Epic Uganda Vacation

TERMS & CONDITIONS
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Epic Uganda Vacation, Registration number 80020000533458

Please take time to read the terms and conditions of Epic Uganda Vacation Ltd services. Confirming a safari with Epic Uganda Vacation assumes that you have read, fully understand and accept the terms and conditions described below.
If you have any questions, please do not hesitate to contact us.

APPLICATION

The Customer agrees that no indulgence whatsoever by the Company shall constitute a waiver in respect of any of its rights under this agreement and under no circumstances will the Company be prevented from exercising any of its rights in terms of this agreement.

The terms and conditions contained in this document shall apply to the tour booking concluded between the Company and the undersigned client in respect of the tour, as more fully described in the tour dossier provided to the guest on confirmation of the booking.

All references in these terms and conditions to “client” shall include references to an agent of the client with such changes as the context may require.


APPLICABLE LAW AND JURISDICTION

These terms and conditions shall be deemed to have been concluded in Kampala, Uganda and shall be interpreted according to the laws of the Republic of Uganda.

The client consents to the jurisdiction of the Magistrates Court of Uganda as amended but it is specifically agreed that Epic Uganda Vacation Ltd at its instance will have the discretion to sue in the High Court if it is deemed appropriate.

Notwithstanding the aforesaid, the client must at all times comply with the laws, customs, foreign exchange and other regulations of all countries visited on the tour.

1. BOOKINGS.

1.1 Epic Uganda Vacation. Provides transportation, accommodation bookings, restaurant meals, boat cruise, walking excursions and other services in cooperation with independent suppliers.

1.2 All information detailed in client itineraries is given to the best of Epic Uganda Vacation knowledge and based on the latest information available. Epic Uganda Vacation cannot be liable for modified information from third parties, nor for any obvious typing errors.

1.3 To reserve gorilla permits we need: your full names as they appear in passport, your nationality and passport number.

1.4 Before confirming a safari, the client must inform Epic Uganda Vacation of any preferences and special requests of the participants; e.g. medical needs, diet, requirements relating to disabilities and any other requirements. Epic Uganda Vacation will meet the requests if possible.

1.5 All packages are subject to availability and not guaranteed until confirmed. Many lodges and hotels offered by Epic Uganda Vacation have limited capacity and therefore it is essential to make reservations well in advance of your planned trip.

1.6 In the event that you wish to amend your reservation in any way, Epic Uganda Vacation will make the preferred adjustment where practicable and possible and confirm accordingly. Epic Uganda Vacation reserves the right to charge an amendment fee relative to the actual costs, which will be added to the total invoice.

1.7 Epic Uganda Vacation reserves the right to change and re-adjust the tour schedule, transportation, accommodation and services indicated in the itinerary in the event of unforeseen circumstances before arrival. Any changes to the itinerary will be communicated to the client as soon as possible.

2. PRICES

2.1 The prices quoted for the various safaris are as per the itinerary and include the following services, unless stated otherwise: overnight in hotels, guesthouses, tents or lodges, all meals as indicated, sightseeing as detailed in the itinerary, park entrance fees and ranger fees, airport transfers where applicable, ground transportation, English speaking driver/guides and bottled mineral water in the vehicle.

2.2 Expenses that are not covered: international and domestic air fares, visa and passports, meals not mentioned in the itinerary, drinks other than the mineral water provided in the vehicle, tips and gratuities for the guides and accommodation staff, laundry, travel insurance and other items of a personal nature.

2.3 Prices on the website or quoted to our clients are subject to change without notice and are not guaranteed until confirmed in writing.

2.4 Epic Uganda Vacation reserves the right to adjust prices at any time should there be any fluctuation in the exchange rate or increase in the cost of any element of the tour. The company will however make every effort to minimise any increases.

3. EXECUTION OF THE TOUR

3.1 It is a privilege to see animals in their natural habitat and as such, we cannot guarantee wildlife or game viewing. You must take caution when viewing the animals and carefully follow the instructions given by either the tour guide or wildlife rangers.

3.2 A gorilla or chimpanzee permit guarantees clients will be able to track the primates in question but does not guarantee that the animals will be in plain sight.

3.3 Accommodation is based on a twin or double bedded room, tent or Banda, with private bathroom where possible. Single rooms may be available with the payment of a supplement fee but availability cannot always be guaranteed.

3.4 Epic Uganda Vacation have the right to substitute equivalent or superior hotels. If a hotel of equivalent standard is not available Epic Uganda Vacation may substitute the next best quality hotel or suggest superior standard accommodation (extra charges may apply).

