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Booking Policy

HOPE TOURS AFRICA BOOKING POLICIES

These Booking Terms & Conditions govern all tours, safaris, trekking experiences, transfers, and travel services provided by Hope Tours Africa.

By paying a deposit, making a partial payment, making full payment, or participating in a tour, the client confirms acceptance of these Terms & Conditions on behalf of all travelers included in the booking.

1. BOOKING CONFIRMATION

A booking is considered confirmed only after:

  • The required deposit or full payment has been received; and
  • Hope Tours Africa has issued written confirmation of the booking.

For bookings made more than 90 days before departure, a non-refundable deposit of 50% of the total tour cost is required to secure the reservation.

For bookings made within 90 days of departure, full payment is required at the time of booking.

The person making the booking confirms that they have the authority to accept these Terms & Conditions on behalf of all travelers included in the reservation.

2. PAYMENT TERMS

The remaining balance must be paid no later than 90 days before the tour departure date unless otherwise agreed in writing.

Failure to make payment by the specified deadline may result in cancellation of the booking and forfeiture of any payments already made.

Hope Tours Africa reserves the right to release hotel rooms, permits, transportation services, and other reservations if payment deadlines are not met.

3. TOUR PRICES

All prices are quoted in United States Dollars (USD) unless otherwise stated.

Tour prices are based on costs, taxes, permit fees, accommodation rates, fuel prices, and supplier charges applicable at the time the quotation is issued.

Hope Tours Africa reserves the right to adjust tour prices before final payment if there are increases in:

  • Gorilla permit fees
  • Chimpanzee permit fees
  • Park entrance fees
  • Government taxes
  • Fuel prices
  • Accommodation rates
  • Exchange rates
  • Supplier-imposed charges

No price adjustments will be made after full payment has been received unless government fees or taxes change unexpectedly.

4. GORILLA, CHIMPANZEE AND OTHER PERMITS

Gorilla permits, chimpanzee permits, golden monkey permits, and other wildlife permits are issued by government authorities and remain subject to the rules and regulations of the issuing authority.

Permit fees are non-refundable once purchased.

Hope Tours Africa acts solely as an intermediary in obtaining permits and cannot guarantee refunds, replacements, transfers, or rescheduling beyond what is permitted by the issuing authority.

Any approved permit rescheduling remains subject to availability and any fees imposed by the relevant authority.

Clients acknowledge that permit regulations may change without prior notice.

5. CLIENT CANCELLATION POLICY

Because Hope Tours Africa immediately incurs operational costs, permit purchases, supplier deposits, reservation fees, administrative expenses, staffing costs, and planning expenses, cancellation charges apply as follows:

Scheduled Tours and Safaris

  • More than 90 days before departure: Loss of deposit only
  • 60–89 days before departure: 50% of total tour cost
  • 30–59 days before departure: 75% of total tour cost
  • Less than 30 days before departure: 100% of total tour cost

Gorilla, Chimpanzee and Other Park Permits

Permit fees remain non-refundable regardless of cancellation date unless otherwise authorized by the issuing authority.

Any refund that may become available shall be subject to deductions for:

  • Permit fees
  • Supplier cancellation penalties
  • Banking fees
  • Payment processing fees
  • Administrative expenses

Approved refunds will be processed using the original payment method whenever possible.

6. CHANGES REQUESTED BY THE CLIENT

Requests to change travel dates, accommodations, activities, room types, or itinerary details must be submitted in writing.

Hope Tours Africa will make reasonable efforts to accommodate requested changes but cannot guarantee availability.

Additional costs resulting from requested changes shall be borne by the client.

7. CHANGES OR CANCELLATION BY HOPE TOURS AFRICA

Hope Tours Africa reserves the right to modify itineraries, accommodations, routes, transportation arrangements, activities, and schedules where reasonably necessary due to:

  • Safety considerations
  • Weather conditions
  • Road conditions
  • Wildlife movements
  • Government regulations
  • Park authority instructions
  • Operational requirements
  • Force majeure events

Where practical, comparable alternatives will be provided.

Accommodation may occasionally be substituted with properties of similar or higher standard where necessary.

8. NO REFUNDS FOR UNUSED SERVICES

No refunds will be made for:

  • Missed activities
  • Missed meals
  • Unused accommodation
  • Unused transportation
  • Early departure
  • Late arrival
  • Voluntary withdrawal from any activity
  • Services not utilized by the client

Once a tour has commenced, no partial refunds shall be available.

9. PASSPORTS, VISAS AND ENTRY REQUIREMENTS

Clients are solely responsible for obtaining and carrying:

  • Valid passports
  • Required visas
  • Vaccination certificates
  • Health documentation
  • Travel permits
  • Entry documentation

Hope Tours Africa shall not be liable for costs arising from denied entry, incomplete documentation, missed travel requirements, or failure to obtain the required travel documents.

10. HEALTH AND FITNESS

Many tours offered by Hope Tours Africa involve physical activity and outdoor conditions.

