Terms and Conditions – Your Complete Safari Booking Guide
At Kwezi Safaris, transparency and trust form the foundation of every journey we create. Our Terms and Conditions are designed to protect your booking while clearly outlining our shared responsibilities—ensuring you can explore Africa’s wonders with complete confidence and peace of mind. We believe informed travelers are happy travelers, which is why we’ve made these booking terms comprehensive yet easy to understand.
Understanding Our Terms and Conditions
These Terms and Conditions govern all bookings made with Kwezi Safaris for safari experiences across Kenya, Tanzania, Uganda, and Rwanda. By confirming your reservation, you acknowledge that you have read, understood, and accept these booking conditions in full. Our commitment is to deliver exceptional safari experiences while maintaining clear, fair policies that protect both you and our operations. Should you have questions about any aspect of our safari bookings policy, our team is available to provide clarification before you finalize your booking.
Payment Terms and Conditions
Deposit Requirements
To secure your safari booking, we require an initial deposit. This deposit guarantees your preferred dates, accommodations, and safari arrangements under our reservation policy. The remaining balance becomes due 14 days before your scheduled departure date. For bookings made within 45 days of travel, full payment is required at the time of confirmation to ensure all logistics are properly coordinated.
Payment Methods
We’ve simplified the payment process by offering multiple convenient options that comply with our booking terms. Accepted payment methods include international bank transfers, secure online payment platforms, and local credit or debit card transactions. Please note that any bank transfer fees or international transaction charges imposed by financial institutions remain the client’s responsibility and are not covered under our Terms and Conditions.
Payment Confirmation
Upon receiving your payment, we’ll send immediate confirmation via email, documenting that your booking complies with our safari bookings policy. This confirmation includes your complete itinerary, accommodation details, and a breakdown of included services, ensuring transparency throughout your safari planning process.
Cancellation Policy – Terms and Conditions for Changes
Understanding Our Cancellation Policy
We understand that circumstances change, and flexibility matters. Our cancellation policy requires written notice by the original booking holder. These booking conditions are structured to cover non-refundable commitments made on your behalf. Cancellation charges under our cancellation policy apply as follows:
60–30 days before departure: 20% of total safari cost forfeited
29–15 days before departure: 70% of total safari cost forfeited
14 days or less before departure: 100% of total safari cost forfeited
Special Circumstances Under Our Cancellation Policy
Please note these important provisions within our cancellation policy: Gorilla trekking permits are non-refundable once purchased, as they’re issued directly by wildlife authorities with strict no-refund policies. No refunds apply for no-shows or unused services during your safari. If you choose to postpone rather than cancel your trip, a 10% rescheduling fee applies, plus any non-refundable components like gorilla permits. These booking conditions help us maintain fair practices while protecting the investments we make in your journey.
Alteration Terms and Conditions
Client-Requested Changes
Our reservation policy allows for itinerary modifications, though certain restrictions apply. All alteration requests must be submitted in writing and are subject to availability of alternative accommodations, transport, and activities. Changes requested within 10 weeks of your departure date will be treated as cancellations under our standard booking terms, with applicable cancellation charges. We recommend finalizing your itinerary details early to avoid these fees while ensuring optimal availability for your preferred experiences.
Modifications by Kwezi Safaris
While we honor our commitments outlined in these Terms and Conditions, unforeseen circumstances may occasionally require modifications. Should we need to alter your confirmed booking due to factors beyond our control, we will immediately notify you and provide either a comparable alternative safari experience or a refund for the affected portion of your trip. Our safari bookings policy prioritizes your satisfaction, and we work diligently to minimize disruptions while maintaining the quality you expect.
Travel Insurance – Essential Terms and Conditions
Comprehensive Coverage Recommendation
Our booking conditions strongly recommend that all travellers purchase comprehensive travel insurance before departure. Quality travel insurance protects against trip cancellations, medical emergencies, lost luggage, and unexpected travel disruptions—providing financial protection beyond what our Terms and Conditions can offer. We can recommend reputable insurance providers familiar with African safari travel if needed.
Included Emergency Coverage
Every Kwezi Safaris booking includes Amref Flying Doctors Insurance as part of our safety Terms and Conditions. This specialized coverage provides 24-hour emergency medical evacuation assistance throughout East Africa, ensuring rapid response should serious medical situations arise during your safari. While this coverage addresses emergency evacuations, it doesn’t replace comprehensive travel insurance, which remains essential under our reservation policy.
Accommodation Terms and Conditions
Room Sharing Arrangements
For travelers booking shared accommodations, our booking conditions stipulate that if we cannot locate a suitable roommate of the same gender, a single supplement fee will apply. We make every reasonable effort to match compatible travelers, but availability cannot be guaranteed. Single supplement charges cover the additional costs lodges and camps incur for single occupancy, and these fees are outlined in your booking confirmation in accordance with our Terms and Conditions.
Accommodation Standards
All accommodations featured in our safari packages meet quality standards verified under our safari bookings policy. We personally vet each lodge, tented camp, and hotel to ensure they deliver the comfort, safety, and authentic experiences our clients expect from Kwezi Safaris.
