Terms and Conditions for Afraeka Adventures Limited

Last updated: October 2026

Please read these terms and conditions (our compensation policy) carefully. Do not make a booking until you have read, understood and accepted them.

1. Who These Terms Cover

In these terms, “we”, “us” and “our” mean Afraeka Adventures Limited. “You”, “Client” and “Customer” mean the person in whose name, or on whose behalf, the booking is made, and the people named on the checklist and invoice. “Suppliers” and “third-party providers” mean anyone who supplies a travel service, including airlines, hotels, lodges, restaurants, transport and logistics companies, wildlife authorities, visa and passport offices and other government agencies.

The person making the booking (the “Lead Traveller”) confirms that they have authority to accept these terms for everyone on the booking, and that they will pass on all relevant information to them. The “Checklist” is the checklist each Client signs for a booking, and it forms part of these terms. By booking, you also accept any extra conditions that apply to a specific tour. We may update these terms. The version in force when your booking is confirmed applies to that booking.

2. Quotations and Booking Confirmation

Quotations are subject to availability and are not confirmed reservations. Prices are normally quoted in US dollars per person unless stated otherwise, and depend on the number of travellers, accommodation, vehicles, permits, taxes and supplier rates. If the number of travellers changes, we may recalculate the price.

You can reserve by contacting us through the details on our website. A booking is confirmed only when we have received the required deposit or payment, you have given us each traveller’s full name, nationality and passport details, and we have issued written confirmation. Until then, accommodation, vehicles, guides, flights, permits and activities are not guaranteed.

3. Pricing and Inclusions

Publicly quoted prices can change because of factors beyond our control, such as exchange-rate movements and fuel surcharges. Once a price has been confirmed and paid, it is final. Prices on our website are per person unless specified. We may also price tours on single, double or triple occupancy. A guest who takes single occupancy on a tour priced for double occupancy pays a supplement, which varies from tour to tour. Some departures have special payment plans, which we explain at booking.

What is included in each tour is set out in its itinerary and quotation. Tailor-made tours have their own pricing, payment and cancellation terms in the quotation or proposal, and these prevail over this page where they differ.

4. Deposits and Payment

• Deposit: 30% to 50% of the total price, unless your quotation says otherwise.
• Balance: due no later than 30 days before arrival.
• Late bookings: bookings made within 30 days of departure may need full payment at confirmation.
• Permits and limited-availability services: gorilla and chimpanzee permits, domestic flights and similar services may need full payment immediately.
• Currency and fees: payments in US dollars are preferred. You pay any bank charges, currency-conversion costs and shortfalls.

Paying safely: pay only using the details on your invoice or an approved online payment link. If you receive changed bank details, check them with us directly using contact details you already hold before you pay. If you pay cash, make sure the person receiving it carries our company identity card or wears our uniform, and keep your receipt as proof of payment. For wire transfers, ask us for our bank details, or fill in the form on our website.

5. Gorilla, Chimpanzee and Other Wildlife Permits

Permits are issued by government wildlife authorities and depend on their availability and rules. Unless the issuing authority approves a refund, gorilla, chimpanzee, golden monkey and other wildlife permits are non-refundable and non-transferable, and are valid only for the named traveller and date.

We are not liable if a traveller is refused entry to an activity because of incorrect passport details, illness, late arrival, missing documents, age requirements or failure to follow a ranger’s instructions. Sightings are not guaranteed. The length, difficulty, route, sector and group allocation of a trek are decided by the wildlife authority and by conditions on the day.

6. Cancellation by You

Cancellations must be sent to us in writing, and take effect on the date we acknowledge receiving them. Unless your quotation says otherwise, these charges apply to the cancellable land-service part of the price:

Permits, airline tickets, insurance premiums, payment fees and any other supplier costs we cannot recover are charged on top. Approved refunds are paid back to the original payer by the original payment method, after we have settled supplier accounts. We do not normally refund unused services when a traveller arrives late, leaves early or chooses not to take part. Terms for tailor-made tours are in the specific quotation.

7. Changes Requested by You

Changes to dates, accommodation, activities, names or destinations depend on availability and supplier approval, and are not confirmed until we accept them in writing. You pay any price increase, amendment fee, new permit cost or ticket reissue charge that results. A major change of dates or destination may be treated as a cancellation and a new booking.

