Booking Terms & Conditions
Please read these terms carefully before confirming your safari booking with Roam Beyond Tours.
- Definitions & Parties
- Booking & Confirmation
- Deposits & Payment Schedule
- Pricing & Currency
- Cancellation by Client
- Cancellation by Roam Beyond
- Alterations & Amendments
- Travel Insurance
- Health & Fitness Requirements
- Liability & Indemnification
- Force Majeure
- Governing Law
Definitions & Parties
"Roam Beyond Tours" (hereinafter "RBT", "we", "us") refers to Roam Beyond Tours Ltd, a licensed tour operator registered in Uganda and accessible at roambeyondtours.odoo.com.
"Client" or "Traveller" refers to the individual(s) or group making a booking with RBT, including any additional participants listed on the booking confirmation.
"Tour" or "Safari Package" refers to any itinerary, excursion, accommodation arrangement, permit, or service booked through RBT.
By completing a booking with RBT, all parties accept these Terms & Conditions in full. These terms constitute the entire agreement between the Client and RBT.
Booking & Confirmation
A booking is considered provisionally held upon receipt of a completed booking inquiry and RBT's written acknowledgment. The booking is confirmed only when:
- The required deposit has been received and cleared
- The Client has received a written Booking Confirmation from RBT
- All necessary permits (gorilla trekking, chimpanzee tracking, etc.) are secured
RBT reserves the right to decline any booking at its discretion prior to issuing written confirmation. All itinerary documents, permits, and vouchers will be issued electronically within 7 days of full payment.
Deposits & Payment Schedule
| Milestone | Amount Due | Timing |
|---|---|---|
| Booking Deposit | 30% of total tour cost | Within 5 days of provisional hold |
| Second Instalment | 40% of total tour cost | 60 days before departure |
| Final Balance | Remaining 30% | 30 days before departure |
| Last-minute bookings (<30 days) | 100% of total tour cost | At time of booking |
Payments may be made via bank transfer (wire), credit/debit card, or approved mobile money platforms. All bank charges and transfer fees are the sole responsibility of the Client. RBT will confirm receipt of each payment in writing within 2 business days.
Pricing & Currency
All prices are quoted in United States Dollars (USD) unless otherwise specified in writing. Quoted prices include the services explicitly listed in the itinerary and exclude:
- International and domestic airfares (unless specified)
- Visa fees and entry permits not listed in the itinerary
- Travel insurance premiums
- Personal expenses, gratuities, and optional activities
- Alcoholic beverages (unless stated as all-inclusive)
- Medical expenses and vaccinations
RBT reserves the right to adjust prices in the event of significant currency fluctuations (greater than 5%), fuel surcharges, government-imposed levies, or changes in Uganda Wildlife Authority permit fees. Clients will be notified promptly, and any increase exceeding 10% of the total tour cost entitles the Client to cancel penalty-free within 14 days of notification.
Cancellation by Client
Cancellations must be submitted in writing to bookings@roambeyondtours.odoo.com. Cancellation fees apply as follows:
| Days Before Departure | Cancellation Fee |
|---|---|
| 90+ days | Loss of deposit (30%) |
| 60–89 days | 50% of total tour cost |
| 30–59 days | 75% of total tour cost |
| 15–29 days | 90% of total tour cost |
| 0–14 days / No-show | 100% of total tour cost |
Cancellation by Roam Beyond Tours
RBT reserves the right to cancel a tour in circumstances including but not limited to: failure to reach minimum participant numbers, safety concerns, acts of God, government travel advisories, or circumstances beyond our control. In such cases:
- Clients will receive a full refund of all monies paid to RBT (excluding non-recoverable permit costs)
- Alternatively, a credit of equivalent value may be offered for future travel
- RBT shall not be liable for any additional expenses incurred by the Client (flights, accommodation, etc.)
Alterations & Amendments
Requests for itinerary changes after booking confirmation are subject to availability and may incur amendment fees. Changes requested within 30 days of departure are treated as cancellations of the affected components and rebooking at current rates.
RBT reserves the right to make minor operational alterations (e.g., accommodation substitutions of equal or superior standard, adjusted routing) without prior notice if circumstances require, always maintaining the overall quality and experience of the tour.
Travel Insurance
Comprehensive travel insurance is mandatory for all Roam Beyond Tours clients. Your policy must include at minimum:
- Emergency medical evacuation and hospitalisation (minimum USD 100,000 coverage)
- Trip cancellation and curtailment
- Loss of luggage and personal effects
- 24-hour emergency assistance
- Adventure activity cover (gorilla trekking, hiking, white-water rafting where applicable)
Proof of insurance must be provided to RBT no later than 21 days before departure. RBT accepts no liability for costs arising from a client's failure to obtain adequate insurance coverage.
