These conditions apply to all FIT bookings made through Sauti Africa including 3rd party suppliers of accommodation, activities and transport. In case Sauti Africa has explicitly agreed by signed agreement to conditions that divert from the below, such explicitly agreed conditions will prevail.

Booking confirmation:

·      By sending a booking request you confirm to have read these booking conditions and agree to be bound thereto.

·      Sauti Africa only accepts booking requests through in writing/per email. Booking requests through telephone, skype or other form of communication are not accepted.

·      A booking is made once Sauti Africa has sent a written/email confirmation of the booking to you (“Booking”).

·      Sauti Africa reserves the right to refuse bookings at its sole discretion and all Bookings are subject to full compliance with these terms.

Sauti Africa Safaris – Payment & Cancellation Policy

1. Deposit & Payment Terms

• A non refundable  deposit of 30% of the invoice amount is payeble to Sauti Africa at the point of booking to begin the confirmation of service. The deposit may exceed 30% depending on the conditions of partner properties or items such as gorilla permits which require full payment for confirmation. The remaining balance must be settled at least 90 days prior to the date of arrival (in accordance with the payment terms below).

• If a Booking is made within 90 days of the date of arrival, the full invoice amount has to be paid within 10 days of the date of the Booking.

• Notwithstanding the below cancellation policy and any other rights it may have, Sauti Africa may release all your Bookings in the event of non-compliance hereof and may charge a penalty interest of 13% per annum on any overdue amounts (without becoming liable for damages).

• Any applicable bank charges are for your expense and Sauti Africa is entitled to setoff due amounts with any amounts received from, or held on behalf of, you on whatever grounds.

• After confirming your Booking a 50% deposit is required to secure your safari booking.

• Afetr receiving a 50% as deposit upon sighning the agreement of the tour, We will collect the balance of 100% as satated on this policy. Any Itinerary changes made after confirmation we will charge fee 100$ per person. Cancellation please refer to the policy below

• The remaining balance is due 10 days after sighning the agreement of the tour.

·       Gorilla and other primate permits:

• In addition to the 50% deposit, gorilla and other primate permits must be paid in full when the booking confirms. Payment for such permits should be received no later than 5 days after confirmation. These permits are subject to availability until confirmation. By confirming your booking, you are giving Sauti africa permission to secure the permit. Once secured, the permits are non-refundable, non-transferable and cannot be modified.

• All payments are accepted via secure methods such as bank transfer, credit/debit card, or other payment options as agreed upon—including any processing fees where applicable.

2. Cancellation & Amendments

• Notice requirement

• Any cancellation or amendment must be submitted to Sauti Africa Safaris in writing (via email or effective line of written communication) to be more effective.

• Cancellation charges

• More than 91 days before departure: Full refund of deposit minus an administration fee of 30% will be payable

• Between 90 and 50 days before departure: 50% refund of total booking cost.

• Within 49 days of departure: No refund is provided.

• In the event that a 3rd party supplier imposes a higher cancellation penalty amount, this amount will be added to the total payable penalty amount at any stage of cancellation

• No refunds will be made in case of late arrival or no show

• No amount over and above the deposit amount will be due and payable if, upon reasonable proof, the customer is unable to honour his/her booking due to death or hospitalisation of the person for whom, or for whose benefit the Booking was made.

• Gorilla and other primate permits are non-refundable, non-transferable and cannot be modified.

• Exceptional circumstances

• In events beyond your control (e.g., governmental travel advisories, health emergencies), Sauti Africa may waive cancellation fees for our own services, as per discretion and availability. We commit to working with suppliers to minimize financial impact.

3. Rescheduling

• Rescheduling requests are treated in the same way as cancellations—notice must be in writing, and charges apply depending on timing and availability. Where possible, we’ll work to accommodate your preferred alternative dates.

4. Currency:

All prices and rates are quoted and invoiced in US$ and all payments must be made in US$. Payment in other currencies will only be accepted by pre-arrangement.

Changes in rates:

Under normal circumstances Sauti Africa wishes to respect agreed rates, but reserves the right to change the rates and terms at any time due to circumstances out of its control (such as, but not limited to, fuel prices, exchange rates, camping/concession fees, service levies or tax increases). In case of material changes caused by government bodies and/or other similar bodies that cannot be influenced by Sauti Africa that would lead to severe losses endangering economically sustainable operations it reserves the right to also change the rates on confirmed and paid Bookings. Any 3rd party rate increases after Confirmation – such as, but not limited to, changes in prices of flights booked – will be fully payable by you 

5. Weight & Luggage restrictions:

These limits are applicable when travelling on light air scheduled services on a seat rate basis:

·       Passengers weighing more than 100kg must advise us well in advance of travel as an extra seat will have to be costed into the package for safety purposes.

