The Safari Booking Terms and Conditions: Payments, Deposits, Cancellations and Refunds

Booking an African safari is an exciting investment in a memorable holiday. Whether you are planning a luxury wildlife adventure in Kenya, a Great Migration safari in Tanzania, a gorilla trekking experience in Uganda or Rwanda, or a multi-country African holiday combining wildlife, culture and beaches, understanding your booking terms is essential.

At Astute Africa Safaris, we believe that a good safari experience begins long before you arrive in Africa. It starts with clear communication, a carefully planned itinerary, transparent pricing, an understandable payment schedule and honest information about what happens if your travel plans change.

These terms and conditions explain how to book an African safari with Astute Africa Safaris, the deposits required to secure reservations, when the remaining balance is due, the payment methods available for your booking, and the cancellation and refund conditions that apply.

Our goal is to help you make an informed decision, understand your financial commitments and prepare for your African holiday with greater confidence.

Whether you are travelling as a couple, a family, a solo traveller, a honeymooner or a private group, we encourage you to read these terms carefully and ask questions before making a payment.

1. About Astute Africa Safaris

Astute Africa Safaris is a locally Kenyan owned safari and tour operator based in Nairobi, Kenya. We help travellers plan personalised African safari and holiday experiences, with itineraries covering destinations such as Kenya, Tanzania, Uganda and Rwanda, Zanzibar alongside selected beach holidays and multi-country journeys.

Our approach is to listen to each traveller, understand the experience they want and develop an itinerary around their interests, travel dates, budget and preferred accommodation.

Depending on your preferences, your safari may include:

• Wildlife viewing in national parks, reserves and conservation areas.

• Luxury lodges, premium tented camps or more affordable accommodation.

• Private or shared safari arrangements, as specified in your quotation.

• Family-friendly safari holidays and special-interest trips.

• Great Migration experiences and wildlife photography.

• Gorilla trekking or chimpanzee tracking, where available and subject to permits.

• Cultural experiences and community visits.

• Safari and beach combinations, including destinations along the Kenyan coast and Zanzibar.

• Multi-country itineraries involving two or more African destinations.

Every itinerary has its own requirements, costs and supplier conditions. The written quotation and booking confirmation for your particular trip therefore form an important part of your booking documentation.

2. How to book an African safari with Astute Africa Safaris

We encourage travellers to understand their itinerary and payment obligations before committing financially. Our booking process is designed to help you move from an initial enquiry to a confirmed holiday with clear information at each stage.

You can begin through our African safari booking and enquiry page or by contacting our team directly.

Important: Sending an enquiry or receiving a preliminary quotation does not, by itself, guarantee that accommodation, flights, permits or other services have been reserved. Availability should be confirmed in writing.

3. Safari booking deposits and reservation confirmation

To secure a safari reservation, Astute Africa Safaris uses a deposit structure based on the duration and destination of the itinerary. The deposit contributes towards securing the services required for your trip.

The deposit schedule is as follows:

The special 50% deposit requirement applies to Tanzania, Uganda, Rwanda, Zanzibar safaris and qualifying Kenya with any combination of another country, even where the general duration-based category would otherwise indicate a lower deposit.

For trips longer than 12 days, itineraries involving several countries, or bookings with special supplier payment requirements, request written confirmation of the deposit amount before proceeding.

When is a safari booking confirmed?

A reservation is considered confirmed when the required payment has been received and Astute Africa Safaris has confirmed the relevant arrangements in writing, subject to the agreed booking conditions.

Your confirmation should identify the services booked, relevant travel dates, accommodation arrangements where applicable, and any outstanding requirements.

If a particular lodge, camp, flight or activity has not yet been confirmed, ask for an explicit explanation of its status and the next steps required to secure it.

4. When is the remaining safari balance due?

For bookings made more than 30 days before arrival, the terms require the remaining balance to be paid no later than 35 days before the safari commencement date.

For bookings made within 30 days of arrival, full payment is required at the time of booking, subject to confirmation of availability and the arrangements agreed with our team.

Your quotation or booking confirmation should state the exact balance, currency, payment deadline and authorised payment method.

Do not rely solely on a general deadline when your booking includes flights, limited-availability accommodation, gorilla trekking permits or other services with separate supplier payment requirements. Confirm any earlier deadlines in writing.

Example of how a safari deposit works

Suppose your confirmed safari quotation totals US$4,000 and the applicable deposit is 30%.

