Booking Terms & Conditions


Booking Terms & Conditions; When you book a tour with Early Trails Expedition Ltd, you enter into a contract with us and agree to these Booking Terms & Conditions. The specific tour you booked will be shown in the documentation you will receive at the booking time. This contract is binding and applies to anyone named in the booking and any individuals added or substituted at a later date.

As the tour provider, Early Trails Expedition Ltd assumes that you have read and understood these terms and conditions before confirming your booking. When we refer to “you” or “yours,” we refer to the individuals named in the booking. “We,” “us,” and “ours” refer to Early Trails Expedition Ltd.

You agree to all the terms and conditions outlined in this document by booking with us. You also agree that you will not make any claims or demands against us, our owner, or anyone acting on our behalf except as provided in these terms and conditions.

Your Booking Arrangement

Early Trails Expedition Ltd. is a licensed tour and travel agent registered to operate within East Africa. We partner with insurance companies, banks, and government institutions for our client’s protection and safety while with us. All our calculations are done in USD and Euros as the standard currency. We convert all the monies to USD/Euros depending on the current market rate that the central bank provides in the safari destination of your choice.

We guarantee to keep our prices the same once the client confirms their booking. However, the price will change if the client requests more days, including activities or any special requests from us that require costs. We’ll accept all liability for our negligence and NOT for anyone acting on our behalf.


We provide charming and distinct hotels, lodges, guest houses, and camps with attractive amenities like hot water, Wi-Fi, friendly staff, and reasonable prices. Our clients are free to inform us of preferred accommodations or dietary requirements. On the other hand, we reserve the right to offer alternative hotels of equal or superior quality to your original booking.

In Uganda, accommodations vary from suites, luxury, and deluxe rooms to standard rooms, lodges, resorts, cottages, and motels. It’s important to note that due to the natural surroundings, some accommodations may need to control insects based on the season, but this does not indicate any lack of cleanliness.

In conservation areas, lodges focus on repelling insects rather than exterminating them. All rooms have mosquito nets to protect you from mosquitoes and other nocturnal insects. Uganda is still a developing country, and ongoing construction of roads, hotels, and lodges may occasionally cause inconveniences, such as delays in reaching your destination. However, our guides will always try to ensure your safety and a smooth travel experience.

Check-in and Check Out

Please note that most places allow check-in from 2:00 pm and check-out between 6:00 am and 10:00 am. However, if you need a different check-in or check-out time, please always request the accommodation through us, and we will do our best to ask about the selected accommodations. Some lodges may charge a fee for late check-outs, depending on the season and availability. Alternatively, late check-out may be free, so it’s always worth asking beforehand.

Pricing and Surcharge

Our website’s advertised prices may change before your holiday is confirmed. Trip prices are subject to variations and seasonal pricing, which is standard in the travel industry. Due to changes in demand, market conditions, and availability, trip prices may fluctuate. Once your trip is confirmed, we will send you a quotation or invoice that you must show according to our booking policy (4), which will lock in your trip cost. Payment must be made before the expiry date indicated on the quotation. We will refund any reduced prices available after you book and make payments.

We guarantee that we will not impose any surcharges on you unless they are due to force majeure events. If our costs increase or decrease for various reasons, we reserve the right to adjust the price of your holiday accordingly. Additionally, we may adjust the price if there are any changes in the exchange rates used to calculate the cost of your holiday that exceeds USD/Euro 50. We will confirm any surcharge payable at least four weeks before your trip.

(1) Booking with Us

Our top priority is ensuring your safari experience with us is stress-free and seamless. Choosing suitable accommodations and activities can be overwhelming, so we have carefully selected the best options for you. Whether you prefer budget-friendly lodges, mid-range options, or super-luxury accommodations, we have you covered.

Not only do we provide excellent accommodation options, but we also offer a wide range of activities to suit your preferences. Suppose you are interested in wildlife experiences, birdwatching, and cycling. In that case, we can organise guided tours to various national parks and game reserves. While there, you can witness some of the world’s most incredible wildlife up close. For those who crave adventure and excitement, we have a selection of adrenaline-fueled activities such as white water rafting, bungee jumping, and zip-lining.

At Early Trails Expedition, we value communication and strive to give you the best flexibility when responding to all your questions. Our team is always hands-on to answer any questions or concerns, and we are committed to ensuring that you have the safari experience of a lifetime. Book with us today, and let us take care of all the details, so you can sit back, relax, and enjoy your African adventure.

