Because we design each safari around a small number of guests, a single cancellation directly affects permits, vehicles, and accommodation already reserved on your behalf. This policy explains how cancellations and changes are handled.
1. How to Cancel
Cancellations must be submitted in writing to info@ibarasafaris.com. The cancellation date is the date we receive your written notice, not the date you decide to cancel.
2. Deposit & Payment Schedule
A deposit of 30% of the total trip cost is due at the time of booking confirmation and is non-refundable. The remaining balance is due 90 days before travel, unless otherwise agreed in writing.
3. Cancellation Charges
Once a booking is confirmed, the following cancellation charges apply, calculated as a percentage of the total trip cost:
| Notice Period Before Travel | Cancellation Charge |
|---|---|
| More than 90 days before travel | 30% of total trip cost (deposit) |
| 60–90 days before travel | 50% of total trip cost |
| 30–59 days before travel | 75% of total trip cost |
| Less than 30 days before travel, or no-show | 100% of total trip cost |
Gorilla & Chimpanzee Trekking Permits
Gorilla and chimpanzee trekking permits are purchased on your behalf from the Uganda Wildlife Authority (UWA) in advance, often months ahead of your travel dates due to limited availability. Once purchased, permits are governed by UWA's own policy and are generally non-refundable and non-transferable, regardless of your reason for cancelling. This is outside our control.
4. Changes to a Confirmed Booking
We will always try to accommodate a change of dates or itinerary. Changes are subject to availability, and may involve a change in price or a change fee where third-party suppliers (lodges, permits, transport) apply their own change conditions.
5. Changing the Traveller
If you are no longer able to travel yourself, we can often transfer your booking to someone else travelling in your place, provided you give us reasonable written notice. This is subject to the agreement of our partner lodges and to UWA's own rules on transferring gorilla and chimpanzee trekking permits, which UWA does not always allow.
6. If Part of Your Group Cancels
Because we price private trips per person based on your total group size, one or more members of your party cancelling can increase the per-person cost for those still travelling — smaller groups cost more per head to run the same private vehicles, guides, and accommodation. We will always inform you of any revised cost before proceeding.
7. Cancellations by ibara safaris
In the rare event that we need to cancel your trip for reasons within our control, we will offer you a full refund — paid back via your original payment method within 14 days — or the option to rebook for alternative dates.
8. Force Majeure — War, Epidemic, or Similar Disruption
If your trip becomes impossible to deliver because of a disruption originating in Uganda — a government travel ban, border or park closure, civil unrest, or a public health emergency, for example — the cancellation charges above will not apply. Instead, we will credit any amount not already committed to non-refundable third-party costs (including gorilla and chimpanzee permits) toward a rebooked trip.
If the disruption is unrelated to Uganda — for instance a situation in your home country, or personal circumstances that leave you unable to travel while Uganda itself remains open — this is not treated as force majeure, and the standard cancellation charges apply in full. This is why comprehensive travel insurance with trip-cancellation cover is essential.
9. Travel Insurance
We strongly recommend purchasing travel insurance that includes trip cancellation cover at the time you book, ensuring you are protected against unexpected changes to your travel plans.
Questions About This Policy?
Our team is happy to assist with any questions regarding your booking or cancellation terms.
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