• Total safari price: US$4,000.

• Deposit required: US$1,200.

• Remaining balance: US$2,800.

• Standard balance deadline: no later than 35 days before the safari begins, for a booking made more than 30 days before arrival.

This is an illustrative calculation, not a quotation. Your actual amount depends on the confirmed price and deposit category.

5. Payment methods and how to pay securely

We understand that paying for an African safari from another country requires confidence in the company receiving your money and the arrangements being purchased.

Astute Africa Safaris’ payment instructions must be clear before any money is transferred. Depending on the arrangements specifically confirmed for your booking, payment may be available by bank transfer or secure online credit or debit card payment or mobile money transfer for locally done bookings.

Please confirm which options are currently authorised for your reservation before paying. Do not assume that a payment method mentioned on a general safari page is automatically available for every booking.

Bank transfers

If you are paying by bank transfer, request an official invoice and verify the beneficiary name, bank details, payment currency and total amount before authorising the transaction.

International transfers may involve intermediary bank fees, currency conversion charges and other transaction costs. Confirm who is responsible for these charges so the amount received matches the agreed invoice.

Online card payments

If a secure online card payment is offered for your booking, use the payment link or checkout instructions supplied through an authorised Astute Africa Safaris channel.

Check that the payment page and merchant details correspond to the expected transaction. Keep the payment receipt and any transaction reference provided.

Never send your full card number, security code or online banking password through ordinary email or messaging.

Mobile money and other payment options

If you wish to use M-Pesa or another mobile payment service, contact the team first to confirm whether it is authorised for your particular booking and obtain the correct payment instructions.

Do not send funds to an unverified number or personal account based only on a message claiming to represent the company.

How to protect yourself before transferring money

1. Obtain a written quotation and invoice showing the booking reference, amount, currency and services covered.

2. Confirm the beneficiary or merchant details using established company contact information.

3. Independently verify any unexpected change to payment instructions.

4. Pay only the agreed amount through the confirmed channel.

5. Keep your invoice, transaction receipt and correspondence.

6. Request written acknowledgement when your payment is received.

7. Report any suspicious payment request before sending money.

If payment instructions change unexpectedly, pause the transaction and verify the change directly with the company using a previously established contact method.

These precautions help protect you our client against impersonation and payment redirection fraud. They are sensible safeguards for any international travel booking and do not imply that a particular payment incident has occurred.

6. What is included in your safari price?

The total cost of an African safari depends on the destination, season, length of stay, accommodation category, transport, park fees, activities and number of travellers.

Your written quotation should distinguish between services included in the package and expenses that you must pay separately.

Depending on the itinerary, included services may cover:

• Accommodation at the named lodges, hotels or tented camps.

• Meals specified in the itinerary.

• Safari transport and game drives.

• Airport transfers and domestic flights, where expressly included.

• National park entry fees and conservation charges, where expressly included.

• Guide services and scheduled activities.

• Permits for specialist activities, where expressly included.

• Applicable taxes and levies, as specified in the quotation.

Items that may be excluded include:

• International flights.

• Visas or electronic travel authorisations.

• Travel insurance.

• Vaccinations, medication and medical consultations.

• Tips and gratuities.

• Personal purchases, laundry and optional activities.

• Premium drinks or other items not covered by the accommodation package.

• Single-room supplements.

• Additional nights or transfers not included in the itinerary.

• Permit, park fee or supplier charges expressly identified as exclusions.

These are examples, not a statement that every item is excluded from every package. Your written quotation is the reference for what your particular safari includes.

How to avoid unexpected costs

Ask for a detailed breakdown if any component is unclear. Confirm the accommodation names, room categories, number of nights, meals, transport arrangements, park fees, activities, taxes, exclusions and payment deadlines before accepting the quotation.

For more guidance, read our complete guide to African safari costs. You can also explore our affordable African safari packages to understand how accommodation, season and itinerary choices influence the total price.

7. Cancellation policy for African safaris

We understand that circumstances can change after you have booked a holiday. If you need to cancel your safari, notify Astute Africa Safaris in writing as soon as possible.

The published cancellation schedule is as follows:

These are the published terms and should be checked against the conditions applicable to your particular reservation before payment.

Why can cancellation fees vary?

Safari arrangements often involve several independently operated services, including lodges, tented camps, airlines, domestic flights, park authorities and specialist activity providers.

