Terms & Conditions
Vibrant Holiday Safaris Ltd (herein also called “Vibrant Holiday Safaris”, “VHS”, “we”, or
“us”), which is registered in Uganda under license number UTB/RTT/TT/2022/100333,
operates all safari holidays featured on this website
- OUR DETAILS
We are based at 2nd Floor Suite 21, Fraine Supermarket Building, Ntinda,
Kampala Uganda Travel Burau licenses our operations under
UTB/RTT/TT/2022/100333. Vibrant Holiday Safaris Ltd is a private company
registered by the URSB under registration number 80020002697898. - YOUR BOOKING WITH VIBRANT HOLIDAY SAFARIS
A booking with VHS will exist as soon as we issue our ‘Confirmation Invoice &
Itinerary’. We will issue this after receiving your deposit and confirming every
element of your trip to East Africa. We will make your booking on the terms of
these booking conditions. In agreeing to them, you guarantee that you have the
authority to accept and do accept on behalf of your party (named on the booking
form) the terms of these booking conditions. - PAYING FOR YOUR TRIP TO EAST AFRICA
When you make your booking, you must pay a deposit of 30% of the booking
cost. Balance or full payment should be made within 45 days of the trip’s
departure. Sometimes your booking may require other upfront payments on top
of the usual 30% deposit – for internal flights, gorilla permits or some bookings
over peak holiday periods.
Chimpanzee and Gorilla permits in Uganda and Rwanda must be paid 100% upfront
based on the government’s advertised price. Changes in pricing and booking terms of
the permits are independent of VHS terms and determined by the government body in
charge of wildlife.
We will inform you before booking your trip with us if an additional deposit is required.
Then you must pay the remaining balance of the booking cost at least 45 days before
your departure date.
If the deposit and/or balance is not paid in time, we have the right to cancel your travel
arrangements and will retain your deposit. If your payment is late, we will send you a
reminder, and if it is still not paid, we will be forced to cancel your trip.
Any quote offered to you is valid for 7 days from that date, after which we may have to
vary the price due to cost changes.
Our suppliers have rates in US dollars. We will quote you a trip in only USD, and any
quote you receive from us will be valid for 7 days.
- IF YOU CANCEL YOUR TRIP TO AFRICA
You, or any member of your party, may cancel your travel arrangements at any time.
Written notification from the person who made the booking must be received by email.
Please send it to info@vibrantholidaysafaris.com and ensure that VHS acknowledges
the email. Since we incur costs in canceling your travel arrangements, you will have to
pay cancellation charges as follows:
Period before departure in which you notify us: Cancellation charge:
More than 90 days No charge: full refund
45 to 90 days 30% of the booking cost
less than 45 days 100% of the booking cost
No show 100% of the booking cost
Note: Some camps have high cancellation charges over peak booking periods, such as
December to February or May to July. That may affect the above cancellation charges,
making them higher than normal. If higher-than-normal cancellation charges affect your
booking, we will inform you in writing at the quote stage and before you pay your
deposit. Once your deposit is paid and we have issued you a Confirmation Invoice, you
are liable for these increased cancellation charges.
If you paid upfront for gorilla permits or domestic flights at the deposit stage, these are
non-refundable. So the cost of these will be retained by us on top of the cancellation
charges indicated above.
Suppose the reason for your cancellation is covered under the terms of your insurance
policy. In that case, you can reclaim these charges, and we can issue you a cancellation
invoice to support your claim.
- IF YOU CHANGE YOUR BOOKING
If, after we’ve issued our confirmation invoice and you wish to change your travel
arrangements in any way, for example, your chosen departure date or accommodation.
We will do our best to make these changes for you. However, it may only sometimes be
possible.
Any request for changes to your confirmed booking must be in writing from the person
who made the booking. We may ask you to pay an administration charge of USD 50
and any further costs we incur in making this alteration.
You should be aware that the closer to your departure date, the higher the costs of
making changes to your confirmed booking will likely be. So you should contact us to
make them as soon as possible.
Note: Certain travel arrangements may not be changeable after a reservation, and any
alteration could incur a cancellation charge of up to 100% of that part of the
arrangements. In particular, any changes requested within 45 days of departure will be
subject to the cancellation charges above.
You can transfer your booking to another person who satisfies all the conditions that
apply to this booking by giving us notice in writing at least 7 days before departure. You
and the new traveler are responsible for paying all costs we incur in making the transfer. - IF WE CANCEL YOUR BOOKING
We reserve the right to cancel all or part of your booking if unforeseeable circumstances
force us to do so. We will not cancel the booking less than 45 days before your
departure date except for unavoidable and extraordinary circumstances or failure by you
to pay the final balance.
Unavoidable and extraordinary circumstances mean a situation beyond our control, the
consequences we could not have avoided even if we take all reasonable measures. We
observe advice provided by the USA, UK Foreign, & Commonwealth Office only.