3.5 The mode of transport used will be dependent on the number of clients and the route taken, based on the specifications of the chosen itinerary. Every effort is made to ensure that vehicles are provided in a roadworthy condition but no liability can be accepted for a puncture, breakdown, damage, or any delay as a result of the poor road conditions.

3.6 Experienced English speaking driver/guides are a key part of your tour. They are the only person(s) allowed to drive Epic Uganda Vacation vehicles. The driver’s decision on all matters, such as the route taken, is final.

3.7 Epic Uganda Vacation reserves the right to alter any route or arrangement, to cancel the operation of any scheduled tour or vary the safari services in any way in the event of unforeseen circumstances, such as road closures, bad weather, problems with national parks or hotels and security considerations. In such cases, alternative arrangements will be made as circumstances permit.

3.8 Epic Uganda Vacation reserves the right to employ subcontractors to carry out all or part of the services agreed to be supplied.

3.9 Epic Uganda Vacation reserves the right to refuse any person from participating or continuing any tour if, in Epic Uganda Vacation opinion or in the opinion of any other person in authority, the person concerned behaves in such a way as to cause or be likely to cause danger, hazard or inconvenience to any third party, damage to property or to environments and ecosystems. No refunds will be made and Epic Uganda Vacation shall not be liable for expenses incurred as a result of the termination.

4. PAYMENT

4.1 All tours will be booked and confirmed only upon receipt of a 30% deposit of the basic program rate. For gorilla, chimpanzee tracking and permits, a full advance payment of the permit fee is required in order to make the reservation.

4.2 The payment balance is due no later than 42 days prior to the safari, unless agreed otherwise.

4.3 Bookings made within 42 days before arrival must be paid in full at the time of confirmation.

4.4 If payment is not received in accordance with the above, Epic Uganda Vacation has the right to cancel the booking.

4.5 Payment can be made by bank transfer or cash, before the start of the safari.

4.6 The costs of international transactions are to be fully paid by the client.

5. CANCELLATIONS AND REFUNDS

5.1 All cancellation requests must be made in writing and shall be effective on the date of actual receipt by Epic Uganda Vacation Ltd.

5.2 The following cancellation charges apply to the basic program rate:

​60 days or more prior to arrival 10% charge

59 – 32 days prior to arrival 25% charge

31 – 8 days prior to arrival 50% charge

7 – 3 days prior to arrival 75% charge

48 hours or less prior to arrival 100% charge

Epic Uganda Vacation Ltd reserves the right to deduct all expenses incurred from money paid.

5.3 Gorilla permits, Chimpanzee tracking permits are 100% non-refundable.

5.4 No refunds will be made for any unused services, late arrival or no-show of any of the members of the tour.

6. COMPLAINTS.

6.1 Epic Uganda Vacation shall try to ensure that the company exceeds the expectations in every area of the tour arrangements. However, suggestions are very much appreciated in order to keep improving the quality of the service.

6.2 Complaints must be reported immediately to the Epic Uganda Vacation representative and to the supplier of the service in question, who will do their best to resolve the matter. If the problem is not solved to the client’s satisfaction, the complaint should be reported in writing and not later than 30 days after completion of the tour.

6.3 Liability for any complaints not notified in accordance with the above described procedure cannot be accepted.

7. LIABILITY.

7.1 Epic Uganda Vacation will make every effort to ensure that all arrangements and services offered as part of the safari are carried out as specified in the most efficient way possible. However, the company does not have direct control of the provision of services by suppliers and, whilst every supplier is chosen with the utmost care, Epic Uganda Vacation Ltd does not accept liability for errors or omissions of such suppliers.

7.2 Epic Uganda Vacation shall not be liable for any loss, damage or injury of any nature whatsoever whether to person or property.

7.3 Whilst every care is taken, Epic Uganda Vacation Ltd cannot be held responsible for the direct or indirect costs of loss or damage to baggage or personal possessions.

7.4 Epic Uganda Vacation cannot accept liability or pay compensation for unforeseen circumstances beyond the control of the company or its staff, including flight delays/cancellations or force majeure such as war or threat of war, riots, civil disturbances, terrorist acts, border closure, acts of government or other authorities, strikes, thefts, epidemics, road closures, industrial disputes, natural or nuclear disaster, extreme weather conditions, fire, technical and/or mechanical problems to transport and all similar events beyond the company’s control.

