Terms and Conditions - Pamoja Safaris

Our awesome safari terms and conditions

The terms and conditions contained in this document shall apply to the tour booking concluded between the Company and the undersigned client in respect of the tour, as more fully described in the tour itinerary provided to the client on confirmation of the booking.

The trip price includes

Private Ground transport (car and fuel in 4*4), a Safari guide, entry cost to all parks mentioned in the itinerary, all activities mentioned (boat, and so on), and all meals and accommodation. This is if nothing else has been agreed

The price does not include

International flights (unless there is a special agreement), insurance, visa fees, beverages, items of personal use and tips

Adjustments after booking

If you want to make changes to your itinerary after booking we will arrange for this if it is possible. Note that the dates for gorilla and chimpanzee trekking cannot be adjusted after booking

Changes in itinerary

In the case of unforeseen circumstances (such as road closures, bad weather, security conditions or problems with hotels) Pamoja Safaris reserves the right to make adjustments in the itinerary. You will of course be informed about this as soon as possible

Payment

We will ask you for a 50% down payment in connection with making the booking (this payment always includes the Gorilla permits/Chimpanzee permits since these have to be secured right away). At the latest one month prior to the start of the safari, full payment should be made (unless other terms have been agreed upon). Bookings made within one month of departure must be paid in full in connection to the booking. After receipt of the first down payment Pamoja Safaris will take the necessary steps to secure bookings of facilities and activities specified in the itinerary.

Means of payment

Payment can be done through bank transfer and credit card payments for international travellers to our account in Uganda.  For international travellers paying with a credit card we often generate invoices using pesapal or direct pay online, so when you see any email requesting a transfer to us with any of the above-listed names after confirming a safari and requesting an invoice, do be alarmed, that’s Us. However, you should always endeavour to confirm with us before you make the transfer

Fees for transfer are paid by the client. We accept payment in cash and cheques for non-international travellers paid directly to our office.

During the safari,

The animals in the parks are wild so no guarantees can be given of good sightings during game drives or trekking, but rangers and our guides will do their very best to make sure you get a great experience. Pamoja Safaris reserves the right to refuse any client behaving in a way that can cause danger/inconvenience to any third party, or damage to property, environments or ecosystems to continue the trip. In such a case no refunds will be made and Pamoja Safaris will not be liable for expenses occurring due to termination.

Vehicles

We always make sure we offer our clients cars that are in a roadworthy condition. Despite this, punctures, breakdowns, damage or any other delay can occur due to poor road conditions that are out of our control.

Trip Cancellations

Special Condition for tours that require a Gorilla Permit:

When a client cancels a tour that requires a gorilla trekking permit, the permit price is non-refundable and will be forfeited.

Cancellation of Private Groups:

Please refer to the cancellation conditions on the individual quotation contract.

Cancellation of a scheduled tour booking must be made in writing and is not effective until such written cancellation is received and acknowledged by Pamoja Safaris.

Loss of the deposit is applicable to tours cancelled more than 60 Days before the Date of Departure (excluding the non-refundable gorilla trekking permit)

Should a Client cancel a booking 60 days or less prior to the date of departure of the tour for any reason (except due to death or hospitalisation), the client shall be liable to pay a cancellation penalty. The cancellation penalty is calculated by having regard to the nature of the booking, length of notice of cancellation and reasonable potential to find alternative customers. Having regard to the aforementioned factors, the following percentages may be forfeited by the customer in respect of the arranged tour price due to a no-show based on the number of days between receipt of the cancellation notice and the date of the departure:

> 60 Days: Loss of the Deposit

30 – 60 Days: 50% of the tour price is held as a cancellation

10 – 29 Days: 75% of the tour price is held as a cancellation

0 – 9 Days: 90% of the tour price is held as a cancellation

All cancellations need to be made in writing and confirmed by the Reservations Team by email. The above-mentioned cancellation fees are applicable to any pre-booked or pre-paid Activity Packages which will also be charged if a tour is cancelled.

The Company reserves the right, at any time and for any reason, to cancel the tour on notice to the client. In such an event, the Company shall refund the tour price to the client. It is recorded that refund of the tour price as aforesaid shall be the Company’s sole responsibility to the client, and no claim for any damages, howsoever arising, shall accrue against the Company by reason of a cancellation of the tour.

Note: Gorilla permits and flight tickets are excluded from the percentages above and are 100% non-refundable.

Complaints

Any issues that occur during the safari should be reported immediately to the guide and we’ll do our best to resolve them. If an issue has not been solved to the client’s satisfaction a written complaint should be e-mailed to us no later than 30 days after finishing the safari to enable us to investigate and act on the complaint.

Liability

Pamoja Safaris cannot accept liability or pay compensation for unforeseen circumstances that are out of our control. This includes flight delays/cancellations, war/threat of war, riots, civil unrest, terrorist attacks, border closure, acts of the government, strikes, thefts, epidemics, road closure, natural disasters, extreme weather conditions, fire, technical/mechanical problems to transport due to bad roads and similar events beyond the company’s control.

Insurance

It is the client’s responsibility to make sure that they have sufficient coverage with travel insurance.

Health

It is the responsibility of the client to insure that proper medical precautions (immunizations and so on) have been taken.

Deposit & Invoicing

A booking is considered confirmed when Pamoja Safaris sends written confirmation to the client/agent confirming the booking. Invoices are issued on the booking confirmation, 50% payment is required to confirm your booking. Full payment is due 45 days prior to the departure date.

If the booking is made within 30 days of the tour departure date, 100% payment is required on booking. Non-payment of the stipulated percentage at the time of confirmation, within 60 days of the tour departure date, will result in the cancellation policy being applied.

Once a client or Tour Operating Agent confirms a booking they are fully responsible for the entire payment to Pamoja Safaris.

Payment on the monthly statements can be arranged for larger Tour Operating Agents. This indulgence may not be considered credit (payment in full must be made by the client to the agency before the guests depart on tour as the agency will be liable for the booking and payment thereof) and may be revoked at the discretion of Pamoja Safaris with immediate effect.

When booking a tour that includes a Gorilla Trekking Permit, immediate payment for the permit is required in order to secure the trekking permit. This payment is non-refundable and is paid directly to the gorilla tour operators.