Request a proposal for an East Africa meeting, incentive, event or retreat.

Use the RFP form at serengetiexperience.com/rfp, email sales@serengetiexperience.com, or WhatsApp +255 746 866 126. Send company, contact, trip type, destinations, group size, dates and a short brief. Headcount, nationalities, origin cities and whether this is an incentive, meeting, conference or retreat are what let us quote. We work with incentive houses, corporate travel agents, corporate event managers and PCOs — including as ground DMC inside another agency.

• Minimum fields: company, trip type, headcount, dates, destinations, brief.
• Add a guest cap, air-in versus air-out, and a budget band if you need a number finance can read.
• Peak safari, gorillas and private islands: 12–18 months. City meetings can often move faster.

Related: How to request a proposal · RFP form · Incentive RFP template · Contact

There is no honest single MICE cost per delegate in East Africa. Cost follows season, lodge tier, internal air, park and gorilla permits, group size, and whether the incentive house is buying a camp, a gorilla hour or a Mauritius gala. Global incentive averages are not a Serengeti Experience DMC rate card. Send a headcount and a budget band; we return an itemised stack.

• Separate ground cost from fully loaded cost (long-haul, visas, EXCO seats, charters).
• Peak July–October safari and gorilla dry months are scarcity pricing.
• We will not invent a website number to win a first call.

Related: Cost per delegate · What a quote includes · Budget approval · Request a proposal

A typical DMC per-delegate quote for East Africa MICE includes named lodge or hotel nights, park and conservancy fees, gorilla permits when that is the product, guiding and vehicles, listed activities, meet-and-greet, internal air or coaches the DMC is booking, operations staffing, and named medevac. Long-haul, visas, insurance, tips and optional extras are in only if the RFP said so. Corporate travel agents should demand the exclusion list.

• Mauritius and Seychelles quotes often wrap a resort meal plan plus one contracted gala and boat day.
• Ask net versus commissionable, currency, and validity date.
• A lump all-in with no stack is how park fees and charters disappear until the invoice.

Related: DMC quote inclusions · Incentive RFP template · RFP form · All-inclusive vs bespoke

Payment terms are written in the contract for that programme — not as a universal website percentage. Typical rhythm: a confirmation deposit to hold lodges and permits, staged payments as suppliers invoice, and a final payment before arrival. Peak safari blocks and gorilla permits often need earlier, less flexible cash than a Nairobi board night.

• 12–18 month peak inventory is why deposits land early.
• Group air stays on the airline’s terms if the DMC is not ticketing it.
• Ask deposit timetable, currency, invoicing entity, and what is refundable at each stage.

Related: Payment terms · Cancellation policy · RFP · Lead times

Cancellation follows the contract and the suppliers behind it — lodges, parks, gorilla permits, aircraft, boats. There is no honest one-line website policy. Peak inventory is less flexible; some permits become non-refundable once issued. Force majeure, cyclone and airstrip clauses belong in the annex. Name who holds travel insurance in the RFP.

• Changing headcount after gorilla families are booked is how you pay for empty permits.
• We pass through what we can negotiate; we do not hide camp rules.
• If dates are not CEO-fixed, say so before we hold July inventory.

Related: Group cancellation policy · Payment terms · RFP · Risk handling