A hot air balloon safari in the Masai Mara is a once-in-a-lifetime experience, offering breathtaking views of Kenya’s iconic savannah at sunrise. However, cancellations can happen due to weather conditions, personal emergencies, or operator policies.
Understanding the cancellation policy before booking is crucial, as different operators have varying refund terms, rescheduling options, and penalties.
This guide provides expert insights into the cancellation policies of Masai Mara’s top hot air balloon operators, covering refund eligibility, cancellation deadlines, rebooking terms, and weather-related cancellations.
1. Reasons for Hot Air Balloon Safari Cancellations
✅ Operator-Initiated Cancellations
- Bad Weather Conditions
- If the weather is unsafe for flying (strong winds, heavy rain, low visibility), the operator may cancel the flight for passenger safety.
- Most common during April (long rains) and November (short rains).
- Technical Issues or Mechanical Problems
- If the balloon or equipment develops a fault before takeoff, flights may be canceled.
- Insufficient Passenger Numbers
- Some operators require a minimum number of passengers to operate a flight.
- If fewer people book, the flight may be rescheduled or refunded.
- Airspace Restrictions or Unexpected Park Regulations
- Government restrictions or national park policies could impact flight operations.
✅ Customer-Initiated Cancellations
- Personal Emergencies
- Travelers may need to cancel due to illness, injury, or urgent family matters.
- Flight Delays or Travel Disruptions
- If your international flight or safari itinerary changes, you may need to reschedule.
- Change of Mind
- Some travelers cancel after deciding to allocate their budget elsewhere.
2. Standard Cancellation Policies of Major Hot Air Balloon Operators
| Operator | Refund for Operator Cancellations? | Refund for Customer Cancellations? | Rescheduling Allowed? |
|---|---|---|---|
| Governors’ Balloon Safaris | ✅ Full refund or reschedule | ❌ No refund if canceled within 30 days. 50% back if within 2 months and 100% if cancelled within 90 days. | ✅ Free if >48 hrs before flight |
| Skyship Balloon Safaris | ✅ Full refund or reschedule | ❌ 50% penalty if canceled <72 hrs | ✅ Free if >72 hrs before flight |
| Mara Balloon Safaris | ✅ Full refund or reschedule | ❌ No refund if canceled within 24 hrs | ✅ Free if >24 hrs before flight |
| Hot Air Safaris Ltd | ✅ Full refund if unsafe to fly | ❌ 30% penalty if canceled <48 hrs | ✅ Reschedule available |
🔹 Key Takeaway:
- If the operator cancels the flight (weather, technical, etc.), you usually get a full refund or a rescheduled flight.
- Customer-initiated cancellations often come with penalties unless canceled well in advance (48-72 hours before departure).
Governors’ Balloon Safaris Cancellation Policy
A) Individual Travelers (FIT) Cancellation Fees
| Time Before Flight | Cancellation Fee |
|---|---|
| 60+ days before flight | Full payment required, no refund |
| 60 – 30 days before flight | 25% of total cost forfeited |
| 29 – 15 days before flight | 50% of total cost forfeited |
| Less than 15 days before flight or no-show | 100% of total cost forfeited |
B) Group Booking Cancellation Fees (10+ Passengers)
| Time Before Flight | Cancellation Fee |
|---|---|
| Over 120 days before flight | Deposit is non-refundable |
| 120 – 60 days before flight | 50% of total cost forfeited |
| Less than 60 days before flight | 100% of total cost forfeited |
🔹 Key Takeaway:
- Individual cancellations incur increasing penalties as the flight date approaches.
- Group deposits are strictly non-refundable, and full charges apply if canceled within 60 days.
- Refunds are only issued if the operator cancels the flight due to weather or technical issues.
3. Refunds & Rescheduling Policy
✅ Refunds for Operator-Initiated Cancellations
- If the company cancels due to bad weather or technical issues, passengers receive a 100% refund.
- If a flight is canceled due to minimum passenger requirements not being met, travelers will be:
- Rescheduled to another available flight, or
- Given a full refund.