These suppliers may have different cancellation deadlines, non-refundable charges or permit conditions. A cancellation affecting a lodge booking may therefore have different financial consequences from one affecting a general itinerary.

Where special conditions apply, request the applicable terms in writing before paying your deposit. This is particularly important for high-demand travel dates, gorilla trekking permits, scheduled flights and limited-capacity camps.

How to cancel a booking

1. Contact Astute Africa Safaris in writing using the established booking contact details.

2. Include your booking reference, lead traveller’s details and intended departure date.

3. State clearly that you wish to cancel.

4. Request written acknowledgement of your cancellation date.

5. Ask for an itemised explanation of the applicable cancellation charges and any refund due.

6. Retain all correspondence and payment records.

A cancellation request should not be assumed to be complete until it has been acknowledged and the applicable terms have been established.

8. Refund policy and refund processing

If a refund is due under the applicable booking conditions, the amount will depend on the payments received, the relevant cancellation terms, permitted deductions and any applicable supplier conditions.

Where deductions apply, request a written breakdown explaining the amount retained and the amount refundable.

Refunds may require coordination with accommodation providers, airlines, permit issuers or other suppliers. Banking arrangements, international transfers and payment-provider procedures may also affect processing times.

Before booking, ask the team to clarify:

• Whether the refund will be returned through the original payment method.

• Which bank, transfer or administrative charges may be deducted.

• Whether supplier-specific cancellation fees apply.

• The expected refund-processing timeframe.

• Which documents or details are required to process an eligible refund.

Do not assume that every booking is refundable in full or that a refund will be immediate. Equally, a cancellation policy should not leave travellers guessing about the amount or timing of a refund they are entitled to receive.

The applicable written terms and any mandatory legal requirements govern the handling of the booking.

9. Changing safari dates, itineraries and accommodation

A tailor-made safari may require adjustments as your travel plans develop. You may wish to add another national park, change your accommodation, extend your stay, include a beach holiday or alter your arrival and departure arrangements.

Astute Africa Safaris aims to accommodate reasonable changes where possible, subject to availability, supplier conditions and any additional costs.

Changes may affect:

• Accommodation availability and room rates.

• Park entry fees and conservation charges.

• Domestic flight schedules and fares.

• Permit availability and validity.

• Transport and guide arrangements.

• Seasonal pricing.

• The applicable deposit or final payment deadline.

Request itinerary changes in writing before making additional payments or independent travel arrangements. Ask for an updated itinerary and quotation showing the revised total price and any additional charges.

Changes are not guaranteed until they have been confirmed in writing. Some services may be non-changeable or subject to additional supplier fees.

Where a change is requested after final payment, the options available will depend on the arrangements already secured.

10. What happens if a lodge, flight or activity becomes unavailable?

Accommodation, flights, permits and activities are subject to availability and the conditions of their respective providers.

If a confirmed component becomes unavailable, the appropriate next steps depend on the circumstances, the original booking terms and the alternatives available.

Where a replacement is proposed, travellers should receive information about the alternative accommodation or service, its location and category, any material differences and any change in price.

Do not assume that a replacement is automatically equivalent to the original selection. Ask for an explanation and written confirmation of any agreed change.

If a disruption affects a major part of your itinerary, contact Astute Africa Safaris promptly to discuss the available options under your booking conditions.

11. Travel insurance: an important part of safari planning

Travel insurance is strongly recommended for an African safari, particularly where the trip involves multiple countries, domestic flights, remote wilderness areas, specialist activities or substantial non-refundable bookings.

A suitable policy may cover certain unexpected medical expenses, emergency evacuation, trip interruption, cancellation or travel delays, depending on the insurer’s conditions.

Before purchasing insurance, check whether the policy covers:

• Emergency medical treatment and hospital expenses.

• Emergency evacuation and repatriation, where applicable.

• Cancellation for covered reasons.

• Travel interruption and missed connections.

• Baggage loss, theft or delay.

• Safari activities and any specialist excursions you intend to undertake.

• Pre-existing medical conditions, where relevant and eligible.

• The policy excess, exclusions and claims procedure.

Do not assume that all reasons for cancelling a safari are insured. A change of mind, a visa refusal, a supplier cancellation or an unexpected personal circumstance may be treated differently depending on the policy.

Read the policy wording carefully and contact the insurer if you are unsure whether your planned activities or destinations are covered.

