Please read carefully through our comprehensive Terms and Conditions. Please contact us if you have any questions.
The client who signifies her/his acceptance of a booking by placing any monetary deposit or full payment for any Tour or Safari, and who does so on behalf of her/himself and/or persons under her/his/ authority, agrees that all participants are bound by the Terms and Conditions of Blackwood Safaris LLC, known hereafter as “Blackwood Safaris LLC” and/or “Blackwood Safaris.” Any person booked by another accepts the Terms and Conditions of Blackwood Safaris LLC as if they had made the application themselves. All bookings made with Blackwood Safaris LLC are subject to these terms:
Payment
1. Blackwood Safaris LLC is based in Colorado, USA. Most finances are conducted in USD or South African Rand. Clients should understand that exchange rates fluctuate daily and transactions in foreign currency are subject to those fluctuations; thus, the cost of a 50% deposit and the 50% balance may be different due to the fluctuation in currency exchange rates. Clients may pay balances early if exchange rates are favorable; clients may not delay the payment of balances when invoiced, for any reason.
2. A deposit is required for each person when booking a Tour(s) or Safari(s). This deposit is non-refundable if the client cancels for any reason. This deposit is partially refundable if Blackwood Safaris cancels the Tour or Safari. Funds may be available as a credit for future safaris; see “Cancellations, Postponement, and Non-Participation” for details. We close bookings 90 days prior to departure, with some exceptions. In cases involving “minimum client number” departures, this booking deposit, less transaction fees (see #5) will be refunded if Blackwood Safaris LLC cancels the specific Tour or Safari for lack of participation (see exclusions under #6). The deposit amount varies; please see the safari for a specific deposit amount.
3. Some tours, such as gorilla treks, require permits that must be purchased in advance and are NOT refundable. The cost of permits must be paid in full at the time of booking the tour and are fees paid in addition to the initial booking deposit.
4. All Tours and Safaris require a deposit for every person at booking. The balance after deposit will be split into two payments: 180 days prior and 90 days prior. The percentages or amounts for each payment interval may be different for each Tour or Safari; details can be found on a specific product’s page. Clients booking inside of 180 days prior or 90 days prior must pay 50% (one-half) the cost when booking. The full amount due by the client to Blackwood Safaris LLC shall be payable not less than 90 days prior to the date of departure. Blackwood Safaris LLC will provide payment links approximately 2 weeks prior to the due dates. If the full amount has not been remitted by the time due, Blackwood Safaris LLC reserves the right to regard the booking as cancelled by the client. The client waives all rights to refund in this case.
5. Up to a 5.5% transaction fee surcharge is added to the invoice amount for Credit Card payments through our booking agent. Please enquire directly to book and to ask for bank information, should you desire to pay directly. Invoices must be paid immediately (within 24 hours) upon receipt.
6. Initial payment received from clients in the form of a deposit or full payment for a Tour or Safari forms a binding agreement between the client and Blackwood Safaris LLC for the agreed services and is bound by Blackwood Safaris’ Terms and Conditions.
7. Blackwood Safaris LLC may, at its sole discretion, consider a refund (less transaction fees) in the event of death or serious illness of the client.
8. Refunds may take more than 30 days and the amount refunded is dependent on the exchange rate at the time of the refund transaction.
Cancellation, Postponement, and Non-Participation
1. Blackwood Safaris LLC reserves the right to and shall be entitled to cancel the start of any Tour or Safari prior to departure, or cancel after the commencement of any Tour or Safari for any reason, including but not limited to: natural disaster, severe weather event, government instability, war, labor strike, fire or other damage at Tour or Safari site, or any other unsafe conditions, and for any reason which Blackwood Safaris LLC deems reasonable. In the case of cancellations of this nature, Blackwood Safaris LLC shall be obligated to refund available amounts received from the client according to this schedule:
- 91+ days prior to safari: 50% of amounts received
- 61–90 days prior to safari: 25% of amounts received
- 8–60 days prior to safari: 15% of amounts received
- 0–7 days prior to safari: 0% refund
Blackwood Safaris LLC will make every attempt to recover additional funds for refund; however, our vendors often have non-refundable policies due to pre-purchase of hotel rooms, activity permits or tickets, etc. By booking with Blackwood Safaris LLC, the client agrees to these terms and understands that certain funds are not refundable.
