Booking Terms and Conditions by Butterfly and Birding Safaris

Butterfly and Birding Safaris Ltd (“Butterfly and Birding Safaris,” “we,” “our,” or “us”) is a registered private company in Uganda, licensed by the Uganda Travel Bureau and operating as a recognized Destination Management Company (DMC) across East Africa. The following Terms and Conditions outline the contractual agreement between Butterfly and Birding Safaris and clients booking safari holidays or related travel services featured on our platforms. Clients are advised to read these Terms carefully as they form the basis of a legally binding agreement.

 

Formation of a Booking

A confirmed booking with Butterfly and Birding Safaris exists only after we issue a Confirmation Invoice & Itinerary. This is provided once:

  • A deposit has been received.
  • All essential elements of the trip have been secured.

By confirming the booking, the lead traveler guarantees that they have the authority to accept these Terms & Conditions on behalf of all participants named in the booking.

 

Payment Terms

  • Deposit: A minimum of 30% of the total trip cost is required at the time of booking.
  • Balance: The remaining balance must be paid no later than 45 days before the scheduled departure.

In some cases, higher advance payments may be required, particularly for:

  • Gorilla and chimpanzee permits (payable in full at the time of booking, non-refundable, and subject to government rates).
  • Internal flights or services during peak holiday seasons.

Failure to meet payment deadlines may result in automatic cancellation of the booking, with forfeiture of the deposit.

All quotations are made in USD and remain valid for 7 days from issuance.

 

Cancellation by the Client

Clients may cancel their booking at any time by written notice sent via email to info@butterflyandbirdingsafaris.com. Cancellation becomes effective only when acknowledged by Butterfly and Birding Safaris. Charges apply as follows:

  • More than 90 days before departure: Full refund, no cancellation fee.
  • 45–90 days before departure: 30% of the booking cost.
  • Less than 45 days before departure: 100% of the booking cost.
  • No-show: 100% of the booking cost.

Exceptions:

  • Gorilla/chimpanzee permits and domestic flights, once purchased, are strictly non-refundable.
  • Certain lodges and camps may impose stricter cancellation penalties, particularly during peak travel seasons (December–February and May–July). These will be communicated in writing at the time of quoting.

Travel insurance is strongly recommended to cover cancellation costs.

 

Amendments by the Client

Clients may request changes to a confirmed booking in writing. While we will make every effort to accommodate changes, such amendments may not always be possible and could incur:

  • An administration fee of USD 50 per change.
  • Any additional costs charged by suppliers.

Amendments requested less than 45 days before departure may be treated as cancellations and subject to full charges.

Bookings may be transferred to another traveler if written notice is provided at least 7 days before departure. Both the original and substitute travelers remain jointly responsible for any costs incurred.

 

Cancellation by Butterfly and Birding Safaris

We reserve the right to cancel a trip in cases of:

  • Unavoidable and extraordinary circumstances (force majeure events such as political unrest, pandemics, or natural disasters).
  • Non-payment of balance by the client.

Except where cancellation results from force majeure, clients will receive:

  • A full refund of monies paid.
  • Additional compensation of USD 250 per person, unless cancellation was beyond our control.

 

Changes by Butterfly and Birding Safaris

(a) Price Adjustments

Prices may increase after booking only due to:

  • Fuel surcharges.
  • Government-imposed taxes/fees.
  • Currency fluctuations.

No price increases will occur within 45 days of departure. If an increase exceeds 8% of the total trip cost, clients may:

  • Accept the revised cost.
  • Transfer to an alternative trip of equal/lower value (refunds apply where relevant).
  • Cancel and receive a full refund (excluding amendment fees).

(b) Other Changes

Minor changes (e.g., domestic flight time shifts under 12 hours, vehicle type substitution, activity rescheduling, or accommodation of equivalent/higher standard) do not entitle clients to compensation.

 

Liability

We are committed to delivering services as outlined in confirmed itineraries. Clients may claim compensation or price reduction if services are not provided as agreed, except where:

  • Failures are attributable to the client or a third party beyond our control.
  • Failures result from unavoidable and extraordinary circumstances.

Our liability, except for death, injury, or illness, is limited to three times the total trip cost.

 

Complaints Procedure

Any complaints should be reported immediately to your driver-guide, lodge manager, or trip manager to allow prompt resolution.

Unresolved issues must be submitted in writing to info@butterflyandbirdingsafaris.com within 28 days of returning home. Failure to report issues during the trip may limit our ability to provide remedies or compensation.

 

Assistance During Travel

If clients encounter difficulties (e.g., health emergencies, lost travel documents), Butterfly and Birding Safaris will assist by liaising with medical providers, authorities, or consulates. Costs incurred must be covered by the client or claimed through their travel insurance.

 

11. Special Needs and Requests

Travelers with medical conditions, disabilities, or dietary restrictions must inform us before booking. While we strive to accommodate such requests, not all destinations may be suitable.

We reserve the right to decline bookings where needs cannot be met. Requests (e.g., special meals) will be passed to suppliers but cannot be guaranteed.

 

Optional Excursions

Activities or excursions booked locally with third-party providers are not part of the package offered by Butterfly and Birding Safaris. Responsibility lies solely with the external operator.

 

13. Travel Documentation

Clients are responsible for reviewing all documents and notifying us of any discrepancies immediately. Additional costs due to late corrections will be borne by the client.

 

Client Responsibilities

  • Stay updated on official travel advisories before and during travel.
  • Ensure valid passports, visas, vaccination certificates, and compliance with immigration regulations.
  • Adhere to check-in schedules and present all pre-booked travel documents.
  • Accept the inherent risks of African travel, particularly wildlife encounters, environmental conditions, and potential health hazards.

 

Insurance Requirement

All clients must purchase comprehensive travel insurance covering medical emergencies, evacuation, cancellation, and pandemic-related risks. Proof of insurance may be requested before departure.

 

Governing Law

This agreement is governed by Ugandan law and the jurisdiction of Ugandan courts, though clients may alternatively choose the law of Kenya, Rwanda, or Tanzania, where we also operate.

 

 Pandemic and Epidemic Clause (Ebola & COVID-19)

Travelers must:

  • Hold adequate insurance covering outbreak-related risks (e.g., COVID-19, Ebola).
  • Accept responsibility for quarantine, testing costs, medical expenses, and disruptions caused by outbreaks.
  • Comply with national health protocols (mask-wearing, hand hygiene, social distancing).

PCR testing may be required for entry/exit. Butterfly and Birding Safaris can facilitate arrangements but assumes no liability for delays, errors, or missed connections.