8. Changes and Cancellation by Us

Itineraries can change because of weather, road closures, closed attractions, traffic, wildlife conditions, park rules, accommodation, borders, flights or security. When this happens we will tell you as soon as possible, adjust the route, activity order, accommodation or vehicle where reasonably necessary, and offer a comparable alternative where we can. Where the overall experience stays substantially similar, such changes do not entitle you to a refund.

If we cancel a tour for a reason within our reasonable control, you may choose a comparable alternative tour, a travel credit, or a refund for services not provided, less non-refundable third-party costs. We are not responsible for costs outside the package, such as international flights, visas or accommodation you booked yourself.

9. Force Majeure

We are not liable for failing to perform, and do not pay compensation, where events beyond our reasonable control prevent or affect our services. These include severe weather, natural disasters, pandemics, government restrictions, border or park closures, conflict, civil unrest, strikes, airline changes and infrastructure failures. We will make reasonable efforts to help, but refunds or credits depend on what our suppliers return to us. Extra costs caused by such events, such as accommodation, meals, transport, evacuation or re-routing, are for you or your insurer.

10. Travel Insurance

You must hold comprehensive travel insurance from the date you book. Your policy should cover trip cancellation and interruption, overseas medical care, evacuation and repatriation, the activities you plan (such as gorilla trekking), baggage and personal liability. You must check that your policy suits your itinerary. We can help you arrange optional cover, and any evacuation cover arranged through us is supplementary only. We are not responsible for losses suffered by guests who do not hold insurance, and insurance premiums are non-refundable.

11. Health, Fitness and Special Needs

Tell us before you confirm about any medical condition, disability, pregnancy, allergy, dietary need or mobility limit that could affect your trip. You are responsible for getting your own medical advice on vaccinations, malaria prevention, altitude, fitness and medication. A guide, ranger or medical professional may refuse a person’s participation in an activity for safety reasons, and this is usually not refundable.

We try to accommodate special needs, but many destinations have limited accessibility, and some places lack facilities for guests with disabilities. Walkers, wheelchairs, scooters and some medical assistance devices may be restricted on certain tours. Porters and sedan chairs must be requested in advance and are not guaranteed. Service animals are not allowed on overseas tours. If you think anything may stop you or a travel companion from travelling, you must tell us straight away.

12. Passports, Visas and Documents

You are responsible for holding a valid passport, the correct visas, vaccination certificates where required, travel authorisations and any other entry or exit documents. Entry information we give you is general and can change without notice, so check requirements with the embassy or consulate for your destination. We are not liable for losses caused by missing or expired documents, a refused visa, denied entry or incorrect passport details.

13. Transport, Flights and Baggage

Vehicles are assigned according to the itinerary and group size. Driving times are estimates and can change with traffic, roads, weather, borders and wildlife stops. Seats may rotate on shared tours, and you must follow safety instructions and wear seatbelts where fitted. Smoking is not allowed in our vehicles, and our driver-guides will stop regularly for guests who wish to smoke.

Tour prices do not normally include airfare. As a courtesy we can help with airline bookings, but tickets, especially economy fares, are generally non-refundable, non-transferable and non-changeable, and we are not responsible for refunds of airline tickets. Flights follow the airline’s own rules. Light aircraft have much lower baggage allowances, and any excess-baggage fees are yours to pay. Inbound flights must arrive on the day and in the city where the tour starts, and return flights must leave on the day and from the city where it ends. A guest who arrives or leaves on other days must join the group at their own expense. If you book your own flights or accommodation, you are responsible for your own transfers, and we may not be able to delay a tour for someone not on the group’s flight schedule. We will try to tell you about flight changes we learn of, but you must give us your flight details.

Because tour vehicles have limited luggage space, guests may bring only reasonable baggage that fits in storage. We will tell you the baggage limit when you book.

14. Accommodation and Meals

All accommodation depends on availability. If a hotel or lodge cannot take the group, we will assign one of equal or higher standard where possible. Requests for particular rooms, beds or views are not guaranteed unless confirmed in writing. We pass dietary needs to suppliers, but we cannot guarantee an allergen-free environment. Guests with serious allergies must carry their own medication and speak directly with each provider. Meals are included only as specified in the itinerary. You pay for personal expenses such as drinks, laundry, calls, minibar items and any damage you cause. Rooms are non-smoking unless you ask for a smoking room at booking, which is subject to availability.

15. Wildlife, Adventure Activities and Conduct

Activities such as gorilla and chimpanzee trekking, hiking, boat trips, rafting and wildlife encounters carry real risks. You must follow instructions from guides, rangers, lodge staff and the authorities, and you must not harass or feed animals, leave vehicles without permission, carry illegal items, endanger others or behave abusively.