If we refund you, we will pay compensation of $250 per person except where the
cancellation is due to unavoidable and extraordinary circumstances (see definition
above). That does not exclude you from claiming more if you are entitled to do so. - IF WE CHANGE YOUR BOOKING
(a) Changes to the price
We can change the price of your trip after you’ve booked, only in certain circumstances:
Changes in the price of the carriage of passengers resulting from changes to the cost of
fuel, the level of taxes or fees imposed by third parties, including tourist taxes, means
that the price of your travel arrangements may change after you have booked. However,
there will remain the same within 45 days of your departure.
Suppose this results in an increase equivalent to more than 8% of the total price of your
travel arrangements. In that case, you can accept or change to another trip if we can
offer one. We will refund any price difference if the alternative is of a lower value. Also,
you could cancel and receive a full refund of all monies paid, except for any amendment
charges. Should you decide to cancel, you must do so within one week of being told of
the change.
Should the price of your trip go down due to the cost changes mentioned above, then
we will pay any refund due. We will deduct from this refund our administrative expenses
incurred.
Please note that we do not always purchase travel arrangements in local currency, and
some apparent changes have no impact on the price of your travel due to contractual
and other protection in place.
(b) Changes other than the price
It is a term of your booking that we can change any aspect of your booking. If the
change is insignificant, we will ensure that you are notified about it. Examples of minor
changes include alteration of your domestic flights by less than 12 hours, changes to
safari vehicle type, changes of accommodation to another of the same or higher
standard, and changes of when some activities occur. - OUR LIABILITY TO YOU
You must inform us without undue delay of any failure to perform or improper
performance of the travel services included in your safari package. Suppose any of the
travel services included in your package are not performed per the contract or are
improperly performed by the travel service suppliers or us, and this has affected the
enjoyment of your travel arrangements. In that case, you may be entitled to an
appropriate price reduction, compensation, or both. We will not be liable where any
failure to perform or improper performance of the travel services is due to: you or
another member of your party; or a third party unconnected with the provision of the
travel services in the package and is unforeseeable or unavoidable; or unavoidable and
extraordinary circumstances, which means a situation beyond our control, the
consequences of which could not have been avoided even if we’ve taken all reasonable
measures.
Our liability, except in cases involving death, injury or illness, shall be limited to three
times the cost of your travel arrangements. Our liability will also be limited in
accordance with and/or in an identical manner to the contractual terms of the
companies that provide the travel services that make up your package. These terms are
incorporated into your booking.
NB this entire clause 8 does not apply to any contracts you may enter for excursions or
activities whilst on your trip.
- COMPLAINTS
If you have a complaint about any of the services included in your trip, you must inform
the supplier or your trip manager. That may be a camp or hotel manager where you are
staying, your driver guide or trip manager via the contact telephone numbers we will
provide before your departure.
If it is not resolved locally, please follow this up within 28 days of your return home by
writing to info@vibrantholidaysafaris.com. Give your booking reference and all other
relevant information, keeping your email as concise and to the point as possible.
If you fail to report your complaint whilst on your trip, we will not have the opportunity to
investigate and rectify it whilst you are travelling, affecting our ability to improve the
situation for you and the possibility of claiming back any form of compensation. - ADDITIONAL ASSISTANCE
If you’re in health difficulty whilst in East Africa and ask us to help, we will provide
necessary assistance, in particular by providing information on health services, local
authorities and consular assistance, medical assistance, and helping you to find
alternative arrangements and any necessary phone calls/emails. You must pay any
costs we incur or claim them back from your travel insurance company. - MEDICAL CONDITIONS, DISABILITIES AND OTHER SPECIAL REQUESTS
We welcome customers with special needs, but you must contact us before booking
with specific details so that we can advise on the suitability of your plans. Regrettably,
not every destination may be suitable. We must reserve the right to refuse a booking if
we cannot meet your needs. If you fail to advise us in advance, we must reserve the
right to cancel the booking as soon as we become aware of the situation.
Should you have special requests, such as food intolerances or meal requests, for other
reasons, we are happy to pass these on to the relevant suppliers, but these are
requests and not guarantees.
- EXCURSIONS
Excursions or other tours that you may choose to book or pay for whilst you are in Africa
are not part of your trip provided by us. For any excursion or other tour you book, your
contract will be with the operator of the excursion or tour and not with us. We are not
responsible for the provision of the excursion or tour or for anything that happens during
its provision by the operator. - DOCUMENTATION
Please check all the documentation you receive and notify us immediately if you notice
any errors. If you do not do so, there may be additional costs if changes have to be
made later. - YOUR RESPONSIBILITIES
Firstly, you must review the current travel advice of your safari holiday destination
before booking and ensure you remain up to date with this advice before travelling.
Your specific passport, visa, and other immigration requirements are your responsibility.
You should confirm these with the relevant Embassies or Consulates. We do not accept
any responsibility if you cannot travel because you have not complied with any
passport, visa or immigration requirements.
You must also ensure that your vaccination certificates are in order and that you have
taken the advice of your doctor with regard to vaccinations.
