Terms & Conditions

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Events and Organisation:

These Terms and Conditions govern the provision of services for events organised by Maia Wildlife Safari Experiences, a company headquartered at Rue de la Gare 327, 2944 Bonfol, Switzerland, and registered with the Registre du Commerce de la République et Canton du Jura under number CHE-226.256.358 (referred to here as “MWSE”), and the participant.

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The organisation of the events is the responsibility of MWSE.

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These terms are supplemented by the programme of the specific event the participant registers for, which constitutes the particular conditions of participation in that event.

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Even in the absence of a separate written contract, by contracting with MWSE the participant acknowledges and accepts these Terms and Conditions in full.

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Responsibility:

MWSE’s liability is covered by liability insurance with Bâloise Assurance, policy no. 30/4.110.318-7, in accordance with applicable law.

    •    MWSE organises and leads the expeditions but acts as an intermediary for third-party services (accommodation, transport, local guides, flights), and is not liable for failures attributable to those providers.

    •    Expeditions take place in wild, natural environments involving inherent risks, including proximity to wild animals and physically demanding activities; the participant accepts these risks.

    •    MWSE is not liable for events beyond its reasonable control (force majeure, weather, wildlife behaviour, acts of authorities).

    •    The participant is responsible for holding adequate travel and medical insurance, including emergency evacuation.

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Inscriptions and Payments:

A participant’s registration, and that of their companions, is only valid once full payment — or a deposit of 30% of the event price — has been received. The participant undertakes to settle the balance, including any additional services requested, no later than 60 days before the event date. Where registration takes place 60 days or fewer before the event begins, the full price is payable at the time of registration, subject to confirmation of all service bookings. MWSE reserves the right to cancel any registration not paid in accordance with these conditions.

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By registering, the participant commits to the following:

    •    That they have read and accepted these terms and conditions, together with the programme of the event they are registering for, which constitutes the particular conditions of participation.

    •    That they are in a state of health appropriate to the event, and accept its nature, including the risks arising from the possible lack of immediate access to medical assistance.

    •    That they are aware of the physical, cultural and psychological demands the trip may involve, and that these may give rise to unforeseen situations.

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Minimum age:

The general minimum age for participation is 12 years. However, individual events and certain activities may set a different minimum age — for example, gorilla and chimpanzee trekking in Uganda requires participants to be at least 15. The minimum age for each expedition is set out in its specific programme, which prevails over this general rule.

Participants under 18 may take part only when accompanied by one or both parents, or a legal guardian, subject to applicable legislation and documentation requirements.

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Accommodation:

Accommodation on our events is based on twin or double rooms, on a shared basis. Where needed, an extra bed or mattress can sometimes be arranged in the parents’ room for a minor. Occasionally — depending on the camp or lodge — rooms may accommodate three or more people.

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Single rooms can be arranged where available, for an additional charge (the single supplement is shown in each event’s pricing).

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Documentation:

The participant is responsible for holding all personal and family documentation required for the event — identity card, passport, authorisation for minors, visas, vaccination certificates, and any other documents that may be required. MWSE accepts no responsibility where the authorities refuse to grant a visa or deny the participant entry to a country. In such cases, the conditions set out in the “Withdrawals” clause apply, and the participant bears any and all costs arising from the situation.

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Use of participant's personal information:

To organise and deliver the event, MWSE processes the participant’s personal data. This includes sharing necessary information with government and border authorities (for entry, control and security purposes, as required by law) and with MWSE’s local partners (such as lodges and ground operators) to carry out the programme — including, where relevant, dietary preferences and any health information necessary for the participant’s safety and care.

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MWSE will contact the participant as needed to ensure the smooth running of the event.

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Meeting point and timetables:

The meeting point where the participant and their companions join the guide or event leader and the rest of the group is set out in the programme of each event. The specific location will be confirmed to the participant in good time before the event begins.

It is the participant’s responsibility to arrange their own air travel, or other transport, to reach the place where the event starts, and to be at the meeting point at the time indicated for the start of the event and its activities.

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Language during the events:

With few exceptions, MWSE events bring together participants of various nationalities, so the working language during the events is English — though guides and event leaders are often fluent in other languages too.

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Date changes:

A participant registered for an event may not transfer their registration to another event, or change their arrival or departure date, without the express consent of MWSE. Where such a change is possible, it may be subject to costs and charges under the “Withdrawals” clause.

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Transfer of registration:

A participant may transfer their registration to another person, provided that person meets all the conditions required for the event. The participant must inform MWSE at least 60 days before the event begins, and the transfer is subject to acceptance by the various service providers involved; otherwise, the participant will be considered to have withdrawn from the event.

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If the replacement changes the room-sharing arrangement — for example, where it is no longer possible to pair the new participant with another guest in a shared room — a single-accommodation supplement or similar charge may apply, where this was not already included in the event.

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On transfer, the original participant and the replacement are jointly and severally liable for payment of the event price and any additional charges incurred.

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Changes:

MWSE may change the programme of an event, adjust departure times, or replace any of the planned accommodation or transport with alternatives of a similar category and location, where this is necessary for reasons such as safety, weather, wildlife conditions, operational requirements, or other circumstances beyond its reasonable control. Any such changes will be communicated to the participant as soon as possible.

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Minimum of participants and cancellation of the program by MWSE:

Each event requires a minimum number of participants to go ahead. This minimum is set out in the programme of each event.

