When you book a tour with Early Trails Expedition Ltd, you enter into a contract with us and agree to these booking terms and conditions. The specific tour you have booked will be identified in the documentation provided to you at the time of booking. 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 the central bank provides in the destination where you want to have a trip.
We guarantee not to change our prices once the client confirms. However, the price will change if the client requests more days, including activities or any special requests from us that require costs. We shall accept all liability arising from our negligence and NOT to anyone acting on our behalf.
Accommodation
We provide charming and distinct hotels, lodges, guest houses, and camps that offer attractive amenities like hot water, Wi-Fi, friendly staff, and reasonable prices. We kindly request our clients to inform us of any preferred accommodations or dietary requirements in advance. We reserve the right to offer alternate hotels that are of equal or superior quality to your original booking. In Uganda, the range of accommodations varies from suites, luxury rooms, 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 are equipped with 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 make their best efforts to ensure your safety and a smooth travel experience.
Check-in and Check Out
Regarding checking in and out of your accommodation, 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 require a different check-in or check-out time, you can always request the accommodation through us, and we will do our best to inquire about the selected accommodations. Remember that 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 inquiring beforehand.
Pricing and Surcharge
Our website’s advertised prices may change before your holiday is confirmed. Trip prices are subject to variables 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 demonstrate as per 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 where 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 provide the utmost flexibility when responding to all your inquiries. 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
To confirm your safari, you must agree to our terms and conditions. Full payment is required upon confirmation for trips costing USD$2500 per person. A higher deposit will be required and advised at confirmation by your tour manager. For trips involving Gorilla and Chimpanzee trekking or habituation, we may invoice you 80% or full payment to secure your activities.
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 get in touch with us immediately if any information is unclear, incorrect, or incomplete. 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, you can request a trip breakdown from your trip manager for transparency.
If your requested activity or accommodation is unavailable at the designated time, we will book you into another lodge of the same class after notifying you. 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) Refund Policy During or After an Activity.
As Early Trails Expedition Company, we strive to ensure a seamless and enjoyable experience for all our customers. However, please note that we are not responsible for issuing refunds during or after any activity or experience facilitated by our service providers or partner service providers on our behalf. Gorilla permits and air tickets are 100% non-refundable.
Once an activity has commenced or been completed, refund requests will not be accepted under any circumstances, including but not limited to dissatisfaction with the experience, weather conditions, personal schedule changes, or unforeseen circumstances beyond our control.
We strongly encourage all customers to carefully review the details of their chosen activity, including terms and conditions, cancellation policies, and service provider guidelines before making a booking. If there are any concerns or specific requirements, they should be communicated directly with us or the service provider before the activity begins.
In the event of cancellations initiated by the service provider due to safety concerns, operational issues, or other valid reasons, any potential refunds or rescheduling options will be subject to the terms and conditions set by the respective service provider. Customers are advised to refer to the cancellation and refund policies outlined at the time of booking.
(1V) Why Your Refund May Be Delayed?
As Early Trails Expedition Limited, we strive to provide seamless and enjoyable travel experiences for all our customers. However, we understand that sometimes plans change, and refunds may be necessary. While we aim to process refunds as quickly as possible, there are instances where delays can occur. Below are some of the key reasons why your refund may take longer than expected.
In the travel industry, service providers—including hotels, transport companies, and activity organizers—receive payments from multiple tour operators and individual travellers. These funds are often used in advance to secure accommodations, purchase supplies, and arrange logistics for your trip. During peak seasons, service providers manage high volumes of bookings, which can result in slower refund processing times. If a booking is cancelled, they may need additional time to reorganize their finances before issuing a refund.
The timing of your cancellation plays a crucial role in the refund process. If a cancellation occurs close to the scheduled travel date, service providers may have already incurred costs in preparation for your stay, such as accommodation bookings, transportation arrangements, or guided tour preparations. Since these expenses have already been committed, an immediate refund may not always be possible, leading to unavoidable delays.
Refunds must go through several internal administrative procedures before they are finalized. This may involve approval from service providers, verification of payment details, and coordination with financial institutions. Additionally, if the original payment was made through a third-party service such as a bank transfer or credit card processor, external factors beyond our control could contribute to delays in reversing the transaction.
In some cases, refund requests require further investigation before they can be approved. If there is a dispute or an issue related to the refund, Early Trails Expedition Limited may need to engage with the concerned parties—including service providers, financial institutions, and our legal team—to verify and resolve the matter. While this process ensures fairness and accuracy, it may extend the refund timeline.
We understand that waiting for a refund can be frustrating, and we sincerely appreciate your patience. Please know that we are actively working on processing your refund as efficiently as possible. Our team is available to provide updates, and we encourage you to reach out if you have any questions or concerns. As Early Trails Expedition Limited, we value your trust and are committed to making the refund process as smooth as possible.
(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 Early Trails Expedition receive the notification of cancellation.
50% non -refundable on trips whose total cost is beyond $2000.
35% 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 fails to comply with our payment policy (2).