🔄 Rescheduling Options for Guests
- Rescheduling may be allowed if requested in advance, but it is subject to availability and additional costs.
- Deposits may be held in credit for future use, but this must be agreed upon in writing before cancellation.
4. Important Considerations
✔ Non-Refundable Deposits: All FIT and group bookings require non-refundable deposits (25% for FIT, 50% for groups).
✔ Tour Operator Bookings: If booked via a tour operator, their credit facilities and terms may apply.
✔ Third-Party Services: If the itinerary includes third-party accommodations or services, their cancellation policies override Governors’ Balloon Safaris terms.
✔ Minimum Passenger Requirement: The company reserves the right to cancel flights that do not meet minimum passenger requirements—a refund or alternative flight will be offered.
Key Changes in Governors’ Balloon Safaris Cancellation Policy (2020 vs. 2025)
Governors’ Balloon Safaris has updated its cancellation policy from 2020 to 2025, reflecting stricter payment requirements, revised refund terms, and new guidelines for group bookings. Below is a detailed comparison of the changes:
Individual (FIT) Cancellation Fees Changes
2020 Policy:
| Time Before Flight | Cancellation Fee |
|---|---|
| 90+ days before flight | Deposit held as future credit |
| 90 – 60 days before flight | 20% of total cost forfeited |
| 60 – 31 days before flight | 50% of total cost forfeited |
| Less than 30 days before flight | 100% of total cost forfeited |
2025 Policy:
| Time Before Flight | Cancellation Fee |
|---|---|
| 60+ days before flight | Full payment required, no refund |
| 60 – 30 days before flight | 25% of total cost forfeited |
| 29 – 15 days before flight | 50% of total cost forfeited |
| Less than 15 days before flight | 100% of total cost forfeited |
🔹 Key Changes:
- No more credit for future use for cancellations over 90 days in advance.
- Shorter cancellation window—full payment is required by 60 days instead of 90 days.
- Harsher penalties for late cancellations, especially within 30 days.
3. Group (10+ Passengers) Cancellation Fees Changes
2020 Policy:
| Time Before Flight | Cancellation Fee |
|---|---|
| 120+ days before flight | 50% deposit held as credit for future use |
| 120 – 90 days before flight | 50% of total cost forfeited |
| Less than 90 days before flight | 100% of total cost forfeited |
2025 Policy:
| Time Before Flight | Cancellation Fee |
|---|---|
| Over 120 days before flight | Deposit is non-refundable |
| 120 – 60 days before flight | 50% of total cost forfeited |
| Less than 60 days before flight | 100% of total cost forfeited |
🔹 Key Changes:
- Deposits are now completely non-refundable—previously, some could be used as future credit.
- Harsher penalties for last-minute cancellations, especially within 60 days.
- More rigid terms for large group bookings, requiring additional advance payments in high season.
4. Refund Policy for Operator Cancellations (Weather/Technical Issues)
2020 Policy:
- Full refund or rescheduling if the company canceled due to weather or technical issues.
2025 Policy:
- No change—passengers still receive 100% refund or rescheduling for company-initiated cancellations.
🔹 Key Similarity: Refunds remain available if the company cancels due to bad weather, technical failures, or minimum passenger requirements not being met.
5. Additional Policy Updates in 2025
New Introductions in 2025:
✔ Third-Party Services Cancellation Policy: If third-party services are booked, their cancellation terms override Governors’ policy.
✔ Minimum Passenger Requirement Clause: Flights may be canceled if minimum booking thresholds are not met—affected passengers will be rescheduled or refunded.
✔ Tour Operator Credit Limits: Tour operators can only book on credit if they stay within pre-agreed credit limits.
🔹 Key Change: More operator control over bookings and cancellations, with stricter payment enforcements.