(2) Payment Policy

You must agree to our terms and conditions to confirm your safari. Also, you must make full payment when confirming trips costing less than $2000. A higher safari price will require a higher deposit. For trips that involve Gorilla and Chimpanzee trekking or habituation, we can invoice you for full payment to secure your activities, depending on the season.

A 2-5% charge may be applied for credit card payments. The final invoice for the entire balance will be issued eight weeks before your departure date. Please contact us immediately if you need any information, correction, or completion. We cannot accept liability for any notice received weeks after the issue date.

(3) Refund Policy

After confirming your trip, you must either pay a nonrefundable 30% deposit of the total trip cost or make full payment, depending on the time of booking, as indicated in (1).

As Early Trails Expedition, we partner with other service providers with different booking policies or terms and conditions. We do not hold our client’s funds for service since we don’t provide all the benefits; any required refunds from our suppliers are subject to their policies, rules, and fees. Some accommodations, Uganda Wildlife Authority, and other service providers are always willing to refund; however, this may be slow or even avoid refunds, requesting us to wait until they secure funds or extend our service.

(II) Why non-refundable?

When you confirm or buy a trip from us, we make tentative bookings with our tourism partners and pay them to act on our behalf, subject to their policies, booking terms, and conditions. Our services currently include providing transport services and leading you to the destination of your choice. While we do not separate the charges, please feel free to ask for a trip breakdown from your trip manager for transparency.

If your activity or accommodation is unavailable at the designated time, we will book you into another lodge of the same class after letting you know. If we are hired only to provide transport and guiding services, we will assign you a professional guide for consultation and advice. However, we will not be responsible for any shortcomings from a service provider you booked independently.

(III)What delays the refund?

Refunds can be delayed for several reasons. In some cases, service providers receive money from various tour agents or individuals, which is used for preparations and purchases in anticipation of your stay with them. This can cause delays in processing refunds, particularly during peak seasons when they have many other bookings to handle.

Additionally, the time of booking can also affect refund delays. For example, suppose you cancel a reservation close to the arrival date. In that case, the service provider may have already incurred costs and expenses in preparation for your stay, making it more challenging to issue a refund quickly.

Other factors that can cause refund delays include administrative or procedural issues within the service provider’s organisation, delays in processing payments, and problems with the payment method used for the booking.

(4) Cancelling your vacation, trip, or holiday

You may cancel your trip at any time; however, if you or anyone on your holiday confirmed booking decides to cancel the holiday, travel, or safari, we must be notified in writing before departure, but this does not guarantee or mean an entire refund. The cancellation will take effect from the day Early Trails Expeditions Limited receives the written confirmation.

A full cancellation policy will apply if you wish to cancel your booking to take advantage of a lower price. Please note that some holiday, safari, or vacation bookings are subject to a 100% cancellation fee.

The following scale of charges payable depends upon when wilderness vacation safaris receive the notification of cancellation.

  • 25% non -refundable on trips whose total cost is beyond $2000.
  • 30% non – refundable on trips whose total cost is equal to or less than $2000
  • 60 – 40 days, 45% of the holiday, travel, or vacation cost.
  • 41 – 28 days 55% of total holiday, trip, or vacation cost
  • 27 – 12 days, 75% of total holiday cost
  • Less than 12 days, 85% of the holiday, travel, and price.

(5) When do we cancel your trip?

We reserve the right not to confirm or cancel any trip at any time if:

– If the intended activity puts your life in danger (may lead to your death)

– In case of insecurity in an area that you wish to visit.

– The person booking with us must comply with our payment policy (2).

-The person booking with us must clear his outstanding balance with written notice. We want to refer to (3) in such a situation.

– We may cancel if the government warns us about terrorism, political instability, or natural disaster.

– This rarely happens; we may be forced to cancel your trip by FORCE MAJEURE before or after your departure date. This is extremely unlikely, but if this situation occurs, we regret that we cannot refund unless we notify our suppliers.

(6) Travel insurance

As a requirement when booking your holiday with us, we prioritise the safety and well-being of our valued travellers. So, you’ll need to arrange personal travel insurance that is both relevant and effective. This insurance coverage is designed to provide you with the necessary protection and peace of mind throughout your journey.