-The person booking with us fails to clear his outstanding balance without written notice. In such a situation, we shall refer to (3).
– 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.
(4) Travel Insurance
As a requirement when booking your holiday with us, we prioritise the safety and well-being of our valued travellers. Therefore, it is essential that you 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 carefully consider their participation in rigorous travel programs. Heart disease, chronic illness, physical handicap, advanced pregnancy, or mental illness can significantly impact coping with extensive travel demands. Therefore, assessing your health condition and consulting with medical professionals before embarking on any challenging travel adventures 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 unfortunate incidents that may occur 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. Therefore, we strongly recommend including supplementary insurance provisions specifically tailored to cover the risks associated with such 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 demonstrating your commitment to responsible travel. Your safety and well-being are our utmost priority, and we want to ensure that your holiday is a truly memorable and enjoyable experience.
(5) 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.
(6) 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.
Please inform us of any medical conditions or special requests affecting your travel arrangements.
Adhere to the itinerary and travel plan you confirmed before departure. We cannot be held liable for any issues resulting from 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.
(7) 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.
Please note that we will not accept any responsibility 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 with that are not mentioned in 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.
Please note that we will not accept any responsibility 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 with that are not mentioned in 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.
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 assist you and address your concerns. 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 no later than 30 days after the completion of your holiday/safari/tour. This allows us to investigate the matter thoroughly and provide an appropriate response.
Please note that we can only accept complaints notified by this procedure. Any complaint that does not follow this procedure will not be accepted.
(8) 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 accuracy of the information provided, we cannot be held responsible for any mistakes or omissions.
(9) 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, kindly inform us during your booking process so we can obtain the necessary licenses. Our safaris are designed to 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.
(10) 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, and if any tour member does not want their photo to be used for promotional purposes, they should inform the tour guide at the start of the tour. We will make sure not to use his photos or moments anywhere.
(11) 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 regret that we cannot 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.
Please note that 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 engaging in such activities is at your own risk, and we assume no responsibility for your safety.
(12) 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. All restrictions have been lifted. However, we encourage clients always to wear masks for their safety. We still need covers when visiting Chimpanzees and Gorillas to minimise the risk of transmission.
Please note 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.
(13) Voluntary Execution
By depositing Early Trails Expedition, I, as the depositor, acknowledge that I have thoroughly read and understood the contents of the Terms and Conditions. Specifically, I have taken note of the policies on cancellations and refunds, the responsibilities that trip participants need to undertake, 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. If you feel dissatisfied with the vehicle or guide assigned during the safari, we urge you to inform us immediately. We need 24hours or 48 hours to address the issue and make necessary changes to ensure you have the best possible experience depending on your location.
We take pride in our services and are honored that you have chosen us for your safari experience.
(14) 14. LIABILITY
14.1 Early Trails Expedition limited will make every effort to ensure that all arrangements and services offered as part of the safari are carried out as specified in the most efficient way possible. However, the company does not have direct control over the provision of services by suppliers, and while every supplier is chosen with the utmost care, Early Trails Expedition limited does not accept liability for errors or omissions by such suppliers.
14.2 Early Trails Expedition limited shall not be liable for any loss, damage, or injury of any nature whatsoever, whether to person or property.
14.3 While every care is taken, Early Trails Expedition limited cannot be held responsible for the direct or indirect costs of loss or damage to baggage or personal possessions.
14.4 Early Trails Expedition limited cannot accept liability or pay compensation for unforeseen circumstances beyond the control of the company or its staff. These include, but are not limited to, flight delays/cancellations, force majeure such as war or the threat of war, riots, civil disturbances, terrorist acts, border closures, actions by governments or other authorities, strikes, theft, epidemics, road closures, industrial disputes, natural or nuclear disasters, extreme weather conditions, fire, technical and/or mechanical problems with transport, and all similar events beyond the company’s control.
14.5 It is the responsibility of the travel agency/wholesaler to ensure that all members of the tour have the appropriate passports, visas, travel permits, health certificates, and other documentation required for the safari.
14.6 Clients are responsible for taking the necessary medical and practical precautions regarding their health and safety. Medical advice should be sought well in advance of travel.
14.7 Clients are strongly advised to obtain comprehensive travel insurance before coming to Uganda. Local evacuation coverage is available in the unlikely event of a medical emergency while on safari with Early Trails Expedition limited.
14.8 The respective laws of the country govern Early Trails Expedition limited’s liability to passengers carried in its own vehicles. All claims are subject to the jurisdiction of the courts of the country in which the cause of action arises.
Thank you for taking the time to read these Terms & Conditions!
(15) 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 the interpretation, validity, or enforcement of this agreement, as well as any disputes arising from the services provided to you by us.
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. We also think it is essential to have a clear and consistent legal framework to govern our relationship with our clients, regardless of where they are located or their trip.
While we hope that you will never have any reason to use these legal provisions, we believe that it is essential to have them in place to ensure that our clients have a clear understanding of their legal rights and obligations and to provide a framework for resolving any disputes that may arise pretty and efficiently.
WhatsApp us