Once you have settled on a travel outline that meets your requirements Ultimate Africa will prepare a personalized itinerary for your reference. 

An itinerary is confirmed on receipt, by Ultimate Africa, of a 20% of the land cost non-refundable deposit per person (minimum US $500 deposit per person). The deposit amount will be noted on each personalized itinerary.

Your trip deposit and / or final trip payment may be made by credit card (MasterCard, Visa or American Express) or debit card (MasterCard or Visa). Alternatively payments may be made by personal, business or certified check made out to Ultimate Africa Safaris and posted to our office. Check payments result in a 2.5% deduction off your total land costs. The 2.5% deduction does not apply to travel insurance and air ticket payments.

Initial trip deposit / payment must be accompanied by completed terms and conditions / reservation form, liability release / assumption of risk agreement and insurance acceptance forms. Each traveler must complete separate copies. Please contact our office for a copy of our reservation forms.

Insider’s tip: When filling out our liability release form travelers may witness each other. Also note that the amount noted on the credit card authorization form is for the trip deposit only as air tickets are charged by the airlines and insurance is charged by the insurer.

Upon booking each client receives in depth travel details for their particular safari tour including special African travel tips pertaining to air travel, airport departure taxes, clothing, credit cards, currency, driving, electricity, health, language, laundry, luggage, passports, photography, safety, tipping, trip insurance, weather, and wildlife along with an African travel packing checklist.

Insiders tip: Planning a major trip means time away from the office for many travelers. The following information should be considered:

- Check with coworkers and superiors letting them know the travel timeframe you are considering. Verify that the time you're considering doesn't fall into a restricted time when workloads are typically high and loosing a valued team member puts undue strain on co-workers.

- Look ahead for approaching deadlines shortly after your return. It certainly will squelch your positive energy if you have to lock yourself in your office for a week upon your return. Far better to get everything possible done in advance. Often the best work is created early, not at the eleventh hour.

- If you don't have an assistant, set up a buddy system with someone who can be trusted to take any critical calls. Leave this person's phone number, extension or e-mail address on your voice mail or e-mail auto attendee to be reached in case of an emergency. If possible, leave this person a number or way to reach you, but only in an emergency.

- Let clients know you're considering a vacation and want to make certain everything is accomplished prior to your departure. Assure them of the backup plans that are in place in your absence.

The balance of payment is due 75 days prior to departure. If a reservation is made within 75 days of the trip departure full payment is due upon booking. Reservations may be canceled if all payments are not received by the due date with full loss of trip deposit. Air tickets are typically paid within a month of being booked (exceptions will be noted on individual itineraries).

Note: All prices are quoted in US dollars and all payments must be made in US dollars. Prices are based on tariffs and exchange rates which are subject to change without notice, even after you have confirmed your trip (this occurs very rarely; as an example if a currency fluctuates hugely). Some of our overseas tour operators have deposit / payment / cancellation schedules that differ. Should they differ you will be advised at time of booking. Airfares are subject to change over time (once purchased fares rarely change).

Reservation amendments within 60 days of trip departure may be charged at the cancellation penalties detailed below.

All cancellations must be made in writing, signed by the client, to Ultimate Africa and all trips are subject to the following, per person, cancellation charges based on the number of days before trip departure that we receive your written cancellation request:

More than 60 days: Loss of deposit
Between 30 and 60 days: 50% of trip cost per person
Less than 30 days: No refund of trip cost

All refunds will be processed within 30 days of receipt of your letter of cancellation, and are calculated as of the day we receive your written verification. Refunds of payments made by credit card are subject to a 2.5% surcharge. This amount will be deducted from the refund total. There is no refund for any unused portions of a trip once the trip has commenced. In the unlikely event that the trip itself is canceled due to circumstances beyond our control, and you are unable to schedule for another time, all moneys are refundable, with the exception of your personal trip expenses (e.g. non refundable air tickets, visas, trip insurance premium).

A complete statement of terms and conditions may be viewed on our reservation forms.