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Terms And Conditions

The following booking conditions form the basis of your contract with Alpha Adventures Ltd (“we”, “us” and “our”). Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and understand the booking conditions and agree to them.

1. How to Book

Having chosen your holiday you just need to complete the Booking Form

provided online or by your consultant and forward it to us with an appropriate deposit.

You can book and make a payment of the deposit by making a bank transfer payable to ALPHA ADVENTURES LIMITED. DIAMOND TRUST BANK UGANDA LIMITED.

SWIFT: DTKEUGKA, ACCOUNT NO: 0012251002. A booking form will need to be sent

subsequently. In addition, we work with a number of excellent Travel Agency throughout the World and you may choose to book your holiday through one of them.

2. Deposit

Group Tours: A deposit of 30% per person is payable when placing a Group Tour booking for holidays worth $2000 per person or under. A deposit of 25% of the holiday cost is payable for bookings above £2000 per person.

Tailor-made Holidays: A deposit of 30% of your holiday cost per person, whichever is higher, is payable when placing a tailor-made holiday booking.

Deposits and final payments made are subject to 5% transaction charge which must be paid during the process of paying. There is no transaction charges for personal in Uganda for bank transfers fees. Some hotels, beach resorts, wildlife lodges may require a higher deposit or even full payment at their discretion,

especially during peak season. We will advise you of these at the time of the booking or as soon as we are made aware. Please note all deposits are

non-refundable; except in instances when we cancel the holiday or express our inability to operate it.

3. Confirmation and Final Payment

The balance amount for your holiday must be paid no later than 42 days before departure; final documentation will not be released unless full payment has

been received by due date. If payments are delayed without notification or adequate reason we reserve the right to treat your booking as cancelled

retaining the deposit. If the booking is made within 42 days of departure, the full cost of the holiday is payable at the time of booking.

For all group tours, hotels given in the itineraries are subject to change. In all

cases we will Endeavour to provide similar standard hotels. If we need to make a significant change to the itinerary booked, it is done with your concurrence. It is thus important that you give us your contact telephone numbers, both for

daytime and evenings, so that changes can be communicated, discussed and implemented.

Arrangements for tailor-made travel are made after the acceptance of your

booking and are as such subject to availability. While in most cases we are able to confirm all the arrangements within a few weeks of receiving the order, in some instances changes may be required or some confirmations may have to wait till much later. If we need to make a significant change to the itinerary

booked, such as change of hotel or mode of transport or omission of a place, it

is done with your concurrence. It is thus important that you give us your contact telephone numbers, both for daytime and evenings, so that changes can be

communicated, discussed and implemented.

For minor variations in the itinerary we do not make supplementary charges nor do we offer reductions. If however, the cost variation exceeds 2% of the total holiday price, you may be required to pay the difference, if the costs go up, or

become entitled to a refund, if the costs go down.

If the very nature of the holiday changes due to non-availability of a significant portion(s), such as internal flights, we will ourselves offer you the option of a

departure on an alternate date or cancellation with full refund.

If the availability of a certain portion of the holiday, or a specific hotel, is critical for you it must be specified in writing at the time of booking the holiday. Non- availability of this critical element will entitle you to a full refund of all monies

paid, including the deposit amount. If, after notification of the non-availability of a critical element(s) of your holiday, you decide to still proceed with the holiday, you cannot subsequently cancel it using this condition. We expect you to be a

reasonable stance when specifying critical elements.

4. Travel Documents, Passports & Visas

You will need a passport with a minimum validity of six months from the

intended date to travel to East Africa which must contain at least two blank

pages for the issuance of a visa (additional pages required if visiting more than one country). Information on how to obtain a visa, if required, will be sent to you with the confirmation of your booking. Remember one visa for East African ( Uganda, Rwanda and Kenya).

Travel documents are normally sent to you approximately 2 weeks before

departure. These include your internal flight tickets (if purchased through us), gorilla and chimpanzee permits ,final itinerary, local contacts at your destination, some useful tips and suggestions including on tipping, etc. Vouchers for hotels and internal travel, etc., are delivered on arrival at the destination.

5. Price Guarantee

The price of your holiday is fully guaranteed. This guarantee is applicable once we have accepted your booking via a Booking Acceptance Letter and is subject to all payments being received by due dates. The price guarantee applies to

complete holidays bought from us and does not cover the purchase of individual items such as airline tickets or hotel rooms. Thus if a flight is quoted separately,

it is not protected against future cost increases prior to ticketing. Supplements such as club class upgrades or higher grade rooms in hotels are not covered by this guarantee.

It may be noted that price variations due to increases in fuel surcharges and airport taxes are not governed by this guarantee.

