What are the terms and conditions of booking with Africa Safari Agency?

BOOKING & RESERVATIONS

Reservations can be made by contacting Africa Safari Agency Ltd, hereafter called Africa Safari Agency through our reservation office located in Arusha, Tanzania.

When making Bookings and Reservations with Africa Safari Agency please ensure we have your correct details, we require your full name, nationality, full address, email address and flight arrival details, as well as your choice of safari package as outlined in our various itineraries.

Safaris are booked and confirmed only on receipt of a 50% deposit of the total cost of the program package and acknowledgment of the same. When Africa Safari Agency receives the deposit, a booking packet and invoice will be emailed to you.

Payment of the balance is due no later than 30 days prior to the commencement of your tours. If the balance has not been received by that date, Africa Safari Agency reserves the right at its discretion to treat your reservation as cancelled and consequently you shall forfeit such part of the deposit as determined.

(See below for cancellation and refunds) but we will make every attempt to resolve any issues.

ACCOMMODATION

Costs are based on double occupancy and a priced per person. Where possible, rooms with private baths can be provided. Supplemental accommodations for anyone wishing to have a private room are available at additional cost that is determined as the details of the safari plans are put together. Hotels/Lodges are named as an indication of category and rooms can be reserved at similar Hotels/Lodges. If a tour or hotel is fully booked we will try to offer you a similar option.

TERMS OF PAYMENT

When you make a reservation, all necessary information will be provided in email. Cash payment is accepted in dollars or Euros. (note: there is a $50 charge for each bank transfer).

N.B. kindly don’t bring old US$ notes (below 2003)

(Unfortunately, we don’t accept credit cards)

PRICES

All costs indicated are for services provided while in Tanzania and do not include international air-fare.

Prices are subject to change due to the currency fluctuations and exchange rate at any particular time, or other circumstances beyond Africa Safaris Agency control and you will be notified of the actual price prior to acceptance.

Most safaris operate with the estimated costs for a minimum of a two participants. When a safari requires four or more participants to guarantee departure, we will indicate this. Please check with us for minimums and availability. Note if the safari package is only for one individual, the minimum cost is generally determined based on two people.

Prices are quoted in US$ dollars and euros based on costs at the time of publication. We reserve the right to change these prices due to currency fluctuations prior to the time your booking is confirmed. If there are any changes we will confirm to you in writing (email) prior to confirmation of your booking.

LATE BOOKING CHARGE

Any reservation made within 60 days of commencement of a safari may be accepted provided space is available, full payment has been received and provided documents can be delivered prior of departure. We reserve the right for up to an additional $100 charge under these circumstances.

Africa Safari Agency will provide travel documents 3 weeks prior to scheduled departure on bookings made not later than 60 days prior to scheduled departure. For later bookings, documents shall be provided within a reasonable time frame.

CANCELLATION & REFUNDS

Cancellation Policies & Fees:

More than 90 days a fee of US$ 150

89 to 40 days before the safari or tour begins: 30% of total price,

39 to 10 days before the safari or tour starts: 45% of total price

9 days or less including no show: 100% total costs

In any cancellation US$ 35.00 per person administrative charge will apply.

Any cancellation of booking must be in writing and shall only be effective upon its acknowledged receipt by Africa Safari Agency. Refunds will be made, less the cancellation charges and bank fees as outlined above.

In the unlikely event that we have to cancel a tour for any reason, if possible we will try to offer the choice of an alternative arrangement, or you will receive a full refund. We will inform you about any cancellations as early as possible but at least 10 days before commencement of our tour and safari.

Cancellation policies at different camps or safaris and may be less or more.

On group or custom safaris there may be stricter cancellation policies defined by us and accepted by the client prior to acceptance.

In the event of a no show for any accommodation, services or activity that has been confirmed, there will be no refund.

CHANGES

We reserve the right to make changes to our brochure and website details and arrangements both before and after the booking have been made and confirmed.