·       Most airlines operating in Tanzania, Kenya, and Uganda impose a standard baggage allowance of 15kg per passenger unless otherwise specified. This must be packed into a soft bag/s, and includes camera equipment and carry-on luggage. Additional baggage allowance may be purchased upon request, subject to airline policies and availability.

If these limits above are exceeded, kindly note that the additional costs incurred will be for your account.

6. Travel Insurance & Others

• By booking with Sauti Africa you specifically accept the responsibility to ensure, and warrant, that all your clients individually are adequately insured (also considering the inherent risk involved in going on safari and travelling in wildlife areas) for amongst others cancellation, medical assistance, evacuation, damages and repatriation. While every care is taken to ensure the health of our guests, Sauti Africa accepts no liability if a guest contracts COVID-19, or any other illness, during their travels in East Africa.

• We strongly recommend that all guests purchase comprehensive travel insurance covering trip cancellation, medical emergencies, and other unforeseen circumstances.

• You hereby confirm that you will sign a Customary Indemnity form including your medical insurance details upon arrival. You are aware of and agree to the contents of such form.

• All bookings made through Sauti Africa or 3rd party suppliers, include a compulsory Emergency Support Cover of $50 per person. This is a multi-layered service, allowing Sauti Africa to liaise with international medical professionals, Park Doctors, in the event of any minor illnesses or injuries. In the event of a more serious situation, it gives us the best chance of keeping a patient alive through night time hours when an evacuation aircraft is unable to fly. If evacuation is required, it covers Flying Doctors evacuation to the most suitable hospital in-country or regionally. If hospital treatment is required, the Emergency Support Cover acts as a buffer, allowing treatment to begin immediately while waiting for the client’s insurance to issue approval.

• Note: The Emergency Support Cover works in conjunction with the client’s own insurance and is not a substitute.

7. Check in and departure times:

Check in is available from 2pm onwards and departure is required by 10am on the scheduled day of arrival/departure. In the event of early arrivals or late departures additional costs/fees will be incurred as set out below:

Uganda:

Early Arrival:

If your room is available before check-in time, we will of course accommodate this, but when the lodge is full, guests arriving early can make use of the lounge area to relax until  their room is ready.

Late Departures:

Please note that gorilla trekking on your day of departure is not recommended. If a gorilla trek is booked for the day of departure, guests will need to retain their room until departure at 85% of the applicable nightly rate. Subject to availability.

High Season

• If guests wish to remain in the lodge after check out, there is a charge for an additional lunch (where applicable).

• If guests would like to retain their room until departure, we will charge 85% of the applicable per night rate. Subject to availability.

Tanzania:

Early Arrival:

If your room/tent is available before check-in time, we will of course accommodate this, but when the camp is full, guests arriving early can make use of the lounge area to relax until  their room/tent is ready.

Airstrip transfers for early arrivals:

• Transfers before 10:00am can only be accommodated on request and a private vehicle might be charged

Late Departures:

High Season

• If guests wish to remain in camp after check out, there is an additional fee which consists of park fees, an additional lunch (if applicable), and hire of a private vehicle.

• If guests would like to retain their room until departure we would charge of 75% of the applicable per night rate, and park fees. Subject to availability.

Low and Green season

• If availability allows, guests can use their room until departure if they pay park fees, additional lunch (if applicable), and hire of a private vehicle.

• To guarantee a late check-out and retain the room until departure, we will charge 85% of the applicable per night rate as well as park fees at time of booking. Subject to availability.

Rubondo Island Camps:

• Late departures will be charged an additional lunch and park fees

• To guarantee a room until departure, we will charge 50% of the nightly rate and park fees.

Retreats & Mahale Camps:

High season

• Late check-out is not possible due to the exclusive nature of the retreats and camps at Mahale.

Low and Green seasons

• Subject to availability and approval from camp management

• Guests must check out of retreats or Mahale Camps at the above time, but can relax at the main areas of the main camp until departure (not the retreat pool/lounge areas due to new check-ins). Additional park fees must be paid for this day.

Kenya: 

Early Arrival:

If your room/tent is available before check-in time, we will of course accommodate this, but when the camp is full, guests arriving early can make use of the lounge area to relax until their room/tent is ready.

Airstrip transfers for early arrivals:

• In high season transfers before 10:00am are on request only and a private vehicle might be charged

 Late Departures: 

High Season

• If guests wish to remain in camp after check out, there is an additional fee which consists of park fees, an additional lunch (if applicable), and hire of a private vehicle.

