This Booking Policy explains how reservations, payments, changes, and cancellations work when you book a safari with Pick and Transfer Safaris. Please read it carefully before confirming your trip. By making a booking with us, you agree to the terms below.
Please also review our Privacy Policy for information on how we handle your personal data.
How to Book
Understanding Our Privacy Policy
You can request a booking through our website, by email, or via WhatsApp/phone. Once we’ve confirmed availability of accommodation and, where required, gorilla or chimpanzee trekking permits, we will send you a written quotation and itinerary. A booking is only confirmed once we have received your deposit and you have received written confirmation from us.
Deposits and Payment
- Gorilla and chimpanzee permits: Because the Uganda Wildlife Authority (UWA) requires full, upfront payment before it will issue a permit, the full permit fee is payable at the time of booking for any itinerary that includes gorilla or chimpanzee trekking. Permits are non-transferable once issued and are booked in the exact name and passport details you provide.
- Other trip costs (accommodation, transport, guiding, park fees): a deposit of 30–50% of the total package cost is typically required to confirm your booking, with the balance due 60 days before your travel date, unless otherwise agreed in writing.
- Bookings made within 60 days of travel generally require full payment at the time of booking.
- Payments can be made by bank transfer or other methods we specify on your invoice. Please keep your payment confirmation for your records.
Gorilla and Chimpanzee Permit Cancellation Policy (Uganda Wildlife Authority)
Gorilla and chimpanzee permits are issued and controlled by the Uganda Wildlife Authority, not by Pick and Transfer Safaris, and UWA’s own cancellation and refund rules apply regardless of when or how you booked. As of UWA’s current published guidelines, permit refunds are calculated as a percentage of the permit value based on how far in advance of your trekking date you cancel:
| Cancellation notice before trekking date | Refund from UWA |
|---|---|
| 91 days or more | 75% refund (UWA retains 25%) |
| 46–90 days | 50% refund (UWA retains 50%) |
| 9–45 days | 25% refund (UWA retains 75%) |
| 0–8 days | No refund |
A few important notes on this policy, as set by UWA:
- These percentages apply only to permits that have been paid for in full. Deposits alone are non-refundable under any circumstances.
- If you are unable to trek due to illness, and this is confirmed on-site by the park warden-in-charge, UWA may refund 50% of the permit fee, regardless of how close to the trekking date this occurs.
- All cancellation requests must be submitted in writing to the Executive Director of the Uganda Wildlife Authority. The date UWA receives your written request is treated as the official cancellation date for calculating your refund.
- Rescheduling (rather than cancelling) a permit to a new date is only possible more than 91 days before the original trekking date, subject to availability, and may attract a rescheduling fee.
- Refunds through UWA are processed by UWA directly and can take several weeks. Pick and Transfer Safaris will assist in submitting your request but cannot control UWA’s processing timelines or override its decisions.
We strongly encourage every traveler to purchase comprehensive travel insurance that covers trip cancellation, given how limited these refund percentages are, particularly close to your travel date.
Cancellations by the Client (Other Trip Costs)
For the portion of your booking outside gorilla/chimpanzee permits — accommodation, transport, guiding, and park entry fees — our own cancellation terms are:
- 60 days or more before travel: deposit refundable, less any non-recoverable costs already incurred (e.g., non-refundable lodge deposits).
- 30–59 days before travel: 50% of the total package cost is retained.
- Less than 30 days before travel: no refund, as accommodation and vehicles will already be fully committed on your behalf.
Where a lodge, airline, or other supplier applies stricter cancellation terms than our own, those supplier terms will apply to that portion of your booking.
Changes to Your Booking
We understand that plans change. We will do our best to accommodate date changes, itinerary adjustments, or group size changes where possible, subject to availability of permits, accommodation, and vehicles. Changes requested within 30 days of travel may not always be possible and may incur additional costs, particularly where gorilla permits or non-refundable lodge bookings are involved.
Cancellations or Changes by Pick and Transfer Safaris
In the rare event that we must cancel or significantly alter your trip due to circumstances within our control, we will offer you a full refund or an alternative itinerary of equivalent value. We are not responsible for cancellations or changes caused by circumstances beyond our reasonable control (see Force Majeure below), though we will always work with you to find the best possible alternative.
Force Majeure
Pick and Transfer Safaris is not liable for delays, changes, or cancellations caused by events beyond our reasonable control, including but not limited to natural disasters, extreme weather, civil unrest, government travel restrictions, border closures, pandemics, park closures, or airline disruptions. Where such events affect your trip, we will assist you in exploring options with our suppliers, including UWA, but cannot guarantee refunds beyond what our suppliers themselves permit.
Travel Insurance
We require all travelers booking gorilla or chimpanzee trekking, or any wildlife safari with us, to hold comprehensive travel insurance covering trip cancellation, medical treatment, and emergency evacuation. Given the limited refund terms attached to gorilla permits specifically, insurance is your primary protection against unexpected changes to your plans.
Passports, Visas, and Health Requirements
It is the traveler’s responsibility to hold a valid passport (with at least six months’ remaining validity), obtain the correct visa(s) for Uganda, Rwanda, or any other country on your itinerary, and meet any health requirements such as yellow fever vaccination certification. We are happy to advise on general requirements, but final responsibility for compliant travel documents rests with the traveler.
Traveler Conduct and Park Rules
All travelers must comply with the rules set by the Uganda Wildlife Authority and any other park authority during trekking and game-viewing activities, including minimum age requirements (15 years for gorilla and chimpanzee trekking), maintaining safe distances from wildlife, and following ranger and guide instructions at all times. Pick and Transfer Safaris reserves the right to decline participation for any traveler who does not meet these requirements or whose conduct endangers themselves, other travelers, staff, or wildlife.
Contact Us
For questions about this Booking Policy or an existing reservation, please contact us:
- Email: info@pickandtransfersafaris.com
- Phone/WhatsApp: +256 200 921 002 / +256 793 194 703
- Address: Kabale–Kisoro Rd, Kisoro, Uganda
- Website: pickandtransfersafaris.com