunds are issued for "No-Shows" or if you decide to leave or shorten the trip once it has started. No partial refunds are guaranteed on or after departure day.
Third-Party Policies & Mandatory Travel Insurance
- Supplier Constraints: Wide Birding Eco Tours Ltd works with third-party vendors (hotels, lodges, national nature reserves). These suppliers enforce their own cancellation and penalty policies. When you cancel, their restrictions directly impact what funds can be recovered.
- Strong Insurance Recommendation: Because third-party and permit fees are strict, you are strongly urged to buy comprehensive trip cancellation and travel protection insurance in your home country before departing.
4. Itinerary Cancellations, Changes and Company Liability Limits
Right to Alter Schedules
While every effort is made to follow the planned itinerary, the company reserves the right to alter, delay, or cancel trip dates or programs due to factors beyond control, such as:
- Flight schedule changes or delays
- Adverse weather conditions, bad roads, or impassable trails
- Logistical issues with participants
- Wars, local rebellions, health threats, civil disturbance, or government intervention
Accommodation Substitution
If forced to alter plans, the company reserves the right to substitute hotels, lodges, or camps with alternatives of a similar category.
Limit of Financial Liability
To the maximum extent of company liability, costs directly incurred by the company may be refunded. However, Wide Birding Eco Tours Ltd is not responsible for external financial losses you incur while preparing for or during the trip, including lost or stolen:
- Personal equipment, electronics, money, jewelry, or special clothing
- Airline tickets, passports, or other personal property
5. Physical Fitness, General Health and Guide Authority
Health Expectation
Guests must be in reasonably good health. A high level of physical fitness is mandatory for activities involving hiking and wildlife trekking.
Guide Disqualification Authority
Tour leaders and guides have full authority to disqualify any participant from an activity at any time if:
- The guest is physically unable to undertake or complete the trek.
- The guest poses a health or safety threat to themselves, other group members, or wildlife.
No Refund on Disqualification
If a guide disqualifies a participant for safety or health reasons, no refund is provided.
6. Limitations of Liability and Third-Party Role
Agent Role Disclaimer
Wide Birding Eco Tours Co. Ltd, its partners, agents, and employees act solely as agents connecting clients with independent owners, contractors, and suppliers (drivers, guides, hotels, transport).
Exemption from Specific Damages
The company assumes no responsibility or liability for personal injury, loss, damage, delays, or additional expenses resulting from:
- Natural disasters or force majeure
- Strikes, theft, pilferage, detention, or quarantine expenses
- Annoyances or civil disturbances
- Failure of conveyance (vehicles/boats/aircraft) to arrive or depart on time
- Terrorism, government restrictions, regulations, or hotel service discrepancies outside company control.
7. Additional Terms Upon Trip Confirmation
By confirming and depositing funds for a trip, the guest acknowledges reading, understanding, and agreeing to the following terms:
7.1. Post-Acceptance Changes
Any changes requested by you after signing, or adjustments forced by force majeure, may result in additional charges billed to you.
7.2. Behavioral Code
You agree to act in a culturally respectful manner and strictly follow guide instructions regarding safety and local etiquette.
7.3. Health Warranty and Medical Declaration
You guarantee all members in your booking are fit for the trip and confirm you have disclosed all medical/physical conditions requiring special attention in writing prior to the trip.
7.4. Third-Party Medical Insurance Details
- Wide Eco Tours provides basic third-party accident insurance during the tour duration.
- What it excludes: It does not cover illness, travel disruptions/complications, or any events taking place before or after your official tour dates.
- Payment Procedure: Medical bills must be paid out-of-pocket directly to the medical facility at the time of treatment; reimbursement is processed later upon submitting an official claim.
- Comprehensive Travel Insurance Mandate: Due to these limitations, clients are urged to purchase a comprehensive travel insurance policy in their home country to cover:
- Unexpected cancellations or date changes prior to departure.
- Weather events, local strikes, pandemic outbreaks, or wars causing trip interruption.
- Missed connections, delayed arrivals, and lost or delayed baggage.
- Comprehensive medical treatment and emergency medical evacuation.
8. Signatures and Legal Agreement
The document concludes with a formal agreement section requiring:
- Guest's Full Printed Name
- Signature
- Date of Signing
- Passport Number
We're thrilled to have this amazing testimonial from Mr Jonathan and Bennett Nikkila (United States), who just returned from their unforgettable Uganda and Rwanda birding adventure with one of our most regarded bird guides, "Davis"
WIDE BIRDING ECO TOURS
The Unflappable Team
Birding Tours in Africa: Our team of highly skilled safari specialists serves as our local tour guides based throughout the East African region. We work with well-trained and experienced guides who are not only authentic and professional but also bring a passionate touch to your safari.