Booking Terms & Conditions

1. Definitions

In these Booking Terms, the following words have the meanings set out below:

• “Indigo Adventures”, “Indigo Adventures Limited”, “we”, “us” or “our” means Indigo Adventures Limited, the travel organiser or company arranging the relevant travel services.
• “You”, “your”, “traveller”, “customer” or “Client” means the person making the booking and/or each person named on the booking.
• “Lead Client” or “lead traveller” means the person who makes the booking on behalf of themselves and/or other travellers and who is responsible for communication and payment.
• “Tour”, “trip”, “package”, “holiday”, “journey” or “itinerary” means the travel arrangement, land-based travel package, package tour, bespoke itinerary, excursion or travel service described in your booking confirmation.
• “Booking confirmation” means the written confirmation, confirmation invoice or equivalent written document issued by Indigo Adventures Limited after your booking has been accepted.
• “Deposit” means the initial payment required to secure or reserve a booking.
• “Balance” means the remaining amount payable after the deposit.
• “Supplier” means any third-party provider involved in your trip, including accommodation providers, transport companies, local guides, attractions, restaurants, activity providers and destination partners.

2. Who We Are

Indigo Adventures Limited is a company incorporated and registered in England and Wales with company number 16215991. Its registered office is 9 Babington Close, Sheffield, S2 1LD, United Kingdom. The company’s VAT number is 495338648.

Indigo Adventures arranges curated travel experiences, land-based travel packages, package tours and bespoke journeys to selected destinations, including Ghana, Rwanda, The Gambia, Senegal and Sardinia.

Our services may include itinerary planning, ground transportation arrangements, accommodation coordination, guided experiences, cultural visits, heritage tours, wildlife and nature experiences, food and cultural activities, and related travel support.

3. Scope of These Booking Terms

These terms apply to all bookings made directly with Indigo Adventures Limited through our website, by email, by telephone, through an enquiry form, through a written proposal, or through any direct communication with us.

Different or additional terms may apply where a trip is supplied through a third party, partner organisation, agent, group organiser, school, church, company or private group. Where additional terms apply, they will be shared with you where relevant.

If any specific written booking confirmation, invoice, itinerary or proposal conflicts with these general Booking Terms, the specific written booking confirmation may take priority for that booking, unless the law requires otherwise.

If any provision of these Booking Terms is found to be invalid, unlawful or unenforceable, the remaining provisions shall continue to apply and shall not be affected.

4. Booking Process

4.1 Enquiry

You may enquire about a tour through our website, email, telephone or enquiry form. An enquiry does not create a confirmed booking and does not guarantee availability, price, accommodation, transport, dates or itinerary arrangements.

4.2 Proposal or quotation

Where we provide a proposal, quotation or suggested itinerary, it is based on the information available at the time. Prices and availability may change until your booking is confirmed and any required payment has been received.

4.3 Booking confirmation

A binding contract is formed between you and Indigo Adventures Limited when we accept your booking, receive the required deposit or full payment, and issue a written confirmation invoice or booking confirmation.

Please check your booking confirmation, invoice, itinerary and all travel documents immediately upon receipt. You must inform us as soon as possible if any information is incorrect, incomplete or missing.

4.4 Lead Client responsibility

The person making the booking, referred to as the Lead Client or lead traveller, must be 18 years or older. The Lead Client confirms that they are authorised to make the booking on behalf of everyone named in the booking.

The Lead Client is responsible for ensuring that all travellers read, understand and comply with these Booking Terms, and for passing on all information, invoices, payment deadlines, itinerary updates and travel documents to the rest of the group.

4.5 Accuracy of information

You must ensure that names, passport information, dates of birth, contact details, medical information, dietary needs, mobility information and other booking details are accurate. We are not responsible for problems caused by incorrect or incomplete information supplied by you.

