VISIT UGANDA AND RWANDA WITH BERENGEI AFRICA TOURS
Cancellation Policy
Plan With Confidence, Cancel With Clarity
We know plans change. This policy sets out exactly how Berengei Africa Safaris handles cancellation deadlines, deposits, refunds, permit conditions, amendments and unforeseen circumstances — so you always know where you stand, from your first deposit to the day you travel.
60+
Days before departure to cancel with a full refund of land arrangements
30
Days or less — partial or no refund on land arrangements
100%
Of terms confirmed in writing before you pay a deposit
Deposit terms, permit conditions and refund percentages vary by destination and supplier (Uganda, Rwanda, Kenya and Tanzania). The terms confirmed on your booking invoice always take precedence over the summary above.
At a Glance
The Six Things That Matter Most
Every Berengei booking follows the same clear framework. Here is the short version — the full detail sits in the sections below.
01
Deposits
A 30% deposit confirms your safari and secures permits and lodges. The balance is due 60 days before departure.
02
Cancellation Deadlines
Land arrangements can be cancelled with a full refund up to 60 days out. Refund percentages taper as departure approaches.
03
Refunds
Approved refunds are processed within 14 business days to your original payment method, less bank and transfer charges.
04
Permit Conditions
Gorilla, chimpanzee and park permits are issued by national wildlife authorities and are largely non-refundable.
05
Amendments
Date and itinerary changes are welcome subject to availability, supplier fees and a modest administration charge.
06
Unforeseen Circumstances
Force majeure, medical emergencies and supplier failures are reviewed case by case under our flexibility commitment.
Deadlines & Refunds
When You Cancel, and What Comes Back
The table below applies to land arrangements — accommodation, ground transport, guiding and meals. Permits, international flights and domestic flights are governed separately (see the permit section).
| Notice Given | Refund on Land Arrangements | What Happens |
|---|---|---|
| 90+ days before departure | 100% less deposit | Deposit is retained as a cancellation fee. Any balance already paid is refunded in full. |
| 60 – 89 days | 75% refunded | Lodge and supplier cancellation charges begin to apply. We always negotiate on your behalf. |
| 30 – 59 days | 50% refunded | Most lodges charge 50% at this stage; the retained amount reflects those supplier charges. |
| 15 – 29 days | 25% refunded | Late notice means most accommodation is charged in full by the supplier. |
| 0 – 14 days | No refund | Full cancellation charges apply across all suppliers. Travel insurance is the only route to recovery. |
Deposits & Payments
What You Pay, and When
A 30% deposit is required to confirm every Berengei safari. This deposit locks in your lodges, vehicles, guides and — critically — your gorilla and chimpanzee permits, which are often purchased the same week we receive your confirmation.
The remaining balance is due 60 days before your departure date. We send a courtesy reminder 75 days out so nothing arrives by surprise.
Because permits and some lodges require immediate payment, the deposit is non-refundable once permits have been purchased on your behalf — this is disclosed in writing on your invoice before you pay.
All payments are made by bank transfer or card to our registered company account. We never request payment to a personal account or mobile wallet, and we will always confirm account details over a phone call you initiate.
- On confirmation 30% deposit — secures lodges, vehicles, guides and permits
- 75 days before departure Courtesy balance reminder issued
- 60 days before departure Final balance due — this is also the last point for a full refund of land arrangements
- 45 days before departure Passenger names and passport details locked in for permits
- 21 days before departure Final travel documents, itineraries and emergency contacts issued
Permits
Gorilla, Chimpanzee & Park Permits
Permits are issued and controlled by national wildlife authorities — not by Berengei. Their rules override our general cancellation terms.
In short: permits are non-refundable in almost all circumstances. They can, however, often be transferred to another date or another traveller, subject to authority approval, availability and a handling fee.
- Uganda gorilla permits — issued by the Uganda Wildlife Authority. Date changes are permitted up to 30 days before the trekking date, subject to availability and a re-booking fee. Cancellations inside 30 days are non-refundable.
- Rwanda gorilla permits — issued by the Rwanda Development Board. Permits are strictly non-refundable but may be moved to a later date with at least 15 days' notice, subject to availability and an amendment fee.
- Kenya & Tanzania park fees — park entry and concession fees are generally non-refundable once paid, though some conservancies permit a date shift with 14+ days' notice.
- Name changes — where a permit can be reissued in another traveller's name, we will always attempt it. You remain responsible for any authority reissue fee.
- Medical exceptions — a small number of authorities consider documented medical emergencies case by case. We will submit on your behalf, but the decision rests entirely with the authority.
- Why this matters — permit costs are frequently 20–35% of a gorilla safari. We strongly recommend travel insurance that specifically covers non-refundable permits.
Amendments
Changing Your Dates or Itinerary
Moving a safari is almost always better than cancelling one. We will always try to reschedule before we process a cancellation.
- More than 60 days out — date and itinerary changes are usually handled free of authority and lodge penalties. An administration fee of USD 50 per person per amendment applies.
- 60 – 30 days out — amendments are subject to supplier re-booking fees and any rate difference for the new dates. Permits may require reissue.
- Inside 30 days — most lodges and all permits treat this as a cancellation. Amendments may be declined or charged at full value.
- Downgrades — reducing nights, dropping travellers or lowering the lodge grade is treated as a partial cancellation and is subject to the deadline table.
- Upgrades and additions — always welcome and simply charged at the applicable rate, subject to availability.
One amendment, one fee. Where several changes are requested at the same time before the 60-day mark, we charge a single administration fee rather than one per change.
If your new dates cost less, the difference is refunded after supplier charges. If they cost more, we invoice the balance before issuing documents.
Common Questions
Cancellation FAQ
Is my deposit refundable?
The deposit is non-refundable once it has been used to purchase permits or confirm lodges, which is usually within days of receipt. If you cancel more than 90 days before departure and no permits were issued, we will review the deposit on a case-by-case basis.
How long does a refund take?
Once approved, refunds are processed within 14 business days to the original payment method. Bank transfers can take a further 3–7 business days to clear depending on your bank and currency. Transfer and bank charges are deducted from the refunded amount.
Can I transfer my booking to another person?
Yes, in most cases. Name changes are permitted up to 30 days before departure, subject to airline rules, lodge policy and — for gorilla and chimpanzee permits — authority approval and reissue fees. A USD 50 administration fee applies per traveller.
Do I need travel insurance?
We strongly recommend it, and we treat it as essential for any safari that includes gorilla or chimpanzee permits. Choose a policy that explicitly covers non-refundable permits, trip interruption, medical evacuation and repatriation.
What if I cancel because of a medical emergency?
Send us written notice and supporting documentation as soon as possible. We will submit a flexibility request to every supplier and authority involved. Approval is never guaranteed, which is why insurance matters — but we will always advocate for you.
Can I postpone instead of cancelling?
Yes. Postponement is usually the cheapest option. With 60+ days' notice, most suppliers will move your dates for an administration fee and any rate difference. Travel credit is typically valid for 12 months from the original departure date.