6. Financial Protection

For Holidays excluding Flights within the Package:

Holidays excluding flights are protected separately by the Association of Uganda Tour Operators (AUTO) with whom Alpha Adventure has a bonding, Membership No. 2087. Their website is www.auto.or.ug . You also agree to accept that in

circumstances where the travel service supplier provides the services you have bought, you agree to pay any outstanding sum under your contract with us to that alternative travel service provider. However, you also agree that in some

cases the services will not be provided, in which case you will be entitled to make a claim under AUTO if a refund is not made.

When booking through an agent for arrangements that include, but are not

limited to, Alpha Adventure arrangements, your contract will deem to be with the agent and not with Alpha Adventure. Alpha Adventure in such circumstance will be deemed to be a supplier for your agent. Similarly, if booking only a single component e.g. a flight or hotel, via an agent, Alpha Adventure will be deemed to be a supplier for the agent; and as such we will not accept liability for the

provision of the service.

7. Travel Insurance, Health & Safety

It is strongly recommended that all travelers be adequately insured for the holiday. You may buy insurance through your preferred insurance providers, or locate comprehensive policy independently. When taking insurance, please

ensure it covers any activities that you may undertake during your holiday such as hikes, treks, travel to high altitude regions and any other. If you are unable to provide proof of adequate travel insurance we will require you to sign an

indemnity form absolving us of any liability which may arise owing to your failure to take out adequate insurance cover.

We strongly recommend you consult your doctor about mandatory health

requirements, health precautions and recommended vaccinations a few months before your holiday. Additional information is available on request.

8. Alterations to your tour programmed by us

We will make all reasonable efforts to provide you with booked tour arrangements but cannot rule out occasional changes and reserve the right to change accommodation, internal flights or the sightseeing schedule due to unforeseen circumstances.

If the changes are significant we will inform you of these before departure, if

possible, and offer you comparable alternative arrangements or at your option make a full refund of all monies paid. A significant change is one that involves a

change of airport for flights to and from your holiday destination, the outward or return journey being rescheduled by more than twelve hours or the omission of a featured overnight stop in the itinerary. Where such changes take place for

reasons within our control we will offer you a compensation of 10% per person if you had paid the full holiday price by the prescribed date. Where the change is

due to circumstances beyond our control amounting to force majeure, such as weather conditions, technical problems, civil disorder, decisions by governments or other associations, etc., we will offer comparable alternative arrangements or if you choose refund fully the monies paid by you.

If any of the circumstances amounting to force majeure occurs during a tour we reserve the right to alter the tour programme, as required depending upon the


circumstance, without offering any compensation. We may consider a refund for the unutilized portion of the tour if we are able to secure any refunds.

We reserve the right to cancel your holiday anytime during its operation if you are found to be behaving in a socially unacceptable manner or indulging in an illegal activity. In such cases no refund will be offered for the unutilized portion

of the holiday and Alpha Adventure will further claim from you the costs of your return to the parent country.

9. Cancellation of a tour by us before departure

We reserve the right to cancel a holiday on offer by us, without assigning

reasons at any time up to 43 days prior to departure date. If such cancellation takes place, we will offer you a comparable alternative or, a refund of the

deposit paid for the holiday. No compensation is payable for any holiday cancelled more than 42 or more days prior to departure.

If cancellations are necessitated 42 days or less before departure it is likely to be for one of the following reasons:

Non-payment or late payment of the balance. In such cases, an alternative holiday or refund will not be available and cancellation charges will apply.

Circumstances beyond our control such as withdrawal of scheduled services for whatever reason, technical problems with transportation including airlines, trains and cruise ships, civil disorder or the threat of riots, strikes, natural

disasters, accident or pollution, terrorist activity or the threat of such, war or the threat of war, In deciding whether it is safe to visit a certain destination or not, we depend on the advice of the Uganda Government. In such instances we may offer comparable alternative arrangements or if you choose, we may make a full refund of remaining monies.

In the unlikely event of us cancelling a holiday within 42 days of departure for reasons other than those listed above, we will offer compensation of :

60 days or more prior to arrival        10% charge

59 – 32 days prior to arrival                 25% charge

31 – 8 days prior to arrival                    50% charge

7 – 3 days prior to arrival                      75% charge 48 hours or less prior to arrival                               100% charge

10. Alteration or Cancellation by you

If you wish to alter your programme after the booking has been accepted, an amendment fee of $20 per set of amendments per person will be charged, in addition to any supplementary costs of the alterations and any penalties payable for the cancelled services. Changing the date of departure will entail a higher

charge of 30% per person.

Any requests for alteration, once the tour has begun, will be treated sympathetically but we cannot guarantee implementation. Any costs incurred in making such alterations, by us or our agents will be passed on to you and the unutilized portion of the holiday will attract 100% cancellation charges.

