Our Vetting Philosophy

As a niche safari marketplace platform, our reputation is our most valuable asset. We are not just a list of operators; we are a curated collection of Africa's best and most authentic independent safari specialists.

Our vetting process is designed to ensure that every operator we recommend is not only legitimate and safe but also aligns with our core values of local expertise, ethical operations, and a superior client experience. We succeed only when the traveler has an incredible experience.

We believe in full transparency for both our partners and users, which is why we keep our internal process public. Our process is based on our experience as tour operators and industry experts, ensuring the traveler experience and local positive impact are both of the highest quality.

Our Multi-Stage Vetting Process

1

The Initial Application & Documentation Screen

This is a non-negotiable filter based on legitimacy and alignment with our core principles.

Business Legitimacy & Base Location

  • Proof of Company Registration: Must be a legally registered entity.
  • Country of Operation: The business must be registered and headquartered in an African country. This is a pass/fail criterion.
  • Tourism Operating License: Official license from a relevant and approved national tourism authority.
  • Tax Compliance Certificate: Demonstrates the business is formal and in good standing.

Safety & Financial Stability

  • Certificate of Insurance: Current public liability insurance policy (min. $1M USD).
  • Emergency Evacuation Partnership: Active partnership with a service like AMREF Flying Doctors.
  • Proof of Business Stability: A letter from an accountant or bank confirming the business is a stable, going concern.

Core Ethos Alignment

Application questions to identify:

  • If the company is founded/owned by a former or current professional safari guide.
  • If the company is family-owned or an independent entity.
  • Operators meeting these criteria receive strong preference.

Basic Online Presence Review

A functional, professional website and a reviewable history on platforms like TripAdvisor, Trustpilot, Feefo.

2

The Deep Dive & Qualitative Assessment

Here, the vetting splits to assess operators based on their specific business model and region.

A) Operational Vetting: East Africa (Guide/Vehicle Focus)

  • Guide Quality: Roster of primary guides, certification levels (e.g., KPSGA), and experience.
  • Vehicle Fleet Verification: Maintenance logs and recent, unedited photos. Luxury operators must have extended-chassis models.

B) Operational Vetting: Southern Africa (Logistics/Network Focus)

  • For Vehicle Owners: Same stringent vehicle and guide checks as East Africa.
  • For Planners/Agents: We vet their network.
    • Budget/Self-Drive: We vet their partner rental companies and their 24/7 support protocol.
    • Mid-Range/Luxury: We review their list of preferred lodges and transport partners for quality.

C) Accommodation Supplier & Itinerary Vetting

  • Budget: Scrutiny of sample itineraries for cost transparency and minimum standards of hygiene/safety.
  • Mid-Range & Luxury: A hard rule that all recommended accommodations must be inside a national park, private reserve, or conservancy.
  • Sustainability Audit of Partner Lodges: Which lodges do they work with mostly?

D) Universal Checks for All Operators

  • Ethical & Sustainability Audit: Verifiable examples of community and conservation work (referenced with their partners).
  • Reputation Triangulation: In-depth analysis of online reviews and references.
  • Client Communication & Digital Experience:

    We request 2-3 examples of recent (redacted) client proposals or itineraries. Assessment Criteria: We evaluate the professionalism, clarity, and visual appeal of their documents. Is it a basic text email, a well-designed PDF, or an interactive digital itinerary (e.g., via WeTu, SafariPortal)?

3

The Interview

A mandatory video call with the owner or founder.

Sample Questions

  • "Tell me about a time a tour went wrong and how you fixed it."
  • "What is the origin story of your company?"
  • "Walk me through your process from the moment you receive a new lead to the point a client makes their first payment. What tools do you use? How do you ensure the proposal is personalized to their needs?"
4

The Real-World Test

Before any operator is approved to be listed, they must pass this crucial, objective test.

The Process

We submit a detailed, realistic safari inquiry to the operator under a pseudonym. This inquiry is designed to test their expertise and service quality.

Objective Scorecard

The operator is scored on:

Response Time
Quality of Questions
Proposal Quality
Professionalism
Expertise

Outcome: Only operators who score above our benchmark for excellence on this real-world test proceed to the final stage. This step provides undeniable proof of their customer journey and service standards.

5

Onboarding & The Partnership Agreement

Operators who have passed all prior stages are formally onboarded.

The Contract

Outlines the Service Level Agreement (SLA) for lead response times, adherence to our Code of Conduct, and grounds for termination.

Onboarding

Aligning the operator on our partnership workflow.

6

Ongoing Monitoring & The Feedback Loop

Vetting is continuous. Our brand's integrity depends on it.

Continuous Monitoring

  • Lead & Response Monitoring: We track if operators are meeting the SLA for every lead.
  • Incentivized Traveler Feedback: We follow up with travelers post-trip and offer an incentive for completing our detailed survey.
  • Operator Performance Score: We maintain an internal score based on traveler feedback, lead conversion rates, and communication professionalism. A dip triggers a formal review.
  • Annual Re-Verification: Operators must resubmit current insurance, licenses, and evacuation partnership details annually.
  • Ongoing Mystery Shopping: In addition to the mandatory pre-listing check, we conduct periodic mystery shops on our live partners to ensure standards are consistently met.

Mandatory Post-Trip Client Surveys

Every single traveler who books through our platform receives a detailed, standardized survey upon their return. This is our most valuable data source.

We ask them to rate: Guide knowledge and friendliness • Vehicle quality and comfort • Adherence to the itinerary • Overall value for money • Observations on ethical practices

Internal Quality Score

Each operator maintains a quality score on our platform, visible only to us. This score is heavily weighted by the post-trip surveys. If an operator's score drops below a certain threshold (e.g., 4.5/5), it triggers an automatic review.

SafariPlanner.org
CERTIFIED
& VETTED

The Vetting Seal of Approval

Operators who successfully pass this entire process earn a "SafariPlanner.org Certified & Vetted" badge. This badge is our brand's promise to the traveler, instantly communicating that this operator has been thoroughly checked for safety, ethics, and quality.