TERMS & CONDITIONS
These Terms and Conditions govern all bookings made with W International Tours, a registered tour operator in Rwanda that serves travelers across Africa. By confirming a booking with us, you hereby acknowledge, accept, and agree to be bound by these terms.
Confirmation
A booking is confirmed once we receive the required deposit or full payment, along with accurate client information (full name, passport details, and contact information), and all services remain subject to availability at the time of confirmation.
Payment Terms
A 35% deposit is required at the time of booking to confirm your reservation. This is a standard international travel practice that enables us to secure essential components of your trip such as accommodations, domestic flights, professional guides, and permits. These services require advance payments to our trusted partners to guarantee availability and competitive rates. The remaining 70% balance is due 45 days prior to the start of your trip. For bookings made within 45 days and below of departure, full payment is required upon confirmation. This payment schedule ensures smooth coordination with all providers and is recognized as fair and reasonable by travel insurance companies and international tourism organizations.
Payments can be made via bank transfer, Pesa pal and card payment. All bank or transfer charges must be covered by the client.
Pricing & Inclusions
Prices are quoted in USD and typically include:
- Accommodation as per itinerary
- Transportation
- Park entry fees
- Gorilla permits and chimpanzees permits or other permits
- Activities listed in the itinerary
- Meals as specified (BB – Bed & Breakfast, HB and FB – Full Board)
- Domestic flight where appropriate
- Professional guide services
- Our availability to ensure all goes well from start to end of tour
Prices do not include:
- International flights
- Visa fees and passport
- Travel insurance
- Personal expenses (laundry, calls, Alcoholic drinks, tips)
- Excess baggage fees
- Additional meals not listed in the itinerary
- Sightseeing not included in the scheduled itinerary
- Any deviation from the published tour program
Cancellations & Refund Policy
If you need to cancel your trip after booking, the following cancellation charges apply, as we are obligated to honor the payment terms of our suppliers (e.g. accommodation, tours, and service providers)
By the Client:
- 60 days before travel: 3% for handling fee
- 59- 30 days before travel: 70% refund
- 21–14 days before travel: 50% refund
- 14- 01 days before travel: No refund
Note: Gorilla and chimpanzee permits are 100% non-refundable and non-transferable under any circumstances.
By the Company:
We may cancel or modify a tour due to unforeseen events such as:
- Natural disasters
- Political instability
- Safety concerns
- Supplier-related issues
In such cases, we will offer an alternative date, an alternative service, or a refund excluding non-refundable fees.
Changes to Itinerary
- Clients requesting itinerary changes must notify us as early as possible.
- All changes are subject to availability and may result in additional costs.
- W international tours reserve the right to adjust the itinerary due to activities, accommodation, weather, road conditions, or operational requirements. All efforts will be made to deliver the experience as planned, but flexibility is essential in travel, especially in remote and wild destinations.
Travel Insurance
While W international Tours and its partners maintain general insurance coverage, this does not extend to individual travelers. We strongly recommend purchasing international travel insurance that covers emergency medical treatment, trip cancellation, lost or damaged luggage, and high-risk activities. In the event of injury or serious illness during travel, we coordinate with the Flying Doctors Emergency Evacuation Service for rapid medical evacuation to the nearest appropriate hospital. These services are designed to stabilize and transport the injured party quickly and safely, often from remote locations. However, hospital treatment costs, repatriation, and extended medical care are not included and must be covered by your personal travel insurance policy. Adequate travel insurance is therefore a vital part of your travel preparation.
Responsibility
We act as an agent for hotels, transport companies, national parks, and activity providers. Therefore: W international tours do not own or control the hotels, transport companies, ground handlers, or other third-party suppliers used in your tour. As such, we are not liable for any negligence, delay, or irregularity caused by these parties. This includes, without limitation, any failure by airlines, hotels, safari operators, or other suppliers to deliver agreed services.
Photography and Promotional Use
By participating in W international tours, you grant us permission to use photographs or video footage taken during your trip for promotional purposes. If you prefer not to appear in our marketing material, please notify your guide at the start of your tour.
Force Majeure
We are not responsible for disruptions due to events beyond our control, including but not limited to natural disasters, civil unrest, terrorism, government actions, weather events, or public health emergencies. In such cases, W international tours will not be liable for delays, changes, or costs incurred. Refunds or rebooking options will be offered based on what supplier’s permit.
Compliance with Local Regulations and Park Protocols
All guests are required to adhere to the laws and regulations of each country visited, as well as to specific park protocols and wildlife conservation guidelines. These rules are established by local authorities and wildlife management bodies to ensure the safety of both visitors and the environment. This includes, but is not limited to, respecting wildlife distances, following instructions from park rangers or guides, observing gorilla trekking etiquette, and complying with health and hygiene regulations. W International Tours will provide detailed briefings prior to activities to help you understand and follow these standards. Non-compliance may result in removal from certain activities without refund, in accordance with national and park enforcement policies
Contact Information
W International Tours
Address: Nyarugenge, Kigali
Phone: +250 792569900
Email: info@winternational.tours
Website: www.winternational.tours