Booking Terms & Conditions
Last Updated: June 2026
These Booking Terms & Conditions govern the relationship between you (“the Client”) and Excursia Adventures (“the Company”). By making a booking with Excursia Adventures, you acknowledge that you have read, understood and agreed to these Terms & Conditions.
1. Booking Confirmation
A booking is considered confirmed once we receive a completed booking request and the required deposit or payment as specified in your quotation.
The person making the booking confirms that they have the authority to act on behalf of all travelers included in the booking and accepts these Terms & Conditions on behalf of all members of the group.
All participants named in the booking shall be bound by these Terms & Conditions.
2. Deposits and Payments
To secure a safari booking, a deposit of 20% of the total safari cost is generally required.
Where gorilla trekking permits, gorilla habituation permits, chimpanzee permits, domestic flights or other non-refundable services are included in the itinerary, full payment for those services may be required at the time of booking.
The remaining balance must be paid no later than 28 days before the safari departure date unless otherwise agreed in writing by Excursia Adventures.
For bookings made within 28 days of departure, full payment is required at the time of confirmation.
Failure to make payments by the specified deadlines may result in cancellation of the booking and the loss of any deposits already paid.
3. Gorilla and Chimpanzee Permit Policy
Gorilla trekking permits, gorilla habituation permits and chimpanzee tracking permits are issued by the relevant wildlife authorities and are subject to their rules, regulations and policies.
Full payment of the applicable permit fee is required before permits can be purchased and secured.
Once purchased and confirmed, permits are generally non-refundable and non-transferable.
Permit fees are subject to change by the issuing wildlife authority without prior notice. Any increase in permit fees imposed after a booking has been made may be passed on to the client.
Any refund, rescheduling, credit or amendment relating to permits shall be subject entirely to the policies and discretion of the issuing wildlife authority. Excursia Adventures cannot guarantee the approval of any refund or rescheduling request.
4. Cancellation and Refund Policy
We understand that travel plans may occasionally change due to unforeseen circumstances. Our cancellation policy is designed to be fair and transparent while accounting for the costs incurred in organizing and securing your safari arrangements.
All cancellation requests must be submitted in writing and will only become effective once acknowledged by Excursia Adventures.
The following cancellation charges apply based on the date we receive your written cancellation notice:
- More than 61 days before arrival: 25% of the total safari cost will be forfeited.
- Between 60 and 46 days before arrival: 50% of the total safari cost will be forfeited.
- 45 days or less before arrival or in the event of a no-show: 100% of the total safari cost will be forfeited.
- Bookings made within 30 days of departure require full payment at the time of confirmation and are non-refundable.
Please note that any non-refundable permits, domestic flights, accommodation deposits or third-party services purchased on your behalf remain non-refundable regardless of the cancellation date.
Group Booking Cancellations
Where one or more participants cancel from a private group safari, they will remain responsible for their share of any shared group costs to ensure that the remaining participants are not affected by an increase in the overall tour price.
This provision is in addition to the standard cancellation charges outlined above.
Rescheduling Policy
Requests to reschedule a safari must be submitted in writing and are subject to availability and approval by Excursia Adventures and any relevant third-party suppliers.
- Safari rescheduling requests should ideally be submitted at least 30 days before the original travel date.
- Gorilla trekking and chimpanzee permits may only be rescheduled in accordance with the policies of the issuing wildlife authority and subject to permit availability.
- Any administrative fees, amendment charges or supplier fees associated with rescheduling will be the responsibility of the client.
- Rescheduling requests cannot be guaranteed and will be assessed on a case-by-case basis.
Illness and Trekking Restrictions
Visitors who display symptoms of contagious illness may be denied participation in gorilla trekking, chimpanzee tracking or other wildlife activities in accordance with wildlife authority regulations designed to protect endangered primates.
In such circumstances, any refund, credit or permit amendment will be subject solely to the policies and discretion of the relevant wildlife authority.
Excursia Adventures cannot guarantee compensation, refunds or alternative arrangements where participation is denied for health or safety reasons.
5. Changes Requested by the Client
If you wish to amend your booking after confirmation, we will make reasonable efforts to accommodate your request.
All amendment requests must be submitted in writing.
Any additional costs incurred as a result of requested changes, including supplier fees, permit amendment charges, accommodation differences or transport changes, shall be payable by the client.
Requests to transfer a booking to another person may be considered at our discretion and may be subject to supplier approval and additional charges.
6. Changes by the Company
Excursia Adventures reserves the right to make changes to itineraries, accommodations, transportation, routes or activities where necessary due to circumstances beyond our reasonable control.
Reasons may include weather conditions, road conditions, wildlife movements, supplier availability, safety concerns, flight schedule changes, government regulations or operational requirements.
