Introduction: Safari Booking Made Simple
You've decided to embark on an African safari—congratulations! This is likely one of the most significant travel investments you'll make, and choosing the right operator determines whether your dream becomes reality or falls short of expectations.
At Regal Roam, we've refined our booking process over hundreds of safaris to eliminate stress, confusion, and surprises. Born from the Maasai Mara and built on generations of indigenous knowledge, we know that the journey to Africa should be as seamless as the experience itself.
This guide walks you through every step of booking with us—what to expect, how we work, and why our process consistently delivers extraordinary results.
Step 1: Initial Inquiry (Day 1)
How to Reach Us
Your safari journey begins with a simple conversation. Reach us through:
- WhatsApp: +254 123 456 789 (Our most popular option—instant responses during business hours)
- Email: safaris@regalroam.com
- Website Form: Complete our planning questionnaire at regalroams.africa/plan-trip
- Phone: Direct call for immediate consultation
What We'll Discuss
During your initial inquiry, we want to understand:
- Travel Dates: Preferred months and flexibility
- Duration: How many days you're envisioning
- Travel Style: Luxury lodges, tented camps, or a mix?
- Group Size: Solo, couple, family, or group
- Interests: Big Five? Gorillas? Great Migration? Photography?
- Budget: Your comfortable investment range per person
- Special Requirements: Dietary needs, mobility considerations, celebrations
This conversation typically takes 20-30 minutes via WhatsApp or phone. We're not salespeople—we're safari architects genuinely interested in understanding your vision.
No Pressure, No Obligation
This initial consultation is completely free with zero commitment. Many travelers contact multiple operators, and we encourage that. Our confidence comes from knowing that once you see our proposals and experience our service level, the choice becomes clear.
Step 2: Proposal Development (Within 48 Hours)
What You'll Receive
Within 48 hours of your consultation, you'll receive a comprehensive proposal including:
Detailed Itinerary
- Day-by-day breakdown of activities, transfers, and accommodations
- Realistic drive times between locations
- Game drive schedules optimized for wildlife activity
- Built-in flexibility for spontaneous discoveries
Property Selection
For each accommodation, we provide:
- Property name and category (luxury lodge, tented camp, etc.)
- Room type and inclusions
- Location advantages (proximity to wildlife, viewpoints, rivers)
- High-quality photos
- Why we selected this specific property for your trip
Transparent Pricing
Our quotes include every cost:
- All accommodations with meals as specified
- Private vehicle and fuel throughout
- Professional guide/driver services
- Park entrance fees
- Gorilla/chimpanzee permits (if applicable)
- Airport transfers
The only exclusions? International flights, travel insurance, personal purchases, and optional activities you choose to add.
Visual Presentation
Your proposal arrives as a beautifully designed PDF featuring:
- Property photography
- Wildlife imagery from each region
- Maps showing your route
- Clear pricing tables
This isn't a generic template—it's a custom document crafted specifically for your vision.
Our Recommendations, Your Decisions
While we provide expert recommendations based on decades of experience, the final decisions are always yours. Want to swap a luxury lodge for a more authentic tented camp? Prefer more time in one location? We adjust instantly.
Step 3: Refinement & Questions (Days 3-7)
Review Period
Take your time reviewing the proposal. Most clients spend 3-7 days considering options, consulting with travel partners, and comparing with other operators.
Unlimited Revisions
Common adjustments we make:
- Property Swaps: "Can we upgrade the Serengeti lodge?" or "We prefer the tented camp option."
- Itinerary Changes: "Add an extra day in Maasai Mara" or "Skip Amboseli, extend Samburu instead."
- Activity Additions: "Include a hot air balloon safari" or "Add a cultural village visit."
- Budget Adjustments: "What can we do for $500 less per person?"
We revise the proposal as many times as needed until it's perfect. There's no rush, no pressure, no "limited time offers." The right safari design is worth the collaboration.
Questions We Love Answering
Ask us anything:
- "What's the difference between these two lodges?"
- "Which season offers better predator sightings?"
- "How challenging is the gorilla trek for our fitness level?"
- "Can we celebrate our anniversary in a special way?"
- "What vaccinations do we need?"
Your safari specialist becomes your personal resource for all Africa-related questions—even beyond the booking itself.
Step 4: Booking Confirmation (Day 7-14)
When You're Ready
Once the itinerary is finalized, we'll send:
- Final Proposal: Updated with all agreed changes
- Booking Contract: Clear terms and conditions
- Payment Schedule: Deposit and balance due dates
Deposit Requirements
To secure your safari, we require:
- Standard Safaris: 30% deposit
- High Season/Limited Availability: 40% deposit
- Gorilla Permits Required: 50% deposit (permits are expensive and non-refundable)
Balance due 60 days before departure.
Payment Methods
- Bank transfer (preferred for international clients)
- Credit card (Visa, Mastercard)
- PayPal (standard rates apply)
- Mobile money (M-Pesa for regional clients)
All payments are processed securely with full transparency.
