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BOOKING CONFIRMATION
A booking with Luxland Africa Vacations is regarded as confirmed once full payment for all required activity permits such as Gorilla, Chimpanzee, and Golden Monkey permits has been completed, and once a 30% deposit has been paid on all remaining safari components. To allow sufficient time for planning, logistics, and coordination with partner properties and authorities, clients are encouraged to secure their reservations at least 21 days before the date of departure.
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PAYMENTS
All outstanding balances for the safari must be settled not later than 60 days before the scheduled travel date. Should full payment not be received by this deadline, Luxland Africa Vacations reserves the right to consider the booking cancelled, in which case the applicable cancellation terms contained within this document will apply in full.
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CANCELLATION & REFUND POLICY
A full refund will be issued for cancellations made 91 days or more before the scheduled departure date, minus a 10% administration fee and all applicable permit fees.
For cancellations made between 90 and 45 days prior to departure, 75% of the deposited amount will be refunded.
Cancellations received between 45 and 30 days before the departure date will be eligible for a 50% refund.
No refunds will be issued for cancellations made less than 30 days before the departure date.
Additionally, once the safari has begun, no refunds will be provided for any unused services, including activities, accommodation, vehicle hire, or any other arrangements not utilized by the guest.
All refunds issued will be net of bank transfer charges. Please note that all activity permits such as Gorilla, Chimpanzee, and Golden Monkey permits are strictly non-refundable.
Permit Regulations
Permits including Gorilla, Chimpanzee, and Golden Monkey permits are controlled by wildlife authorities and are entirely non-refundable. Luxland Africa Vacations allows clients to reschedule their Gorilla permits provided the request is submitted at least 7 days before the trekking date. Rescheduled dates must fall within the same calendar year, as permits cannot be carried forward into subsequent years. A rescheduling fee equivalent to 25% of the permit cost will apply.
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FORCE MAJEURE
Luxland Africa Vacations shall not be held liable for any failure to perform its obligations, or for delays or disruptions, where such situations arise from events of Force Majeure. These events may include natural disasters, epidemics, civil disturbances, war, terrorism, government restrictions, severe weather conditions, or any circumstance that renders travel or service delivery impossible or unsafe. Should services be cancelled due to Force Majeure, Luxland Africa Vacations will not impose any cancellation fees arising from these uncontrollable circumstances.
5. TRAVEL INSURANCE & EMERGENCY EVACUATION COVER
While Luxland Africa Vacations and its trusted partners maintain necessary operational insurance, these policies do not extend to individual travelers. Therefore, guests are strongly encouraged to secure comprehensive travel insurance that covers medical emergencies, trip cancellations, travel delays or interruptions, loss or damage of luggage, and any adventure activities included in their safari.
Luxland Africa Vacations has partnered with AMREF Flying Doctors to provide an additional layer of safety for all our guests. AMREF — a leading African health organization offers 24/7 emergency medical evacuation by air or ground, ensuring rapid access to professional care in remote or hard-to-reach areas such as national parks, mountainous terrain, or other regions with limited medical facilities.
Through this partnership, in the event of a serious illness or injury during your safari, AMREF Flying Doctors can arrange immediate air ambulance evacuation to a hospital of your choice within East Africa. Their service includes on-board medical care and, when necessary, an accompanying caregiver to ensure safe transfer. This collaboration guarantees that Luxland Africa Vacations guests have access to reliable and professional emergency support whenever needed.
It is important to note that AMREF Flying Doctors’ coverage is limited to evacuation and immediate medical support. All hospital treatment, surgeries, or extended care following evacuation remain the responsibility of the traveler and should be covered by personal travel or medical insurance.
Therefore, securing comprehensive travel insurance is strongly recommended to cover all potential medical costs and provide full peace of mind during your safari.
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PASSPORTS AND VISAS
Travelers are responsible for ensuring that all passports, visas, and relevant travel documents meet the entry requirements of the countries they plan to visit. Luxland Africa Vacations cannot offer refunds or accept liability for travel disruptions caused by incomplete or invalid documentation. Passports should contain at least two blank visa pages for every country visited and must remain valid for the duration prescribed by each destination’s immigration laws, typically six months beyond the date of entry.
Travelers accompanied by minors are required to comply with child-travel regulations, which may include presenting an unabridged birth certificate. When a minor travels with only one parent or guardian, a notarized letter of consent from the non-travelling parent may be required. This list is not exhaustive, and travelers should confirm all requirements directly with the relevant consulates or embassies before departure.
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CHANGES TO TRAVEL ITINERARIES
Luxland Africa Vacations carefully prepares each itinerary; however, African travel is inherently dynamic, and itineraries should be viewed as flexible guidelines rather than fixed schedules. Weather conditions, wildlife movements, road accessibility, political considerations, supplier adjustments, and other external factors may necessitate changes. In such cases, Luxland Africa Vacations will make every reasonable effort to arrange suitable alternatives. Any additional costs resulting from such changes, however, will be borne by the traveler.
If alternative arrangements cannot be secured, Luxland Africa Vacations will endeavor to refund the value of any unutilized services, subject to receiving corresponding refunds from service providers. Should extra transportation or rerouting be required to reach the safari’s final destination, the company will provide assistance, although any associated expenses will be payable by the traveler.
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INOCULATION, IMMUNIZATION AND MEDICATION
African destinations may have specific health, vaccination, and medical entry requirements. Travelers are responsible for familiarizing themselves with these requirements and ensuring that all necessary vaccinations, preventive medications, and health preparations are completed in time for travel. Travelers must also ensure that they are medically fit for the journey. In some instances, a medical certificate confirming fitness to travel may be requested before a booking is finalized.
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ILLNESS OR DISABILITY
If a traveler has a medical condition, disability, or is undergoing ongoing treatment, this information must be disclosed to Luxland Africa Vacations at the time of booking. Full transparency allows the company to assess whether the necessary facilities, conditions, and support can be safely provided. Travelers are responsible for bringing an adequate supply of medication for the duration of their trip. If a traveler fails to disclose a relevant health condition and it later becomes evident that the condition prevents participation or presents a risk, Luxland Africa Vacations reserves the right to exclude the traveler from the safari without any entitlement to refund.