Company Registration and Licensing

Iconic Africa Safaris Ltd is a legally registered private company in Uganda. The registration is done under the Uganda Registration Services Bureau (URSB) with registration number 80034588694863.

We also hold a valid license to operate tourism services in Uganda. This license is issued by the Uganda Tourism Board (UTB) under license number UTB/RTT/TT/2025/101605. This means we are a fully recognized tour operator and authorized to organize safaris across Uganda and the East African region.

Booking Process and Confirmation

A safari booking with us becomes valid only after the following steps:

1. You send us your booking request.

2. We confirm the availability of services such as accommodation, transport, and permits.

3. You make the required deposit as explained in our payment structure.

4. We issue you with a Confirmation Invoice and Itinerary.

This confirmation document is very important. It is proof that your booking is secured and all arrangements are being processed.

By accepting these booking terms, you agree that you have the authority to confirm the safari on behalf of everyone listed in your group booking form.

Payment Structure and Terms

We follow a structured and simple payment plan to make it clear for every client.

Deposit Requirements

• Standard deposit: 50% of the total booking cost.

• Additional deposits may be requested for:

  • Internal/domestic flights

  • Peak Season Booking Demands

Payment Timeline

Important Payment Notes

• All quotes are valid for 30 days only.

• Prices are given exclusively in US Dollars (USD).

• Government bodies control prices of permits (such as gorilla and chimpanzee permits). These changes are outside our control and will be applied as announced.

Cancellation Policy

We understand that sometimes clients may need to cancel their safari. Our cancellation policy is clear and depends on how close the cancellation is to the departure date.

Cancellation Charges by Timeline

Non-Refundable Items

• Gorilla permits (paid upfront and non-refundable once purchased)

• Domestic flights (paid upfront and often non-refundable)

• Peak season bookings may have stricter cancellation charges depending on the supplier

Note: All cancellation requests must be made in writing to info@iconicafricasafaris.com, and we must acknowledge receipt.

Booking Modifications

Change Requests

If you want to change your booking, you must send the request in writing. Only the original booking person can request changes.

• We charge a USD 50 administration fee for each change, plus any other costs caused by the changes.

• Changes become more costly the closer you are to your departure date.

• Some services, once booked, cannot be changed (for example, certain permits or flights).

• Any change made within 45 days of departure may be treated as a full cancellation with charges applied.

• If you want to transfer your booking to another person, you must notify us in writing at least 7 days before departure.

Company Cancellation Rights

Sometimes, we may have to cancel a safari. This is very rare and only happens in special cases.

When We May Cancel

• If you fail to pay your final balance.

• If there are unavoidable and extraordinary circumstances such as war, strikes, political unrest, or natural disasters.

• If travel advisories are issued by international authorities such as the UK Foreign & Commonwealth Office or the USA State Department, affecting your travel safety.

Compensation for Company Cancellation

• If we cancel your trip, you will receive USD 250 per person as compensation, unless the cancellation was due to unavoidable and extraordinary events beyond our control.

Pricing and Contract Changes

Price Adjustments

Prices after booking may only change due to:

• Fuel price increases

• New or increased government taxes and fees

• Changes in tourist taxes

Your Rights in Case of Price Changes

• We will not make any price changes within 45 days of departure.

• If the price increases by more than 8% of your total cost, you can:

  • Accept the new price.

  • Switch to another safari package (with a refund if the new trip is cheaper).

  • Cancel the trip and get a full refund (excluding any amendment charges).

Non-Price Changes

Sometimes we may need to make small adjustments to your trip. Examples include:

• Changes in domestic flight times (by less than 12 hours).

• Use of a different safari vehicle (same quality or higher).

• Changing accommodation to a similar or higher standard.

• Adjusting activity times due to weather or park regulations.

Liability and Responsibilities

Our Liability Limitations

• Our maximum liability is 3 times the cost of your travel arrangements, except in cases of death, injury, or illness.

• We are not liable for:

  • Failures caused by your own actions.

  • Failures caused by unrelated third parties.

  • Situations caused by extraordinary or unavoidable circumstances.

• Our liability also follows the terms of other service providers we work with, such as airlines, hotels, or park authorities.

Your Responsibilities

You must make sure that you:

• Check and follow all travel advisories for countries you will visit.

• Have a valid passport, visas, and meet immigration requirements.

• Carry required vaccination certificates and follow health advice.

• Arrive on time for flights, transfers, and other pre-booked activities.

Risk Acknowledgment

Safari holidays in Africa come with certain natural risks, including:

• Close interaction with wild animals.

• Exposure to plants, insects, and environmental conditions.

• Health risks due to illness.

By booking with us, you agree that you accept these risks voluntarily.

Insurance and Health Requirements

Mandatory Travel Insurance

All clients must have valid travel insurance. The insurance should cover:

• General travel issues such as delays and lost luggage

• Medical emergencies and evacuation

• Virus outbreaks like COVID-19 or Ebola

• Repatriation costs if needed

Special Needs and Medical Conditions

If you have any special needs, please tell us before booking. This includes:

• Disabilities or mobility challenges

• Ongoing medical conditions

• Special diets (we will pass these to hotels and lodges, but they cannot be guaranteed)

COVID-19 and Pandemic Rules

Your Obligations

• Follow health guidelines of each country, including mask-wearing, sanitization, and social distancing.

• Obtain PCR tests where required (typically between USD 100–350 per person).

• Accept possible quarantine rules when returning home.

Our Position

• We apply our normal liability for non-COVID matters only.

• We do not take additional liability for pandemic-related cancellations, delays, or costs.

• You should note that health facilities during a pandemic may not be at the same level as in your home country.

Legal Framework and Complaints

Governing Law

This contract is governed under Ugandan Law and falls under the jurisdiction of Ugandan Courts.

However, if your safari also covers Rwanda, Kenya, or Tanzania, you may choose the laws and courts of these countries instead.

Complaint Procedure

• If you face a problem during your trip, report it immediately to the supplier or trip manager. This gives us the chance to resolve the issue quickly.

• If you are not satisfied, you can send a written complaint to info@iconicafricasafaris.com within 28 days after your return.

• Always include your booking reference and clear details about the problem.

Contact Information

• Mobile: +256 767 585 369

• Email: info@iconicafricasafaris.com

• Postal Address: Provided on request for official communication