What Happens Next
Immediately after receiving your deposit:
- We confirm all accommodation bookings
- Secure gorilla/chimpanzee permits (if included)
- Reserve your private vehicle and guide
- Send booking confirmations for your records
Your safari is now officially locked in. You can breathe easy knowing everything is secured.
Step 5: Pre-Departure Preparation (60 Days to Departure)
60 Days Before: Balance Payment
We send a friendly reminder for final payment 65 days before departure, due 60 days out.
30 Days Before: Comprehensive Travel Pack
You'll receive a detailed digital travel pack including:
- Final Itinerary: Day-by-day with contact numbers
- Vouchers: Accommodation confirmations
- Guide Introduction: Meet your guide via profile and photo
- Packing List: Tailored to your specific destinations and season
- Practical Information: Visa requirements, vaccination guidance, currency tips
- Emergency Contacts: 24/7 support numbers
- Weather Forecasts: What to expect climatewise
14 Days Before: Final Check-In
Your safari specialist contacts you for:
- Flight detail confirmation
- Final dietary requirement verification
- Special request reminders (anniversaries, dietary needs)
- Any last-minute questions
72 Hours Before: WhatsApp Connection
We add you to a private WhatsApp group with:
- Your safari specialist
- Your designated guide/driver
- Ground operations manager
This group remains active throughout your safari for instant communication.
Step 6: Arrival & Safari Execution
Airport Welcome
Your guide meets you at arrivals with a name sign. They assist with:
- Visa processing (if needed)
- Currency exchange recommendations
- SIM card purchase (if desired)
- Vehicle introduction
Safari Orientation
En route to your first accommodation, your guide provides:
- Overview of upcoming days
- Safety briefings
- Wildlife behavior expectations
- Communication protocol
Daily Flexibility
While we provide a structured itinerary, your guide adapts daily based on:
- Wildlife movements and sightings
- Your energy levels and interests
- Weather conditions
- Special opportunities that arise
This is the magic of private safaris—complete flexibility.
24/7 Support
Throughout your safari:
- Your WhatsApp group remains active for any needs
- Emergency numbers are answered within minutes
- Ground team coordinates any itinerary adjustments
- We monitor your experience proactively
Step 7: Post-Safari Follow-Up
Welcome Home Message
After your departure, we send a personal thank-you message asking about your experience.
Feedback Request
We genuinely want to hear:
- What exceeded expectations?
- Any areas for improvement?
- Would you recommend us to others?
Your feedback shapes how we serve future travelers.
Photo Sharing
Many guides capture candid moments throughout your safari. We share these with you as parting gifts (always with your permission).
Lifetime Relationship
Your safari specialist remains your Africa contact for:
- Future safari planning
- Recommendations for friends and family
- General Africa travel advice
- Anniversary trip ideas
Many clients return every 2-3 years, exploring new regions with the same trusted team.
Why Our Process Works
Transparency First
No hidden fees, no surprise charges, no pressure tactics. What we quote is what you pay.
Personal Touch
One dedicated specialist handles your entire journey—no handoffs, no confusion.
Indigenous Expertise
Our founders grew up in the Maasai Mara. This isn't book knowledge; it's lived experience passed through generations.
Proven Track Record
With 500+ successful safaris delivered, we've refined every detail of the booking and execution process.
Frequently Asked Questions
How far in advance should I book?
Gorilla Trekking: 6-12 months minimum
Great Migration (peak season): 6-9 months recommended
Luxury Lodges (high season): 4-6 months
Standard Safaris (green season): 2-3 months acceptable
What if I need to cancel?
Our cancellation policy is clearly outlined in your booking contract. We always recommend comprehensive travel insurance that covers cancellations for any reason.
Can I book just accommodations and arrange my own transport?
Absolutely. While we specialize in fully managed safaris, we're happy to book accommodations only if you prefer self-driving or have other arrangements.
Do you arrange international flights?
We don't book international flights directly, but we provide detailed recommendations on:
- Best airlines serving East Africa
- Optimal arrival/departure times
- Regional flight connections we can book
What happens if wildlife sightings are poor?
Wildlife is wild—we can't guarantee specific animals. However, our guides' expertise and private vehicle flexibility maximize your chances. We've never had a client see zero wildlife, and most report sightings beyond expectations.
How do you handle dietary restrictions?
We communicate all dietary requirements to lodges in advance. Whether vegetarian, vegan, gluten-free, allergies, or religious restrictions, properties accommodate your needs.
Is travel insurance required?
While not legally required, we strongly recommend comprehensive travel insurance covering:
- Trip cancellation/interruption
- Medical emergencies
- Evacuation coverage
- Lost luggage
Ready to Begin Your Safari Journey?
Now that you understand exactly how our booking process works, there's only one question remaining: When do you want to experience Africa?
Reach out today for your complimentary consultation. Within 48 hours, you'll have a tailored proposal in hand, designed specifically for your vision, timeline, and investment level.
Your safari adventure starts with a simple conversation. Let's begin.
Contact us:
WhatsApp: +254 123 456 789
Email: safaris@regalroam.com
Website: regalroams.africa/plan-trip
Ready to Experience This?
Let our local-born guides craft your perfect safari adventure with insider knowledge and personalized service.
