Terms & conditions

Once the details of your safari have been agreed to in writing, a non-refundable deposit of 25% of the full safari price is required to confirm your arrangements. Full payment of the remaining balance must be received by Ultimate Safaris no later than eight weeks prior to your arrival date.

For safaris booked less than eight weeks prior to arrival the full cost must be paid immediately. Ultimate Safaris will send you the relevant invoices for these payments before they are due. Ultimate Safaris reserves the right to cancel, without notice, any reservation for which the required 25% deposit or the balance has not been received.

The quickest and easiest method of payment is by credit card or by IBAN transfer to our Windhoek based bank account. A fee of 3.5% for Visa/MasterCard and 4.5% for American Express will be charged for credit card transactions. When paying by bank transfer please ensure you cover all the bank charges incurred at both ends of the transaction.

Any payments for US dollar amounts (applicable for safaris outside of Namibia) can be made into our European bank account with prior arrangement.

Cancellation of your booking must be done in writing. Cancellations are only effective on receipt of written notification, after which the following cancellation charges will apply:

• After confirmation of booking – 25% deposit forfeited
• 60 to 45 days notice – 50% of safari price forfeited
• 44 to 28 days notice – 60% of safari price forfeited
• 27 to 15 days notice – 75% of safari price forfeited
• 14 days and less notice – 100% of safari price forfeited

No refund will be made should you fail to join a safari or delay your expected arrival or leave prior to the completion of your safari. Under normal circumstances all these eventualities should be covered by your personal travel insurance.

Comprehensive travel and cancellation insurance is compulsory on all our safaris, you may be asked to provide evidence of such cover before the safari begins. It is the responsibility of the client to take out insurance from the time of payment of the deposit until the conclusion of the safari.

Insurance should cover all possible cancellation charges, medical expenses (including medical repatriation should this become necessary), personal belongings, and money. Please note that if the reason for cancellation falls within the terms of your holiday insurance policy, then any cancellation charges will normally be refunded to you by the insurance company, subject to the terms of your travel insurance.

Ultimate Safaris reserves the right to change any safari itinerary, in the clients’ interest, due to unforeseen circumstances outside the control of Ultimate Safaris such as road conditions, weather conditions, acts of God, natural disasters, epidemics, industrial action, accidents, civil unrest, government action, or war.

The company will try to provide an adequate alternative, but can accept no liability for any additional cost incurred.

Should the client wish to change the itinerary after the booking has been confirmed, Ultimate Safaris will accommodate any reasonable request, subject to availability.

If the change is made within the period where cancellation fees come into place then the client will be informed of the cost of the change in writing, and any amendments will be made once this surcharge has been agreed upon in writing by the client.

Ultimate Safaris will do their utmost to keep to the prices agreed upon. Safari prices are subject to alteration without prior notice should increases be forced on Ultimate Safaris by increasing fuel prices, increase in national park entrance fees, exchange rate fluctuations, new taxes, or government action.

In such cases Ultimate Safaris reserves the right to apply a surcharge up to a maximum of 10% of the safari price. If the surcharge amounts to more than 10% of the safari price, the client may cancel their booking within 10 days of the issue of the surcharge notice and receive a refund of monies paid for the safari.

Ultimate Safaris is responsible for our own guide services and vehicles, as well as the provision of accommodation as described in the itinerary that has been booked.

The company cannot be held responsible for modifications or cancellations caused by exceptional circumstances outside the company's control. Subject to this limitation, the company assumes liability for the acts or omissions of its own employees.

The company does not accept responsibility for death, bodily injury, or illness caused to safari participants, unless resulting from the proven negligence of the company in its contractual duty to exercise care in making arrangements for the client.

Neither Ultimate Safaris nor any person acting for, through or on behalf of the company, shall be liable for any form of loss or damage to personal possessions arising from any cause.

Ultimate Safaris may decide at any time, and without liability, to cancel or terminate any clients booking if this is deemed necessary. It shall be entitled to do so in the event of the illness or the illegal or incompatible behaviour of a client. In such circumstances the client shall not be entitled to any refund.

All clients on privately guided and fly-in safaris are required to sign an indemnity.

The person making any booking will, by confirming such a booking, warrant that he or she has the authority to enter into a contract and make payment on behalf of any of the other participants on the same safari. The person making the booking shall by his or her written confirmation of a safari assume personal liability for the total price of all bookings made by him or her.

Any passports, visa, health certificates, travel insurance or other travel documentation required for the holiday must be obtained in advance by the clients (please note that the Immigration authorities require visitors to be in possession of a passport which is valid for at least six months after their scheduled departure from the country, and that contains at least two clear facing pages for entry visas).

No credit or refund is possible for any unused services included in the safari price in the event of delays caused through lost or inadequate travel documents.

Safari participants should be in reasonable health and supply their own medication for any medical conditions they may have. Any special dietary problems, illnesses, physical or mental impairments or phobias must be disclosed in writing when confirming a booking. We can usually cater for special requirements, but this may involve a surcharge on the safari price. It is the clients’ responsibility to consult a medical doctor for advice on malaria precautions and other possible health risks when visiting southern Africa.

Safaris are often conducted in close proximity to wild animals, poisonous flora, or venomous fauna so it is in the interests of participants to treat these with respect. While all reasonable precautions are taken to ensure safety, the company cannot be held responsible for any injury or accident caused by any flora or fauna.

In the event of delays or changes of schedules due to any unforeseen circumstances resulting in total or partial cancellation of a booking or any additional services rendered, Ultimate Safaris shall be in no way liable for cancellation fees and costs arising from such changes and delays.

Whilst Ultimate Safaris will ensure that all anticipated accommodation or excursion is available as planned, there shall be no claim of any nature against the Company for a refund either in the whole or part, if the client was unable to use that service.

Neither Ultimate Safaris, nor their employees, nor agents can be held responsible for any weather conditions and no refunds shall be paid for circumstances incurred by weather conditions.

Clients requiring special diets are advised to warn us well in advance of their safari.

The decision of the safari guide will be final on all matters likely to endanger the safety and wellbeing of the group.

The payment of the deposit or any other partial payment for a booking on a safari construes acceptance of all provisions of the conditions and general information contained in this brochure. This agreement is made subject to and is governed by Namibian law.