From your first enquiry to a confirmed safari

1. Make an enquiry

Start with Plan My Safari or Contact. If a published journey interests you, tell us its name. You do not need to have every detail decided, and an enquiry does not reserve accommodation, vehicles or flight seats.

2. Share your traveller requirements

Give us your possible dates, number of travellers, children’s ages, main interests and preferred pace. Include any accommodation, mobility, dietary or other practical requirements that could affect the route. These details help us assess suitability before reservations are requested.

3. Review an initial itinerary proposal

We use those details to discuss a route, stay lengths, accommodation standard and the balance of road and air. This is the point to check whether the journey gives you enough time in the places that matter most. An initial proposal does not hold rooms, vehicles or flight seats.

4. Refine the journey and receive a dated quotation

The quotation identifies the proposed accommodation, room and occupancy arrangements, meal basis, transport and included experiences. It should also make exclusions, optional extras, the agreed currency, validity and any booking or payment deadlines clear. Ask about anything that differs from your understanding before accepting.

5. Accept the proposal and complete the booking requirements

Confirm the agreed version in writing and provide the traveller information needed for reservations. Read the quotation and applicable booking terms together. Acceptance allows the booking process to proceed; it is not a guarantee that every requested supplier arrangement is already confirmed.

6. Follow the payment instructions for your booking

Use the payment arrangements and deadlines confirmed for your dated quotation. If a method has not been expressly confirmed as available, check with us before attempting payment.

Payment received does not automatically mean booking confirmed. A payment acknowledgement records funds received; it does not, by itself, confirm accommodation, flights or the safari.

7. Allow the supplier arrangements to be confirmed

We coordinate the accommodation, transport and other supplier reservations. Each required arrangement needs confirmation from the relevant supplier. If a proposed arrangement cannot be secured, the alternative and any effect on the journey need to be discussed and agreed.

Supplier confirmation is part of completing the booking. It should not be inferred from a proposal, traveller acceptance or payment receipt.

8. Receive your written booking confirmation

Your written booking confirmation identifies the confirmed arrangements. Check the names, dates, accommodation, rooms, transport and inclusions against the version you accepted. A requested addition still awaiting confirmation should be identified separately and must not be assumed confirmed.

Do not treat a payment receipt or website order summary as a substitute for the written booking confirmation.

9. Prepare the travel documents and practical details

Review the final itinerary, arrival instructions, baggage allowances and required documents. Recheck passport and entry requirements, arrange appropriate insurance and seek qualified travel-health advice. Share confirmed international flight details so that arrival and departure transfers can be planned around them.

10. Arrive with the handover and support details ready

Follow the meeting instructions in your travel information. Your arrival transfer is arranged around the confirmed flight, rather than a universal daily pickup time. Keep the active-traveller emergency contact accessible for urgent journey support outside normal office hours.

Public package FROM prices are VAT-inclusive figures based on the conditions stated on each package page. That page owns the displayed package amount and its basis. A FROM figure is not a statement that all dates, room arrangements or party sizes cost the same.

The dated quotation sets out the amount for your actual journey and the included services. Read the traveller and occupancy basis, date validity, exclusions and any optional extras alongside the total. VAT should not be added a second time to an existing VAT-inclusive public package price.

Where a price is displayed in a converted currency, use the quotation to confirm the agreed transaction currency. A display preference does not by itself establish the currency in which a payment will be requested.

Your official eTIMS tax document will be sent separately by email. A website order summary is not itself that official tax document.

The public package describes accommodation by standard, location and experience. Your dated quotation identifies the actual proposed property, room category, occupancy and meal arrangement. Written confirmation records what has been secured.

A room used as a planning reference, an image or a package-page description does not mean inventory is held. If an alternative is proposed, it should preserve the agreed location and experience standard, with any relevant differences explained. A similar star rating alone is not an adequate comparison.

For families, the room layout and children’s ages need individual checking. Do not infer family suitability or child pricing from an adult-sharing description.

Quotations are subject to availability and their stated validity. Accommodation and transport can change while a proposal is being considered, and scheduled-air operators may change schedules or routings.

If your dates, international flights or requirements change, tell us promptly so that the effect on the itinerary can be assessed. A request for a change is not confirmation that it is available or without cost; the applicable quotation and approved booking terms determine the process.

Wildlife sightings, migration crossings, weather and mountain visibility remain outside anyone’s control. The confirmed itinerary describes the agreed arrangements, not guaranteed natural events.

The final confirmed itinerary, written booking confirmation and applicable booking terms are the booking references. General website descriptions do not replace them.

• Traveller names and dates match the passport, flights and booking documents.
• Accommodation, rooms, meals and included park or conservancy access are clear.
• You understand which ground arrangements are private and which aircraft or facilities are shared.
• Baggage allowances follow the ticketed carrier, including any separately agreed equipment allowance.
• Optional extras are identified and their confirmation status is clear.
• Entry documents, appropriate insurance and health preparation have been addressed.
• Pickup instructions and the traveller-support contact are saved where you can access them offline.

Use entry requirements, health and insurance and transport planning for the practical detail. Our safety guide covers conduct and support during the journey.

For a new enquiry or a question about a proposal, use Plan My Safari or Contact. Our offices operate Monday–Friday, 08:00–17:00, and Saturday, 09:00–14:00, Kenya time. They are closed on Sundays and public holidays.

Active travellers have a separate emergency contact channel outside those hours. Keep it with your travel information and use it for urgent journey support. It does not mean the physical offices are open 24 hours.

Read About Magical Exploits for our Kenya-based approach and Nairobi office details, or return to Plan Your Trip for preparation guidance.