Activities may include:

  • Gorilla trekking
  • Chimpanzee trekking
  • Hiking
  • Nature walks
  • Boat excursions
  • Safari activities

Clients are responsible for ensuring that they are medically and physically fit to participate.

Hope Tours Africa reserves the right to refuse participation in any activity if a guide, ranger, park authority, or medical professional determines participation may pose a safety risk.

No refund shall be due in such circumstances.

11. ASSUMPTION OF RISK

Clients acknowledge that participation in safaris, wildlife encounters, trekking activities, hiking, boating, road travel, and outdoor adventures involves inherent risks that cannot be entirely eliminated.

These risks may include:

  • Injury
  • Illness
  • Animal encounters
  • Slippery terrain
  • Difficult weather conditions
  • Remote locations
  • Transportation delays

By participating in the tour, clients voluntarily accept these risks.

12. TRAVEL INSURANCE

Comprehensive travel insurance is strongly recommended for all travelers.

Insurance should cover:

  • Medical emergencies
  • Emergency evacuation
  • Trip cancellation
  • Trip interruption
  • Personal liability
  • Lost baggage
  • Theft
  • Travel delays

Clients are responsible for all medical treatment, rescue services, evacuation costs, hospitalization expenses, and repatriation costs not covered by insurance.

13. SUPPLIER RESPONSIBILITY

Hope Tours Africa works with independent suppliers including:

  • Hotels
  • Lodges
  • Airlines
  • Wildlife authorities
  • Transportation companies
  • Activity providers

While every effort is made to ensure quality service, Hope Tours Africa shall not be liable for the acts, omissions, insolvency, bankruptcy, closure, suspension, delays, cancellations, or operational failures of any independent supplier.

14. LIMITATION OF LIABILITY

To the fullest extent permitted by law, Hope Tours Africa shall not be liable for:

  • Injury
  • Illness
  • Death
  • Property damage
  • Loss of personal belongings
  • Travel delays
  • Missed connections
  • Additional expenses
  • Emotional distress
  • Inconvenience

arising from circumstances beyond its reasonable control.

Where liability is established, Hope Tours Africa’s maximum liability shall not exceed the amount paid by the client for the affected services.

15. FLIGHTS AND TRANSPORTATION

Hope Tours Africa shall not be responsible for:

  • Missed flights
  • Flight delays
  • Flight cancellations
  • Airline schedule changes
  • Missed connections
  • Airline insolvency

Clients are advised to allow adequate connection times and maintain appropriate travel insurance coverage.

16. FORCE MAJEURE

Neither Hope Tours Africa nor the client shall be liable for failure to perform obligations resulting from circumstances beyond reasonable control.

Such events may include:

  • Natural disasters
  • Floods
  • Earthquakes
  • Epidemics
  • Pandemics
  • War
  • Terrorism
  • Civil unrest
  • Government actions
  • Border closures
  • Airline disruptions
  • Strikes
  • Severe weather

In such circumstances, Hope Tours Africa may offer rescheduling, travel credit, or alternative arrangements where feasible.

Refunds are not guaranteed.

17. CLIENT CONDUCT

Clients are expected to behave responsibly and respectfully throughout the tour.

Hope Tours Africa reserves the right to remove any participant from a tour without refund where their conduct:

  • Endangers others
  • Violates local laws
  • Damages property
  • Harasses staff or fellow travelers
  • Disrupts the tour experience
  • Violates wildlife regulations

Any resulting costs shall be borne by the client.

18. LOST OR DAMAGED PROPERTY

Clients remain responsible for their personal belongings throughout the tour.

Hope Tours Africa shall not be liable for lost, stolen, misplaced, or damaged personal property.

19. PHOTOGRAPHY AND MARKETING

Photographs and videos may be taken during tours for promotional purposes.

Unless a client notifies Hope Tours Africa in writing before the start of the tour, the client grants Hope Tours Africa permission to use such materials for marketing, social media, advertising, and promotional purposes without compensation.

20. COMPLAINTS

Any complaint must be reported immediately to the guide or Hope Tours Africa management during the tour.

This allows reasonable opportunity to investigate and resolve the matter.

Complaints submitted after the completion of the tour may limit Hope Tours Africa’s ability to investigate the issue.

21. CHARGEBACKS AND PAYMENT DISPUTES

By making payment, the client acknowledges that Hope Tours Africa may immediately incur non-recoverable costs including permit purchases, supplier deposits, accommodation reservations, transportation reservations, staffing commitments, and administrative expenses.

The client agrees not to initiate payment disputes or chargebacks for services provided in accordance with these Terms & Conditions.

Hope Tours Africa reserves the right to contest any chargeback using booking records, invoices, correspondence, supplier documentation, and evidence of acceptance of these Terms & Conditions.

22. GOVERNING LAW

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Rwanda.

Any dispute arising from these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of Rwanda.

23. ACCEPTANCE OF TERMS

Payment of a deposit, partial payment, full payment, or participation in any Hope Tours Africa service constitutes acceptance of these Booking Terms & Conditions by all travelers included in the booking.