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If the minimum is not reached, MWSE may cancel the event. In that case, MWSE will notify the participant no later than 30 days before the event is due to begin, and will offer either:

    •    a transfer to an alternative date or event of equivalent value, or

    •    a refund  of all amounts paid, except for costs already incurred on the participant’s behalf that are themselves non-refundable (such as gorilla permits, pre-booked park permits, or flight tickets). MWSE will not be liable for any further costs, such as international flights or visas the participant has arranged independently.

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MWSE may also cancel or interrupt an event for reasons beyond its reasonable control (force majeure — including but not limited to natural events, political instability, health emergencies, or border closures). In such cases, MWSE will refund recoverable costs but cannot be held liable for expenses the participant has incurred independently.

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Withdrawals:

If the participant, or any of their companions, withdraws from the event more than 60 days before the start date, they forfeit 30% of the event price — the non-refundable deposit paid to MWSE.

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If the withdrawal occurs 60 days or fewer before the start date, the participant forfeits the full price of the event.

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In all cases, the participant also forfeits the cost of any additional services they have requested that carry non-refundable charges.

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Refunds:

Once the event has begun, no refund is due for any services not used by the participant or their companions.

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If a service included in the event programme is not provided for reasons attributable to MWSE, and cannot be replaced with an equivalent, the participant is entitled to a refund of the difference between the price of the services planned and those actually provided.

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Price changes:

The price of each event is based on service costs and exchange rates in effect at the time it is set. Prices may therefore change as a result of variations in transport or fuel costs, duties, taxes, fees, or currency fluctuations.

Whenever the price of an event changes, the participant will be informed promptly and invited, within a set time limit, to accept the increase or to cancel their registration.

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Insurance:

Comprehensive medical and travel insurance is a condition of participation. The participant undertakes to hold insurance appropriate to the period and duration of the event, the destination, and the type of activity involved - including medical cover and emergency evacuation. 

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Where the participant fails to obtain insurance, or obtains inadequate cover, they do so at their own risk: MWSE and its service-provider partners accept no liability for the costs or consequences the participant incurs as a result of being uninsured or underinsured. 

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Complaints:

Complaints must be submitted in writing within 20 days of the end of the event. To be considered, a complaint must first have been raised with the relevant service provider (lodge, guide, local agent, etc.) during the event itself, with supporting documentation of the issue obtained at the time.

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Governing law and jurisdiction:

Any dispute arising from these Terms and Conditions shall be settled by the Tribunal Cantonal du Jura, Switzerland, to the express exclusion of any other court. For all matters not covered by these Terms and Conditions, Swiss law applies.

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Luggage:

Each participant is responsible for their own luggage and personal belongings throughout the event. We recommend keeping valuable or fragile items — in particular cameras, lenses and other photographic equipment — in your hand luggage and with you at all times.

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Where luggage is transported by air, sea or road carriers, it travels subject to those carriers’ own terms and liability limits; MWSE is not responsible for loss, delay or damage caused by them. Where MWSE or its local partners handle luggage during transfers, reasonable care will be taken, but participants are advised that they carry their belongings at their own risk.

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Valuable items and equipment should be covered by the participant’s own travel insurance. We recommend checking that your policy includes adequate cover for photographic and electronic equipment.

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Participant conduct and right of exclusion:

Participants are expected to behave in a way that respects the safety and enjoyment of the group, the guides and staff, the local communities, and the wildlife and environment. Participants must follow the reasonable instructions of the guide or event leader at all times, particularly where safety is concerned.

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If a participant’s behaviour seriously disrupts the event, endangers themselves or others, or repeatedly disregards the guide’s instructions or these terms, MWSE reserves the right to remove them from the event. In such cases no refund is due, and any additional costs arising from the removal are borne by the participant.

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Wildlife, conservation and park rules:

Our events take place in protected areas and around wild animals, under the rules of the relevant reserves and authorities. Participants undertake to follow these rules and the instructions of their guide at all times — including maintaining safe distances from animals, observing restrictions on noise, movement and feeding, and respecting any limits on time spent with particular species (such as the one-hour limit on gorilla and chimpanzee encounters).

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These rules exist to protect both the participant and the wildlife. MWSE accepts no liability for the consequences of a participant disregarding them, and reserves the right to end an activity where a participant’s conduct puts wildlife, the group, or the participant at risk.

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Photography and use of images:

Participants are welcome to take photographs and video for their own personal use. Any commercial use of images taken during the event requires the prior written agreement of MWSE.

MWSE may take photographs and video during its events, in which participants may appear, and may use this material for promotional and marketing purposes. By taking part, the participant consents to such use. A participant who does not wish to appear in promotional material should inform MWSE in writing before the event begins, and MWSE will make reasonable efforts to respect that request.

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Force majeure:

MWSE is not liable for any failure or delay in performing its obligations where this results from circumstances beyond its reasonable control. These include, but are not limited to, natural events and extreme weather, fire or flood, epidemics or pandemics, war or civil unrest, political instability, strikes, border closures, restrictions imposed by authorities, and disruption to transport.

Where such circumstances affect an event, MWSE will do what is reasonably possible to find alternatives or to recover costs on the participant’s behalf, but cannot be held responsible for expenses the participant has incurred independently (such as international flights or visas).

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Validity of the terms (severability)

If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions stay in full effect. An invalid provision will be replaced, as far as possible, by a valid one that reflects its original intention.

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Final note:

These Terms and Conditions are further supplemented by the customs, laws and regulations of the countries in which the event is held, and by any specific terms communicated to the participant at the time of registration or afterwards, provided these are duly acknowledged and accepted by both parties.