Terms & Conditions
Effective date: September 14, 2026
These Terms and Conditions govern the relationship between you ("the Client") and Evolvia Journeys ("we", "us", "Evolvia"), a boutique travel company based in Nairobi, Kenya. By making an enquiry, accepting a proposal, or proceeding with a booking, you agree to these terms in full.
1. Bookings & Confirmation
All bookings are subject to availability. A booking is confirmed only upon receipt of the required deposit and written confirmation from Evolvia Journeys. Until this point, all itineraries, pricing, and availability are subject to change.
You must be at least 18 years of age to make a booking. By booking on behalf of other travellers, you confirm that you have their authority to accept these terms on their behalf.
2. Pricing & Payment
All prices are quoted in US Dollars (USD) unless otherwise stated. Prices are per person unless explicitly stated otherwise.
Deposit: A non-refundable deposit of 30% of the total trip cost is required to confirm and hold your booking.
Balance: The remaining balance is due no later than 60 days before the departure date. For bookings made within 60 days of departure, full payment is required at time of booking.
Accepted payment methods include bank transfer, credit/debit card (subject to a processing fee), and other methods confirmed at time of booking. All bank charges are the responsibility of the client.
Prices may be subject to adjustment prior to full payment due to significant changes in fuel costs, government taxes, park fees, currency fluctuation, or other factors outside our control. We will notify you of any such changes promptly.
3. Cancellation Policy
All cancellations must be received in writing (email is acceptable). Cancellation fees are calculated as a percentage of the total trip cost, based on the number of days before the departure date on which written cancellation is received:
| Days Before Departure | Cancellation Fee |
|---|---|
| 90 days or more | Deposit only (30%) |
| 61 – 89 days | 40% of total cost |
| 31 – 60 days | 60% of total cost |
| 15 – 30 days | 80% of total cost |
| 14 days or fewer | 100% of total cost (no refund) |
Certain components (e.g. gorilla trekking permits, peak-season camps, international flights) may have stricter cancellation terms imposed by the supplier. We will advise you of these at time of booking.
4. Amendments by the Client
Requests to amend a confirmed booking (changes to dates, destinations, or services) will be accommodated where possible but may incur amendment fees. Significant changes close to the departure date may be treated as a cancellation and re-booking, with applicable charges.
5. Amendments or Cancellation by Evolvia Journeys
We reserve the right to make minor modifications to itineraries where necessary due to circumstances such as weather, road conditions, park regulations, or safety considerations. In such cases, we will provide equivalent or superior alternative arrangements at no extra cost.
In the unlikely event that we must cancel a trip entirely (other than due to Force Majeure), we will offer a full refund or an alternative trip of equivalent value. We are not liable for any additional costs incurred, including flights or visas obtained by the client.
6. Force Majeure
Evolvia Journeys will not be held liable for cancellations, modifications, or failures to perform obligations resulting from events beyond our reasonable control, including but not limited to: natural disasters, pandemics, government travel advisories, civil unrest, terrorism, strikes, or any other event of force majeure. In such cases, we will make every effort to recover costs from suppliers and pass these back to clients, but no automatic refund obligation arises.
7. Travel Insurance
Comprehensive travel insurance is strongly recommended for all clients and is considered essential for gorilla trekking, mountain climbing, or any remote safari. Your policy should cover, at minimum:
- Trip cancellation and curtailment
- Emergency medical treatment and hospitalisation
- Emergency medical evacuation (including air evacuation)
- Baggage and personal effects loss or damage
- Personal liability
We reserve the right to refuse travel to clients who arrive without adequate insurance coverage.
8. Health & Fitness Requirements
It is the client's responsibility to ensure they are medically fit for the activities included in their itinerary. Certain activities (gorilla trekking, mountain climbing, mobile camping) require a reasonable level of physical fitness. Please disclose any medical conditions, disabilities, or dietary requirements at the time of booking so we can advise appropriately.
Clients must have all required and recommended vaccinations for the countries they are visiting. A valid Yellow Fever certificate may be required for entry into some countries.
9. Passports & Visas
It is the client's sole responsibility to hold a valid passport (with at least 6 months' validity beyond the return date) and to obtain all necessary visas, permits, and entry documents. We can provide guidance, but we are not responsible for the consequences of any client failing to obtain the correct documentation.
10. Liability
Evolvia Journeys acts as a tour operator and coordinator. While we take every reasonable precaution to ensure your safety and satisfaction, we act as agents for airlines, lodges, camps, and ground operators, each of which is subject to their own terms and conditions.
Evolvia Journeys will not be liable for: loss, injury, damage, or expense arising from the acts or omissions of third-party suppliers; events of force majeure; the client's failure to follow advice or instructions from guides or operators; or any medical issues arising during travel.
Our total liability to you in any circumstances shall not exceed the total amount paid by you for the affected booking.
11. Conduct & Safety
All clients are expected to conduct themselves in a responsible and respectful manner towards wildlife, local communities, cultures, and the environment. We reserve the right to terminate the participation of any client whose behaviour is deemed dangerous, disruptive, or disrespectful, without refund.
Clients must follow all safety instructions given by guides, camp staff, rangers, and Evolvia representatives at all times. Wildlife encounters carry inherent risk — all instructions must be followed without exception.
12. Responsible Travel
Evolvia Journeys is committed to sustainable and responsible tourism. Clients are expected to respect wildlife distancing guidelines, refrain from littering in parks and reserves, support local communities through approved channels, and avoid purchasing products made from endangered species.
13. Governing Law
These Terms and Conditions are governed by the laws of Kenya. Any disputes shall be subject to the exclusive jurisdiction of the courts of Kenya.
14. Contact
For questions about these Terms and Conditions, please contact us:
- Email: safaris@evolviajourneys.com
- Phone / WhatsApp: +254 759 259 961
- Address: Nairobi, Kenya