To ensure a smooth and worry-free experience, we strongly advise individuals who may not be fit for long trips to consider their participation in rigorous travel programs carefully. Heart disease, chronic illness, physical handicap, advanced pregnancy, or mental illness can significantly impact coping with extensive travel demands. So, assessing your health condition and consulting with medical professionals before starting circumstances that may happen in any challenging travel adventure is best.

Your travel insurance policy should encompass a range of essential areas, including coverage for potential risks and unforeseen circumstances. These contain but are not limited to, death, injury, theft of personal property, and medical expenses. By securing an insurance policy that adequately addresses these aspects, you can rest assured knowing that you are protected in any circumstances that may happen during your vacation.

It is essential to note that certain activities carry inherent risks and may necessitate additional insurance coverage. While exhilarating, adventure pursuits like white water rafting and mountaineering can involve heightened danger. So, we strongly recommend including supplementary insurance provisions specifically tailored to cover the risks associated with these activities. This additional coverage will ensure comprehensive protection in case of any unexpected events or accidents.

By diligently arranging the appropriate personal travel insurance, you are safeguarding yourself and showing your commitment to responsible travel. Your safety and well-being are our utmost priority, and we want to ensure your holiday is a truly memorable and enjoyable experience.

(7) Flight cancellation

Suppose you have cancelled your inter-flight Uganda, Kenya, or Tanzania. In that case, you will receive a full refund from our partner service provided to cover the cost incurred by us while making your flight reservation.

(8) Obligations

To ensure a successful safari experience, we require you to fulfil the following obligations:

  • please provide us with the accurate and complete information necessary for arranging your trip.
  • inform us of any medical conditions or special requests affecting your travel arrangements.
  • Please add to the itinerary and travel plan you confirmed before departure. Unfortunately, we cannot be held liable for any issues caused by your failure to do so.

Obtain travel insurance that adequately covers your specific needs, such as natural disasters, force majeure events, pandemics, and cancellations, as our travel policy indicates.

Respect the local communities and adhere to their cultural norms and values. We cannot be held responsible for any fines or damages from your misconduct. We reserve the right to cancel your trip for your safety or to protect our company’s reputation.

(9) Our Commitment to You:

We are committed to providing high-quality services directly or through our contracted providers. We aim to deliver our services with professionalism, reasonable skills, and exceptional customer experience. However, we cannot be held responsible for any injury, illness, death, loss of property, damage, or any other loss that may arise due to the action or negligence of anyone else.

Unfortunately, we won’t be responsible for any service not part of our contract with you. This includes any optional activities or additional services that a lodge, hotel, resort, or any other person agrees to provide you (outside the itinerary).

It’s essential to know that hotels, guest houses, villas, and lodges may not provide refunds for unused accommodations if you cancel within 14 days of the departure date. Each service provider we work with has its policies that your Commitment to You:

We are committed to providing high-quality services directly or through our contracted providers. We aim to deliver our services with professionalism, reasonable skills, and exceptional customer experience. However, we cannot be held responsible for any injury, illness, death, loss of property, damage, or any other loss that may arise due to the action or negligence of anyone else.

Unfortunately, we won’t be responsible for any service not part of our contract with you. This includes any optional activities or additional services that a lodge, hotel, resort, or any other person agrees to provide you (outside the itinerary).

It’s essential to know that hotels, guest houses, villas, and lodges may not provide refunds for unused accommodations if you cancel within 14 days of the departure date. Each service provider we work with has policies that you must adhere to.

(10) Complaints:

If you have any complaints during your safari, please report them immediately to the Safari Manager and the supplier. They will do their best to help you and address your worries. If, for any reason, you are not satisfied with the resolution, please submit a written report to the Manager/Supplier as soon as possible after the incident but 30 days after the completion of your holiday/safari/tour. This helps us look into the matter thoroughly and respond appropriately, if you don’t mind.

We can only accept complaints that follow this procedure.

(11) Accuracy of Information:

We provide information, descriptions, and opinions regarding itineraries, national parks, gorilla permits, animal sightings, accommodation, and security in good faith, based on the most current information available. While we take great care to ensure the knowledge our team shares with you is correct, we cannot take responsibility for any mistakes or omissions.

(12) National Parks and Reserves Entry

We strictly prohibit any collection of specimens/samples from the natural world during your safari with us. If you need specimen collection, please let us know during your booking process so we can get the necessary licenses. Our safaris offer opportunities to observe and photograph wildlife in their natural habitat without disturbing/or injuring them. Doing that contrary may lead to a fine or imprisonment.