If possible, clients may opt to roll 100% of their deposited funds to a future like safari (“like” means same Lodge/Location; i.e., deposited funds for a Traditional Lodge Big 5 Safari may only be used on a future Traditional Lodge Big 5 Safari, not a Luxury Lodge Big 5 Safari).
2. Blackwood Safaris LLC reserves the right to and shall be entitled to postpone the start any Tour or Safari prior to departure, or postpone after the commencement of any Tour or Safari for any reason, including but not limited to: natural disaster, severe weather event, government instability, war, labor strike, fire or other damage at Tour or Safari site, or any other unsafe conditions, and for any reason which Blackwood Safaris LLC deems reasonable. In the case of postponement of this nature, if the option is available, clients may opt to roll 100% of their deposited funds to a future like safari (“like” means same Lodge/Location; i.e., deposited funds for a Traditional Lodge Big 5 Safari may only be used on a future Traditional Lodge Big 5 Safari, not a Luxury Lodge Big 5 Safari). The client will pay the difference in price should the safari be more expensive, and Blackwood Safaris LLC will refund the difference should the safari be less expensive.
The client may opt for a refund according to this schedule:
- 91+ days prior to safari: 25% of amounts received
- 0–90 days prior to safari: 0% of amounts received
- After start of safari: 0% refund
In the case of a postponement, if the itinerary and price are substantially different, clients may choose to continue with Blackwood Safaris LCC but will be responsible for any additional costs incurred by change of date and/or venue.
Clients may cancel their participation in safaris/trips. Blackwood Safaris LLC shall be obligated to refund available amounts received from the client according to this schedule, based on notification received by Blackwood Safaris LLC. Clients bear the responsibility of contacting Blackwood Safaris LLC via email (info@blackwoodsafaris.com) or phone. We cannot be responsible for messaging via Facebook or Instagram as we do not always receive those messages.
The client may opt for a refund according to this schedule:
- 91+ days prior to safari: 25% of amounts received
- 61–90 days prior to safari: 20% of amounts received
- 0–60 days prior to safari: 0% of amounts received
- After start of Safari: 0% refund
If the option is available, clients may opt to roll 100% of their deposited funds to a future like safari (“like” means same Lodge/Location; i.e., deposited funds for a Traditional Lodge Big 5 Safari may only be used on a future Traditional Lodge Big 5 Safari, not a Luxury Lodge Big 5 Safari). The client will pay the difference in price should the safari be more expensive, and Blackwood Safaris will refund the difference should the safari be less expensive.
The client shall have no further claim whatsoever against Blackwood Safaris LLC arising out of such cancellations or postponements. Any refund, pro rata if applicable after commencement, shall constitute a full and final settlement by Blackwood Safaris LLC and their agents of any obligations to participants. The operation of a Tour or Safari is at the sole discretion of Blackwood Safaris LLC, having in mind the welfare of all participants and the safe and prudent operation of the itinerary and program.
3. Should a client fail to join a Tour or Safari, cancel participation in a Tour or Safari prior to or after commencement of the Tour or Safari, or fail to use the accommodation/services booked by Blackwood Safaris LLC on their behalf for any reason whatsoever, no refund shall be given, nor liability accepted by Blackwood Safaris LLC. Clients may be able to join a Tour or Safari late or leave a Tour or Safari early, at their own expense. Blackwood Safaris LLC will attempt to facilitate alternate transportation for the client, however, that may not always be possible. The client may have to arrange transportation without the assistance of Blackwood Safaris LLC.
4. There is no “pro-rate” or “pro-rata” provision for clients joining a Tour or Safari late, or for clients leaving a Tour or Safari early.
With notice of more than 90 days, a client may opt to postpone participation in a safari until a later date. Any available deposit funds will be applied to a “like” safari in the future. Some funds, such as funds used for permits, may not be available as a credit; Blackwood Safaris LLC will make every effort to recover deposited funds but the client must understand that this is not always possible, depending on vendor policies. Client agrees to pay any difference in the cost of the future safari.
