—Elephant Conservation Center
Terms & Conditions
Booking, cancellation, insurance and liability.
—T&C
Terms and Conditions
1. Who we are
1.1 The Elephant Conservation Center (“ECC”, “we”) is operated by Lao Elephant Sanctuary Co., Ltd., a limited company registered in the Lao PDR (Enterprise Code 08-00003444), Nonsavanh Village, Xayaboury District, Xayaboury Province, holding a tourism business operation license issued by the Department of Information, Culture and Tourism of Xayaboury Province.
1.2 These Booking Terms apply to every stay and programme at ECC, whether booked directly or through a travel agent.
2. Booking and contract
2.1 To book, the lead traveller sends us the names, nationality, date of birth and passport number of each traveller, and any medical or dietary information relevant to the stay.
2.2 The lead traveller confirms that every person in the booking has read and accepted these Booking Terms and is authorised to accept them on their behalf.
2.3 The contract is formed when we send written confirmation and receive the deposit (or full payment where clause 3.2 applies).
3. Prices and payment
3.1 Prices are per person in US dollars and include what is listed under “The price includes” for each programme. Rates apply to arrivals from 1 October to 30 September of each year. Once confirmed, a price will not change except for new taxes imposed by the authorities.
3.2 A deposit of 50% or a full payment is due on confirmation. The balance is due before arrival. Bookings made within 5 days of arrival are paid in full at booking.
3.3 We accept bank transfer and credit card. All bank and card charges are paid by the client (card surcharge: Online 4%. At office or ECC site: 3%). Cash payment before arrival is accepted.
3.4 If the balance is not received on time, we may treat the booking as cancelled; clause 5 then applies.
4. Children, groups and accommodation
4.1 Children aged 0–4 stay free and children aged 5–10 pay 50% of the adult price, when sharing a room with a paying adult. From 11 years, or when occupying their own room, full price applies.
4.2 Rates assume two people from the same group per room. [Solo travellers pay no supplement. Groups of 6 or more requesting single rooms pay USD 50 per room per night]
4.3 A Lao national guide accompanying a group pays USD 30 per night (dormitory). An international tour leader, teacher or supervisor pays 50% of the public price. We do not offer free places.
5. Cancellation by the client
5.1 Cancellation must be made in writing by email. It takes effect on the day we receive it. The following charges apply, as a percentage of the total booking price:
|
Days before arrival |
Discovery, Exploration and extra nights |
Elephantology, Back to the Wild programmes |
|
30 days or more |
No charge |
No charge |
|
15 to 29 days |
25% |
50% |
|
6 to 14 days |
50% |
100% |
|
5 days or less, or no-show |
100% |
100% |
5.2 If a traveller cannot travel because of a serious illness or injury supported by a medical certificate, we will offer a credit for the amount paid, valid 12 months, or full refund. The decision is made case by case.
5.3 No refund is given for unused services, late arrival or leaving early. Travel insurance is the right place to recover these costs.
6. Changes and cancellation by ECC
6.1 Our programmes depend on elephant welfare, weather, road and lake conditions and staff safety. We may adapt activities and their order for these reasons. If a change significantly alters a programme before arrival, you may accept it or cancel with a full refund.
6.2 If a programme does not reach its minimum number of participants, we may cancel it up to 14 days before arrival and offer another date or a full refund.
6.3 If events outside our control (natural disaster, epidemic, government order, political unrest, closure of access routes) prevent a stay, we will offer a full refund or a credit. We are not responsible for flights, visas or other costs booked separately.
6.4 ECC is closed for one week during Lao New Year in mid-April.
7. Health, fitness and minimum ages
7.1 Travellers must tell us before booking of any medical condition, pregnancy or disability that could affect their safety or that of others. Back to the Wild requires good fitness and involves basic camping in a remote protected area.
7.2 Minimum ages: Elephantology and Back to the Wild 16 years.
7.3 Travellers under 18 must be accompanied by a parent or legal guardian, or by an adult (including a teacher in a school group). ECC waiver form is considered a written authorisation signed by the parent or guardian.
8. Insurance
8.1 Travel insurance is compulsory. It must cover personal accident, medical expenses, emergency evacuation and repatriation, and personal liability. We strongly recommend cover for cancellation, curtailment and personal belongings.
8.2 Travellers must give us their insurer’s name, policy number and 24-hour emergency number at check-in, when signing our Waiver form (either online or in paper form prior to boarding our minivans). We may refuse participation without proof of cover.
9. Safety, elephant welfare and conduct
9.1 ECC follows a hands-off, welfare-first approach. Elephants are large wild animals whose behaviour can be unpredictable. Guests do not ride, bathe with, touch or feed elephants.
9.2 Guests must follow the instructions of ECC staff, our Code of Conduct and safety briefings at all times. Drones are prohibited without our written permission.
9.3 We may exclude any person who endangers people or animals, breaches our Code of Conduct or safeguarding rules, or behaves abusively, without refund.
9.4 On arrival, every adult traveller (and a parent or guardian for each minor) signs a waiver form, whether arriving by ECC minivan or independently.
10. Risks and our responsibility
10.1 ECC is in a remote forest area. Standards of transport, infrastructure, medical care and communications differ from those at home. The nearest hospital is 20 minutes away in Sayaboury town. Activities include walking on uneven forest trails, boat transfers, kayaking, contact with insects, snakes and other wildlife, and proximity to elephants.
10.2 We will provide our services with reasonable skill and care, and take reasonable care in selecting the transport and accommodation providers we use.
10.3 ECC is responsible for death or personal injury caused by our negligence or that of our staff.
10.4 We are not responsible for loss or damage, death or injuries caused by: the traveller’s own acts or omissions, or their failure to follow staff instructions; a third party unconnected with the services we provide; or events outside our control under clause 6.3.
10.5 For any other loss, our liability is limited to the total price paid for the booking.
10.6 Nothing in these Booking Terms excludes or limits any liability that cannot be excluded or limited under applicable law.
11. Photography and personal data
11.1 Guests may take photographs and videos for personal use. Commercial use of images of ECC’s elephants, staff or premises requires our written permission.
11.2 We photograph and film our activities. We will use images in which a guest is identifiable for promotion only with that guest’s consent (or a parent’s for a minor), given at check-in and revocable at any time for future use.
11.3 Programme assignments (photos, reels, posts) remain the participant’s work. With their consent, the participant grants ECC a free, non-exclusive license to share them with credit.
11.4 We use personal data to manage bookings, meet legal registration requirements for foreign visitors, and ensure safety. We share it only with service providers involved in the stay, insurers in an emergency, or authorities where required. We do not sell it. We keep it 12 months after the stay unless the law requires longer. Requests to access or correct data go to [email protected].
12. Complaints, law and disputes
12.1 Please raise any problem with the guide or the manager on site so we can fix it. Unresolved complaints must be sent in writing within 30 days of the end of the stay.
12.2 These Booking Terms are governed by the laws of the Lao PDR. The parties will first try to settle any dispute amicably within 30 days. Failing that, the courts of the Lao PDR have jurisdiction.
12.3 This clause does not deprive a consumer of the protection of the mandatory rules of their country of residence where those rules apply.
12.4 These Booking Terms are written in English. Translations are for information; the English text prevails.