These Terms and Conditions govern all bookings made with Royal Barotse Safaris Ltd (“RBS”, “we”, “our”, or “us”) and apply to all guests, clients, travel agents, and visitors participating in safaris, lodge stays, activities, or services provided by the company.

By confirming a booking with Royal Barotse Safaris Ltd, the guest acknowledges that they have read, understood, and agreed to these Terms and Conditions.

1. Company Information

Royal Barotse Safaris Ltd is a Zambian registered tourism company operating safari lodges, fishing safaris, and mobile safari experiences in Western Zambia.

Services may include but are not limited to:

• Luxury lodge accommodation
• Guided fishing safaris
• Birding safaris
• Wildlife safaris
• Cultural experiences
• Boat safaris
• Mobile expeditions
• Charter flight arrangements
• Ground transfers

2. Booking Confirmation

A reservation is considered confirmed once:

1. A written booking confirmation has been issued by Royal Barotse Safaris Ltd; and
2. The required deposit payment has been received.

Bookings made through travel agents remain subject to these Terms & Conditions.

Royal Barotse Safaris reserves the right to release provisional reservations that remain unpaid after the stated deposit deadline.

3. Deposit Policy

To secure a reservation with Royal Barotse Safaris Ltd, a deposit is required according to the timing of the booking.

3.1 Bookings Made More Than 12 Months Prior to Arrival

• 25% deposit of the total booking value is required at the time of confirmation to secure the reservation.
• A further 25% payment is required 12 months prior to the arrival date.
• The remaining 50% balance is due 90 days prior to arrival.

3.2 Bookings Made Within 12 Months of Arrival

• 50% deposit of the total booking value is required to confirm the reservation.
• The remaining 50% balance must be paid 90 days prior to arrival.

3.3 Bookings Made Within 90 Days of Arrival

• Bookings made within 90 days of arrival require full payment at the time of booking.

Royal Barotse Safaris Ltd reserves the right to cancel or release bookings where required payments are not received by the specified deadlines.

4. Payment Methods
Payments may be made via:

• International bank transfer
• Local bank transfer
• Credit card (if available)
• Approved online payment platforms

Guests are responsible for all bank charges and currency transfer fees.

All prices are quoted in the specified currency unless otherwise agreed.

5. Cancellation Policy

Due to the operational nature of our business, cancellation policies differ between lodge stays and safari expeditions.

All cancellations must be submitted in writing.

5.1 Lodge Booking Cancellation Policy

Lodge reservations are subject to the following cancellation structure and associated fees:

• Cancellation more than 90 days before arrival  – Full Refund
• Cancellation 90 – 60 days before arrival – 50% of booking value cancellation fee
• Cancellation less than 60 days – 100% of booking value cancellation fee

No refunds will be provided for:

• No-shows
• Late arrivals
• Early departures

5.2 Safari Booking Cancellation Policy

Safari expeditions involve significant advance logistical planning and operational costs including boats, guides, vehicles, fuel, permits, and camp preparation.

For this reason, stricter cancellation terms apply.

Safari reservations are subject to the following cancellation structure and associated fees:

• Cancellation more than 270 Days before arrival  – Full Refund
• Cancellation less than 270 days before arrival – 50% of booking value cancellation fee
• Cancellation less than 90 days before arrival – 100% of booking value cancellation fee

In the event of cancellation after final payment has been made, additional cancellation fees may apply depending on the timing of cancellation and costs already incurred.

Royal Barotse Safaris strongly recommends that guests obtain comprehensive travel insurance.

6. Travel Insurance

All guests are strongly advised to obtain comprehensive travel insurance covering:

• Trip cancellation
• Medical emergencies
• Medical evacuation
• Loss of baggage
• Personal liability
• Travel delays
• Activity-related incidents

Royal Barotse Safaris Ltd is not responsible for losses resulting from failure to obtain adequate insurance.

7. Alterations to Bookings

Any request to change a booking must be submitted in writing.

Changes are subject to:

• Availability
• Possible rate adjustments
• Administration fees

Royal Barotse Safaris reserves the right to treat major alterations as a cancellation and new booking.

8. Child Policy

Children are welcome at selected properties and safaris.