5. Prices, Deposits and Payments

5.1 Tour prices

Prices shown on our website are usually stated per person unless clearly stated otherwise. Prices may vary depending on destination, accommodation level, group size, season, availability, exchange rates, local supplier costs, transport costs, taxes and requested itinerary changes.

5.2 Deposit

Unless otherwise specified for a particular package, a non-refundable deposit, typically 20% of the total package price, is due at the time of booking to secure your arrangements. We will confirm the required deposit amount before you confirm your booking.

In some cases, such as high-demand accommodation, special events, bespoke arrangements or supplier requirements, a higher deposit or full payment may be required upfront. We will notify you if such terms apply before you confirm your booking.

5.3 Final balance

The balance of the holiday price must be paid no later than 60 days before the start of your trip, unless a different deadline is specified in your proposal, invoice or booking confirmation.

If you book within 60 days of the departure or start date, the full package price is payable at the time of booking.

Timely payment is essential. If the final balance is not received by the due date, we reserve the right to treat your booking as cancelled by you, in which case cancellation charges may apply.

5.4 What is included

Each tour page or booking confirmation will set out what is included. Depending on the itinerary, this may include accommodation, ground transportation, listed tours, meals and soft drinks as stated in the itinerary, water on board, guide arrangements, taxes and administrative costs.

5.5 What is excluded

Unless expressly stated in writing, our prices do not include international or domestic flights, visas or visa fees, travel insurance, vaccinations, gratuities, meals not specified in the itinerary, alcoholic beverages, caffeine drinks, personal expenses, optional activities, photography charges, or any other items not listed in your itinerary.

5.6 Payment methods and charges

Accepted payment methods will be confirmed at the time of booking. You are responsible for any bank charges, transfer fees, card fees, exchange fees or international payment charges unless we agree otherwise in writing.

5.7 Price changes before confirmation

Prices may change before your booking is confirmed. We will confirm the final price before accepting your booking.

5.8 Price changes after confirmation

Once your booking is confirmed, we will not increase the price except where there is a significant increase in taxes, fees, charges imposed by third parties, fuel costs, exchange rates or other costs that directly affect the price of your trip.

We will absorb the first 2% of any such increase and only pass on the amount exceeding 2%. If a price increase results in your package price rising by more than 8%, you will have the right to cancel and receive a full refund of all monies paid for the package, except for any fees for travel insurance or amendments you initiated.

If our costs decrease after you have paid, for example due to favourable exchange rate changes, you may be entitled to a price reduction and refund of any decrease above 2% of your package price, after deducting reasonable administrative expenses.

No price changes will be made within 20 days of the departure date.

6. Package Travel and Financial Protection

Some travel arrangements may be treated as a package or linked travel arrangement under the Package Travel and Linked Travel Arrangements Regulations 2018. Where these regulations apply, Indigo Adventures Limited will provide the information and protections required by law.

Unless expressly stated in your booking confirmation, international and domestic flights are not included in our package tour prices. Where flights are arranged by you directly with an airline or flight provider, those flight arrangements are separate from your Indigo Adventures booking.

We do not arrange or provide flights as part of our standard land-based travel packages. If Indigo Adventures Limited offers or sells any flight-inclusive package in future, additional legal requirements may apply, including appropriate aviation or insolvency protection. We will provide any required protection details before confirmation where applicable.

7. Cancellations and Refund Policy

7.1 Cancellation by you

If you or any member of your party needs to cancel your holiday, the Lead Client must notify us in writing by email. Cancellation takes effect on the date we receive your written notification.

Because we incur costs from the time of booking and may be unable to resell your package, cancellation charges will apply. These charges are calculated to compensate us for anticipated losses and are not a penalty. If you have valid travel insurance covering the reason for your cancellation, you may be able to reclaim these charges from your insurer.

7.2 Cancellation in exceptional circumstances

You may have the right to cancel your package before departure without incurring our cancellation charges if unavoidable and extraordinary circumstances occur in or near your destination and significantly affect the performance of the package or your travel arrangements.

