Terms and Conditions

1. The Contract

By booking a trip with Akara Expeditions (hereinafter referred to as “the Company,” “we,” or “us”), you (the “Client”) agree to these Terms and Conditions. A contract exists between us once we have received your initial deposit and issued a booking confirmation invoice.

2. Booking and Payment Terms

To secure your safari or tour, the following payment schedule applies:

• Initial Deposit: 30% of the total tour cost is required at the time of booking to secure reservations for lodges, domestic flights, and permits.
• Second Installment: 30% of the total tour cost is due 60 days prior to the safari start date.
• Final Balance: The remaining 40% (or total balance) must be paid in full no later than 14 days before the safari start date.

Note: If a booking is made within 60 days of departure, the full amount (60% or 100% depending on the date) is due immediately. Failure to pay installments on time may result in the cancellation of your booking and forfeiture of deposits.

3. Payment Methods

Payments can be made via Direct Bank Transfer (Swift/Wire) or Credit Card (subject to a processing fee). All bank charges are to be borne by the Client. Prices are quoted in US Dollars (USD) unless otherwise stated.

4. Cancellations by the Client

Cancellations must be submitted in writing. Because we incur costs with hotels and service providers from the moment a booking is confirmed, the following cancellation fees apply:

• 61+ days before departure: Forfeiture of the 30% Initial Deposit.
• 60 – 31 days before departure: 60% of the total tour cost.
• 30 days or less before departure: 100% of the total tour cost.

5. Cancellations or Alterations by the Company

While we make every effort to operate all tours as advertised, we reserve the right to change itineraries or accommodations if necessary due to civil commotion, riot, insurrection, strikes, lock-outs, fire, explosion, natural disasters, floods, disease, epidemic, pandemic, quarantines, Acts of State and acts of God. If a major change is necessary, we will inform you as soon as possible and offer an alternative of similar standard.

6. Travel Insurance (Mandatory)

It is a condition of booking with Akara Expeditions that all guests are covered by comprehensive travel insurance. This insurance must cover:

• Trip cancellation and interruption.
• Medical expenses and emergency repatriation.
• Loss of luggage and personal effects. 

7. Prices and Surcharges

While we strive to keep our prices stable, Akara Expeditions reserves the right to increase tour prices in the event of:

• Increases in Government taxes (VAT).
• Increases in Park Entry Fees or Conservation Fees.
• Significant fluctuations in currency or fuel surcharges. If the increase is less than 5% of the total price, we will absorb the cost. If it exceeds 5%, the client will be notified and billed accordingly.

8. Passports, Visas and Health

Documentation: It is the Client’s responsibility to ensure they have a valid passport (valid for at least 6 months beyond the date of departure) and the necessary visas (e.g., Kenya e-visa).

Health: Clients must ensure they have the required vaccinations. Yellow Fever certificates are often required for entry into Kenya or when crossing borders in East Africa. Malaria prophylactics are highly recommended.

9. Liability and Risk

Safari travel involves an inherent element of risk and travel to remote areas where facilities may not be of the same standard as in the Client’s home country.

Akara Expeditions acts as an agent for transport companies, hotels, and other contractors. We are not liable for injury, delay, loss, or damage to person or property caused by these third-party providers.

We are not liable for “Force Majeure” events (war, threat of war, civil strife, industrial dispute, terrorist activity, natural disaster, or pandemic).

10. Wildlife and Safety

Wildlife encounters are a highlight of our expeditions, but wild animals are unpredictable. Clients must follow the instructions of their safari guide at all times. Neither Akara Expeditions nor its staff can be held liable for any injury or incident occurring during game drives or bush walks.

11. Complaints

If you have a problem during your safari, please inform your guide or our Nairobi office immediately so we can endeavor to resolve the issue on the spot. If the matter is not resolved, please submit a written complaint within 21 days of the end of your tour.

12. Photography and Filming

By participating in an Akara Expeditions tour, the Client acknowledges and agrees to the following:

• Company Use: The Company reserves the right to take photographs and film footage of participants during the tour. These images may be used for promotional, marketing, and advertising purposes across our website, social media, brochures and other media without payment of royalties.
• Privacy Opt-Out: If a Client does not wish to be photographed or filmed, they must notify the Company in prior to the commencement of the safari and inform the safari guide at the start of the trip.
• Personal Use: Clients are encouraged to take photos for personal use. However, the use of drones is strictly regulated in Kenya and most national parks; drones may only be used with prior written permits from the Kenya Civil Aviation Authority (KCAA) and the Kenya Wildlife Service (KWS).

13. Special Requests and Dietary Requirements

We strive to personalize every expedition to our guests’ needs, subject to the following:

• Advance Notification: All special requests, including dietary requirements, food allergies, or specific rooming needs (e.g., twin beds, honeymoon setup), must be communicated in writing at the time of booking, and no later than 30 days before departure.
• Guarantee of Service: While Akara Expeditions will make every effort to notify lodges and third-party suppliers of these requests, we cannot guarantee that every request will be met by third-party providers in remote areas.
• Medical Conditions: Clients with physical disabilities or medical conditions requiring special attention must advise us at the time of booking. We reserve the right to decline a booking if we feel we cannot provide the necessary safety or logistical support for the condition.
• Baggage Restrictions: Due to the use of small aircraft for bush transfers, a strict baggage limit (typically 15kg/33lbs per person in soft-sided bags) applies. Excess baggage or hard-shell suitcases may require the purchase of an additional seat or alternative vehicle transfer at the Client’s expense.

14. Governing Law

These terms and conditions are governed by the laws of the Republic of Kenya, and any disputes will be subject to the exclusive jurisdiction of the Kenyan courts.