Most changes will be minor, but if we have to do significant changes you will be notified at the earliest possible opportunity. In such cases you will have to opportunity to accept the changes (and any change in price) or to receive a full refund of your tour price.

Africa Safari Agency reserves the right to alter the arrangements or cancel the operation of a scheduled tour should conditions so necessitate and to pass on to program members any expenditure occasioned by delay or events beyond its control.

Africa Safari Agency also reserves the right to decline to accept or retain any person as a member of any tour at any time, in which case an equitable amount will be refunded.

Africa Safari Agency reserves the right to substitute hotels and services for those who mentioned in detailed itineraries when necessary.

Prices are based on tariffs, currency exchange rates and other costs prevailing at the time of printing and are subject to change without notice. If changes are made after confirmation and acceptance of the tour or safaris by both parties, a refund will be made if the parties cannot agree to the changes.

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TRAVEL DOCUMENTS & VACCINATIONS

It is your responsibility to ensure that passports, visas, health certificates, inoculations, international driving license or other documentation required for the trip are obtained, are valid and are in order. It is your responsibility to meet any additional costs incurred, as a result of any failure to comply with such requirements.

INSURANCE

Africa Safaris Agency recommends that you obtain the following types of insurance which are commercially available: travel insurance to cover loss of baggage or valuables, personal accident and accidental death coverage, major medical and emergency medical coverage and trip cancellation coverage.

LIABILITY

All bookings are accepted by Africa Safaris Agency as an independent ground tour operator and also as an agent for hotels, airlines, car hire and bus companies, ground transportation, boat purveyors or owners, and other independent contractors providing accommodation, transportation and/ or other services.

These services provided by the independent companies are offered subject to the terms and conditions contained in the tickets, exchange orders and/or vouchers issued by them and/or their suppliers.

The company and its agents act only as agents for the passengers in all matters relating to hotels/lodges accommodation, tours, and transport and shall not be liable for injury, delays, loss or damage in any manner.

The company’s liability to passengers carried in its own vehicles in governed by the law of the country in which the tour takes place.

Africa Safari Agency does not have the right to control the operations of the independent operators and their suppliers; it will not be held liable and accepts no responsibility for any kind of loss, personal injury, damage, death, accident, delay, irregularity and/or inconvenience which may be occasioned by any defect in any object including a vehicle or local internal charter flight utilized by any supplier for the supply of any service or by an act or omission of any supplier or its servants or agents.

If you wish to make any claims we need to receive customers claim in writing within 21 days after the end of services under the contract. Where any payment is made, you will assign to Africa Safari Agency or our insurers any right you may have to pursue any third party in relation to the claim and provide us with your full co-operation.

In respect of air, sea and rail carriers, overland vehicles, rent a car, camps and hotel owners our liability is in all cases limited as if we were carriers/hoteliers within the appropriate international conversions. Furthermore, all transport is provided subject to the relevant carrier’s conditions of carriage, some of which may limit or exclude their liability to you, often in accordance with international conventions.

Please note our responsibilities and obligations apply only in respect of those services, which we agree to arrange or provide on your behalf. We cannot accept any liability for any services which you arrange on you own.

FORCE MAJEURE

Force majeure means those circumstances where the performance of our contract with you is prevented or affected by the reason of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, government actions and all similar events beyond our control.

In these circumstances, we shall not be liable for any compensation or otherwise responsible for any expenses or losses of the client might incur. If we are forced to cancel, delay, curtail or change the arrangements in any way, or where performance or prompt performance of our contractual obligations is prevented or affected.

COMPLAINTS

Should any problem occur, please tell both Africa Safari Agency (driver/guide) and the service supplier hotel, lodges, Camps etc. in question immediately, as most problems can be solved on the spot.

Should you remain dissatisfied, please write to us setting out the complaint in detail within 21 days of the end of our services under the contract. We cannot accept responsibility for any complaints, which are not notified entirely in accordance with this clause. Should any legal dispute arise it must be settled in Arusha Tanzania.

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