Stated below are the booking terms and policies for Hoopoe African Expeditions Ltd, Uganda. We ask that you take the time to carefully read through and clearly understand everything stated hereunder.
Any inquiries about the terms can be raised with us and our team will get in touch with you to provide the necessary assistance. Send any questions about these booking terms via the contact form on this website.
1. Acceptance
On booking your holiday(s) described on our website or tailor-made, you enter a contract with Hoopoe African Expeditions Ltd and made subject to the conditions below.
2. Booking
On receipt of your deposit (30% of your holiday cost) and completed booking form, we will confirm our acceptance of your booking in writing. We will then invoice you the outstanding balance of your holiday cost.
- If for any reason Hoopoe African Expeditions Ltd does not accept your booking your deposit will be returned.
- The outstanding balance must be paid at least two months prior to your departure in order to reconfirm your holiday.
- Should this final payment fail to reach us by the specified date, we reserve the right to treat the booking as cancelled
- If you are booking within eight weeks of departure, full payment is required.
- Any monies paid to your travel agent are held by the travel agent on behalf of Hoopoe African Expeditions Ltd.
3. Booking Cancellation
You may cancel your booking at any stage provided you do so in writing. To protect yourself against this eventuality you should ensure you purchase travel insurance at the time of booking.
As administration costs are incurred by ourselves on handling any booking, we will deduct the costs involved. The date on which the cancellation letter is received by us or our agents will determine the cancellation charges applicable.
The cancellation charges are expressed as a percentage of the total tour price. The following charges will apply.
- 65 – 54 days before departure 35% of total tour cost
- 55 – 29 days before departure 50% of total tour cost
- 30 – 15 days before departure 75% of total tour cost
- 14 days or less before departure 100% of the total tour cost
Gorilla permit fees are non-refundable (except in case of illness).
4. Itinerary changes
If you wish to make any alterations to your holiday, we will make every effort to accommodate these, but cannot guarantee that this will be possible.
If alterations you request are possible, these will, of course, be subject to any amendment or other charges imposed by any relevant supplier, and a sum of US$ 80 to cover our administrative costs. Request for amendments must be made in writing.
5. Transfer of Booking
In the event that you are unable to travel (due to extraordinary circumstances), we may be able to transfer your booking to another party, provided that the arrangements remain the same and that the suppliers (e.g., airlines, hotels, etc.) are all ready to accept the transfer.
Gorilla permits are transferable in some instances.
6. Currency
Prices are quoted in US dollars. Payment can be made by telegraphic transfers, cash US$ (including local currency) and traveller’s cheques, subject to bank charges at the prevailing rate.
Hoopoe African Expeditions Ltd reserves the right to increase the tour price not less than 30 days before departure, to take account of government action, currency exchange rate fluctuations, increase in fuel costs or ground transportation charges.
7. Inclusive services
Prices quoted are inclusive of all ground transportation in a 4×4 Safari land cruiser or minibus with a pop-up top, English speaking driver/guide and allowances, park entrance fees, accommodation and meals as mentioned in the itinerary, permits where applicable and third party insurance.
8. Non-Inclusive services
Prices are exclusive of accommodation and meals while in Kampala, traveller’s insurance, local arrival and departure taxes, visa fees to and from, gratuities, beverages (alcoholic and non-alcoholic), telephone calls, laundry, and other personal expenses, unless specifically stated in the itinerary.
9. Special Requests
If you have any special requests, you should inform us of such requests prior to departure. We will advise the relevant supplier of your requirements, but we cannot guarantee that such requests will be met. Furthermore, we will have no liability to you if such requests are not made.
10. Complaints / Refund
If the client has a complaint/refund query about any aspect of his/her holiday it should be reported immediately to Hoopoe African Expeditions Ltd (either by your driver/guide or the manager) or our local representative.
We will do whatever possible to resolve the problem immediately. However, if the problem is not resolved to the client’s satisfaction during the holiday, any further complaint/refund query should be made by the client, in writing, to Hoopoe African Expeditions Ltd no later than 30 days following completion of the holiday.
Failure to do so will forfeit the client’s right to any further claim against Hoopoe African Expeditions Ltd.
11. Liability
All bookings are accepted on the specific condition that Hoopoe African Expeditions Ltd and its agents act only as agents of the passengers in all matters relating to hotel/lodge accommodations, tours, transport, etc. and shall not be liable for injury, delay, loss or damage in any manner whatsoever.
12. Subcontractors
Hoopoe African Expeditions Ltd reserves the right to employ subcontractors to carry out all or part of the services agreed to be supplied.
13. Legal Jurisdiction
Hoopoe African Expeditions Ltd's liability to passengers carried in its own vehicles is governed by the respective laws of the country. All claims are subject to the jurisdiction of the courts of the country in which the cause of action arises.
14. Baggage Loss
Whilst every care is taken, Hoopoe African Expeditions Ltd cannot be held responsible for loss or damage to baggage.
15. Return Flights
You must obtain confirmed onward or return flight tickets prior to departure from Africa. Hoopoe African Expeditions Ltd cannot be held responsible if you are refused entry to any country through failure to supply proof of onward travel.
You must accept responsibility for reconfirming all onward travel arrangements.
16. Late check-ins
You are responsible for checking in at the correct time. Hoopoe African Expeditions Ltd cannot accept responsibility if you miss flights or tours as a result of late check-in.
17. Your Documents
All passports, visas, health certificates, or other travel documents required for the holiday must be obtained by you, whose responsibility it remains to ensure that these are in order, and to meet any additional costs incurred (whether by you or by the Company on your behalf) as a result of failure to comply with such requirements.
Any information or advice given by Hoopoe African Expeditions Ltd on passports, visas, vaccinations, etc. is given in good faith but without responsibility on the part of Hoopoe African Expeditions Ltd.
18. Unused Services
No credit or refund is possible for any unused services included in the basic holiday price or for any lost, mislaid, or destroyed travel documents, or for departing the tour early or before it reaches its final destination.
19. Personal Risk
You acknowledge that the nature of the holiday is expeditionary and adventurous and that such tours may involve a certain amount of personal risk.
20. Travel Insurance
You are advised to buy travel insurance through your agent before coming to Africa. Local evacuation coverage is available (in the unlikely event of a medical emergency while out in the bush). Please request this at the time of booking.
21. Respecting Nature
We strongly condemn the collecting of any specimen from the natural world. Our holidays provide the opportunity to watch and photograph wildlife only, not to disturb;
- When it comes to game viewing, please be advised there are no guarantees. It is a privilege to see animals in their natural habitat. Take only a photograph, leave only a footprint.
- A gorilla permit guarantees you will trek gorillas to their location but does not guarantee that the gorillas be in plain sight.
22. Signature
By signing our booking form, you are agreeing to accept all the above conditions, and we agree to operate your holiday in the way stated on our website or tailor-made.
Your contract with us and any matters arising from it shall be exclusively subject to the jurisdiction of the courts of the country in which the cause of action arises.
Conclusion
These booking terms clearly stipulate the shared responsibility of both you and us (Hoopoe African Expeditions Ltd). It is our hope that you have read and clearly understood each and every part of these booking terms.
If you have any questions about these terms, feel free to reach out and we will clarify everything to your satisfaction.