Examples may include a major natural disaster, outbreak of severe disease, war, civil unrest or significant security issue that materially affects your trip. We will consider official guidance, including guidance from the UK Foreign, Commonwealth & Development Office, when determining whether such circumstances apply.

Refunds for unavoidable and extraordinary circumstance cancellations will not include compensation and will not cover expenses outside the package, such as independently booked flights or travel insurance premiums.

7.3 Standard cancellation charges

If you cancel for any reason not covered by clause 7.2, the following cancellation charges will apply per person:

If higher non-refundable amounts were specified at booking for particular services, such as non-refundable accommodation, event tickets or special arrangements, those costs may be added to the standard charges above.

7.4 Refund process

If you cancel and are entitled to a refund after deduction of applicable cancellation charges, we will process the refund as soon as reasonably possible, usually within 14 days of receiving your cancellation notice. Refunds will normally be made via the original payment method or to the original payer.

7.5 No-show and unused services

No refunds will be given for cancellation after the trip has commenced, late arrival, no-show, early departure, or any unused services where you choose not to participate in part of the itinerary.

8. Cancellation and Changes by Indigo Adventures

8.1 Minimum numbers

If we have stated a minimum number of participants for your tour to proceed, we reserve the right to cancel the tour if the minimum number is not met. Any minimum number requirement will be indicated in the trip description, proposal or booking confirmation where applicable.

We will not cancel for lack of numbers later than the date specified in your trip description and, in any event, no later than 8 weeks before departure. If we cancel for this reason, you will receive a full refund of all monies paid, or you may choose an alternative tour of comparable standard if one is available.

8.2 Other cancellations by us

We reserve the right to cancel your package before departure where necessary. However, we will not cancel less than 60 days before the start of your trip unless we are compelled to do so by unavoidable and extraordinary circumstances, or because you have failed to pay the final balance or otherwise breached these Booking Terms.

If we cancel your holiday for any reason other than your breach or unavoidable and extraordinary circumstances, you will be entitled to choose either a full refund of all monies paid for the package or an alternative trip of comparable standard, if available.

8.3 Significant changes before departure

Occasionally, we may be forced to make a significant change to your booking or itinerary before departure. Examples may include a change of destination, a change to a lower standard of accommodation, a change of start or end city, or a price increase above 8%.

If this happens, we will notify you as soon as possible and you will be offered the choice to accept the change, accept a substitute package of equivalent or higher quality if available, accept a lower-quality alternative with a refund of the price difference, or cancel and receive a full refund of all monies paid.

8.4 Refunds for cancellation by us

If we cancel your trip, or if you cancel because you reject a significant change, you will receive a full refund of all payments made for the package within 14 days of the cancellation date.

8.5 Compensation for cancellation or major change

If we cancel your holiday or make a significant change that you do not accept, we may provide appropriate compensation depending on the circumstances and how close to departure the cancellation or change occurs.

No compensation is payable where the change or cancellation is due to unavoidable and extraordinary circumstances, insufficient minimum numbers, or your failure to comply with these Booking Terms.

8.6 Changes during the trip

If, after your trip has commenced, a significant part of your booked services cannot be provided, we will make suitable alternative arrangements at no extra cost to you where reasonably possible.

If it is impossible to provide suitable alternatives, or you reasonably reject the alternative arrangements for good reasons, we will arrange transport back to your point of departure where your package included such transport, and refund any unused services proportionate to their share of the trip cost.

9. Booking Changes and Transfers

9.1 Changes requested by you

If you wish to change your booking, such as changing travel dates, accommodation or other arrangements after we have confirmed it, please inform us in writing as soon as possible.

We will do our best to accommodate your request, but changes cannot be guaranteed. Any alteration is subject to availability and may incur additional costs, including higher seasonal rates, supplier amendment fees, administrative fees or other charges.

Some arrangements may be non-changeable. Where changes are not possible, the requested change may need to be treated as a cancellation and cancellation charges may apply.

9.2 Transfer of booking to another person

If you are unable to travel, you may request to transfer your booking to another person, provided that the replacement traveller meets all conditions applicable to the holiday.

You must notify us in writing at least 7 days before departure and provide all necessary details of the new traveller so that we can seek supplier approval.

Both you and the person taking over the booking will be jointly and severally liable for any remaining balance payment and any reasonable transfer fees or additional costs incurred because of the transfer.

Some suppliers, especially close to departure, may treat a name change as a cancellation and impose cancellation charges of up to 100%. If this applies, we will inform you as soon as possible.

9.3 Minor changes by us

We reserve the right to make minor changes to your itinerary or travel arrangements where necessary. Minor changes may include a change of accommodation to another of a similar or higher standard, minor routing adjustments, or changes in the timing or order of activities.

We will notify you as soon as reasonably possible, but no compensation is payable for minor changes. We will always endeavour to minimise inconvenience and provide an alternative of comparable value and quality where a component needs to be changed.

10. Events Beyond Our Control

We are not responsible for failure to perform or delays caused by events beyond our reasonable control. These may include, but are not limited to:

• war, civil unrest, terrorism, political instability or security incidents;
• natural disasters, extreme weather, flooding, fire, drought, earthquakes or volcanic activity;
• pandemics, epidemics, health emergencies or government restrictions;
• airport closures, transport disruption, strikes or supplier failure;
• changes in government advice, border rules, visa rules or entry requirements;
• wildlife conditions, environmental conditions or conservation restrictions;
• technical failures, utility failures or communication outages outside our control.

Where such events affect your trip, we will try to assist where reasonably possible, but we may not be able to provide refunds where costs have already been incurred or where suppliers do not provide refunds.

11. Traveller Responsibilities

You are responsible for ensuring that you are fit and able to participate in your chosen itinerary. You must read the itinerary carefully and consider the destination, climate, travel distances, road conditions, activity level and accommodation style.

You are also responsible for:

• providing accurate personal and travel information;
• checking passport, visa and entry requirements;
• obtaining suitable travel and health insurance;
• seeking medical or travel health advice before departure;
• bringing required medication and travel documents;
• arriving on time for transfers, activities and departures;
• following reasonable instructions from guides, drivers and local representatives;
• behaving respectfully towards local people, staff, suppliers and fellow travellers;
• complying with local laws, customs and regulations.

12. Travel Insurance, Passports, Visas and Health

12.1 Mandatory travel insurance

Adequate and valid travel insurance is a strict requirement for all clients booking with Indigo Adventures Limited. It is a condition of your contract with us that you obtain comprehensive travel insurance before your trip begins.

Your insurance must, at a minimum, cover personal injury and medical expenses, emergency repatriation and evacuation, pre-existing medical conditions where relevant, death, cancellation or curtailment, lost or delayed baggage and personal belongings, personal liability, and any activities you intend to undertake.

We may request proof of your insurance policy before travel. Some suppliers, tour operators or activity providers may also require proof of travel insurance before allowing participation in an activity.

12.2 Failure to insure

If you choose to travel without adequate insurance, you assume responsibility for any losses that would have been covered by proper insurance. We will not be liable for costs or losses commonly covered by travel insurance, such as evacuation expenses, theft of valuables, cancellation charges or medical expenses.

12.3 Passports and visas

It is your responsibility to ensure that you and everyone in your party have a valid passport, appropriate visas, entry permissions and any required travel documents for all countries included in your itinerary.

Your passport should be valid for the minimum duration required by each destination, often at least six months beyond your return date. You should check current visa and entry requirements with the relevant embassy, consulate or official government source well in advance of travel.

We may provide general information on passport and visa requirements upon request, but we cannot be held responsible if you or your group fail to obtain the necessary documents or meet entry requirements.

12.4 Health requirements

You are responsible for meeting all health and immunisation requirements for your trip. Vaccinations, medical precautions, yellow fever certificates, COVID-19 requirements, malaria prophylaxis or other health measures may be recommended or required for specific destinations.

You should consult your doctor or a travel clinic for advice on health precautions well in advance of travel.

12.5 Health, fitness and suitability

You must inform us of any pre-existing medical conditions, disabilities, mobility needs, pregnancy, allergies or other circumstances that may affect your travel or the provision of services.

We reserve the right to decline a booking or request a doctor’s certificate if a traveller’s health, fitness or medical circumstances may materially affect their safety, enjoyment, or the safety and enjoyment of other travellers.

We may provide general destination information, but we are not medical professionals and cannot be held liable for health issues, denied entry or travel disruption caused by failure to meet health, vaccination or medical requirements.

13. Special Requests, Accessibility and Medical Needs

You must tell us about any medical conditions, disabilities, mobility needs, dietary requirements, allergies, pregnancy, medication needs or other circumstances that may affect your participation in the trip.

We will try to support reasonable requests where possible, but we cannot guarantee that all destinations, accommodation, vehicles, roads, attractions, restaurants or activities will be suitable for every traveller.

Some itineraries may involve long journeys, uneven ground, steps, heat, limited facilities, rural areas, boats, wildlife areas, heritage sites or accommodation with limited accessibility. You should ask questions before booking if you have any concerns.

14. Behaviour and Conduct

Travellers must behave responsibly and respectfully throughout the trip. We may refuse service, remove a traveller from a tour, or end participation without refund if a traveller:

• behaves aggressively, abusively, unlawfully or dangerously;
• puts themselves, staff, suppliers, local people or other travellers at risk;
• damages property, vehicles, accommodation or local sites;
• ignores safety instructions or guide instructions;
• is under the influence of alcohol or drugs in a way that affects safety or group experience;
• acts disrespectfully at sacred, memorial, heritage or community sites;
• harasses, discriminates against or threatens others.

You will be responsible for any costs, losses, damage or claims caused by your conduct.

15. Accommodation, Transport and Local Services

Accommodation standards, vehicle types, road conditions, service styles, food, facilities and local infrastructure vary between destinations. We aim to select suitable suppliers, but travellers should expect differences from UK or European standards in some locations.

Rooming arrangements, check-in times, check-out times, bedding types, hotel facilities and meal arrangements may vary. Special requests such as twin rooms, double rooms, adjoining rooms or specific views cannot be guaranteed unless confirmed in writing.

Transport times may vary due to traffic, road conditions, border processes, weather, local events, security checks or operational conditions.

16. Supplier Changes, Flexibility and Unused Services

Many arrangements during your journey, such as hotel check-in and check-out times, activity schedules, transport timings and local services, are managed by independent suppliers. These suppliers may adjust their services or schedules.

We will work with suppliers to reduce inconvenience and will ensure that significant supplier changes are handled in line with your rights under these Booking Terms.

You acknowledge that travel itineraries may require flexibility. The day-to-day agenda described in your package is representative of the activities planned, but the order, timing or specific details may change.

No refund or compensation will be provided for alterations to the schedule or unused services where we have provided alternatives of reasonably equivalent value.

Photography used in our marketing materials and website is illustrative only. Actual travel arrangements, including hotel rooms, sightseeing locations, weather, views and local conditions, may differ and are subject to availability.

17. Activities, Wildlife and Outdoor Experiences

Some tours may include wildlife experiences, nature walks, boat rides, markets, heritage visits, beaches, forest areas, national parks, cultural performances or optional activities.

Wildlife sightings, natural conditions, water levels, weather, cultural events and local availability cannot be guaranteed. Activities may be amended for safety, conservation, weather, operational or supplier reasons.

You must follow all guide instructions during wildlife, nature, boat, beach, forest, river, market, road and heritage experiences.

18. Flights and Independent Travel Arrangements

Unless your booking confirmation clearly states otherwise, our travel packages do not include international or domestic flights to reach the starting point of your itinerary or to return home.

You are responsible for arranging your own flights or other transport to join the tour. Any flight issues, including delays, cancellations, missed connections, baggage loss or schedule changes, are solely between you and the airline or relevant transport provider.

We strongly advise booking flexible or refundable air tickets and obtaining travel insurance that covers flight disruption.

If a delay in your independently arranged transport causes you to start your Indigo Adventures trip late or miss services, you will be responsible for any costs of catching up with the group or itinerary. No refunds will be issued for missed portions of the tour caused by flights or other transportation arrangements that we did not make.

19. Complaints and Problem Resolution

If you experience a problem during your trip, you must tell your guide, local representative or Indigo Adventures Limited as soon as possible so we have a reasonable opportunity to help resolve the issue.

If the issue is not resolved during the trip, you should submit a written complaint within 14 days of the end of your trip, including your booking details, a clear description of the issue and any supporting evidence.

We will review complaints fairly and aim to respond within a reasonable timeframe. Failure to report issues during the trip may affect our ability to investigate or resolve them afterwards.

20. Our Liability

We will use reasonable care and skill in arranging the travel services we agree to provide. We accept responsibility for ensuring that the travel services included in your package are supplied as described and to a reasonable standard, subject to these Booking Terms and applicable law.

We are not liable for loss, damage, delay, injury, disappointment or additional cost caused by:

• your own act, omission, negligence or failure to follow instructions;
• incorrect or incomplete information provided by you;
• acts or omissions of third parties not connected with providing your booked arrangements;
• events beyond our reasonable control;
• independent arrangements you make outside your confirmed Indigo Adventures booking;
• your failure to obtain insurance, visas, passports, vaccinations or required documents;
• transport delays or cancellations outside our control, including flights you arranged independently.

We are not responsible for any service that is not expressly included in your confirmed package contract, including additional excursions or services you arrange locally and independently.

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, or any rights that cannot be excluded under applicable law.

21. Website Information and Accuracy

We aim to keep website information accurate and up to date. However, destination information, prices, availability, itineraries, accommodation, attractions, entry rules and local conditions may change.

Photos, descriptions and sample itineraries are provided for guidance and inspiration. They may not represent the exact room, vehicle, meal, activity, view, weather, wildlife sighting or local condition experienced during your trip.

Your confirmed booking documents will set out the specific arrangements that apply to your trip.

22. Data Protection and Privacy

We will collect and use personal information needed to manage enquiries, bookings, payments, travel arrangements, customer support, legal compliance and safety.

This may include names, contact details, passport information, travel preferences, dietary needs, medical or accessibility information, emergency contact details and payment-related information.

We may need to share relevant information with suppliers such as accommodation providers, transport operators, guides, destination partners, attractions and emergency support providers where necessary to deliver your trip.

Please see our Privacy Policy for more information about how personal data is collected, used, stored and protected.

23. Intellectual Property

The Indigo Adventures website, brand, text, designs, itineraries, images, graphics and other materials are owned by or licensed to Indigo Adventures Limited unless stated otherwise.

You may not copy, reproduce, republish, sell, distribute or use our website content, itineraries or branding for commercial purposes without written permission.

24. Third-Party Links and Services

Our website may include links to third-party websites or services. These links are provided for convenience only. We are not responsible for the content, accuracy, availability, privacy practices or services of third-party websites.

If you book services directly with a third party, your contract will be with that third party and their own terms and conditions will apply.

25. Governing Law and Jurisdiction

These Booking Terms and any dispute or claim arising from them shall be governed by the laws of England and Wales, unless mandatory consumer protection rules require otherwise.

The courts of England and Wales shall have jurisdiction, subject to any mandatory rights you may have under applicable consumer law.

26. Changes to These Terms

We may update these Booking Terms from time to time. The version that applies to your booking will normally be the version in force at the time your booking is confirmed, unless a change is required by law or agreed with you.