Should you wish to cancel your tour, you must notify Alpha Adventure in writing, stating the reasons for cancellation. In most cases, your travel insurance policy is likely to cover you in full. Such cancellation will deem to take place on the date

of the written notice and will attract the following cancellation charges:

Date of receipt of cancellation                 Cancellation charges

71 days or more before departure               The deposit amount

42 – 70 days before departure                     Deposit+40% of the balance

28 – 41 days before departure                     Deposit+60% of the balance

15 – 27 days before departure                     Deposit+90% of the balance

14 days or less before departure                 100% of tour price

11. Your responsibility

It is your responsibility to ensure you have valid passports, insurance, visas, vaccinations, foreign exchange for personal expenses, etc., and we do not accept any liability for non-communication of relevant details to you. If any service

offered by us is not clear, you should get written confirmation from us about its inclusion in the price.

If any client suffers death, illness or injury whilst overseas arising out of an activity which does not form part of the foreign inclusive holiday arrangement or excursion arranged through us, we shall, at our discretion, offer advice, guidance and assistance but are not liable for the consequences of such independent act.

If you avail of a service during the course of your holiday which is not part of your contract with us, we will not be liable for the provision of that service or its quality even if you purchase it through our agents or their representatives.

Similarly, if we recommend a restaurant or a shop, it is merely to assist you, and we do not accept any responsibility for the quality or content of the service

received from these.

12. Our responsibility

We accept responsibility for ensuring that the holiday which you book with us is delivered to a reasonable standard. In the unlikely event that any part is not

being delivered as promised, for reasons within our control, we will offer appropriate compensation for the affected portion of the holiday. We accept responsibility for the actions and omissions of our employees, agents and

suppliers except where the supplier is a government or quasi-government body or institution and their actions lead to injury, illness or death.

Our liability in all cases shall be limited to a maximum of two times the cost of the portion of holiday adversely affected.

We accept responsibility for injury, illness, death caused by the negligent acts and omissions of our employees, agents, suppliers and sub-contractors whilst acting within the scope of their duties in the provision of your holiday as booked. We will accordingly pay to our clients such damages as might have been awarded in such circumstances under Ugandan Law.

In respect of carriage by scheduled air, sea, other water bodies like rivers and lakes, and rail transports the provision of accommodation and services is the responsibility of the service provider and we merely act as agents for these

providers our liability will be limited in the manner provided by the relevant international convention. If a scheduled flight, train or ship suffers delays or

makes changes to the confirmed schedule or cancels a service we are not are not obliged to do so. It is the responsibility of the service provider to do so. We will, however, try our best to assist in the provision of alternative services, if

required, on receipt of appropriate payment.

13. Inclusions and exclusions in the Tour Price

All inclusions and exclusions are clearly mentioned in your holiday itinerary. Please check with us in case of doubt about any of these.

14. Arbitration

If you have cause for complaint during the holiday please bring it to the notice of our Local representative/agent and/or the hotel who will try their best to solve the problem immediately. It is not advisable to do nothing about a problem when it occurs but to later write to us seeking recompense. If we feel we/our agents were not afforded an opportunity to redress a problem when it occurred, we will not be able to offer compensation if it is brought to our attention

later/your return home.

If the problem remains unresolved in spite of your pointing it out locally to our agents when it occurred, please write to us within 28 days of the completion of the holiday. We will investigate the complaint and respond to you within 28 days.

In the unlikely event of us not being able to reach an amicable settlement you may refer the dispute to an arbitrator appointed by the Association of Uganda Tour operators under a special scheme devised for members. The scheme does not apply to claims greater than $3000 per person or $15000 per booking form or to claims, which are solely, or mainly in respect of physical injury or illness.

The application for arbitration must be made within 2 months of the date of return from the holiday but in special circumstances, it may still be offered outside this period.

15. Data Protection Statement

Please be assured that we have measures in place to protect the personal

booking information held by us against accidental loss and unauthorized use.

This information will be passed on to the relevant suppliers of your travel arrangements. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. In making this booking, you consent to this information being passed on to the relevant

persons. If we need to give your details to anyone other than those listed above we will do so only with your consent.

We will store and use your personal data for future marketing purposes such as sending you brochures, digital newsletters, flyers, leaflets or other marketing material. In making a booking with Alpha Adventure, you consent to us using your personal data for such marketing activities. You can inform us in written or by email at any time should you not wish to receive any promotional printed or digital material and we will remove your details from future mailing lists.

16. Jurisdiction

Your holiday contract with Alpha Adventure is made on the terms of these

Booking Conditions which are governed by Ugandan Law and both parties shall submit to the jurisdiction of Ugandan Courts at all times.

17. Validity

The prices given in our Group Tours Brochure and on our website are valid until 30th June 2022, and are subject to the price guarantee mentioned earlier.

All prices accompanying the tailor-made brochures and private journeys on the website are ‘from prices’. Please ensure you have a firm price before you book your tailor-made holiday.

18. Brochure Accuracy

While we have taken great care to ensure the information provided herein is accurate, there may be the occasional error or revisions in advertised prices or itinerary content. We request you to kindly check the price and tour details with us at the time of booking.

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