Welcome to Treescape Planet Organization (TPO). We are committed to responsible tourism that connects visitors with Uganda’s natural beauty while supporting environmental conservation and community-led sustainable development.

Please read these Safari Booking Terms and Conditions carefully before confirming your trip. By making a booking with TPO, you acknowledge that you have read, understood, and agreed to these terms.

If you have any questions or require clarification, please contact us at tours@travadtours.com.

1. BOOKINGS AND RESERVATIONS

1.1 Services and suppliers

TPO coordinates responsible travel experiences and ecotourism activities in collaboration with relevant tourism operators, accommodation providers, transport companies, guides, park authorities, community partners, and other service providers. Depending on the itinerary, services may include transportation, accommodation, meals, guided excursions, wildlife experiences, cultural visits, community activities, and tree-planting experiences.

The services included in each booking will be specified in the client’s itinerary or written quotation.

1.2 Itinerary information

TPO makes reasonable efforts to ensure that the information provided in itineraries, quotations, and promotional materials is accurate and up to date. However, certain information depends on third-party providers and may change. Any obvious typographical errors or changes beyond TPO’s reasonable control will be addressed as appropriate.

1.3 Information required for bookings

Clients must provide accurate information required to make reservations, including full names as shown on passports, nationality, passport details where required, travel dates, and any other information necessary for permits, accommodation, transport, or activities.

Personal information will be handled in accordance with applicable data protection requirements and used for legitimate booking and operational purposes.

1.4 Special requirements

Clients must inform TPO of any relevant dietary requirements, allergies, mobility considerations, accessibility needs, medical considerations affecting participation, or other special requests before confirming the booking.

TPO will make reasonable efforts to accommodate these requests but cannot guarantee that every request will be met. Clients should obtain confirmation of essential requirements before paying a deposit.

1.5 Availability and confirmation

All itineraries, accommodation, activities, transport, permits, and other services are subject to availability. A quotation does not constitute a confirmed reservation.

A booking is confirmed once TPO has provided written confirmation and received the required deposit or full payment, as applicable. Certain services, including gorilla and chimpanzee permits, may require full advance payment.

1.6 Amendments to bookings

Requests to change travel dates, accommodation, activities, the number of travellers, or other booking details must be submitted in writing.

TPO will make reasonable efforts to accommodate amendments, subject to availability and supplier conditions. Additional costs, supplier penalties, administrative charges, or other reasonable amendment costs may apply where communicated to the client.

1.7 Changes to itineraries

 TPO may need to adjust itineraries because of weather, road conditions, wildlife management requirements, park restrictions, accommodation availability, safety considerations, community priorities, or other unforeseen circumstances.

Any significant changes will be communicated to clients as soon as reasonably possible. TPO will seek suitable alternatives where practicable, taking account of the agreed itinerary, availability, and any additional costs.

2. PRICES AND WHAT IS INCLUDED

 2.1 Quoted prices

 The price of each safari or ecotourism package will be set out in the written quotation or confirmed itinerary. Unless expressly stated otherwise, quoted prices cover only the services listed as included.

1. Depending on the package, inclusions may comprise:
2. Accommodation at the specified properties or agreed alternatives.
3. Meals expressly listed in the itinerary.
4. Ground transportation and airport transfers where specified.
5. Services of an English-speaking driver-guide or other designated guide.
6. National park entrance fees and ranger fees where listed.
7. Gorilla, chimpanzee, or other permits where specifically included.
8. Guided activities, excursions, and community experiences listed in the itinerary.
9. Drinking water in the vehicle where specified.
10. Tree-planting or other conservation activities where included in the agreed package.

 

2.2 Exclusions

Unless expressly included in writing, clients are responsible for:

1. International and domestic flights.
2. Passports, visas, and immigration-related costs.
3. Travel, medical, and personal insurance.
4. Meals, beverages, and snacks not specified in the itinerary.
5. Tips and gratuities for guides, drivers, accommodation staff, and other service providers.
6. Laundry, telephone charges, internet charges, and personal purchases.
7. Optional activities not included in the package.
8. Personal medical expenses and emergency costs not covered by insurance.
9. Excess baggage charges and other airline fees.
10. Additional accommodation, transport, or other expenses resulting from personal changes or circumstances not covered by the agreed package.

 

Any other exclusions will be identified in the quotation or itinerary.

2.3 Price validity

Prices are valid for the period stated in the quotation, where applicable. Prices are not guaranteed until the booking is confirmed in writing.

2.4 Price adjustments

Before confirmation, prices may change because of exchange-rate fluctuations, supplier rate changes, government taxes, park fees, permit costs, fuel prices, or other increases in the cost of delivering the package.