Health, Fitness & Participation Requirements
Certain activities within our tours carry physical requirements. Clients are responsible for ensuring their fitness level is appropriate for chosen activities. Specific requirements include:
- Gorilla & Chimpanzee Trekking: Minimum age 15 years; no upper age limit but reasonable fitness required
- White-water Rafting: Minimum age 18 years; ability to swim strongly recommended
- Mountain Climbing (Rwenzori/Elgon): Moderate to high fitness level; prior hiking experience required
- Clients with pre-existing medical conditions must disclose these to RBT in writing at time of booking
Uganda Wildlife Authority regulations prohibit anyone displaying symptoms of illness (cold, flu, COVID-19, any communicable disease) from trekking with primates. No refunds will be issued for permits in such cases—travel insurance is essential.
Liability & Indemnification
Roam Beyond Tours operates as an organiser of tours and as such contracts with third-party service providers (lodges, airlines, UWA, local guides). While we carefully select all partners, RBT's liability for the negligence or acts of third-party suppliers is limited to our reasonable best efforts to resolve issues during your trip.
RBT shall not be liable for: personal injury or death resulting from client's own actions or negligence; loss or damage to personal property; delays caused by airlines, road conditions, or weather; or any indirect, consequential, or punitive damages.
The Client agrees to indemnify and hold harmless RBT, its directors, employees, and agents against all claims, costs, and damages arising from the Client's own actions or misrepresentations during the tour.
Force Majeure
RBT shall not be liable for failure to perform any obligation where such failure results from causes beyond our reasonable control, including but not limited to: acts of God, war, civil unrest, strikes, epidemics, pandemics, government actions, volcanic eruptions, or extreme weather events. In such circumstances, RBT will make all reasonable efforts to provide alternative arrangements or reschedule travel at no additional cost.
Governing Law & Dispute Resolution
These Terms & Conditions are governed by and construed in accordance with the laws of the Republic of Uganda. Any disputes arising from a booking with RBT shall first be addressed through good-faith negotiation between the parties. If unresolved within 30 days, disputes shall be referred to mediation or arbitration under Ugandan law before any legal proceedings are commenced.
By booking with Roam Beyond Tours, you confirm that you have read, understood, and agreed to all terms above.
Last Updated: January 2025 | Version 2.1
Questions? Contact us at bookings@roambeyondtours.odoo.com
Booking Terms & Conditions
Please read these terms carefully before confirming your safari booking with Roam Beyond Tours.
- Definitions & Parties
- Booking & Confirmation
- Deposits & Payment Schedule
- Pricing & Currency
- Cancellation by Client
- Cancellation by Roam Beyond
- Alterations & Amendments
- Travel Insurance
- Health & Fitness Requirements
- Liability & Indemnification
- Force Majeure
- Governing Law
Definitions & Parties
"Roam Beyond Tours" (hereinafter "RBT", "we", "us") refers to Roam Beyond Tours Ltd, a licensed tour operator registered in Uganda and accessible at roambeyondtours.odoo.com.
"Client" or "Traveller" refers to the individual(s) or group making a booking with RBT, including any additional participants listed on the booking confirmation.
"Tour" or "Safari Package" refers to any itinerary, excursion, accommodation arrangement, permit, or service booked through RBT.
By completing a booking with RBT, all parties accept these Terms & Conditions in full. These terms constitute the entire agreement between the Client and RBT.
Booking & Confirmation
A booking is considered provisionally held upon receipt of a completed booking inquiry and RBT's written acknowledgment. The booking is confirmed only when:
- The required deposit has been received and cleared
- The Client has received a written Booking Confirmation from RBT
- All necessary permits (gorilla trekking, chimpanzee tracking, etc.) are secured
RBT reserves the right to decline any booking at its discretion prior to issuing written confirmation. All itinerary documents, permits, and vouchers will be issued electronically within 7 days of full payment.
Deposits & Payment Schedule
| Milestone | Amount Due | Timing |
|---|---|---|
| Booking Deposit | 30% of total tour cost | Within 5 days of provisional hold |
| Second Instalment | 40% of total tour cost | 60 days before departure |
| Final Balance | Remaining 30% | 30 days before departure |
| Last-minute bookings (<30 days) | 100% of total tour cost | At time of booking |
Payments may be made via bank transfer (wire), credit/debit card, or approved mobile money platforms. All bank charges and transfer fees are the sole responsibility of the Client. RBT will confirm receipt of each payment in writing within 2 business days.