Responsible Tourism – Our Ethical Terms and Conditions
Conservation Commitments
Sustainability isn’t just policy—it’s woven into the fabric of our Terms and Conditions. We’re committed to ethical, low-impact travel that protects the extraordinary ecosystems you’ll explore. Our booking terms request that guests refrain from collecting living specimens, disturbing wildlife, or engaging in activities that harm natural habitats. Your safari is designed for respectful wildlife viewing and photography that celebrates nature without disrupting it.
Community Support
Our sustainable tourism practices extend to the communities we visit. We partner with locally-owned lodges, employ regional guides, and support conservation initiatives that benefit both wildlife and people. By booking with Kwezi Safaris, you’re participating in travel that makes positive contributions under our ethical Terms and Conditions.
Personal Responsibility – Terms and Conditions for Your Safety
Baggage and Personal Effects
Under our Terms and Conditions, all baggage and personal effects are carried at the traveler’s own risk throughout your safari. We recommend keeping valuables secure and maintaining copies of important documents. While our team takes every precaution to protect your belongings, Kwezi Safaris cannot accept liability for loss or damage to personal items as specified in these booking conditions.
Travel Documentation Requirements
These Terms and Conditions place responsibility on travelers to ensure all necessary documentation is valid and current. This includes passports with at least six months validity beyond your return date, appropriate visas for all countries visited, and required health certificates including yellow fever vaccination where applicable. Our team guides documentation requirements, but final responsibility rests with travelers under our reservation policy.
Safari Pricing – Transparent Terms and Conditions
Inclusions and Package Details
Your safari package pricing follows clear Terms and Conditions regarding inclusions. Confirmed packages include transportation in quality safari vehicles, meals as specified in your itinerary, accommodation at selected properties, park entry fees, and services of professional safari guides. Once confirmed, your safari price remains fixed regardless of subsequent rate changes, protecting you under our pricing booking terms.
Website Rate Variations
While confirmed bookings honor locked-in pricing per our Terms and Conditions, rates displayed on our website may vary based on seasonality, availability, and promotional offers. We recommend confirming your booking early to secure optimal pricing under current safari bookings policy.
Safari Transport – Our Safari Vehicle Terms and Conditions
Safari Vehicle Standards
Our Terms and Conditions guarantee quality safari vehicles appropriate for your itinerary and group size. Depending on your specific safari, transport may be provided via pop-up roof safari minivans or 4×4 Land Cruisers—both equipped for optimal wildlife viewing and passenger comfort. All vehicles are regularly maintained and inspected to meet our safety Terms and Conditions.
Trusted Partners
To maintain flexibility and quality, our Terms and Conditions allow us to subcontract carefully vetted transport partners who meet our exacting standards. These partnerships enable us to serve more travelers without compromising the vehicle quality and professional service outlined in our Terms and Conditions.
Multilingual Guide Services
Professional safari guides fluent in English are included in all safaris. Under our booking conditions, guides speaking German, French, Italian, or Spanish are available upon request, subject to availability. These specialized guides enhance your experience with commentary in your preferred language.
Communication and Support – Our Service Terms and Conditions
Response Time Commitments
Our customer service Terms and Conditions promise responses to all inquiries within 48 hours. We schedule video or phone consultations during mutually convenient daytime hours, ensuring smooth coordination while respecting time zones. This communication commitment under our Terms and Conditions ensures you’re never left wondering about important travel details.
During-Safari Support
Should issues arise during your safari, our Terms and Conditions provide clear resolution procedures. Notify your tour manager immediately via email or WhatsApp for real-time assistance. We’re committed to addressing concerns promptly while you’re traveling, ensuring minor issues don’t diminish your overall experience.
Post-Trip Complaint Procedures
If concerns remain unresolved during your safari, our Terms and Conditions outline a formal complaint process. Submit written documentation within 15 days of safari completion. We’ll investigate thoroughly and provide a detailed response within 30 days, demonstrating our commitment to accountability under these Terms and Conditions.
Force Majeure – Terms and Conditions for Unforeseen Events
Our Terms and Conditions acknowledge that extraordinary circumstances occasionally disrupt travel plans. In cases of natural disasters, civil unrest, government actions, pandemics, or other events beyond our control, Kwezi Safaris cannot be held liable for resulting changes or cancellations. However, our cancellation policy commits us to making every reasonable effort to provide suitable alternatives or arrange appropriate refunds when such situations occur, prioritizing your safety and interests.
Special Requests and Accommodations
Our inclusive Terms and Conditions welcome guests with specific needs. Please advise us of dietary requirements, mobility considerations, or other special requests at booking time. While we cannot guarantee every request can be accommodated, our booking terms commit us to making reasonable arrangements whenever possible, ensuring all travelers can enjoy exceptional safari experiences.
Your Trusted Safari Partner
These Terms and Conditions reflect more than legal requirements—they represent our promise to you. At Kwezi Safaris, we’re not just tour operators; we’re partners in creating life-changing African adventures. Your satisfaction, comfort, and safety remain our highest priorities, backed by transparent Terms and Conditions that protect your interests while enabling us to deliver the exceptional experiences you deserve.
Ready to explore Africa with confidence? Contact us today to discuss how our fair, transparent Terms and Conditions support your dream safari journey.