Terms & Conditions

1. Prices & Tour Costs

• All prices quoted are based on current costs and exchange rates. Should there be unforeseen increases in tour-related costs (including fuel, park fees, taxes, or supplier rate increases), we reserve the right to adjust prices accordingly.
• For set departure tours, rates are based on group tariffs. If a set departure tour does not reach the minimum required number of participants, a small group supplement may apply.
• Tailor-made tours are priced individually based on the agreed itinerary and number of participants.

2. Bookings & Payments

• Namibia-based tours:
A 20% non-refundable deposit is required to confirm your booking.
• Outbound international tours:
A 50% non-refundable deposit is required to confirm your booking.
• The balance of payment is payable 45 days prior to departure, unless otherwise specified in writing.
• Once a booking is confirmed, cancellation penalties apply immediately.

3. Cancellations & Missed Services

• The relevant cancellation policy applies should you fail to start or continue your journey for any reason, including airline delays, missed connections, illness, or personal circumstances.
• No refunds will be given for unused services.
• We strongly recommend comprehensive travel insurance to cover cancellations and curtailment.

4. Travel Insurance (Essential)

All guests must have comprehensive travel insurance covering:
• Medical expenses
• Emergency evacuation and repatriation
• Trip cancellation and curtailment
• Personal liability and loss of luggage

Travel in remote areas involves risks, and medical facilities may be limited. Batis Birding Safaris cannot be held responsible for guests travelling without adequate insurance.

5. Medical Fitness & Health

By confirming a booking, guests confirm that they are medically fit to participate in the tour and that they have disclosed any relevant medical conditions, allergies, disabilities, or special requirements at the time of booking.

Batis Birding Safaris reserves the right to prevent a guest from participating in any activity if, in the opinion of the guide or local operator, participation may pose a risk to the guest or others. No refunds will be given in such cases.

6. Inherent Risks & Assumption of Risk

Travel in Africa involves inherent risks, including but not limited to:
• Wildlife encounters
• Accidents and injuries
• Illness or disease
• Rough road conditions
• Boat and light aircraft travel
• Weather-related disruptions
• Political or civil unrest

By confirming a booking, guests acknowledge and accept these risks and agree that Batis Birding Safaris cannot be held liable for any injury, illness, loss, damage, delay or inconvenience arising from such risks.

7. Itineraries & Changes

Due to circumstances beyond our control, itineraries may need to be changed or adjusted at short or no notice. We will always endeavour to adhere as closely as possible to the original itinerary, but no refunds will be given for changes caused by weather, safety considerations, wildlife movement, or operational requirements.

8. Wildlife Viewing

Wildlife sightings, including specific species, are never guaranteed.
No refunds will be given for missed sightings or activities affected by weather, animal behaviour, or park regulations.

9. Gorilla & Chimpanzee Tracking (Uganda)

• Primate tracking permits (gorillas and chimpanzees) are strictly regulated and are non-refundable once issued.
• Guests must comply fully with all rules set by the Uganda Wildlife Authority, including age limits, health requirements, and guide instructions. Failure to comply may result in denied participation without refund.

10. Charter Flights & Light Aircraft

Charter and light aircraft flights are subject to weather conditions, airstrip availability, operational constraints, and strict luggage limits. Delays or changes may occur at short notice.
Batis Birding Safaris cannot be held responsible for missed connections or additional costs arising from charter flight disruptions.

11. Third-Party Suppliers & Service Disclaimer

Batis Birding Safaris acts as an agent for third-party suppliers such as lodges, transport operators, charter companies, guides, and activity providers. We do not own or control these suppliers and cannot be held liable for their acts, omissions, or failure to deliver services as contracted.

Accommodation suggestions are made with great care and professionalism, drawing on first-hand experience where possible and trusted industry partnerships. While we strive to recommend properties that meet the expected standards of comfort and service, accommodation quality and service delivery remain the responsibility of the individual providers.

The Company and Consultant cannot accept liability for variations in service, cleanliness, food quality, or facilities. Clients are advised to review the proposed accommodations prior to confirming the booking. Once the quote is accepted and reservations are made, any changes or upgrades requested thereafter may incur additional costs and are subject to availability.

The Company shall not be liable for any loss, damage, injury, or inconvenience caused by or arising from the acts or omissions of any third-party supplier.

12. Guest Conduct & Group Harmony

Our tours are designed to be safe, respectful, and enjoyable for all guests, guides, local communities, and wildlife. We ask all guests to behave responsibly and to follow the guidance of tour leaders and local regulations at all times.
In rare circumstances, if a guest’s behaviour is deemed unsafe, illegal, or significantly disruptive, or places people, wildlife, or conservation efforts at risk, Batis Birding Safaris reserves the right to limit participation in certain activities or, as a last resort, remove the guest from the tour.
Any such decision will be made in the best interests of safety and group wellbeing. No refunds will be given in these circumstances.

13. Passports & Visas

Passports must be valid for at least six months after travel and contain at least three blank visa pages (not endorsement pages). All visa requirements are the responsibility of the traveller. If you have any questions, please contact us prior to travel.

14. Photography, Filming & Drones

Photography and filming may be restricted in certain areas. The use of drones is often prohibited or requires special permits.
Guests are responsible for obtaining any required permits. We cannot be held liable for confiscation of equipment or penalties imposed by authorities.

15. Force Majeure

We cannot be held liable for delays, changes or cancellations caused by events beyond our control, including but not limited to extreme weather, natural disasters, epidemics, strikes, political unrest, border closures, airline failures, or government action.

