1. Acceptance of Terms
By proceeding with a booking and paying a deposit to Urban Jay Safaris, you (the "Client") acknowledge that you have read, understood, and agreed to be bound by these Terms and Conditions. The person making the booking warrants that they have full authority to act on behalf of all persons included in the booking.
2. Booking & Payment Policies
To secure a bespoke safari or travel arrangement with Urban Jay Safaris, the following payment schedule applies:
- Deposit: A non-refundable deposit of 30% of the total tour cost is required to confirm a booking.
- Permits: If your itinerary includes Mountain Gorilla or Chimpanzee trekking, 100% of the permit cost must be paid upfront at the time of booking, in addition to the 30% deposit.
- Balance: The remaining 70% balance must be settled no later than 60 days prior to the commencement of the safari.
- Late Bookings: Bookings made within 60 days of the travel date require full (100%) payment immediately upon confirmation.
All prices are quoted in United States Dollars (USD) unless otherwise stated. Payments can be made via international wire transfer or secure online credit card link. The client is responsible for all bank transfer fees.
3. Cancellations & Refunds
All cancellations must be received in writing via email to info@urbanjaysafaris.com. The cancellation will be effective on the date it is acknowledged by our team. The following cancellation charges apply based on the number of days prior to departure:
- More than 60 days: Loss of the 30% deposit (and any non-refundable permits).
- 59 to 30 days: 50% of the total tour cost is forfeit.
- 29 to 15 days: 75% of the total tour cost is forfeit.
- 14 days or fewer (including no-shows): 100% of the total tour cost is forfeit.
Note on Luxury Lodges: Certain exclusive properties and aviation partners enforce stricter cancellation policies during peak seasons. Should their fees exceed ours, the supplier’s strict cancellation fee will be passed on to the Client.
4. Alterations to Itineraries
While Urban Jay Safaris will make every reasonable effort to ensure itineraries run as planned, Africa is an unpredictable environment. We reserve the right to make changes to accommodations, routes, or transportation due to unforeseen circumstances (e.g., severe weather, impassable roads, or lodge overbookings). In such events, alternative arrangements of an equivalent or superior standard will be provided.
If the Client requests amendments to a confirmed itinerary, we will attempt to accommodate them subject to availability. An administrative fee, plus any additional costs charged by suppliers, will apply.
5. Mandatory Travel Insurance
Comprehensive travel insurance is mandatory for all clients traveling with Urban Jay Safaris. Your policy must cover, at a minimum:
- Medical expenses and emergency repatriation (including helicopter evacuation from remote areas).
- Trip cancellation and curtailment.
- Loss or damage to personal baggage and high-value equipment (cameras, binoculars).
Urban Jay Safaris acts as an agent and accepts no liability for clients who fail to secure adequate insurance coverage. We reserve the right to request proof of insurance prior to your arrival.
6. Passports, Visas & Health Requirements
The Client is solely responsible for ensuring they possess a valid passport (with at least 6 months validity remaining and sufficient blank pages), correct visas, and necessary health certificates (e.g., Yellow Fever vaccination, which is mandatory for entry into many East African nations).
Urban Jay Safaris will provide general advice, but it is the Client’s responsibility to verify current entry regulations with their respective embassies and consult a medical professional regarding Malaria prophylaxis and necessary vaccinations.
7. Risk & Liability
Safaris involve venturing into remote wilderness areas and encountering wild, unpredictable animals. By booking with Urban Jay Safaris, you acknowledge the inherent risks of such travel. Clients must strictly adhere to the instructions of their professional guides and lodge staff at all times.
Urban Jay Safaris, its employees, and agents shall not be held liable for any injury, illness, death, loss, or damage to property arising during the safari, except where caused by our proven gross negligence. We act as an agent for independent suppliers (hotels, airlines, charter companies) and are not liable for their acts, omissions, or defaults.
8. Force Majeure
"Force Majeure" refers to any circumstance beyond our reasonable control, including but not limited to acts of God, war, threat of war, civil strife, terrorist activity, pandemics, border closures, natural or nuclear disaster, or adverse weather conditions.
Urban Jay Safaris shall not be liable to pay compensation or offer refunds if our contractual obligations are affected by Force Majeure. We highly recommend robust "Cancel for Any Reason" travel insurance to protect against these remote possibilities.
9. Gorilla & Chimpanzee Tracking Permits
Permits for tracking primates in Uganda and Rwanda are heavily restricted by national wildlife authorities. Payment for permits must be made immediately upon booking. Permits are 100% non-refundable and non-transferable under any circumstances, including illness or border closures. Tracking involves rigorous hiking; a reasonable level of fitness is required. Sightings, while highly probable, cannot be absolutely guaranteed by nature.
10. Complaints & Dispute Resolution
If you experience an issue during your safari, you must immediately report it to your driver-guide or our 24/7 concierge team so we have the opportunity to rectify it on the ground. If the issue remains unresolved, a formal complaint must be submitted in writing within 14 days of the tour's conclusion.
These terms and conditions are governed by the laws of the Republic of Kenya. Any disputes arising from this agreement shall be subject to the exclusive jurisdiction of the Kenyan courts.