5. Some Tours or Safaris require a minimum number of participants for the lowest quoted price to be valid. If applicable, the minimum number of participants with the highest costs possible shall be noted in the Tour or Safari advertisement on Blackwood Safaris’ Facebook Page and on Blackwood Safaris’ commercial website. Should the group number fall below the minimum number required for the booking, Blackwood Safaris LLC reserves the right to re-cost the fare and raise a surcharge, or to cancel the Tour or Safari. Should any client refuse to accept and pay such surcharge, Blackwood Safaris LLC reserves the right to cancel the Tour or Safari and retain the full payment of that client, or to continue the Tour or Safari and to refuse the participation of that client and to retain the full payment of that client. Blackwood Safaris LLC will issue a refund to those clients paying the surcharge should the Tour or Safari be cancelled. All refunds are less transaction costs.
Limitations of Liability
1. Blackwood Safaris LLC’s representative accepts no liability for loss, damage, injury or death which any client may suffer as a result of any act or omission, whether in relation to travel arrangements, accommodations, Tours or Safaris, or otherwise.
2. Clients on a Safari or Tour should understand that we are attempting to view wild animals that are free-roaming in their wild, natural habitat. We can make no guarantee of viewing any particular animal or type of animal. We choose locations that give us the very best chance to view a variety of animals, however, clients must understand that we may see any animal at any time, or no animals at all.
3. Cancellation, medical & repatriation insurance is required for all Blackwood Safaris LLC bookings. It is required that clients also obtain insurance to cover emergency travel and accommodation, lost baggage and any other coverage the clients deem fit. It is the client’s responsibility to arrange such insurance through the client’s insurance broker or agent. Clients are encouraged to conduct due diligence in researching insurance for their trip.
Unless specifically stated as such and excluding Antarctic Expeditions, most of our Tours and Safaris are not considered “remote destinations.” However, in the case of a remote destination Tour or Safari such as Antarctica, participants are required to purchase a minimum of $500,000 emergency evacuation insurance coverage at their expense. Blackwood Safaris LLC and its agents do not represent that insurance will cover the risk of loss of deposit and other payments.
Note: If you pay using your credit card and you opt to use the general travel insurance associated with major credit cards, we urge you to check that this coverage provides fully for emergency evacuation. Also, please ensure that all pre-existing medical conditions, if any, are made known to the insurance underwriter at the time of application for your insurance for this Tour or Safari. These precautions will assist in avoiding any delays in the event that an emergency evacuation or other medical services are needed, under your policy. You should disclose your participation in this Tour or Safari to your insurer.
4. The client is contemplating a tour/journey to an area(s) where the client may be exposed to danger, and more than basic medical services may not be readily available or accessible. Blackwood Safaris LLC takes every measure possible to mitigate any and all dangers. By booking with Blackwood Safaris LLC, the client has agreed to execute a waiver of rights against Blackwood Safaris LLC, its principals, and others as an integral part of those terms. The client (which shall be deemed to include the heirs, executors, administrators, and assigns of the client) does irrevocably waive and abandon all rights and claims that the client may have against Blackwood Safaris LLC in consequence of any act of omission or commission by Blackwood Safaris LLC. In no way derogating from the foregoing, the client hereby indemnifies, holds harmless, and absolves Blackwood Safaris LLC, its principals or others, from all and whatsoever claims which may be tenable by the client as aforesaid, irrespective of the nature thereof and however arising. Blackwood Safaris LLC and/or its agents act only as agents for the participants in any Tour or Safari, regarding travel arrangements including, but not limited to, sightseeing, meals, lodging and transportation, whether by railroad, vehicle, motor coach, boat, ship or aircraft.
To the fullest extent permitted by law, Blackwood Safaris LLC and/or its agents, disclaim liability for injury, damage, loss, or delay which may be occasioned by reason of a defect in any vehicle or for any other reason whatsoever, or through the acts or default of any company or person engaged in conveying the participant or in carrying out the arrangements of the Tour or Safari. Blackwood Safaris LLC and/or its agents accepts no responsibility for losses or additional expenses due to delay or other changes in air or other services, sickness, weather, strike, war, quarantine, or other causes. All such losses or expenses are borne by the participant, as the Tour or Safari costs provide for arrangements only for the times and locations stated. Baggage, including photographic equipment, is at the participant’s risk entirely, and as an insurable risk.
5. Blackwood Safaris LLC will under no circumstance be liable for any claim whatsoever, unless such claim is due to the gross negligence of Blackwood Safaris LLC and such claim is lodged in writing with Blackwood Safaris LLC within 30 (Thirty) days after the end of the tour. Such liability will be subject to a limitation of USD $1,000 per client and under no circumstances will Blackwood Safaris LLC be liable for any indirect or consequential loss or damage.
6. Colorado laws and the jurisdiction of Colorado courts will govern the relationship between the client and Blackwood Safaris LLC. The client will be liable for all legal fees of Blackwood Safaris LLC and of her/his own client scale in the event that Blackwood Safaris LLC must engage a lawyer to enforce any of its rights or otherwise.
Travel and Medical Insurance
It is REQUIRED that the client purchase travel and medical insurance to help protect against unforeseen circumstances for any trip.
$500,000 Medical Evacuation insurance is MANDATORY for Antarctica and Arctic trips. Travel insurance helps to protect the client’s investment by offering reimbursement for eligible unforeseen events. Please read the fine print of each policy before purchasing and compare reviews to determine which policy is right for you. Blackwood Safaris LLC may have a commission relationship with specifically recommended insurance companies.
MEDICAL (Please notify Blackwood Safaris LLC in writing of any medical concerns, all medications being taken, and serious allergies. Blackwood Safaris LLC will send a survey about one month prior to departure dates; please complete this survey as soon as possible):
1. Tours and Safaris are designed to be within the capabilities of average people in good health. Participants must step into and out of Land Cruiser-type vehicles, or on and off moving boats at sea, and the like. Occasionally participants may be required to walk over uneven terrain or trails, hiking over short distances. Gorilla Treks and some Antarctic/Artic hikes are conducted in mountainous terrain and can include strenuous hikes on steep and muddy trails. Participants are responsible for carrying their own camera equipment. In some cases, clients may hire porters to carry equipment and baggage.
If you have concerns about your own capabilities and/or fitness as it relates to any specific trip, please enquire with Blackwood Safaris LLC about physical considerations prior to booking the trip, then consult with your personal doctor prior to booking the trip. By paying the initial non-refundable deposit or/and/or forwarding a signed Release Form, you warrant that, to the best of your knowledge, you do not have any physical concern or other disability that would create a risk for you or other trip participants. Blackwood Safaris LLC’s agent judgment will ultimately determine an individual’s ability to embark upon the Tour or Safari. Once a booking has been accepted, medical circumstances will not be considered as exceptions to the cancellation policy. Blackwood Safaris assumes no responsibility for medical care.
If you sustain an injury or become ill on the Tour or Safari, Blackwood Safaris LLC reserves the right to continue the Tour or Safari for the benefit of other participants. Blackwood Safaris LLC will make every effort to assist you while at the same time trying to minimize interruption to the other guests. No refund, pro-rated or otherwise, will be provided.
2. The client acknowledges that it is solely her/his responsibility to ensure that s/he is in possession of the necessary travel documents, medications, and vaccinations that may be required in respect of the proposed tour and itinerary as well as all health and other certificates that may be required from time to time. Blackwood Safaris LLC strongly recommends that each client consult her/his personal physician or travel physician to determine whether the client needs vaccinations or medications for travel. Blackwood Safaris LLC does not assume any obligation or liability, and the client indemnifies Blackwood Safaris LLC against any consequences of non-compliance. Blackwood Safaris LLC asks that you inform us of all medications being taken, serious allergies, and any other medical concerns at the time of booking.
General
1. Only those products, services and amenities specifically included in writing in the description for each specific Tour or Safari are included. Any product, service, or amenity not specifically included in the description of included amenities and services is at the client’s cost.
2. The client agrees that s/he will, at all times, comply with Blackwood Safaris LLC’s, any Rangers’, and any other guides’ directions in regard to her/his conduct, particularly around wild animals. Blackwood Safaris LLC reserves the absolute discretion, in the event of behavior detrimental to other persons, to decline any person’s participation at any time before or during the Tour or Safari and cancel that person’s participation in the Tour or Safari and remove that person from the Tour or Safari. No refund, pro-rated or otherwise, will be provided should this be deemed necessary.
3. When the client is traveling with persons under her/his authority, s/he warrants that s/he is authorized to bind every member to the terms of the contract.
4. Where Blackwood Safaris LLC has its own guide(s) leading the safari; even with other tour leaders, all authority for leading Blackwood Safaris LLC’s guests will be held by the Blackwood Safaris LLC’s guide.
5. Clients who have special requests must specify such requests to Blackwood Safaris LLC prior to the Tour or Safari. Whist Blackwood Safaris LLC will always endeavor to accommodate such requests; we do not guarantee that it will always be possible.
6. Blackwood Safaris LLC’s Tours and Safaris are non-smoking trips. Designated smoking areas may be provided in some locations. Smokers, kindly ensure you are downwind of all other guests in designated smoking areas.
7. All images and intellectual rights of Blackwood Safaris LLC employees and subcontractors are the property of those individuals. These rights will remain with the individual till perpetuity and cannot be impinged upon. Blackwood Safaris LLC’s employees, sub-contractors working for Blackwood Safaris LLC, and clients participating in Tours or Safaris have the right to take photographs during the Tour or Safari.
Clients understand and agree that any images of themselves taken by a Blackwood Safaris LLC employee or subcontractor are the property of Blackwood Safaris LLC and may be used for promotional and advertising purposes for Blackwood Safaris LLC without compensation or consideration. Clients understand that images of themselves may appear in the photographs taken by other people on this or another Tour or Safari, and that those photographs are the property of the photographer and may be used for any purpose.
8. These terms constitute the entire terms of the relationship between parties. There exist no other terms, conditions, warranties, representations, guarantees, promises, undertaking or inducements of any nature whatsoever regulating the relationship, and the client acknowledges that s/he has not relied on any matter or thing stated on behalf of Blackwood Safaris LLC or otherwise that is not included herein.
9. No amendment, cancellation or waiver of any term or right referred to herein shall be valid or binding unless reduced to writing and signed by both the client and a duly authorized representative of Blackwood Safaris LLC.
10. Blackwood Safaris LLC reserves the right to refuse booking to any person at any time without providing a reason.
Compliance with the Global Data Protection Policy:
Blackwood Safaris LLC complies with the GDPP. We share your data only with those vendors and websites who have legitimate reasons to need your information, such as Trust My Travel (third-party payment vendor), our safari vendors (such as Lodges, Guest Houses, Transportation Companies, etc.), or other legitimate vendors and websites needing your information to conduct the safari. Blackwood Safaris LLC does not collect or store any financial data or personal data, other than your name, address, phone number, and email address. We will add your name and email to our newsletter. That list is never shared or used for any other purpose other than Blackwood Safaris Newsletters and occasional email contact. The Data Controller is Karen Blackwood. If you have concerns or questions, please contact us at info@blackwoodsafaris.com.
Blackwood Safaris LLC reserves the right to update or amend these Terms and Conditions at any time.
Reasonable care has been taken to compile the information in this and the other documents pertaining to this Tour or Safari but circumstances change. For example, airline schedule changes, airline fuel charges, taxes and operational costs are subject to change. Blackwood Safaris LLC and/or its agents are not responsible for changes that occur and reserve the right to change the price up to the date of commencement of the photo safari. Changes in price may also include adjustments for adverse currency exchange fluctuations. The right is reserved by Blackwood Safaris LLC to (i) substitute hotels/lodges/tents/camps of similar category for those indicated and to make any changes in the itinerary or transport where deemed necessary or caused by changes in schedules or equipment substitution; (ii) cancel the photo safari prior to departure, in which case a refund of all payments received as according to the refund schedule for the land package will be given. However, Blackwood Safaris LLC will not be responsible for any other trip preparation expenses such as penalized or non-refundable air tickets, visa fees and medical-related expenses; (iii) substitute photo safari leader(s) for the leader(s) originally specified, in which case the substitution is not a basis for participant cancellation or refund, and (iv) accept or refuse any person as a participant in the photo safari.
Updated 2 July 2025