Terms and travel notes

• Booking
• Cancellation
• Itinerary
• Liability
• Insurance
• Acceptance
• Travel notes
• Privacy notice

Terms and conditions

Effective 19 August 2026. These terms apply to bookings confirmed on or after that date. If you booked earlier, the terms issued with your invoice apply.

In these terms, the Company means Ultimate Africa Safaris Proprietary Limited, a private company registered in Botswana under company number BW00001723347, trading as Ultimate Africa Safaris Botswana, with its registered office c/o Accpro Accountants (Pty) Ltd, Plot 16732, Corner Moeti and Mathiba Road, Maun, and postal address PO Box 4, Kavimba, Chobe, Kasane. That is the party your booking is with.

General

Our reservations are accepted on a per person sharing basis, unless otherwise specified. Single rates are normally applicable at all lodges, hotels, charter flights and similar, where we make use of establishments or operators other than ourselves.

Booking

A booking is subject to payment of a deposit of 30% of the total tour price, which upon acceptance by the Company shall be non-refundable. The booking shall be deemed to be accepted upon the issue of an invoice indicating an amount due, and the invoice will serve as a contract requiring the payment of the deposit stipulated thereon. The passenger shall not be entitled to withdraw or cancel a booking without the Company’s written consent. The full balance of the total tour price must be paid to the Company not less than 60 days before the scheduled departure date. Items not reflected as specifically included in the tour price shall not be included in the costs to be borne by the Company.

Deposits are best sent to our bankers by SWIFT transfer. Show both the invoice and our banking details to your remitting bank or agent. Occasionally there is a lack of familiarity with this method on the remitting side, so it is worth establishing the details at the outset.

Cancellation

In the event that a booking is cancelled by the traveller, the following shall apply:

• Cancelled more than 60 days before departure: 40% of the total tour price.
• Cancelled 59–30 days before departure: 50% of the total tour price.
• Cancelled 29–15 days before departure: 75% of the total tour price.
• Cancelled 14 days or fewer before departure: payment in full of the total tour price.

Any variation to these conditions shall be at the sole discretion of the Company, shall be committed to writing, and any leniency shown by the Company shall in no way detract from its rights in terms of this clause.

Once reservations are made outside of our own mobile safari, we are subject to the terms and conditions of the different establishments used during the safari. It is important that you acquire insurance to cover the loss of monies due to cancellation of a safari or any part of it.

Itinerary

The Company reserves the right to alter, amend or withdraw parts or aspects of the tour itinerary at its sole discretion. This might be due to local conditions beyond its control, vis major, or a decision taken by the professional guide overseeing the tour. As far as is possible the general outline of the itinerary agreed between the parties shall be adhered to, and accommodation shall be of a similar standard to that originally intended. It is agreed that the very nature of the tour requires that the professional guide and accompanying staff make decisions during the course of the tour which might affect travel plans, destinations or any other such matter. Such decisions shall be followed by all members of the tour.

Liability

Although every endeavour shall be made by the Company to avoid delays or other alterations to the itinerary or tour plans, it cannot accept any responsibility whatsoever for illness, accident, loss or expenses arising from any such occurrence. This shall include, but not be limited to, vis major, weather conditions, civil or military disturbance, criminal activity, industrial action, mechanical breakdown, quarantine, or government intervention or action. If any traveller constitutes a nuisance in any way to the Company or to any other traveller, the Company or its representative tour leader shall be entitled to terminate the booking and refuse to permit that traveller to continue with the scheduled tour. In such circumstances the traveller shall be required to arrange their own onward travel, the Company shall not be liable to make any refund or compensation, and the traveller waives all right of claim or refund against the Company.

Insurance and fitness to travel

It is compulsory for the traveller to ensure that they are covered by comprehensive travel insurance prior to departure, which shall also provide cover for cancellation of the tour or parts thereof, medical emergencies, theft, or any other losses. The traveller acknowledges that the tour requires a measure of physical fitness and endurance, that it is their responsibility to ensure they are medically and physically fit to embark upon the tour, and that they have disclosed to the Company any malady or physical or mental condition which might have a bearing on their fitness to take part. The traveller acknowledges awareness that the very nature of the tour includes travel into remote wilderness areas of the Southern African region, and of the attendant risks and conditions in these areas. The traveller acknowledges that it is their responsibility to be in possession of all travel documents, visas, insurance and health certificates as may be required. While the Company will render all possible assistance in obtaining or advising about these, it cannot be held responsible for any shortcoming, error or omission related to such documentation or requirements.

Acceptance

The traveller warrants that they have the authority to conclude the contract between the parties, and accepts that the terms and conditions of the booking constitute the entire terms of the relationship between the parties. It is accepted between the parties that no variation to these conditions shall be of any force unless concluded in writing, signed and accepted by both parties. No variance, express or implied, on the part of the Company shall in any way alter the provisions of these terms and conditions.