12. Passports, visas and entry requirements

Travellers are responsible for ensuring that they have the appropriate travel documents and permissions for every country on their itinerary.

Depending on your nationality, passport, route and purpose of travel, you may need a visa, an electronic travel authorisation, a regional tourist visa or another form of entry permission.

For multi-country holidays, check the requirements for each destination and any country through which you will transit. Permission to enter one country does not automatically grant permission to enter another.

Before departure, confirm:

• Passport validity and blank-page requirements, where applicable.

• Visa or electronic travel authorisation requirements.

• Entry and exit conditions for every destination.

• Transit visa requirements.

• Yellow fever documentation or other applicable health requirements.

• Supporting documents that immigration authorities may request.

• Any special requirements for children travelling with one parent or another accompanying adult.

Entry rules can change, so use the relevant official immigration authority for the latest requirements.

For detailed guidance, read our East Africa Safari Visa Requirements guide, which covers Kenya, Tanzania, Uganda, Rwanda and selected Southern African destinations.

We recommend checking your entry requirements early enough to resolve any issues before paying non-refundable travel expenses.

13. Special booking considerations for families, groups and multi-country safaris

Different types of safari holidays may involve additional planning and payment considerations.

Family safaris

Families should confirm children’s ages, accommodation occupancy rules, child rates, meal arrangements, vehicle seating and the availability of suitable activities.

Some lodges impose age restrictions on walking safaris or other activities. These rules can vary by property and experience, so confirm them before booking.

Honeymoons and private holidays

Couples planning a honeymoon or private safari should check room categories, special arrangements, transfers and any additional experiences included in the quotation.

Special requests should be confirmed in writing rather than assumed to be included.

Group safaris

Group pricing may depend on the number of travellers, room-sharing arrangements, vehicle capacity and the accommodation selected.

Ask whether the quotation is based on a private vehicle, shared transport or a minimum group size. Confirm how the price may change if the number of participants changes.

Multi-country African safaris

Combining Kenya and Tanzania, or adding Uganda or Rwanda, may require several transport arrangements, border crossings, permits and accommodation bookings.

Travellers should check the full itinerary, transfer times, entry requirements and supplier payment deadlines before committing.

If your trip includes Zanzibar, the Kenyan coast or another beach destination, confirm how the safari and beach portions fit together, including transfers and additional nights.

14. Safari safety, wildlife and traveller responsibilities

African safaris take place in natural environments where wildlife behaviour, weather, road conditions and travel times can be unpredictable.

Travellers should follow the instructions of their guides, camp staff and relevant park authorities, especially during game drives, walking activities and wildlife encounters.

You are responsible for providing accurate information relevant to your booking, arriving at the agreed departure points on time, carrying required travel documents and following applicable safety instructions.

Wildlife sightings cannot be guaranteed. Animals move freely, and sightings depend on factors such as season, weather, habitat and natural behaviour.

A well-planned itinerary can improve your opportunities to see wildlife, but it cannot guarantee the appearance of a particular species or a specific event.

15. Communication, invoices and booking documentation

Clear documentation is central to a confident booking experience.

Before making a deposit, request a written quotation that identifies the principal components of your trip. After payment and confirmation, retain the relevant booking documents and any subsequent amendments.

Your records should ideally include:

• The final itinerary and travel dates.

• The number of travellers and accommodation arrangements.

• The total price and payment currency.

• The deposit amount and remaining balance.

• The balance payment deadline.

• The included and excluded services.

• The cancellation, refund and amendment conditions.

• Payment instructions and receipts.

• Written confirmation of the services reserved.

• Emergency contact details and relevant supplier information.

If you notice a discrepancy between a safari page, invoice, payment request or booking confirmation, ask the team to resolve it in writing before proceeding.

For booking enquiries and clarification of payment terms, visit our contact page or email info@astuteafricasafaris.com.

16. Frequently asked questions about booking terms and conditions during planning safari and payments

How much deposit do I need to book an African safari with Astute Africa Safaris?

The published deposit ranges from 10% to 50% of the total safari price. One-day excursions require 10%; two- to three-day safaris require 20%; four- to six-day safaris require 30%; and seven- to twelve-day safaris require 40%. Tanzania, Uganda, Rwanda, Zanzibar safaris and qualifying combinations two or more countries of six days or more require 50%.

For longer or more complex itineraries, confirm the applicable deposit in writing.

When must I pay the remaining balance?