(13) Photography During Tours

We reserve the right to capture photographic moments of individual participants during the tour for commercial promotion of our safaris to the world. However, we value the privacy of our guests. If any tour member feels uncomfortable using their photograph for promotional purposes, they should inform the tour guide at the start of the tour. We will make sure only to use his photos or moments in public.

(14) Force Majeure

We understand that circumstances beyond our control or the service provider’s control may affect our services’ proper performance. In such cases, we are sorry that we can’t compensate you. These incidents may include war, terrorist activity, unexpected government acts, riots, civil strife, natural disaster, border closures, industrial disputes, fire, road closures, pilferage, epidemics, quarantines, land and air travel, extreme weather conditions, and other similar incidents which are beyond our capability to manage or predict, even with all due care.

Depending on your selected itinerary, all activities may carry inherent risks of personal injury. These activities include gorilla trekking, white water rafting, chimpanzee tracking, walking tours, canoe/boat rides, and mountaineering. You must understand that you’re at risk, and we don’t take responsibility for your safety.

(15) Pandemic Travel.

According to the World Health Organisation, Covid 19 is no longer a pandemic; as a company, we have implemented several changes to ensure our guests’ safety and well-being. While many African countries have opened their borders to visitors, we strictly follow government guidelines to minimise the risk of infection.

We prioritise the safety of our guests above all e and require visitors to adhere to the guidelines set forth by the governments in East Africa. There are no more travel restrictions. However, we encourage clients to always wear masks for their safety. We still need covers when visiting Chimpanzees and Gorillas to minimise the risk of transmission.

Please remember that while we take every precaution to minimise the risk of infection, we cannot be held liable if you contract any diseases while on safaris with us. We strongly advise our guests to wear masks at all times and follow all government guidelines to minimise the risk of infection.

If you need to extend or cancel your trip due to unforeseen circumstances related to the pandemic, we will hold or refund your payment as credit for future use. We appreciate your understanding and cooperation during these challenging times and look forward to providing you with a safe and enjoyable safari experience.

(16) Voluntary Execution

By depositing Early Trails Expedition, I, as the depositor, acknowledge that I have thoroughly read and understood the contents of the Booking terms & conditions. Specifically, I have taken note of the policies on cancellations and refunds, the responsibilities that trip participants need to take care of, and the limitations of liability that the tour company bears.

It is imperative that the depositor’s family and beneficiaries also acknowledge these terms and conditions in case the depositor cannot join the trip for any reason. This deposit serves as proof that all parties involved have agreed to the terms and conditions that Early Trails Expedition has put in place for the benefit of all parties.

At Early Trails Expedition, we value the satisfaction of our clients and strive to provide the best services. Please let us know immediately if you feel dissatisfied with the vehicle or guide assigned during the safari. Within a short time, our team will address the issue and make necessary changes to ensure you have the best possible experience.

We take pride in our services, and when you choose us for your safari experience, it is a great honour. We look forward to meeting you and giving you an unforgettable safari as you explore with us.

(17) Jurisdiction

This agreement between us and our clients is governed by English law and is subject to the exclusive jurisdiction of the English courts in Uganda. This means that any legal disputes or claims arising from this agreement will be resolved according to English law, and any legal proceedings will be conducted in the English courts in Uganda.

By agreeing to these booking terms and conditions, you acknowledge and accept that any legal disputes or claims must be brought before the English courts in Uganda. This includes any issues related to this agreement’s interpretation, validity, or enforcement and any disputes arising from our services.

We have chosen English law and the English courts as the governing law and jurisdiction for this agreement because we believe it is a fair and neutral system that will provide both parties with a reliable and consistent framework for resolving any disputes that may arise. It is also essential to have a clear and consistent legal framework to govern our relationship with our clients, regardless of their location or trip.

While we hope you will never have any reason to use these legal provisions, it is essential to have them in place to ensure that our clients clearly understand their legal rights and obligations. It is also a framework for swiftly and efficiently resolving any possible disputes.


We offer unique travel experiences that combine the thrill of adventure with a deep appreciation for nature. Our company’s name reflects how we turn our clients’ interests into exciting expeditions through historical trails and destinations.

Ready To Plan A Trip?

Do not hesitage to give us a call. We are an expert team and we are happy to talk to you.

+256 781 611986