Once a booking has been confirmed, TPO will not apply arbitrary price increases. Any adjustment will be handled in accordance with the confirmed booking terms, applicable supplier conditions, and applicable law. Where a material change cannot be avoided, TPO will communicate it to the client and discuss reasonable options.

2.5 Conservation and community contributions

Some TPO ecotourism experiences may include a contribution towards tree planting, environmental education, restoration, or community-led sustainability initiatives. Where such a contribution is included, its purpose and amount will be explained in the relevant package or quotation.

The “One Trip, One Tree” concept may be offered as part of selected experiences. The number of trees funded or planted, the location, timing, and arrangements for planting will depend on the specific package and project conditions. Tree survival and long-term environmental outcomes cannot be guaranteed, but TPO will make reasonable efforts to support responsible planting and follow-up where applicable.

3. EXECUTION OF THE TOUR

 3.1 Wildlife experiences

 Wildlife is encountered in its natural environment, and sightings cannot be guaranteed. Clients must follow instructions given by guides, park rangers, and relevant authorities and maintain safe distances from wildlife.

3.2 Gorilla and chimpanzee tracking

Permits are subject to availability and the conditions of the relevant authorities. A permit authorizes participation in the applicable tracking experience but does not guarantee that an animal will be seen clearly or for a particular duration.

Clients must comply with all permit conditions, park rules, health requirements, and instructions issued by rangers. Permit changes, cancellations, and refunds are subject to the relevant authority’s policies.

3.3 Accommodation

Accommodation will be arranged according to the confirmed itinerary and may include hotels, lodges, guesthouses, camps, or other specified facilities. Room configurations, private bathrooms, accessibility features, and other amenities depend on the booked property.

Single rooms may attract a supplement and remain subject to availability. Any specific accommodation requirements should be communicated before confirmation.

3.4 Accommodation substitutions

If a booked property becomes unavailable, TPO will make reasonable efforts to arrange accommodation of a comparable standard, taking account of availability and the itinerary. Where a suitable alternative costs more or materially differs from the original booking, TPO will communicate the options and any additional charges before proceeding, where reasonably practicable.

3.5 Transportation

Transport arrangements will be based on the confirmed itinerary, group size, route, and activity requirements. TPO and its transport partners will make reasonable efforts to arrange safe, suitable, and roadworthy vehicles.

Travel times may be affected by traffic, road conditions, weather, mechanical issues, roadworks, or other circumstances. TPO will communicate significant delays where possible and assist with reasonable alternative arrangements.

3.6 Guides and drivers

Guides and drivers are responsible for guiding activities within their authorized roles and prioritizing safety. Clients must follow reasonable safety instructions and applicable laws.

A driver or guide may change a route, postpone an activity, or stop an excursion where reasonably necessary for safety, environmental protection, legal compliance, or operational reasons.

3.7 Unforeseen circumstances

TPO may change, postpone, or cancel an activity or adjust a route if conditions such as severe weather, road closures, park restrictions, civil unrest, health risks, or other circumstances make the original arrangement impractical or unsafe.

TPO will seek reasonable alternatives where possible and communicate any material changes. The financial implications of cancellations or substitutions will be handled in accordance with the booking terms and the conditions of the relevant suppliers.

3.8 Third-party service providers

TPO may engage qualified third-party providers to deliver transport, accommodation, guiding, permits, excursions, and other services. Where a service is delivered by an independent provider, its applicable terms and conditions may also apply.

3.9 Conduct and refusal of participation

Clients must behave respectfully towards guides, staff, fellow travellers, local communities, wildlife, and the environment.

TPO or its designated guide may refuse or discontinue a client’s participation in an activity where the client engages in unlawful, abusive, threatening, discriminatory, reckless, or seriously disruptive behaviour, or disregards reasonable safety instructions.

Where participation is discontinued, any refund or additional costs will be assessed in accordance with the booking terms, applicable supplier conditions, the circumstances, and applicable law. TPO will not exclude refunds or remedies that clients are legally entitled to receive.

4. PAYMENT TERMS

 4.1 Deposit

Unless a different arrangement is confirmed in writing, a deposit of 30% of the agreed safari package price is required to initiate and secure the booking.

Certain services, including gorilla and chimpanzee permits, may require full advance payment before a reservation can be secured. These requirements will be communicated before payment.

4.2 Balance payment

Unless otherwise agreed in writing, the outstanding balance must be paid no later than 42 days before the scheduled arrival date.

4.3 Bookings made within 42 days of arrival

Bookings made within 42 days of arrival generally require full payment at confirmation, unless TPO agrees to an alternative payment arrangement in writing.

4.4 Late or missing payments

If a required payment is not received by the agreed deadline, TPO may notify the client and provide an opportunity to resolve the outstanding payment. If payment remains outstanding, TPO may cancel or release reservations where permitted by the booking terms and supplier conditions. Any applicable cancellation charges will be handled under Section 5.