Conditions may include:

• Minimum age requirements for certain activities
• Mandatory supervision by parents or guardians
• Safety restrictions on boats or wildlife activities

Royal Barotse Safaris reserves the right to restrict participation in activities where safety may be compromised.

9. Health and Medical Conditions

Guests must inform Royal Barotse Safaris of:

• Any medical conditions
• Physical limitations
• Allergies
• Dietary requirements

Certain safari activities require a reasonable level of physical fitness.

The company reserves the right to decline participation in activities where guest safety may be at risk.

10. Liability Disclaimer

Guests acknowledge that safari travel involves inherent risks including but not limited to:

• Wildlife encounters
• Remote travel conditions
• Boat travel
• Fishing activities
• Weather conditions
• Limited medical facilities

By participating in activities provided by Royal Barotse Safaris Ltd, guests accept these risks.

Royal Barotse Safaris Ltd, its employees, guides, and affiliates shall not be liable for:

• Injury
• Illness
• Death
• Loss or damage to property
• Delays or disruptions except where such loss arises directly from gross negligence.

11. Boating and Fishing Activities

Fishing and boating activities are conducted on natural waterways and may involve certain risks.

Guests agree to:

• Follow all safety instructions from guides
• Wear life jackets where required
• Use equipment responsibly
• Exercise caution when handling fish and hooks

Royal Barotse Safaris reserves the right to cancel or modify activities due to safety concerns.

12. Force Majeure

Royal Barotse Safaris Ltd shall not be liable for failure to perform obligations due to events beyond its control, including but not limited to:

• Natural disasters
• Floods
• Drought
• Political instability
• Government restrictions
• Pandemics
• Airline disruptions
• Extreme weather

In such circumstances the company will make reasonable efforts to offer alternative arrangements but refunds cannot be guaranteed.

13. Third-Party Services

Royal Barotse Safaris may arrange services operated by third parties including:

• Charter flights
• Transfer services
• Cultural tours
• External activities

These services are provided subject to the terms of the third-party operators.

Royal Barotse Safaris Ltd shall not be responsible for acts or omissions of third-party service providers.

14. Itinerary Changes

Due to the nature of safari travel, Royal Barotse Safaris reserves the right to alter itineraries where necessary.

Reasons may include:

• Weather conditions
• River levels
• Wildlife movement
• Guest safety
• Operational requirements

Every effort will be made to provide comparable alternatives.

15. Property Damage

Guests are responsible for any damage caused to:

• Lodge facilities
• Boats
• Vehicles
• Equipment
• Guest property

The company reserves the right to charge for repair or replacement costs.

16. Personal Belongings

Guests are responsible for their personal belongings.

Royal Barotse Safaris Ltd accepts no liability for:

• Loss
• Theft
• Damage to personal items

Guests are encouraged to store valuables securely.

17. Photography and Media

Royal Barotse Safaris Ltd reserves the right to use photographs or videos taken during safaris for marketing purposes.

Guests who do not wish to appear in promotional material must notify the company in writing prior to arrival.

18. Conservation and Environmental Policy

Royal Barotse Safaris Ltd operates within sensitive ecosystems and conservation areas.

Guests agree to:

• Respect wildlife
• Follow guide instructions
• Avoid littering
• Protect natural habitats

Violation of conservation rules may result in removal from activities.

19. Behaviour and Conduct

Royal Barotse Safaris reserves the right to refuse service or remove guests from activities if their behaviour:

• Endangers themselves or others
• Damages property
• Disrupts the experience of other guests
• Violates local laws or cultural norms

No refund will be provided in such circumstances.

20. Passports, Visas and Travel Documents

Guests are responsible for ensuring they possess:

• Valid passports
• Required visas
• Vaccination certificates
• Entry documentation

Royal Barotse Safaris Ltd is not responsible for costs incurred due to inadequate travel documentation.

21. Governing Law

These Terms and Conditions are governed by the laws of the Republic of Zambia.

Any disputes arising from these Terms shall be subject to the jurisdiction of the Zambian courts.

22. Acceptance of Terms

Payment of a deposit or participation in services provided by Royal Barotse Safaris Ltd constitutes full acceptance of these Terms and Conditions.