1. Why Cancellation Policies Matter
- Safeguard your investment: Safaris are a significant expense. Cancellation policies determine if and how you’ll get your money back if plans change.
- Accommodations are small: Safari camps/lodges often have just 6–15 rooms. They rely on advance bookings and must turn away other guests when you reserve.
- High demand, remote settings: Especially during peak migration or holiday periods, lost revenue from cancellations can’t easily be replaced.
- Planning & logistics: Safari operations may involve charter flights, permits, guides, and food supplies arranged specifically for your stay.
2. Types of Cancellation Policies
a) Standard (Tiered) Cancellation Policy
- Most common for lodges, camps, and tour operators.
- Structure: The closer to your arrival date you cancel, the less you get back.
- Typical example:
- 31+ days before arrival: Full refund (or minus small admin fee)
- 15–30 days: 50% refund
- 8–14 days: 25% refund
- 0–7 days: No refund (100% forfeiture)
- Note: Terms vary widely—always read the fine print.
b) Non-Refundable / Advance Purchase
- Lowest rate, but zero flexibility.
- You pay upfront and cannot get a refund for any reason.
- Often used for special offers, last-minute deals, or discounted rates.
c) Fully Flexible / Free Cancellation
- Usually available only at higher rates.
- Cancel up to a certain date (e.g., 30 days prior) for a full refund.
- Rare for peak season or small, exclusive properties.
d) Group/Peak Season Special Terms
- Bookings for large groups (6+ guests) or during high-demand periods (Great Migration, holidays) often have stricter or non-refundable policies.
- May require larger deposits or full payment far in advance.
3. Deposit and Payment Schedules
- Deposit Required: Most safari accommodations require a 20–50% deposit to secure your booking.
- Final Payment: Typically due 30–60 days before arrival.
- Unpaid balances: If not paid by the due date, your reservation may be cancelled without refund.
4. How to Find and Interpret the Policy
- Always ask for the policy in writing before paying any deposit.
- Check the website or booking confirmation: Fine print or Terms & Conditions.
- Look for these details:
- Cancellation deadlines and percentages
- Administrative or processing fees
- Any “no-show” clauses (what happens if you simply don’t arrive)
- Group, peak season, or special event policies
- Force majeure (natural disasters, pandemic, travel bans) terms
5. COVID-19 and “Force Majeure” Clauses
- Many camps have updated policies since the pandemic.
- Some offer free rebooking or credit for COVID-related cancellations, but not all offer cash refunds.
- Read how the property defines “force majeure”—it may cover natural disasters, war, health emergencies, or government bans.
- Always get clarity before booking, especially if travel is uncertain.
6. How to Protect Yourself: Top Tips
- Book flexible or refundable rates if you anticipate any chance of changes.
- Buy comprehensive travel insurance that covers trip cancellation, interruption, and medical emergencies. Check that your policy covers:
- Illness (including COVID-19)
- Family emergencies
- Weather disruptions
- Travel bans or government advisories
- Document everything: Keep all correspondence, payment receipts, and policy documents.
- Communicate in writing: If you must cancel, email or message the property, and ask for written confirmation of the cancellation and any refunds due.
- Consider using a reputable safari agent or tour operator—they often have more flexible arrangements or can advocate for you.
7. How Refunds Are Processed
- Refunds may take several days to weeks to process, depending on payment method and the lodge’s procedures.
- Original payment method: Most refunds are returned to the card, bank, or service you used to pay.
- Partial refunds: Sometimes processing fees or currency conversion differences reduce the refund amount.
- Non-refundable fees: Some deposits or booking fees are always non-refundable.
8. Sample Table: Safari Cancellation Policies
| Cancellation Timing | Typical Refund | Notes |
|---|---|---|
| 60+ days before arrival | 100% (minus fees) | Often less admin/bank fees |
| 31–59 days before | 50–80% | |
| 15–30 days before | 25–50% | Deposit often forfeited |
| 8–14 days before | 25% or none | Varies—sometimes only credit offered |
| 0–7 days before | 0% (no refund) | No-shows always non-refundable |
| Special offers/discounts | 0% (no refund) | Advance purchase, last-minute deals |
9. Questions to Ask Before Booking
- What is your cancellation policy—can I get this in writing?
- Are deposits refundable if I cancel?
- Does the policy change during peak season, for groups, or special offers?
- How are COVID or other “force majeure” events handled?
- How will my refund be processed, and how long does it take?
- Can I rebook or get credit for a future stay instead of a refund?
- Are there any non-refundable administrative or bank fees?
10. Final Tips
- Never assume you can cancel for free! Policies vary greatly.
- Always read the fine print and clarify any doubts before you pay.
- The cheapest, non-refundable deal is a risk—especially for international travel.
- Good communication is key—the earlier you notify a camp or lodge about a change, the better your chances for flexibility.
Conclusion
A safari is a trip of a lifetime—protect your booking and peace of mind by understanding cancellation policies upfront.
- Always get the cancellation terms in writing, buy insurance, and keep your paperwork.
- When in doubt, ask your camp or operator for clarification—reputable lodges will gladly help you understand your options.