We may remove from a tour anyone whose conduct is unruly, puts others at risk or is against the interests of the group, including someone who is intoxicated or under the influence of drugs. No refund is given, and the traveller bears any resulting costs, including alternative travel and return home. This applies to group tours. A guide may also offer optional activities not in the itinerary, and you are under no obligation to buy them.

16. Children

A parent or legal guardian must make the booking for anyone under 18 and remains responsible for their supervision and conduct. Minimum ages apply to gorilla and chimpanzee trekking and some adventure activities. If a child is refused because they do not meet an age rule, the permit and supplier costs are still payable.

17. Guides, Tipping and Belongings

Every published tour has an experienced, professional guide for the group, who looks after the group’s welfare for the whole tour. Guide assignments may change for operational reasons. Tipping drivers, guides and staff is customary but voluntary unless included in your package, and we give tipping guidelines with your travel documents. You are responsible for your passport, money, baggage, electronics and valuables.

18. Photography and Media

You may take personal photographs, subject to park, community, cultural and privacy rules. Drones, commercial filming and professional equipment may need advance permission and extra permits. We may photograph or film our tours for promotion. We will not use images, video or testimonials in which you can be identified without your permission, and you can withdraw that permission in writing for future use.

19. Privacy

We collect the identity, contact, payment, dietary, health and emergency information needed to run your trip. We may share it with hotels, airlines, transport operators, wildlife authorities, border officials, guides, insurers and other suppliers who need it. We protect it with reasonable measures, keep it only as long as needed for operational, legal and accounting purposes, and handle it under the data protection law of Uganda. See our Privacy Policy for more detail.

20. Complaints

Report any problem immediately to your driver-guide, the lodge manager or our office so it can be fixed during your trip. If it is not resolved, send us a written complaint with supporting details within 14 days after your tour ends, at info@afraekaadventures.com.

21. Responsibility and Liability

We organise your tour and, for some services, act as an agent for independent suppliers. We take reasonable care in choosing suppliers and in the services we provide directly. To the extent the law allows, we are not liable for indirect or consequential loss, lost enjoyment or lost profit, or for events caused by you, by unrelated third parties or by circumstances we cannot control.

Nothing in these terms excludes liability for fraud, wilful misconduct, or death or personal injury caused by our negligence, or any right that cannot lawfully be waived.

22. Client Declarations

By accepting these terms, each Client confirms the following.

• Assumption of risk: I understand that travel may involve hazardous activities and situations, with a risk of illness, injury or death caused by forces of nature, animals, insects or plants, my own negligence, or other people or companies. Weather can be severe, and medical services beyond first aid may not be readily available. I accept these risks as part of the adventure and take responsibility for them, subject to the limits in section 21.
• Physical condition: I understand the physical demands of the activities I will take part in, and I have no known physical, medical or mental condition that would impair my ability to take part or my safety, except any I have told Afraeka Adventures Limited about. I authorise Afraeka Adventures Limited or my local ground handler to arrange emergency medical treatment for me if needed.
• Voluntary participation: I have chosen to take part in this trip, and I have read the trip description on the Afraeka Adventures Limited website, brochure or quotation and understand the hazards involved.

23. Third-Party Conditions

Hotels, airlines, wildlife authorities and payment processors may have their own terms. Where a supplier’s terms are stricter than ours, particularly for permits and airline tickets, the supplier’s terms apply.

24. Governing Law and Disputes

These terms and your booking contract are governed by the laws of Uganda. Disputes go first to good-faith written negotiation. If they are not resolved, either side may take the matter to a competent court in Uganda, unless mandatory law requires a different forum.

25. General

If any part of these terms is found invalid, the rest still applies. Our not enforcing a right straight away does not mean we have given it up. These terms apply to custom tours except where changed in your proposal or by written agreement.

26. Passenger Agreement

Every guest completes a Passenger Agreement before travel and, by doing so, accepts these terms and the liability provisions above for themselves, each member of their travelling party and any minor children with them. We do not release travel documents without a completed Passenger Agreement, and we may cancel a booking that has none.

Contact

Afraeka Adventures Limited
Registered address: P.O. Box 212533, Kampala
Place of business: Kireka Central
Trading licence number: 2610594949
Email: info@afraekaadventures.com
Phone / WhatsApp: +256 794 144 988