- Here is the 2020 Terms and Conditions Policy Document(PDF) for Governors’ Balloon Safaris
- Here is the 2025 Terms and Conditions Policy Document(PDF) for Governors’ Balloon Safaris
Final Summary of Changes: What’s Different in 2025?
| Policy Aspect | 2020 Policy | 2025 Policy | Key Change |
|---|---|---|---|
| Deposit Requirements | No deposit required | 25% (FIT) & 50% (Groups) deposits non-refundable | Stricter payment terms |
| Final Payment Deadline | 90 days before flight | 60 days before flight | Shorter payment window |
| Future Credit for Early Cancellations | Available (for deposits) | No longer available | No refund flexibility |
| Individual Cancellation Fees | Lower penalties, 90-day window | Harsher penalties, 60-day window | More rigid refund conditions |
| Group Cancellation Fees | Deposits refundable as credit | Deposits strictly non-refundable | No flexibility for large groups |
| Refund for Operator Cancellations | 100% refund | 100% refund | No change |
| Minimum Passenger Requirement | Not mentioned | Flights may be canceled if not enough bookings | New clause introduced |
| Tour Operator Credit Policy | No mention | Must stay within credit limits | Stricter financial enforcement |
🔹 Biggest Takeaways:
- Non-refundable deposits now required (previously refundable as credit).
- Harsher cancellation fees, especially for groups.
- Shorter final payment deadline (60 days instead of 90 days).
- No refund flexibility for cancellations, even if done well in advance.
- Operator control increased—minimum passenger requirements and stricter tour operator policies.
3. Refund & Rescheduling Policy for Weather Cancellations
🌦 What Happens If the Flight is Canceled Due to Bad Weather?
- You will be given the option to reschedule for the next available day.
- If rescheduling is not possible, you will receive a full refund.
- Some operators allow partial refunds if an alternative safari activity (e.g., game drive) is offered.
🕑 When Are Flights Most Likely to Be Canceled Due to Weather?
| Month | Cancellation Risk | Reason |
|---|---|---|
| January – February | 🟢 Low | Dry season, minimal cancellations |
| March | 🟡 Medium | Start of rainy season, some cancellations |
| April – May | 🔴 High | Peak rainy season, frequent cancellations |
| June | 🟡 Medium | End of rainy season, occasional cancellations |
| July – October | 🟢 Low | Great Migration season, mostly clear flights |
| November | 🟡 Medium | Short rainy season, some cancellations |
| December | 🟢 Low | Mostly clear, minimal cancellations |
🔹 Pro Tip: If traveling during March – May or November, book your balloon safari for the first morning of your stay to allow flexibility for rescheduling.
4. How to Cancel or Reschedule a Hot Air Balloon Safari
✅ Steps to Cancel a Booking
- Contact the operator directly via email, phone, or through your tour agency.
- Check your booking confirmation for specific cancellation deadlines.
- Request a refund or rescheduling option based on your eligibility.
- Provide proof of emergency (if applicable) for medical-related cancellations.
🔄 Steps to Reschedule
- Rescheduling is often free if requested within the allowed timeframe (usually 48-72 hours before departure).
- If a flight is canceled due to weather, rescheduling is automatic (subject to availability).
5. What Happens If You Miss Your Flight?
If you arrive late or miss your pick-up, most operators do not offer refunds. However, they may:
✔ Try to place you on a later flight (if available).
✔ Charge a rebooking fee for a new flight.
🔹 Pro Tip: Always be ready for pick-up at least 15 minutes early (usually between 4:00 AM – 5:00 AM).
6. Travel Insurance & Cancellation Protection
Since balloon safaris are expensive (around $450 – $600 per person), consider purchasing travel insurance that covers:
✔ Trip cancellations (due to illness, flight delays, etc.).
✔ Weather-related disruptions.
✔ Refunds for medical emergencies.
🔹 Pro Tip: Choose a policy that includes adventure activities, as some standard plans exclude hot air ballooning.
7. Frequently Asked Questions (FAQs) on Cancellation Policies
1. Do I get a full refund if my flight is canceled due to bad weather?
Yes, most operators offer a full refund or rescheduling in case of weather cancellations.
2. Can I cancel my hot air balloon safari last minute?
- Most operators do not allow refunds for last-minute cancellations (within 24-48 hours of flight time