Pricing & Currency
All prices are quoted in United States Dollars (USD) unless otherwise specified in writing. Quoted prices include the services explicitly listed in the itinerary and exclude:
- International and domestic airfares (unless specified)
- Visa fees and entry permits not listed in the itinerary
- Travel insurance premiums
- Personal expenses, gratuities, and optional activities
- Alcoholic beverages (unless stated as all-inclusive)
- Medical expenses and vaccinations
RBT reserves the right to adjust prices in the event of significant currency fluctuations (greater than 5%), fuel surcharges, government-imposed levies, or changes in Uganda Wildlife Authority permit fees. Clients will be notified promptly, and any increase exceeding 10% of the total tour cost entitles the Client to cancel penalty-free within 14 days of notification.
Cancellation by Client
Cancellations must be submitted in writing to bookings@roambeyondtours.odoo.com. Cancellation fees apply as follows:
| Days Before Departure | Cancellation Fee |
|---|---|
| 90+ days | Loss of deposit (30%) |
| 60–89 days | 50% of total tour cost |
| 30–59 days | 75% of total tour cost |
| 15–29 days | 90% of total tour cost |
| 0–14 days / No-show | 100% of total tour cost |
Cancellation by Roam Beyond Tours
RBT reserves the right to cancel a tour in circumstances including but not limited to: failure to reach minimum participant numbers, safety concerns, acts of God, government travel advisories, or circumstances beyond our control. In such cases:
- Clients will receive a full refund of all monies paid to RBT (excluding non-recoverable permit costs)
- Alternatively, a credit of equivalent value may be offered for future travel
- RBT shall not be liable for any additional expenses incurred by the Client (flights, accommodation, etc.)
Alterations & Amendments
Requests for itinerary changes after booking confirmation are subject to availability and may incur amendment fees. Changes requested within 30 days of departure are treated as cancellations of the affected components and rebooking at current rates.
RBT reserves the right to make minor operational alterations (e.g., accommodation substitutions of equal or superior standard, adjusted routing) without prior notice if circumstances require, always maintaining the overall quality and experience of the tour.
Travel Insurance
Comprehensive travel insurance is mandatory for all Roam Beyond Tours clients. Your policy must include at minimum:
- Emergency medical evacuation and hospitalisation (minimum USD 100,000 coverage)
- Trip cancellation and curtailment
- Loss of luggage and personal effects
- 24-hour emergency assistance
- Adventure activity cover (gorilla trekking, hiking, white-water rafting where applicable)
Proof of insurance must be provided to RBT no later than 21 days before departure. RBT accepts no liability for costs arising from a client's failure to obtain adequate insurance coverage.
Health, Fitness & Participation Requirements
Certain activities within our tours carry physical requirements. Clients are responsible for ensuring their fitness level is appropriate for chosen activities. Specific requirements include:
- Gorilla & Chimpanzee Trekking: Minimum age 15 years; no upper age limit but reasonable fitness required
- White-water Rafting: Minimum age 18 years; ability to swim strongly recommended
- Mountain Climbing (Rwenzori/Elgon): Moderate to high fitness level; prior hiking experience required
- Clients with pre-existing medical conditions must disclose these to RBT in writing at time of booking
Uganda Wildlife Authority regulations prohibit anyone displaying symptoms of illness (cold, flu, COVID-19, any communicable disease) from trekking with primates. No refunds will be issued for permits in such cases—travel insurance is essential.
Liability & Indemnification
Roam Beyond Tours operates as an organiser of tours and as such contracts with third-party service providers (lodges, airlines, UWA, local guides). While we carefully select all partners, RBT's liability for the negligence or acts of third-party suppliers is limited to our reasonable best efforts to resolve issues during your trip.
RBT shall not be liable for: personal injury or death resulting from client's own actions or negligence; loss or damage to personal property; delays caused by airlines, road conditions, or weather; or any indirect, consequential, or punitive damages.
The Client agrees to indemnify and hold harmless RBT, its directors, employees, and agents against all claims, costs, and damages arising from the Client's own actions or misrepresentations during the tour.
Force Majeure
RBT shall not be liable for failure to perform any obligation where such failure results from causes beyond our reasonable control, including but not limited to: acts of God, war, civil unrest, strikes, epidemics, pandemics, government actions, volcanic eruptions, or extreme weather events. In such circumstances, RBT will make all reasonable efforts to provide alternative arrangements or reschedule travel at no additional cost.
Governing Law & Dispute Resolution
These Terms & Conditions are governed by and construed in accordance with the laws of the Republic of Uganda. Any disputes arising from a booking with RBT shall first be addressed through good-faith negotiation between the parties. If unresolved within 30 days, disputes shall be referred to mediation or arbitration under Ugandan law before any legal proceedings are commenced.
By booking with Roam Beyond Tours, you confirm that you have read, understood, and agreed to all terms above.
Last Updated: January 2025 | Version 2.1
Questions? Contact us at bookings@roambeyondtours.odoo.com