4.5 Accepted payment methods

Available payment methods, account details, and any applicable transaction charges will be communicated by TPO in the quotation or invoice. Clients should only send payments to verified payment details provided through TPO’s authorized communication channels.

4.6 Transaction fees and currency

The quotation or invoice will identify the applicable currency. Bank charges, international transfer fees, foreign-exchange costs, and payment-provider fees will be allocated as stated in the invoice or agreed payment terms.

Clients should confirm the amount that will be received by TPO before initiating an international transfer. Payment is considered received when cleared funds reach the designated account, unless otherwise agreed in writing.

5. CANCELLATIONS, REFUNDS, AND NO-SHOWS

 5.1 Cancellation requests

 All cancellation requests must be submitted in writing to TPO using the contact details provided in the booking confirmation. A cancellation will be treated as received when TPO receives the written request.

5.2 Cancellation charges

Unless a different schedule is specified in the confirmed quotation or booking agreement, the following cancellation charges apply to the basic safari package price:

Notice before scheduled arrival	Cancellation charge
60 days or more	10%
59–32 days	25%
31–8 days	50%
7–3 days	75%
Less than 48 hours	100%

For cancellations made 48 hours to less than 3 days before arrival, the applicable charge will be 75%, unless the confirmed booking terms or supplier conditions specify otherwise and have been communicated to the client.

These charges are intended to reflect the agreed cancellation schedule and costs associated with reservations, administration, and services that cannot reasonably be recovered. Any non-recoverable supplier charges may also apply where disclosed and permitted by applicable law. TPO will not impose duplicate charges for the same loss.

5.3 Permits and air tickets

Gorilla permits, chimpanzee permits, domestic or international air tickets, and other restricted bookings may be non-refundable or subject to specific cancellation conditions imposed by the relevant authority or supplier.

TPO will communicate the applicable conditions before payment. Refunds, changes, or credits for such items are subject to the relevant supplier’s policies and applicable law.

5.4 Unused services and no-shows

 No automatic refund is provided for services a client chooses not to use, late arrival, missed activities, or failure to attend a scheduled departure. However, any refund or credit available under supplier conditions or applicable law will be considered.

5.5 Cancellation by TPO or a supplier

If TPO must cancel a confirmed booking, TPO will inform the client as soon as reasonably practicable and discuss the available options, which may include alternative dates, a suitable substitute, or a refund for services that cannot be provided, subject to applicable law and supplier recovery.

Where cancellation results from circumstances beyond reasonable control, TPO will make reasonable efforts to minimize disruption and recover any refundable supplier payments.

6. COMPLAINTS AND FEEDBACK

 6.1 Service commitment

 TPO aims to provide meaningful, safe, and responsible travel experiences. Feedback is welcome and helps improve the quality of our services and partnerships.

6.2 Reporting concerns during the trip

Clients should report concerns to their TPO contact, guide, or the relevant service provider as soon as reasonably possible. Prompt reporting gives the parties an opportunity to investigate and address the issue while the trip is ongoing.

6.3 Written complaints after the trip

If a concern cannot be resolved during the trip, the client should submit a written complaint to TPO within 30 days after the completion of the tour, including the booking reference, relevant details, and supporting evidence where available.

TPO will review the complaint and respond within a reasonable period. Failure to report a concern within this period may affect the ability to investigate or resolve it, but will not remove any rights the client has under applicable law.

7. LIABILITY AND TRAVEL RESPONSIBILITIES

7.1 Standard of care

TPO will take reasonable care in arranging the services described in the confirmed itinerary and in communicating material changes. Some services are delivered by independent suppliers over whom TPO does not exercise direct operational control.

Where a service provider is responsible for a particular service, any claim relating to that service may also be subject to the provider’s terms and applicable law. This clause does not exclude TPO’s own legal responsibilities.

7.2 Personal injury, loss, or damage

Clients participate in travel and outdoor activities with an understanding that these may involve inherent risks, including uneven terrain, wildlife encounters, remote locations, changing weather, and road travel.

TPO will take reasonable steps within its responsibilities to promote safety. Nothing in these terms excludes or limits liability where such exclusion or limitation is prohibited by law, including liability that cannot legally be excluded for death, personal injury, negligence, or other protected rights.

7.3 Personal belongings

Clients are responsible for their passports, cash, valuables, luggage, and personal belongings. TPO recommends that clients keep valuables secure and maintain appropriate insurance.

TPO is not responsible for loss or damage to personal belongings except where liability arises under applicable law or from TPO’s own proven responsibility.

