Booking & Cancellation Policy

1. Policy Overview

This Booking & Cancellation Policy forms part of your contract with Karibu Origins and should be read in conjunction with our Terms & Conditions. It sets out the financial terms that apply when you book a tailor-made journey with us, including deposit requirements, payment schedules, and the charges that apply if you or we need to cancel or amend your arrangements.

Our cancellation policy reflects the real costs we incur when securing your journey — including non-refundable gorilla and chimpanzee trekking permits, lodge deposits, and ground operator commitments made on your behalf. We aim to be as fair and transparent as possible.

2. Booking Process

3. Deposits & Payment Schedule

All payments are due in US Dollars (USD) unless otherwise agreed in writing. Bank transfer charges and currency conversion costs are the client's responsibility. Payments must be received in cleared funds before reservations are confirmed.

4. Cancellation by Client

If you need to cancel your booking, you must notify Karibu Origins in writing by email to info@karibuorigins.com. Cancellations take effect from the date we receive your written notice. Verbal cancellations are not accepted.

Cancellation charges are calculated as a percentage of the total journey cost (excluding gorilla and chimpanzee permits, which are non-refundable in all circumstances). The charges reflect the costs we have already committed to on your behalf with our suppliers.

If a member of your travelling party cancels but others continue, the cancellation charge applies to the cancelling individual's share of the journey cost. The remaining party may be subject to single supplement charges where applicable.

5. Cancellation Charge Schedule

6. Cancellation by Karibu Origins

We reserve the right to cancel your journey in the following circumstances:

• Non-payment of the balance by the due date (after providing 7 days' written notice)
• Force Majeure events that make it impossible or unsafe to operate the journey
• Minimum group size not reached (for group departures only — we will notify you at least 60 days before departure)
• Circumstances beyond our control that make it impossible to provide the journey as booked

If we cancel your journey (other than due to Force Majeure or your non-payment), we will offer you:

• An alternative journey of comparable or higher standard at no extra cost
• A credit note valid for 24 months
• A full refund of all monies paid to us (excluding non-recoverable third-party costs such as permits)

7. Amendments & Changes

7.1 Amendments by You

We understand that plans sometimes change. We will do our best to accommodate amendment requests, subject to availability and supplier policies. Amendment requests must be made in writing. An administration fee of USD 75 per amendment may apply for significant changes made after booking confirmation.

Where an amendment results in a reduction in the journey cost, the difference will be refunded less any non-recoverable supplier costs and our administration fee.

7.2 Date Changes

Date changes are treated as a cancellation of the original booking and a new booking. The cancellation charges in Section 5 will apply to the original booking. A new deposit will be required for the revised dates.

7.3 Transferring Your Booking

You may transfer your booking to another person with our prior written consent, provided the new traveller meets all requirements (including health and fitness requirements for gorilla trekking). A transfer fee of USD 150 applies. Transfers are not possible for gorilla or chimpanzee permits.

8. Permits Policy

9. No-Show & Early Departure

No-show: If you fail to arrive for any part of your journey without prior written notice, no refund will be provided for the unused portion.

Early departure: If you choose to depart early from your journey for any reason, no refund will be provided for unused services. We recommend ensuring your travel insurance covers curtailment.

Missed activities: If you miss an activity (such as a gorilla trek) due to illness, late arrival, or personal choice, no refund will be provided. Karibu Origins will endeavour to reschedule where possible, subject to availability and additional costs.

10. Refund Process

Where a refund is due, we will process it within 30 days of the cancellation being confirmed in writing. Refunds will be made to the original payment method where possible. Bank transfer charges for international refunds will be deducted from the refund amount.

Refunds are calculated based on the total journey cost less:

• The applicable cancellation charge (as per Section 5)
• The full cost of gorilla and chimpanzee permits (always non-refundable)
• Any non-recoverable costs already paid to third-party suppliers on your behalf
• Any applicable bank transfer or currency conversion charges

11. Insurance Requirement

Comprehensive travel insurance is mandatory for all Karibu Origins journeys. We recommend purchasing your policy at the time of booking to ensure you are covered for cancellation from day one.

Your policy should include, at minimum:

12. Force Majeure

In the event of Force Majeure (including but not limited to natural disasters, pandemics, war, civil unrest, government travel restrictions, or infrastructure failure), Karibu Origins will work with you and our suppliers to find the best possible solution. This may include:

• Rescheduling your journey to alternative dates (subject to availability)
• Issuing a credit note valid for 24 months
• Providing a partial refund of recoverable costs

In Force Majeure situations, Karibu Origins is not obligated to provide a full cash refund, as we will have incurred costs on your behalf that cannot be recovered from suppliers. This is why comprehensive travel insurance — including CFAR cover — is strongly recommended.

13. Contact

For all booking enquiries, amendments, and cancellation requests, please contact us: