Please read these terms carefully before booking
1.1. All bookings must be confirmed by Kapgen Tours & Safaris.
1.2. Making a Tour booking with us, confirms that you have agreed to all the terms and conditions provided.
1.3. A Tour booking will be cancelled if payment is not received in full 30 days prior to the date of travel.
1.4. A deposit of fifty percent (50%) of the total booking amount is required within seven (7) days of making the booking to confirm the Tour.
1.5. For reservations made within (30) days prior to travel, the total price shall immediately be due, and payable within 3 (three) days from the date of booking.
2.1. Cancellations must be notified to us in writing, if made telephonically, must be confirmed in writing immediately.
2.2. Cancellation fees are as follows:
3.1. It is Traveler’s responsibility to obtain and be in possession of the comprehensive travel and cancellation insurance including medical insurance with provision for air evacuation, insurance in case of accidents, sudden sickness, medical expenses or death, before embarking on a tour.
3.2. Kapgen Tours & Safaris is not liable for any any claims, damage or loss incurred due to lack of adequate insurance.
4.1. It is the traveler's responsibility to ensure all passports, visas, and permits are valid and in order.
4.2. Passports must be valid for at least 6 months beyond the tour end date.
4.3. Kapgen Tours & Safaris is not responsible for any issues arising from invalid or incomplete travel documents.
5.1. Please ensure that you have arranged the entire necessary single or multiple entry visas prior to your arrival into southern Africa (unless you have confirmed they are available on entry).
5.2. For an up to date list on which nationalities are automatically granted tourist visas upon entry into Namibia please refer to the Namibia Tourism Board website - https://visitnamibia.com.na/visa-information/
Important note: As you arrive into Namibia, immigration will provide you with an arrivals form to fill in which will request your physical address whilst here. Immigration officials are very particular about the address details being noted so if you are not sure what your guesthouse/hotel address is, then you are welcome to use Kapgen Tours and Safaris address Erf 969, City street, Wanaheda
6.1. Traveler’s responsibility is to ensure that he/she is in good health and medically fit to undertake safari tour. If the tour passes through the malaria area, precautionary treatment is advised. Consultation with medical practitioner/doctor and obtaining prophylactic and precautionary anti-malaria treatment is necessary
7.1. Please ensure that you inform Kapgen Tours and Safaris consultants in advance of any dietary requirements, preferences or food allergies that you have and we will pass this information on to the accommodation establishments so that they may cater for you accordingly.
7.2. While on guided tour, most breakfasts and evening meals will be served at the lodge you are staying at.
7.3. Lunches are served in the restaurants between destinations.
8.1. When water is included in the package of the tour, you will receive your own eco water bottle which can be refilled as you need.
8.2. Beverages whilst on tour are to be settled directly by guests with the lodges you are staying at.
8.3. Tea and coffee are offered by most accommodation establishments free of charge with meals and at afternoon tea time.
9.1. Namibia has one of the loveliest climates in the world and it's fine to visit all year round. Dry, sunny and pleasant most of the year, Namibia provides excellent opportunity to travel without worrying about the weather. Climate is classified as sub-tropical.
9.2. Country receives only a fraction of the rain experienced by countries further east or north Africa. Between about mid-November to March some days will be humid and rain may follow, often in localized afternoon thunderstorms.
9.3. April and especially May are often lovely months in Namibia. Increasingly dry, with a real freshness in the air, and much greenery in the landscape; at this time the air is clear and largely free from dust.
9.4. From June to August Namibia cools down and dries out more; nights can become cold, dropping below freezing in some desert areas. As the landscape dries so the game in the north of the country gravitates more to waterholes, and is more easily seen by visitors at the national parks and nature sanctuaries.
9.5. By September and October it warms up again; game-viewing in most areas is at its best, although there's often a lot of dust around and the vegetation has lost its vibrancy.
9.6. November is a highly variable month. Sometimes the hot, dry weather will continue, at other times the sky will fill with clouds and threaten to rain, but if you're lucky enough to witness the first rains of the season, you'll never forget the drama.
10.1. Both Namibian dollars and South African Rand are equal in value and are accepted as legal tender anywhere in Namibia.
10.2. When departing Namibia we recommend that any cash you take with you is in South African Rand as Namibian dollars are generally not easily exchanged outside of Namibia.
10.3. Visa and Master Card are accepted throughout Namibia, but American Express and Diners Club are not.
10.4. Most foreign currencies can be exchanged at bureaus de change at Hosea Kutako International Airport where rates are identical to those at the banks.
10.5. VAT of 15% is included on all items and VAT paid on items being exported can be reclaimed at the International Airport on departure.
11.1. Tipping and gratuity is not included in any of our tour prices. Tipping is customary in Southern Africa, but a gratuity or service fee is not required by law and is certainly not compulsory. If you would like to tip because you have received good service, below is a brief guideline to assist you.
Note: The below is indicated in USD, but in Namibia it is better to work on Namibian Dollars or South African Rand.
Tipping Guidelines:
12.1. Crime is no more prevalent in Southern Africa than anywhere else in the world, but as a tourist you are more likely to be targeted if you are not aware of your surroundings and taking reasonable care of your possessions.
12.2. Take normal precautions of not carrying all your valuables while walking about and preferably go with others, particularly after dark.
12.3. Keep any valuables locked in a safety deposit box at the hotel where you are staying.
12.4. Never leave anything of value unattended under any circumstances, including lying visible inside a locked vehicle.
12.5. Opportunistic crimes are as common here as anywhere else in the world.
13.1. Wild animals must be treated with caution and respect - they are not tame and any attempt to approach, touch or feed them is prohibited without consent from your guide. This is especially important near lodges or campsites where animals may have become accustomed to human visitors.
13.2. Please listen to your guides. The safety precautions need to be taken seriously and strictly adhered to.
13.3. Observe animals silently and with minimum disturbance to their natural activities. Loud talking on game drives can frighten animals away.
13.4. Never attempt to attract an animal's attention. Do not imitate animal sounds, clap your hands, whistle, pound the vehicle or throw objects.
13.5. Please respect your guide's judgment about proximity to animals. Do not insist to take the vehicle closer!
13.6. Litter tossed on the ground (including cigarette butts) can choke or poison animals and birds as well as being unsightly.
13.7. Refrain from smoking on game drives and in vehicles.
13.8. On camping tours please keep your tent zipped up or doors to your rooms closed when you are out to prevent unwanted visitors.
13.9. Always look where you walk and wear closed shoes when walking at night in case of scorpions or snakes.
14.1. We are committed to sustainable tourism practices.
14.2. Travelers are expected to minimize environmental impact and respect wildlife.
14.3. Littering, feeding animals, or disturbing natural habitats is strictly prohibited.
15.1. Any complaints should be raised immediately with the tour guide or representative.
15.2. Written complaints must be submitted within 30 days of tour completion.
15.3. All disputes will be governed by the laws of Namibia.
16.1. Due to nature of the safari tour, rugged terrain and extremely dusty conditions, we would like to urge to carefully pack all sensitive photographic, electronic and filming equipment, preferably in the dust-proof bags.
For questions regarding these terms and conditions, please contact us:
Email: kapgensafaris@gmail.com
Phone: +264 81 774 5756 / +264 85 247 2004
Last Updated: December 2025
By booking a tour with Kapgen Tours & Safaris, you acknowledge that you have read, understood, and agree to these terms and conditions.