For bookings made more than 30 days before arrival, the published deadline is no later than 35 days before the safari starts. Bookings made within 30 days of arrival require full payment at the time of booking.

Your confirmed booking documents should specify the exact deadline that applies.

Which payment methods can I use?

Payment may be available by bank transfer, secure online card payment or mobile money transfer, depending on the arrangements confirmed for your booking. Ask the team to verify the authorised methods before paying. If you wish to use M-Pesa or another payment service, obtain confirmation and verified instructions first.

Is it safe to pay for a safari before arriving in Africa?

Deposits are commonly used to secure accommodation, transport and activities. You can reduce payment risk by verifying the operator’s contact details, reviewing the written quotation, checking the beneficiary, understanding the cancellation terms and retaining all receipts.

No website or payment method alone guarantees that a booking is risk-free. Take time to verify the arrangements before transferring money.

What happens if I need to cancel my safari?

Contact Astute Africa Safaris in writing as soon as possible. The applicable cancellation fee depends on the notice period and relevant booking conditions. Request a written calculation of any charges and refund due.

Review the cancellation schedule carefully before paying, especially if your itinerary includes non-refundable permits, flights or accommodation.

Will I receive a refund if my safari is cancelled?

Any refund depends on the applicable booking terms, the circumstances of cancellation, supplier conditions and any permitted deductions. Ask for a written breakdown of the refund amount and expected processing arrangements.

Can I change my itinerary after paying the deposit?

Changes may be possible, subject to availability, supplier rules and additional costs. Request written approval and an updated quotation before assuming that the changes have been accepted.

Can I book a budget safari or a luxury safari?

Yes. Safari itineraries can be tailored around different budgets and accommodation preferences, subject to availability and the destinations selected. Compare the full quotation, not only the headline price.

Read our African safari cost guide to understand the factors that influence your holiday budget.

Can I combine a safari with a beach holiday?

Yes. Popular options include a Kenya wildlife safari followed by a stay on the Kenyan coast, or a Tanzania safari combined with Zanzibar. Confirm the accommodation, transfers, flights, included services and applicable deposit for the combined itinerary.

Do I need a visa before booking my safari?

You can begin planning before obtaining your travel permissions, but you should check the applicable entry requirements early. Visa and authorisation rules depend on your nationality and destination, and you should understand the relevant cancellation terms before committing to non-refundable arrangements.

See our African safari visa requirements guide for further information.

What happens if my payment is delayed?

Contact the booking team immediately if you expect a payment delay. Reservations and supplier services may be subject to payment deadlines, and any extension must be agreed in writing. Do not assume that a booking will remain confirmed if a required payment is overdue.

How do I confirm that my payment has been received?

Retain your transaction receipt and request written acknowledgement from Astute Africa Safaris. Your booking confirmation should reflect the agreed payment status and identify any remaining balance.

What should I check before making my final payment?

Confirm that the itinerary, accommodation, travel dates, total price, outstanding amount, payment currency, inclusions, exclusions and relevant booking conditions match your agreed arrangements. Ask about any unresolved changes before paying.

17. Your African safari booking checklist

Use this checklist before confirming your holiday.

Completing this checklist does not replace your booking agreement or official travel requirements. It is intended to help you identify questions that should be resolved before payment.

18. Our commitment to transparent safari planning

At Astute Africa Safaris, we believe that trust is built through clear information, responsive communication and realistic expectations.

We want you to understand the itinerary you are purchasing, the services covered by your payment, the deadlines you must meet and the conditions that apply if your plans change.

We encourage you to ask questions before committing, request written clarification when something is uncertain and keep your booking documents throughout the planning process.

Whether you are arranging a family safari, a luxury African holiday, a budget-conscious wildlife trip or a multi-country adventure, our goal is to help you plan with confidence and understand the arrangements before you travel.

Ready to plan your African safari?

Your African safari should begin with a clear plan, a transparent quotation and confidence in the arrangements you make.

Explore and learn more about planning an African safari, or contact Astute Africa Safaris to discuss a tailor-made itinerary.

Plan your African safari with local knowledge and personalised travel support.

• Website: astuteafricasafaris.com

• Email: info@astuteafricasafaris.com

• Location: Astute Place, Langata Road, Nairobi, Kenya.

Please read these terms together with your final quotation and booking confirmation. Any specific arrangements agreed for your trip should be documented in writing. Explore: park rules