CANCELLATION POLICY

Only written cancellations will be accepted. Cancellations are only effective on receipt of written notification, after which the following cancellation charges will apply:

After confirmation of booking - 20% deposit forfeited
60 - 45 days' notice - 50% of safari price forfeited
44 - 28 days' notice - 60% of safari price forfeited
27 - 15 days' notice - 75% of safari price forfeited
14 days and less notice - 100% of safari price forfeited

No refund will be made should you fail to join a safari or delay your expected arrival or leave prior to the completion of your safari. Under normal circumstances, all these eventualities should be covered by your personal travel insurance.

Batis Birding Safaris cc reserves the right to cancel before departure, any tour at any time and for any cause, which in the absolute discretion of the Company it deems necessary to cancel such a tour. In this event, Batis Birding Safaris cc will refund all amounts paid by the Passenger in respect of the canceled tour, without any further liability or obligation on the part of Batis Birding Safaris cc. Tour departures are based on a minimum of 4 people.

DELAYS

In the event of delays or changes in schedules due to any unforeseen circumstances resulting in total or partial cancellation of a booking or any additional services rendered, Batis Birding Safaris cc shall be in no way liable for cancellation fees or any costs arising from such changes and delays.

HOW TO BOOK

Reservation for tours requires the completion of a booking form and contract and a non-refundable deposit of 20% of the full fare.

Full payment of the remaining balance must be received no later than forty-five (45) days prior to your arrival date.

Booking made within 60 days of the date of departure is payable in full immediately on confirmation of booking.

Batis Birding Safaris will send you the relevant invoices for these payments before they are due. Batis Birding Safaris cc reserves the right to cancel, without notice, any reservation for which 20% deposit or the balance has not been received.

HOW TO PAY

The quickest and easiest method of payment is by IBAN transfer to our Swakopmund based bank account. Please ensure you cover all the bank charges incurred at both ends of the transaction.

ITINERARY CHANGES REQUESTED BY THE CLIENT

Should the client wish to change the itinerary after the booking has been confirmed, Batis Birding Safaris cc will accommodate any reasonable request, subject to availability. If the change is made within the period where cancellation fees come into place the client will be informed of the cost of the change in writing, and any amendments will be made once this surcharge has been agreed upon in writing by the client.

REFUNDS

Whilst Batis Birding Safaris cc will ensure that all anticipated accommodation or excursion is available as planned, there shall be no claim of any nature against the Company for a refund either in the whole or part if the client was unable to use that service.

RESPONSIBILITY OF THE COMPANY

Batis Birding Safaris cc is responsible for our own guide services and vehicles, as well as the provision of accommodation as described in the itinerary that has been booked.

The company cannot be held responsible for modifications or cancellations caused by exceptional circumstances outside the company's control. Subject to this limitation, the company assumes liability for the acts of omission of its own employees.

Neither Batis Birding Safaris cc nor any person acting for, through or on behalf of the company, shall be liable for any form of loss or damage to personal possession arising from any cause. Batis Birding Safaris cc may decide at any time, and without liability, to cancel or terminate any clients' booking if this is deemed necessary. It shall be entitled to do so in the event of the illness or the illegal or incompatible behavior of a client. In such circumstances, the client shall not be entitled to any refund.

RESPONSIBILITY OF THE CLIENT

All clients on privately guided safaris are required to sign an indemnity.

The person making any booking will, by confirming such a booking, warrant that he or she has the authority to enter into a contract and make a payment on behalf of the other participants on the same safari. The person making the booking shall by his or her written confirmation of a safari assume personal liability for the total price of all bookings made by him or her.

Any passports, visa, health certificates, travel insurance or other travel documentation required for the holiday must be obtained in advance by the clients (please note that the immigration authorities require visitors to be in possession of a passport which is valid for at least six months after their scheduled departure from the country, and that contains at least two clear facing pages for entry visas). No credit or refund is possible for any unused services included in the safari price in the event of delays caused by lost or inadequate travel documents.

Safari participants should be in reasonable health and supply their own medication for any medical conditions they may have. Any special dietary problems illnesses, physical or mental impairments or phobias must be disclosed in writing when confirming a booking. We can usually cater for special requirements, but this may involve a surcharge on the safari price. It is the clients' responsibility to consult a medical doctor for advice on malaria precautions and other possible health risks when visiting southern Africa.

Safaris are often conducted in close proximity to wild animals, poisonous flora, or venomous fauna so it is in the interests of participants to treat these with respect. While all reasonable precautions are taken to ensure safety, the company cannot be held responsible for any injury or accident caused by any flora or fauna.

SAFARI PRICES

Batis Birding Safaris cc will do their utmost to keep to the prices agreed upon. Safari prices are subject to alteration without prior notice increases be forded on Batis Birding Safaris cc by increasing fuel prices, increase in national park entrance fees, exchange rate fluctuations, new taxes, or government action. In such cases, Batis Birding Safaris cc reserves the right to apply a surcharge up to a maximum of 10% of the issue of the surcharge notice and receive a refund of monies paid for the safari.

EXCHANGE RATES

Prices are subject to foreign exchange fluctuations.

WEATHER

Neither Batis Birding Safaris cc, nor their employees, nor agents can be held responsible for any weather conditions and no refunds shall be paid for circumstances incurred by weather conditions.

PRIVACY POLICY

Batis Birding Safaris is in compliance with the GDPR Privacy Policy effective as of May 2018. Any personal data such as names, telephones numbers, email addresses etc. received is used for booking purposes only allowing us to render our services effectively.