7.5 It is the responsibility of the independent guest/travel agency/wholesaler to ensure that all members of the tour have the appropriate passports, visas, travel permits, health certificates and other documentation required for the safari.

7.6 It is the responsibility of the clients to take proper medical and practical precautions in regard to health and safety. Medical advice should be sought well before travelling.

7.7 Clients are strongly advised to obtain comprehensive travel insurance before coming to Uganda.

7.8 The respective laws of the country govern Epic Uganda Vacation Ltd liability to passengers carried in its own vehicles. All claims are subject to the jurisdiction of the courts of the country in which the cause of action arises.

​If you have any questions, please do not hesitate to contact us! Your enjoyment, comfort and safety are our priority.

We use top quality 4×4 Minbuses, 4×4 landcruisers and coast bus designed for bush drives and each tour participant on board is guaranteed window seat for best viewing and photographing opportunities, Unlike other companies that crowd guests into poorly maintained vehicles.

Age restricted Activities:

Children under the age of 12 years are not permitted in the Bwindi impenetrable national park, Mgahinga gorilla national park, kibale national,volcanoes national park, Nyungwe national park, Virunga national park and Kahuzi biega national park.

We do however allow children older than 7 years to take part in the rest of Savannah parks for Game drives (animal viewing) activity but on parents responsibility.

A child must be 15 years or older to partake in the Gorilla & chimpanzee Trekking and white rhino tracking Activity

PASSPORTS, VISAS AND OTHER TRAVEL PAPERS

It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations and any other required documentation are all in order for the countries to be visited during the tour. The Company shall not be held liable for any loss or damage to any client’s luggage arising due to circumstances beyond the reasonable control of the company

HEALTH

The client accepts that to participate in the tour requires a measure of physical fitness and health and it is the client’s obligation to ensure that he or she is medically fit to embark on the tour.

Where the client is over the age of 85, the Company requires a medical certificate or doctor’s letter confirming that the client is medically fit to undertake the tour.

In respect of all clients over the age of 85 years, a medical questionnaire is required to confirm that the client is physically able to undertake the tour. Epic Uganda Vacation ltd will not accept a reservation without this documentation.

AUTHORITY ON TOUR

The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited during the tour.

In addition, the client acknowledges that any disruptive, dangerous or potentially dangerous behaviour during the tour shall not be tolerated and that the Company, its employees, representatives. Agents and/or contractors being so authorized, reserve the right to exclude the client from the tour at any point therein in such circumstances.

The Company shall not be liable for any costs and/or expenses for the client resulting for exclusion as aforesaid, and the client shall not be entitled to a refund or rebate of the tour price or any additional compensation in such instances.

MARKETING

The Company reserves the right to use any photographs and video taken during the tour for use in marketing or any other advertising material.

UNFORSEEN CIRCUMSTANCES

Unforeseen circumstances including but not limited to war, mechanical breakdowns, weather, riots and other unforeseen reasons beyond the control of the Company may cause delays or alterations to the tour. The Company shall not be held liable in any way for any of these possible occurrences or any consequences, which may arise as a result of these travel documents

On booking, the client shall be issued with our tour dossier and pre-departure information documents. It is the responsibility of the client to read and understand these documents before travelling.

INDEMNIFICATION AND EXCLUSION OF LIABILITY

The client accepts that the tour is of an adventurous nature and involves an element of personal risk.

The Company and its respective directors, officers, employees, representatives and agents shall not be liable for any loss or damage of whatsoever nature and howsoever arising (including, but not limited to, the client’s or any other person’s injury or death, or any loss or damage to the client’s or any other person’s property) which the client or any such other person may incur or suffer as a result of or arising from the clients participation in the tour and any other activities undertaken on or during the tour, and the client irrevocably and forever releases and discharges the Company and its respective director, officers, employees, representatives and agents from any and all such liability.

The client furthermore indemnifies and holds the Company and its respective directors, officers, employees, representatives and agents harmless from and against any and all loss, damage, actions, proceedings, claims, demands and legal and other costs and expenses (including legal costs on an attorney and own client scale) of whatsoever nature and howsoever arising (including, but not limited to, the client’s or any other person’s injury or death, or any loss of or damage to the client’s or any other person’s property) which the client or any other such person may incur or suffer as a result of or arising from the clients participation in the tour and any other activities undertaken on or during the tour.

IMAGE USE DISCLAIMER

All images used on this website are the property of Epic Uganda Vacations Ltd and may not be copied or used without permission.