• If guests would like to retain their room until departure we would charge of 85% of the applicable per night rate, and park fees. Subject to availability.

Low and Green seasons

• If availability allows, guests can use their room until departure if they pay park fees, additional lunch (if applicable), and hire of a private vehicle.

• To guarantee a late check-out and retain the room until departure, we will charge 85% of the applicable per night rate as well as park fees at time of booking. Subject to availability.

8. Itinerary changes:

Sauti Africa will do its utmost to assist in minimizing the disruption of itineraries booked through Sauti Africa in case of cancellations, changes or delays due to any of its 3rd party service providers, however any costs incurred in relation thereto will be borne directly by the client.

9. Force Majeure:

Sauti Africa will notify you as soon as practicable when it is affected by a Force Majeure. Sauti Africa shall not be deemed to be in breach of your Booking or these conditions or otherwise be liable to you, by reason of delay in performance, or by nonperformance of any of its obligations hereunder to the extent that any such delay or non-performance is due to any Force Majeure. If Sauti Africa is affected by Force Majeure it shall be entitled to, on its sole discretion, cancel or vary any arrangements or itinerary in relation to your Booking. Payment of any refund by Sauti Africa as a result of the non-performance of any of its obligations hereunder shall remain its sole and absolute discretion. It being understood that Sauti Africa shall use its reasonable endeavors to reimburse you where possible.

“Force Majeure” means, in relation to Sauti Africa, any circumstances beyond its reasonable control (including, but without limitation, war or threat of war, sabotage, civil disturbance, or requisition, acts of God, fire, accident, flood or explosion, sickness, quarantine, Government intervention, weather conditions or other untoward occurrences).

10. Family Travel:

• High season: Families (less than 5 pax) with children aged 5-12 years old must pre book the private vehicle as per availability in res request and this is chargeable at normal rates. If the private vehicle is not available we may not be able to accommodate the booking.

• Low and Green season: Families (less than 5 pax) with children aged 5-12 years will receive a FOC private vehicle but this is subject to availability and individual camps will be contacted by the sales team to ask if this booking can be accommodated.

• Year round: Families with children aged 5-12 years old will receive a private vehicle FOC for every 5 pax in the family. This vehicle must be pre booked and is subject to availability.

We book families at the Retreats/Private-houses and can accommodate children aged 5 years and upwards at time of travel. Most retreat/private-houses have two bedrooms, both ensuite, and can add two additional rollaway beds for children, accommodating a total of up to six people per unit. Also included per retreat/private-house is a private chef, a host (waiter, barman, housekeeping and more) and a safari guide and vehicle, giving you a highly flexible safari stay. You can plan meal times to suit your needs and pace game drives to the group’s attention spans and interests.

11. Health and Travel Documents:

You ensure and warrant that you have complied with the necessary visa and health requirements to cover all countries and dates you are travelling with or booked through Sauti Africa. It is the sole responsibility of you to ensure that the required travel documents and health precautions are obtained. While every care is taken to ensure your health, Sauti accepts no liability if a guest contracts COVID-19, or any other illness, during their travels in East Africa.

12. Photography and Marketing:

You hereby grant Sauti Africa a worldwide, irrevocable, perpetual, non-exclusive, royalty-free licence to use, store, modify, copy, adapt, publish, reproduce, and distribute for general publicity purposes any photographs or films produced by Sauti Africa that contain images or footage depicting yourself.

General:

Failure of Sauti Africa to enforce any provision of these booking conditions shall not constitute a waiver of such provision or affect Sauti Africa’s right to enforce that or any other provision in the future. If any provision of these booking conditions is rendered void, illegal or unenforceable in any respect under any law, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.

If there are any provisions in these booking conditions that may qualify as a penalty in terms of any applicable law in relation to any act or omission by you, Sauti Africa expressly reserves its right to recover damages in lieu of the relevant penalty.

Disputes and governing law:

To the extent permitted by applicable law, these booking conditions and each Booking are governed by the law of the country of incorporation of the Sauti Africa entity in whose name you have to make payments in accordance with these conditions. Any claims in relation to a Booking or these conditions (including reservations, payments) should be made in writing/email to Sauti Africa as soon as possible, but in any case within 10 days of its occurrence, to allow us to assist in solving the issue jointly in good faith. Additionally, any claims or complaints in relation to our service need to be made immediately upon its occurrence by you to 3party management or your contact at our sales office, to allow for an adequate solution of the matter.

To the extent permitted by applicable law, any disputes in relation to these conditions or a Booking that cannot be resolved amicably will be brought to the competent court of the country of incorporation of the Sauti Africa entity in whose name you have to make payments in accordance with these conditions.