Booking Terms

1. Booking & Confirmation

A booking is confirmed when BIC tours issues a written Booking Confirmation and the required deposit has been received. Until that point, availability is not guaranteed and prices remain subject to change.

• All bookings must be made by an adult aged 18 years or over.
• The lead traveller is responsible for ensuring all participants in the booking meet health, fitness, and permit requirements.
• Gorilla and chimpanzee trekking permits are subject to availability and are issued by the Uganda Wildlife Authority (UWA) and Rwanda Development Board (RDB). BIC Tours makes every effort to secure permits at time of booking but cannot guarantee availability for specific dates.
• All bookings are subject to these Terms & Conditions, which the lead traveller accepts on behalf of the entire party upon payment of the deposit.

2. Payment Schedule

Our standard payment schedule is designed to be flexible while protecting both parties.

Accepted payment methods include bank transfer (preferred), credit/debit card (3% processing fee applies), and PayPal. All prices are quoted in USD unless otherwise agreed in writing.

3. Cancellation Policy

We understand that circumstances change. Our cancellation policy is structured to be as fair as possible while covering the costs we incur with suppliers, parks, and permit authorities.

All cancellations must be made in writing (email to info@bic-tours.com) and are effective from the date we receive and acknowledge your notification.

4. Changes & Amendments

• Requests to change travel dates, accommodation, or itinerary must be made in writing at least 60 days before departure.
• Changes are subject to availability and any cost differences (positive or negative) between the original and amended booking.
• An amendment fee of USD 75 per change applies for itinerary modifications made within 60 days of departure.
• BIC Tours reserves the right to make minor itinerary changes due to weather, road conditions, park closures, or wildlife management requirements. In such cases, we will provide an equivalent substitute experience wherever possible.
• Significant changes made by BIC Tours before departure entitle you to a full refund if you choose not to accept the revised itinerary.

5. Travel Insurance

Comprehensive travel insurance is mandatory for all BIC Tours bookings. Your policy must cover, at minimum:

• Trip cancellation and curtailment (including permit costs)
• Emergency medical evacuation (minimum USD 100,000 coverage)
• Medical treatment and hospitalisation
• Personal belongings and equipment
• Adventure activities including gorilla trekking, hiking, and white-water rafting

Proof of insurance must be provided at least 14 days before departure. BIC Tours cannot be held liable for any costs arising from inadequate insurance coverage.

6. Health & Vaccinations

Uganda and Rwanda have specific health entry requirements. Travellers are responsible for consulting their own doctor or travel health clinic at least 6-8 weeks before departure. The following are generally required or strongly recommended:

• Yellow Fever vaccine: Mandatory for entry into Uganda; mandatory from endemic countries for Rwanda.
• Malaria prophylaxis: Strongly recommended for Uganda. Risk is lower in Kigali but present elsewhere in Rwanda.
• Recommended: Hepatitis A & B, Typhoid, Rabies (for extended wildlife contact), Meningococcal meningitis, COVID-19 vaccination per current guidelines.

7. Responsibility & Liability

BIC Tours acts as an organiser and agent for third-party suppliers, including accommodation providers, transport operators, and activity guides. While we carefully select and vet all partners, we cannot accept liability for:

• Injury, illness, loss, or damage caused by third-party suppliers
• Events beyond our reasonable control, including wildlife behaviour, weather, or political circumstances
• Consequential losses or expenses arising from itinerary changes

Our total liability to any individual traveller shall not exceed the total amount paid for their safari booking. BIC Tours’s liability is governed by the laws of the Republic of Uganda.

8. Wildlife & Conservation Code

All BIC Tours guests are required to abide by our Wildlife & Conservation Code at all times. Failure to do so may result in removal from a trek or activity without refund.

• Maintain a minimum 7-metre distance from gorillas and chimpanzees at all times (except when they approach you).
• No flash photography. Keep voices low and movements calm near wildlife.
• Do not feed, touch, or attempt to interact with any wildlife.
• Stay on designated paths and follow your guide’s instructions at all times.
• Remove all litter from parks and camp areas.
• Do not purchase wildlife products, including ivory, skins, or feathers.

9. Force Majeure

BIC Tours shall not be liable for any failure or delay in performance caused by circumstances beyond our reasonable control, including but not limited to: acts of God, war, civil unrest, terrorism, pandemic, government action, extreme weather, or natural disaster.

In the event of force majeure, BIC Tours will make every reasonable effort to offer an alternative travel date or a credit toward a future booking. Cash refunds in force majeure situations are at BIC Tours’s discretion, subject to amounts recoverable from suppliers.

10. Contact & Disputes

For any questions about these terms, or to raise a complaint, please contact us: