AHNASA DESTINATIONS LTD. & AHNASA HOLDINGS LLC

TERMS & CONDITIONS

1. Acceptance

These Terms and Conditions (“Terms”) govern the booking, purchase, and participation in travel services arranged by Ahnasa Destinations Ltd (Kenya) and Ahnasa Holdings LLC (registered in the State of New Mexico, USA, with its principal office in Pennsylvania) (“Ahnasa,” “we,” “our,” or “us”) on behalf of the client (“you”).

By confirming a booking with Ahnasa, you agree to be bound by these Terms. These Terms shall be governed by and construed in accordance with the applicable laws and regulations in:

• Kenya — for bookings made through Ahnasa Destinations Ltd
• The State of New Mexico, United States — for bookings made through Ahnasa Holdings LLC; and
• The country of residence of the client and the country/countries of travel, to the extent applicable.

You acknowledge that Ahnasa acts as an intermediary and is not itself a provider of accommodation, flights, ground transport, activities, or any third-party services unless otherwise stated in writing.

2. Scope of Services & Booking Process

Ahnasa specialises in tailor-made safari and travel experiences across East and Southern Africa.

We act as a facilitator and intermediary between you and various service providers, including but not limited to accommodation providers, charter companies, transfer operators, airlines, and activity partners (collectively “Third-Party Suppliers”).

The booking process is consultative and customised. Once you confirm the itinerary and quotation provided, and acknowledge these Terms and Conditions and/or we receive your deposit payment, a binding contract is formed between you and the relevant Ahnasa entity (either the Kenyan or U.S. entity, depending on the origin of booking and payment).

If you are booking on behalf of a group, the individual confirming the booking represents and warrants that they have the authority to bind all travellers included in the booking. The group leader is responsible for ensuring that all group members are aware of and comply with these Terms, and for making all required payments, including any cancellation or amendment fees that may arise.

3. Payments

All prices are quoted in United States Dollars (USD) unless otherwise stated in writing.

Accepted Payment Methods:

• Bank wire/transfer (USD or KES as applicable)
• Credit card — subject to the following surcharges:
• Visa & Mastercard: 3.50% surcharge
• American Express (AMEX): 4.90% surcharge

Credit card surcharges will be disclosed at the time of payment. Clients may choose to pay by bank transfer to avoid surcharges. Banking and payment details will be provided during the booking confirmation process.

Currency and Jurisdiction Notes:

• For clients booking through Ahnasa Holdings LLC, payments must be made in USD to our designated U.S. bank account or via our authorised U.S. payment processor.
• For clients booking through Ahnasa Destinations Ltd (Kenya-based bookings), payments may be made in USD or KES (Kenyan Shillings), subject to the exchange rate confirmed at the time of invoicing.
• Ahnasa is not responsible for differences due to currency fluctuations or international bank charges incurred during the transfer process. Currency fluctuations and international banking fees are the responsibility of the client.

4. Payment Schedule

• Deposit: 30% of the total trip cost is due at confirmation. This deposit is non-refundable in full.
• Primate Trekking & Special Bookings: A deposit of 50% of the total trip cost is required for bookings that include primate trekking (gorilla or chimpanzee permits), private-use camps, exclusive charter flights, or other high-demand and non-refundable components. This will be confirmed in writing at the time of booking.
• Bookings are only secured once the deposit has been received.
• Regional Flights: Payable in full at time of booking to allow for ticket issuance. This may require a higher deposit, and we will notify you in writing if that is the case. Flight arrangements will only be finalised upon full payment and issuance of tickets.
• Final Balance: Due no later than 60 days prior to your scheduled departure.
• Last Minute Bookings (within 60 days of departure): Full payment is required immediately upon confirmation.

U.S. Compliance Notice: For U.S.-based clients, all payments made to Ahnasa Holdings LLC (USA) may be subject to applicable local, state, or federal tax obligations as determined by New Mexico or the state of residence at the time of payment. We comply with U.S. consumer protection laws relating to travel services and will disclose any additional fees, surcharges, or tax requirements as applicable at the time of invoicing. Ahnasa Holdings LLC adheres to applicable U.S. travel industry best practices, including clear disclosure of refundability, change fees, and the use of third-party suppliers.

5. Amendments by the Client

Once a booking has been confirmed, if you request any changes to the dates, accommodations, or content of your itinerary, Ahnasa will make reasonable efforts to accommodate your request, subject to availability and supplier terms.

• Any alterations made after confirmation are subject to a flat amendment fee of USD $150 per change, and any third-party fees incurred will be passed on to you.
• Requests received within eight (8) weeks of departure will be treated as a cancellation and rebooking, and subject to the cancellation terms outlined in Section 6(a).
• Ahnasa is not liable for changes or bookings you may make independently and outside of your confirmed itinerary with us.

Please note that alterations may impact the final cost of your itinerary, and some suppliers may treat changes as full cancellations. In these circumstances, the applicable costs will be passed on to the client.

6. Cancellations

a) Cancellation by the Client

1. All cancellations must be submitted in writing by email and are considered effective upon written receipt by Ahnasa.
2. Where any component of your booking has been specified as non-cancellable or non-refundable, no refund will be issued. We will, however, attempt (at our discretion and without guarantee) to recover a partial refund from the relevant supplier. Any recoveries will be passed on to you net of any fees or deductions.
3. Our cancellation fees are based on supplier policies, which typically impose costs on us once services are confirmed.
4. Unless otherwise specified, the following standard cancellation fees apply:

• More than 12 weeks before departure: 30% of total trip cost retained (non-refundable deposit)
• 8–12 weeks before departure: 50% of total trip cost retained
• 4–7 weeks before departure: 80% of total trip cost retained
• Less than 4 weeks before departure: 100% of total trip cost retained — no refund

1. Exceptions may apply for group or special departure bookings; any variations will be noted in writing during the booking process.
2. No refunds will be given for unused portions of the trip, including meals, activities, or accommodations. Substitutions are not permitted unless otherwise agreed to in writing.
3. Certain permits (e.g., gorilla, chimpanzee trekking, park tickets) are 100% non-refundable and non-transferable, as dictated by the issuing authorities.
4. If a reduction in your group size alters the pricing structure or eligibility for discounts, your booking will be re-priced accordingly, and a revised invoice will be issued.
5. If you cancel due to extraordinary personal circumstances (such as illness, bereavement, or medical emergency), you may request to transfer your booking to another person, subject to Ahnasa’s approval. You must notify Ahnasa at least 14 business days in advance of departure. Both you and the transferee will be jointly and severally liable for any outstanding balances. A transfer fee will apply and will be confirmed in writing at the time of the request.
6. You are required to obtain comprehensive travel insurance that includes cancellation, curtailment, and force majeure coverage. Ahnasa accepts no responsibility for loss arising from your failure to secure adequate coverage. Any insurance claims must be made directly with your insurer. We strongly recommend Cancel For Any Reason (CFAR) coverage — please see Section 14 for further details.
7. Refunds, where applicable, will be processed to your original payment method or bank account (less applicable charges) within 30 days of cancellation confirmation.

b) Cancellation or Alteration by Ahnasa

It is rare that Ahnasa must cancel or make significant changes to a confirmed itinerary. However, we reserve the right to do so due to circumstances outside our control or as required by suppliers, authorities, or operational necessity.

• Minor changes may include changes in accommodations to those of a similar standard, changes to airlines or flight times under 12 hours, or route adjustments. These do not qualify for compensation.
• Major changes (e.g., failure of a supplier, force majeure events, or closure of parks) — we will work with you to find a suitable alternative. Where no suitable alternative can be arranged, a refund will be offered, subject to supplier refunds, less non-recoverable costs.

Ahnasa accepts responsibility for delivering the agreed-upon itinerary, except where:

• The failure is due to the acts or omissions of the client or third parties not under our control; or
• The cause is a force majeure event as defined below.

Limitation of Liability: If any part of your arrangements is not provided as promised due to our error or the fault of our suppliers, we will offer reasonable compensation, not exceeding the value of that specific component.

b(i) Complaints

Should you experience any issue during your safari, you must report it immediately to your guide, host, or the relevant supplier. If unresolved, please notify our team in writing (via email) at the earliest opportunity, and within 30 days of trip completion to be eligible for review, providing all relevant details to allow us to investigate and respond. Failure to report a problem at the time it arises may limit our ability to assist or compensate you. In all cases, our liability shall not exceed the value of the affected component of your trip.

b(ii) Force Majeure

“Force Majeure” refers to unusual, extraordinary, and unforeseeable circumstances beyond our control or the control of our suppliers, including but not limited to:

• Acts of war or threat of war, riots, or civil unrest
• Acts of terrorism
• Natural disasters, extreme weather, or acts of God
• Epidemics or pandemics
• Government actions or travel restrictions due to border closures
• Industrial strikes, labour disputes, or technical issues with transportation such as airline failures
• Park closures

Ahnasa is not liable for any resulting losses or changes. No refunds or compensation will be payable for cancellations, changes, or delays arising from force majeure. You are advised to ensure your travel insurance explicitly covers such events.

Ahnasa is not liable for incidental expenses incurred due to trip changes or cancellation, including but not limited to visas and vaccinations, non-refundable international flights, or lost time or enjoyment.

7. Prices and Increases

We reserve the right to adjust the prices of any safaris or travel services prior to the confirmation of your booking. You will be informed of the current and correct pricing at the time your contract is confirmed.

1. a) Unless otherwise stated, the safari price includes:

• Accommodation (as specified in your itinerary)
• Scheduled internal/regional flights and/or air charters
• Land and water transport (where applicable)
• Game viewing activities
• Applicable park/conservancy fees

1. b) The safari price does not include:

• International flights (unless explicitly mentioned)
• Travel insurance
• Visas & vaccinations
• Excess baggage charges
• Gratuities & personal expenses
• Alcoholic & non-alcoholic beverages (unless stated)
• Meals not specified in the itinerary

1. c) Price Adjustments and Currency Fluctuations

All quoted prices are calculated based on prevailing supplier rates, applicable taxes, and exchange rates at the time of booking confirmation. While we strive to maintain the quoted price, Ahnasa Destinations Ltd and Ahnasa Holdings LLC reserve the right to adjust the final cost of your travel arrangements in the event of significant cost variations due to:

• Increases in transportation charges (including fuel surcharges, domestic or regional flight costs, or supplier-imposed changes)
• Government-imposed taxes or levies (including VAT, conservation fees, park fees, or service charges)
• Exchange rate fluctuations that materially affect the cost of arrangements denominated in foreign currency

We will absorb cost increases up to 2% of the total package price. Should cumulative increases exceed this amount but remain within 10% of your total package cost, we reserve the right to pass the additional amount on to you and will issue a revised invoice accordingly.

If the cumulative increase exceeds 10%, you will be notified and provided with the following options:

• Proceed with the trip at the revised cost
• Modify the itinerary to adjust costs where feasible
• Cancel the booking and receive a partial refund of all recoverable monies paid, excluding non-refundable costs (e.g., flights already ticketed, primate permits, exclusive-use accommodations, or other specified non-refundable items confirmed at the time of booking)

All pricing is subject to availability and confirmation at the time of payment. Ahnasa will always aim to minimise cost impact to the client and will notify you of any changes in a timely and transparent manner.

8. Responsibility

Travel to remote or developing areas inherently carries certain risks, including but not limited to rough terrain, limited infrastructure, unpredictable weather conditions, wildlife interactions, and potential delays. By booking with Ahnasa, you acknowledge and accept these risks.

Ahnasa acts solely as an agent on your behalf in arranging accommodation, transport, tours, and other services, many of which are provided by independent suppliers over whom we have no direct control. While we take care in selecting our partners, we do not make or imply any warranties or guarantees regarding their services.

We reserve the right to make changes to your itinerary when deemed necessary, including substitution of comparable accommodations or changes due to weather, road conditions, park regulations, or operational requirements.

We shall not be held liable for any loss, injury, death, illness, damage, delay, or inconvenience resulting from acts or omissions by suppliers, force majeure (see Section 6(b)(ii)), government action, terrorism, civil unrest, or other unforeseen circumstances beyond our control. All baggage and personal effects are carried at your own risk.

Vehicles used for safaris are custom-built for rugged terrain and may not be air-conditioned. Camps and lodges in remote areas may rely on generators for power, which may be turned off at night. Drinking water is provided where tap water is not potable. Travel between parks can involve lengthy overland journeys on rough roads, and we often recommend internal flights for comfort and time-saving.

We are unable to guarantee wildlife sightings or specific weather conditions and accept no responsibility for their absence or presence.

9. Your Responsibilities

1. a) Travel Documentation

It is your responsibility to ensure that all required travel documentation is in order prior to departure, including but not limited to:

• A valid passport with at least six (6) months’ validity from your return date and a minimum of two (2) blank pages per country visited.
• Relevant visas for all countries on your itinerary, including multiple-entry visas where applicable.
• Required vaccinations or prophylactic treatments (e.g., yellow fever, malaria) as recommended by your physician or travel clinic.

Failure to obtain the correct documentation may result in denial of entry, delays, or additional costs. Ahnasa accepts no liability for any consequences arising from non-compliance, including missed flights, forfeited services, or denied boarding.

1. b) Compliance and Conduct

You agree to:

• Abide by all applicable local laws, health regulations, customs requirements, and safety instructions provided by Ahnasa staff, guides, accommodation providers, activity operators, or government agencies.
• Exercise due caution and act responsibly throughout your journey.
• Avoid any behaviour that is unlawful, disruptive, or endangers others or the integrity of the trip.

Ahnasa reserves the right to deny services or remove any traveller from a trip, at our discretion, if behaviour is deemed threatening, unsafe, offensive, or otherwise compromises the safety, comfort, or enjoyment of others. No refunds or compensation will be provided in such cases. Bribery is strictly prohibited.

1. c) Activities at Your Own Risk

Certain activities — such as walking safaris, balloon safaris, horse riding, canoeing, or white-water rafting — may involve additional risks. You may be required to sign waivers or risk acknowledgements before participating. These activities are undertaken at your own risk and are governed by the terms of the relevant third-party provider. Ahnasa assumes no liability for incidents arising from participation.

1. d) Independent Bookings

Any excursions, activities, or services booked independently while on your trip (i.e., not arranged through Ahnasa) do not form part of your contracted itinerary. We are not responsible for the performance or safety of such services, and any liability lies directly between you and the third-party provider.

1. e) Limitations of Liability

We are not responsible for:

• Inaccuracies or changes in third-party promotional material.
• Any loss, injury, illness, or death resulting from your actions, omissions, or those of unrelated third parties.
• Incidents involving your personal property, including loss, theft, or damage, which remain at your own risk.

1. f) Minors in Your Party

You are fully responsible for the supervision and conduct of any minors in your group throughout the journey. All children must adhere to property-specific safety rules and behaviour guidelines, particularly in wildlife environments.

1. g) Local Standards and Infrastructure

Travel in Africa, particularly in remote or wilderness areas, may involve risks or lower safety standards than those you may be accustomed to. While Ahnasa selects reputable suppliers, you are expected to exercise personal judgement and responsibility throughout your trip.

10. Behaviour

We reserve the right to decline or terminate the holiday arrangements of any individual whose behaviour, in our reasonable opinion or that of a third party in authority (e.g., airline crew, camp/lodge management, guide, or pilot), is likely to cause distress, danger, damage, or annoyance to others, or to compromise the integrity of the trip.

Should such action be taken:

• The contract will be deemed terminated with immediate effect.
• Full cancellation charges will apply.
• No refund, compensation, or return travel arrangements will be provided.

11. Security

Your safety and well-being are of utmost importance to us. In the event of a travel advisory or restriction issued by your national government, we reserve the right to cancel or amend your travel arrangements in accordance with the guidance.

While we will make every effort to minimise inconvenience, refunds or compensation cannot be guaranteed in such circumstances. We encourage you to regularly check your government’s travel advice prior to departure.

12. General Fitness Requirements

Due to the adventurous and often remote nature of the safaris and experiences we offer, a moderate level of physical fitness and mobility may be required. Our trips may not be suitable for persons with reduced mobility or certain medical conditions. Please consult us about any medical conditions prior to booking.

If you have any concerns about your ability to participate in a particular activity or itinerary, please inform us prior to booking so that we may assess its suitability and make appropriate recommendations.

13. Insurance Requirement

Comprehensive travel insurance is a required condition of booking with Ahnasa. By signing the itinerary approval, you confirm that you have purchased, or will purchase prior to departure, a comprehensive travel insurance policy valid for the full duration of your trip.

Your policy must include, but is not limited to:

• Medical coverage
• Emergency Coverage if you are visiting any destination out of Kenya, Tanzania, Rwanda & Uganda. (Ahnasa includes this coverage in all these destinations) 
• Trip cancellation and interruption
• Loss or theft of personal belongings
• Coverage for high-risk or remote travel (where applicable)
• Force majeure and natural disaster scenarios

We strongly recommend purchasing Cancel For Any Reason (CFAR) coverage, which provides the broadest protection in the event of unforeseen circumstances. CFAR coverage must typically be purchased within a specified window after your initial trip deposit — please check the terms of your chosen policy.

Throughout the booking process, Ahnasa will provide guidance on insurance options and what to look for in a policy suited to safari travel. Your Guest Portal also allows you to generate an automatic insurance quote for your reference.

Recommended providers: We recommend Red Point Travel Insurance and Global Rescue as providers that offer coverage particularly well-suited to safari and remote travel. Please note that Ahnasa is not affiliated with, nor does it receive commission from, any insurance provider. These recommendations are based solely on their suitability for the nature of travel we arrange.

Proof of insurance may be requested prior to departure. Ahnasa accepts no responsibility for any costs, losses, or claims arising from inadequate or absent insurance coverage. All insurance claims must be made directly with your insurer.

14. Data Protection

In order to process your booking and facilitate your travel arrangements, we are required to share certain personal information (including full names, passport details, dietary needs, etc.) with third parties such as airlines, lodges, camps, ground operators, and customs or immigration authorities.

We only disclose data to parties directly involved in the provision of your travel services. By confirming your booking, you consent to this data sharing.

We do not sell or distribute your personal information for marketing purposes. Please review our full Privacy Policy, available on request or via our website.

15. Law and Jurisdiction

These booking conditions are governed by the laws of the Republic of Kenya and the State of New Mexico, USA. Any disputes arising under or in connection with these Terms and Conditions or any travel arrangements made by Ahnasa Destinations Ltd (Kenya) or Ahnasa Holdings LLC (USA) may be brought in either:

• A court of competent jurisdiction in Kenya, for services delivered or coordinated from our Kenya office; or
• A court of competent jurisdiction in the State of New Mexico, USA, for services contracted through Ahnasa Holdings LLC.

The appropriate jurisdiction will depend on the contracting entity and the client’s point of origin or payment.

Dispute Resolution: In the event of any dispute arising from or in connection with these Terms or your travel arrangements, both parties agree to first attempt to resolve the matter amicably through good-faith negotiation. If the dispute cannot be resolved through negotiation within 30 days of written notice, both parties agree to refer the matter to mediation before commencing any legal proceedings. The mediator shall be mutually agreed upon by both parties. The costs of mediation shall be shared equally unless otherwise agreed. Nothing in this clause prevents either party from seeking urgent injunctive or equitable relief from a court of competent jurisdiction.

In all cases, we will strive to resolve disputes amicably and transparently.