7.4 Events beyond reasonable control

TPO cannot guarantee that all services will proceed exactly as planned when events beyond reasonable control occur. These may include severe weather, natural disasters, disease outbreaks, government restrictions, civil unrest, strikes, border closures, road closures, security incidents, or major transport disruptions.

TPO will make reasonable efforts to inform clients, limit disruption, and arrange alternatives where practicable. Financial consequences will be handled under the booking agreement, supplier conditions, and applicable law.

7.5 Travel documentation

Clients are responsible for ensuring that they hold valid passports, visas, permits, health documents, and other travel documentation required for their journey. Clients should verify requirements with the relevant authorities before travel.

TPO may provide general travel information but does not guarantee the approval of visas, permits, or entry into any country.

7.6 Health and safety

Clients are responsible for assessing their personal readiness for the activities included in their itinerary and obtaining appropriate medical advice where necessary. They must disclose relevant requirements before booking so that reasonable arrangements can be considered.

Clients must follow instructions from guides, park rangers, medical personnel, and relevant authorities. TPO may restrict participation in an activity if it reasonably believes that participation would create a serious safety risk.

7.7 Travel insurance

Clients are strongly advised to obtain comprehensive travel insurance covering medical expenses, emergency evacuation, trip cancellation or interruption, personal belongings, and the activities planned.

Where an activity requires specific insurance, clients must ensure that their policy provides the necessary cover. TPO does not provide personal travel insurance unless expressly stated in writing.

7.8 Applicable law and jurisdiction

These terms are subject to the laws of Uganda and any other mandatory legal requirements applicable to the booking. Any dispute will be addressed in accordance with applicable law and the jurisdiction of the competent courts, subject to any mandatory consumer protections.

8. RESPONSIBLE TOURISM AND ENVIRONMENTAL COMMITMENT

TPO promotes responsible travel that respects nature, supports communities, and contributes to sustainable development.

Clients agree to:

1. Respect wildlife, habitats, protected areas, and conservation rules.
2. Avoid littering, damaging vegetation, or disturbing animals.
3. Respect local cultures, traditions, privacy, and community leadership.
4. Follow instructions during community visits, cultural activities, and conservation projects.
5. Seek consent before photographing or recording individuals.
6. Avoid activities that exploit people, wildlife, or local communities.
7. Use water, energy, and other resources responsibly where practicable.
8. Respect the rights, dignity, and livelihoods of local people.

 

Where a safari includes tree planting, restoration, or community activities, the specific arrangements will be outlined in the itinerary. Such activities are subject to weather, site suitability, seasonal conditions, and community consent. TPO will make reasonable efforts to ensure that conservation activities are appropriate to the site and project objectives.

9. PHOTOGRAPHY, VIDEOGRAPHY, AND PUBLICITY

Clients may take photographs and videos for personal use, subject to applicable laws, park rules, community protocols, and individual consent.

Clients must seek permission before photographing or recording identifiable individuals, particularly children and people in sensitive circumstances. Commercial photography, filming, drone use, or other activities requiring special authorization must receive the necessary permissions in advance.

TPO may request permission to use client photographs, testimonials, or trip feedback for marketing, reporting, or educational purposes. Such use will be subject to appropriate consent and applicable data protection requirements. Clients are not required to agree to publicity use as a condition of booking unless this is expressly and lawfully agreed.

   10.PRIVACY AND PERSONAL INFORMATION

TPO collects and processes personal information needed to manage bookings, arrange services, comply with legal obligations, and communicate with clients.

Information may be shared with relevant suppliers, accommodation providers, transport operators, permit authorities, guides, or other service providers where reasonably necessary to deliver the agreed trip or comply with legal requirements.

TPO will take reasonable steps to protect personal information and handle it in accordance with applicable data protection laws. Clients should contact TPO if they have questions about the information required for their booking or how it will be used.

11. GENERAL PROVISIONS

11.1 Written confirmation

The confirmed quotation, itinerary, invoice, these Terms and Conditions, and any written amendments together form the basis of the booking agreement.

11.2 Amendments to these terms

Any special booking conditions or agreed exceptions must be documented in writing. Where a specific booking condition conflicts with these general terms, the expressly agreed booking condition will apply to the extent permitted by law.

11.3 Severability

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

11.4 Acceptance

By confirming a booking and making the required payment, the client acknowledges that they have had an opportunity to review these Terms and Conditions and agrees to be bound by them, subject to applicable law. 

CONTACT US

Treescape Planet Organization (TPO)
Email: letstalk@treescapeplanet.org
Ecotourism bookings: tours@travadtours.com

Thank you for choosing responsible travel with TPO. We look forward to welcoming you to Uganda and helping you experience its wildlife, landscapes, cultures, and community-led conservation initiatives.

Travel responsibly. Support communities. Protect nature.