Where practical, we will provide suitable alternatives of a similar standard.
Such changes shall not constitute grounds for cancellation or compensation provided that reasonable alternative arrangements are offered.
7. Force Majeure
Excursia Adventures shall not be liable for any loss, delay, cancellation, alteration or failure to perform any obligation where such circumstances arise from events beyond our reasonable control.
Such events may include but are not limited to:
- Natural disasters
- Floods
- Fires
- Severe weather conditions
- Epidemics and pandemics
- Government actions or restrictions
- Border closures
- Civil unrest
- Strikes
- Acts of terrorism
- War
- Political instability
- Transportation disruptions
In such situations, Excursia Adventures will make reasonable efforts to provide alternative arrangements where possible but cannot guarantee refunds from third-party suppliers.
8. Travel Documents
It is the client’s responsibility to ensure that all required travel documents are valid and available before departure.
This includes:
- Passports
- Visas
- Vaccination certificates
- Travel insurance documents
- Entry permits
- Any other documentation required by local authorities
Excursia Adventures shall not be liable for any costs arising from incomplete, expired or incorrect travel documentation.
9. Travel Insurance
Comprehensive travel insurance is strongly recommended for all travelers.
Your insurance policy should ideally cover:
- Medical expenses
- Emergency evacuation
- Trip cancellation
- Trip interruption
- Personal accidents
- Loss of baggage
- Theft of personal belongings
- Travel delays
Clients are solely responsible for obtaining adequate insurance coverage.
10. Health and Fitness
Certain safari activities, including gorilla trekking, gorilla habituation, chimpanzee tracking and hiking excursions, may require a reasonable level of physical fitness.
Clients are responsible for ensuring that they are medically fit to participate in their chosen activities.
Any medical conditions, dietary requirements, disabilities or special needs that may affect participation should be disclosed before booking.
11. Accommodation
Accommodation is provided according to the category specified in your itinerary.
Where the requested accommodation becomes unavailable for reasons beyond our control, Excursia Adventures reserves the right to substitute it with accommodation of a similar standard.
Single-room supplements may apply where applicable.
12. Transportation
Transportation will be provided according to the itinerary and booking arrangements.
While every effort is made to maintain schedules, Excursia Adventures cannot guarantee against delays caused by:
- Road conditions
- Traffic
- Mechanical breakdowns
- Weather conditions
- Airline schedule changes
- Other circumstances beyond our control
No compensation shall be payable for such delays.
13. Wildlife and Safari Activities
Safari activities involve inherent risks associated with travel in remote areas and encounters with wild animals.
Although every reasonable precaution is taken, wildlife behavior is unpredictable and sightings cannot be guaranteed.
Clients must follow all instructions provided by guides, rangers, accommodation staff and local authorities.
Participation in safari activities is undertaken at the client’s own risk.
14. Photography and Marketing
Photographs and videos may occasionally be taken during tours and safaris for promotional purposes.
By participating in a tour, you grant Excursia Adventures permission to use such images and videos in marketing materials, social media, websites and promotional publications.
Clients who do not wish to appear in promotional materials must notify Excursia Adventures in writing before the commencement of the safari.
15. Client Conduct
All clients are expected to behave responsibly and respectfully toward fellow travelers, guides, staff, wildlife and local communities.
Excursia Adventures reserves the right to remove any participant from a tour without refund where their behavior:
- Endangers themselves or others
- Causes disruption to the tour
- Violates local laws or regulations
- Damages property or the environment
16. Liability
Excursia Adventures acts as an organizer and booking agent for accommodations, transportation providers, wildlife authorities and other independent service providers.
While we exercise reasonable care in selecting our suppliers, we cannot accept responsibility for acts, omissions or failures of third-party providers.
To the fullest extent permitted by applicable law, Excursia Adventures shall not be liable for any injury, illness, loss, damage, delay, expense or inconvenience arising from circumstances beyond our reasonable control.
Nothing in these Terms & Conditions excludes liability where such exclusion is prohibited by law.
17. Complaints
Should any issue arise during your safari, you must notify your guide or an Excursia Adventures representative immediately so that we have an opportunity to resolve the matter.
If the issue remains unresolved, complaints must be submitted in writing within 30 days of the completion of your trip.
Complaints received after this period may not be considered.
18. Governing Law
These Terms & Conditions shall be governed 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 courts of Uganda.
19. Company Information
Excursia Adventures is a registered tour and travel company operating in Uganda and across East Africa.
Trek Africa Gorillas is trading brands operated by Excursia Adventures.
By making a booking with Excursia Adventures, you acknowledge that you have read, understood and accepted these Terms & Conditions.