We refer, in particular, to our pre-departure information sheet. We will offer general
advice but cannot be held responsible if you do not comply with current requirements
before your departure.
We do not accept liability for any advice given of a general nature before the holiday
commences. You are responsible for a timely check-in for all flights and presenting
yourself to take up all pre-booked components of your holiday.
No credit or refund will be given to you should you fail to take up any component of your
holiday or lose any travel documents.
We also draw to your attention that certain inherent risks are involved in all of the
African safari holidays we supply – especially concerning wildlife, plants, the
environment and illness. You must accept these at your own risk. If you wish to discuss
any such risks with us, we would be more than happy to provide advice over the
telephone or in writing.
- INSURANCE
It is a part of our Terms & Conditions that all clients must purchase adequate travel
insurance. We reserve the right to cancel your holiday at any time should such a policy
not be taken out by you. - LAW AND JURISDICTION
This booking is governed by Ugandan Law and the jurisdiction of the Ugandan Courts.
However, you may choose the law and jurisdiction of Rwanda, Kenya or Tanzania,
where we also operate. - EBOLA VIRUS & COVID-19 PANDEMIC ADDENDUM TO OUR TERMS &
CONDITIONS
A. Your government state department (foreign office) for international travel might have
travel warnings for the destinations you visit. If you decide to travel despite these, you
must check the advice carefully.
B. You must have insurance covering you for any Virus outbreak, Ebola or COVID-19-
related issues. Specifically, for any claim, loss, liability, cost or expense of whatever
nature directly or indirectly arising out of, contributed to or resulting from Ebola Virus
Disease (EVD), coronavirus disease (COVID-19), severe acute respiratory syndrome
coronavirus 2 (SARS-cov-2), or any mutation or variation thereof. This exclusion also
applies to any claim, loss, cost or expense of whatever nature directly or indirectly
arising out of, contributed to or resulting from:
(1A). Any fear or threat (whether actual or perceived) of; or
(1B). Any action taken in controlling, preventing, suppressing or relating to any outbreak
of; Ebola Virus Disease (EVD), Coronavirus disease (COVID-19), severe acute
respiratory syndrome coronavirus.
You undertake to indemnify the company if you incur additional costs due to a lack of
adequate insurance coverage.
C. Vibrant Holiday Safaris has its standard liability for all clients – covering non-
COVID/EVD-related issues. We will use our best endeavors to assist if an incident
occurs during the holiday. However, we will have no additional liability. We will not incur
additional costs due to COVID-19 and your decision to travel during the pandemic. That
includes any scenario resulting from EVD or COVID-19, for example, safari cancellation,
quarantine on arrival, medical or hospital bills or repatriation.
D. You know that the COVID-19 pandemic has made flight schedules prone to change.
That might change the flight schedule with little notice, necessitating an earlier or later
return home.
E. That if you were to contract EVD or COVID-19 while on holiday, Yellow Vibrant
Holiday Safaris cannot guarantee the quality of the hospitals that you might be taken to
or the care you might receive. Usually, we can assist in these matters, but due to a
likely national approach to treating the virus, you might be taken to a designated public
hospital outside of Vibrant Holiday Safaris control.
F. You understand that Ebola and COVID waves can occur in Africa with little warning,
impacting hospital capacity and putting strain on their ability to care for any accident or
illness. As mentioned above, Vibrant Holiday Safaris will always try to assist in ensuring
our clients get the best possible medical care if needed. Ultimately, the pandemic can
make it difficult to access medical care if a wave puts pressure on the national system
of the country you are visiting.
G. During travel, you must strictly follow your country’s national advice on EVD and
COVID-19. Taking the same precautions that you would take when at home. That might
include:
- Wearing a mask in public places and transport.
- Carrying hand sanitizer at all times and using it often.
- Washing hands regularly.
- Avoiding crowds.
- Social distancing where possible – 2m ideally.
H. You understand that African countries have very different government-led
approaches to Ebola and COVID-19 safety. As a result, local people often don’t wear
masks, may not social distance or participate in precautionary calls. Vibrant Holiday
Safaris works with high-quality suppliers who are usually more cautious. However,
these lodges are only obliged to follow their national guidelines, which may be below
what you are currently accustomed to.
I. You acknowledge that you might be required to take a PCR test to enter each country
on your itinerary and sometimes for departure. The tests are usually between US$100 –
$350pp, depending on how remote the location is for the test and which lab.
J. Although we may arrange the necessary PCR tests for you, we hold no added liability
for doing so. For example, if the test results are delayed and you miss a connection or
flight, any costs are for your account. You realise that some testing sites will be below
the usual standard you’d expect from a medical facility in your home country.
K. You recognise the possibility of compulsory quarantine on your (and your group’s)
return.
- OFFICIAL CONTACTS
Official company contacts that reach our reservations desk are:
Office:
Mobile:
Email1: info@vibrantholidaysafaris.com
Email2: