Terms & Conditions
"If you want to go quickly, go alone. If you want to go far, go together"
Conditions that apply to both individual and group bookings.
Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these terms and conditions and agree to them.
The terms and conditions apply to holiday arrangements which you book through our UK office, or through one of our sales representatives, and which we agree to make, provide or perform (as applicable) as part of our service to you. All references in these terms and conditions to "holiday", "booking", "contract", "package", "tour" or "arrangements" mean such holiday arrangements unless otherwise stated.
In these booking conditions, "you" and "your" means all persons named on the booking (including anyone who is added or substituted at a later date) or any of them as the context requires. "We", "us" and "our" means African Safari Experience.
1. Reservation Procedures
After full discussion with your travel advisor we will issue you with a reservation/booking number and a tailor made itinerary. You should then complete the booking form enclosed for all members of your party and ensure that all details are accurately and fully completed. The first named person on the booking (“party leader”) must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking and by their parent or guardian for all party members who are under 18 when the booking is made. By making a booking the party leader confirms that he/she is so authorised. The party leader is responsible for making all payments due to us. The party leader must be at least 18 when the booking is made. Particular attention is drawn to accurate dates of birth for room premium calculations and child discounts.
We will communicate with you by e-mail in relation to your booking. You must check your e-mails accordingly on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
Upon Reservation, and in order to secure your booking, we will collect a 25% deposit from you; the booking becomes binding and the terms and conditions, as contained herein, become enforceable. Deposits are non-refundable and should be covered by insurance.
3. The Balance
The balance is due 12 weeks prior to the date of departure of your holiday. This date will be shown on the confirmation invoice. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. This lead time is necessary to ensure that our overseas’ suppliers are paid prior to your arrival. If your booking is made less than 12 weeks prior to departure full payment is required at the time of booking. Bookings can be paid by bank transfer or credit/debit card or by western union.
4. Amendments by “the Client”
Whilst changes are possible they will normally attract an amendment fee of £50.00 per person plus any direct charges levied by the suppliers involved. “The Company” confirms all your travel arrangements to you in writing/email and any errors or omissions not notified to us within 14 days of the date at the top of the confirmation document will be considered as amendments. Please carefully check your confirmation document to ensure that we have interpreted your holiday wishes accurately.
If it becomes necessary for you to cancel your booking you must notify African Safari Experience immediately. Cancellation will take place upon receipt and acknowledgement of “the Client’s” cancellation request. Cancellations of bookings with “the Company” incur the following cancellation charges:
• More than 84 days - Deposit
• 84 – 64 days - 40% (or deposit if greater)
• 63 – 42 days - 50% (or deposit if greater)
• Under 42 days - 100%
Note: Certain speciality operators may require prepayment at the time of booking or impose more onerous cancellation terms than the ones stated above. In those circumstances the cancellation charge will be amended in line with their requirements. We will use our best endeavours to inform you of these charges at the time of booking. Where flights and other items are paid in full and non-refundable, then these are excluded from any calculation for cancellation purposes.
Notice of cancellation
• Cancellation can only be accepted in writing and the appropriate date is the date at which it was received in our office and the printed date stamp applied.
• Your liabilities under this section may in certain circumstances be covered by insurance. In uncertain times our policy for cancellation is clear and follows the industry standard. In view of the current Coronavirus Covid-19 Pandemic that is affecting the world at large, our company is fully supportive for existing clients to defer their trip for up to 12 months with no additional fees, but also with no return of funds during this period as is always the case with deferred bookings. Should existing clients wish to cancel their trip then our normal cancellation terms apply.
6. Changes made by ourselves
Virtually every holiday we help to plan and initiate goes without any changes once confirmation has been received by “the Client”. Occasionally it is necessary to alter arrangements due to circumstances beyond our reasonable control. Although most changes are minor, for example an hour or so difference in departure time, some are more major. They could involve change of departure time by more than 12 hours, change of departure airport, etc. As soon as they are notified to us we will inform you as soon as is practical and work with you to solve any problems caused.
7. Special requests and medical conditions/disabilities
If you have any special request, you must advise us at the time of booking. Whilst we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part. For your own protection, you should obtain confirmation in writing that a special request will be complied with (where it is possible to give this) where it is important to you. Unless and until specifically confirmed, all special requests are subject to availability.
We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfillment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
If you or any member of your party has any medical condition or disability which may affect your holiday or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. You must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. You must promptly advise us if any medical condition or disability which may affect your holiday develops after your booking has been confirmed. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel when we become aware of these details.
Accommodation is specified in the itinerary. The use of specific accommodation is subject to availability. “The Company” reserves the right to make use of alternative accommodation if necessary and inform such necessity to “the Client”.
9. Passport and Visa
It is “the Client’s” responsibility that you and all members of your party have the proper and full documentation to travel. For all clients travelling to the African Countries , it is recommended that the passport has at least six months left to run on the return date to the UK. Visas are currently not required for some countries but are for others. Please check our specific information pages for advice. Should you still be in doubt do check the Embassy pages of the countries you wish to visit for up to date information. If you hold a passport other than a GB passport please check specifics in relation to the country of issue.
Under new security arrangements your full first names, as they appear in your passport, are required. It is your responsibility to check that we have taken your name down properly. We would therefore ask you to carefully check all your documentation including your final documents and tickets.
High quality medical cover for travel to any World-Wide destination but particularly African countries is very important. Most countries do not operate a National Health Service and it is therefore vital that you are fully and properly insured. Insurance is therefore mandatory for all people booking through “The Company”. “The Client” must complete on the booking form the name of the insurer who will be providing your holiday cover. Failure to do so will prohibit us assisting properly in the event of any untoward matter. Safari locations are remote and medical provisions are not to the same standard as the UK, it is imperative you have medical evacuation as part of your policy. We recommend that £1,000,000 medical and £1,000,000 public liability are the minimum standards you should accept for peace of mind. We would draw your attention to the need to inform any insurer of pre-existing medical conditions. This applies equally to all members of the party, close relatives or any other person on whom the trip may depend.
12. If you have a problem whilst you are away
In the unlikely event of anything untoward happening whilst you are away you should follow the procedures listed below:
(1) Contact your accommodation/tour provider, if an escorted tour, and attempt to resolve the problem locally.
(2) Contact your local African Safari Experience Staff. Our staff will meet and greet you at your arrival point and provide you with means to contact them.
(3) If the problem cannot be resolved locally you should immediately contact +260-96-395-4056 Zambia or +44-7706-383498 UK, leaving us a return telephone number and the nature of your problem and we will ring you back on the first available opportunity up to the next working day,and attempt to sort out the problem. If a problem occurs on a Saturday after 4.00pm UK time or during a UK Bank Holiday, please use the emergency number listed on your travel documents.
(4) We will endeavour to contact you within 12 hours and attempt to sort out the problem. We regret that if we are not informed of the problem whilst you are away we cannot accept liability as we have not had an opportunity to rectify the problem. We believe it is not entirely reasonable to expect us to accept liability for a problem that we were not aware of.
13. Unused Services
We regret that refunds cannot be made for any unused services. We draw your attention to the need for insurance cover that may in certain circumstances meet your liabilities in this area.
14. Errors and Omissions in the printing of the brochure & publicity material
Our brochures are complicated documents. Regrettably there may be some errors and omissions in the brochure and these could include wrong pricing. It is our responsibility to point these out to you prior to you making a booking. Every effort is made to ensure that descriptions are accurate at the time of printing. From time to time improvements and maintenance mean that certain facilities may be withdrawn for limited periods. Where longer term changes take place we will inform you and offer the option to change the element without amendment fees.
15. Data Protection
In the process of your booking we collect certain information, which includes but is not limited to such things as passport numbers. In order that your travel arrangements run smoothly and meet your requirements it is necessary for some of this information to be passed onto third parties. As a company we do all in our power to ensure full and proper security measures are in place to protect your information. Without passing on such information your journey may not be satisfactorily completed. Whilst we take every effort to ensure that our travel partners, hotels, transport companies, etc fully comply with the EC regulations on data protection, we can take no responsibility for their actions. Additionally when your travel takes you outside the European Economic area there is not as strong a legal requirement as there is in this country. Information such as disability, dietary or religious requirements has to be passed on to suppliers to ensure your booking is satisfactorily completed. It is required from time to time by current law, or possibly by law as yet to be brought in, to pass on to governments certain information in connection with counter terrorism activities. By placing your booking with us you accept and consent to us so doing. We also guarantee that any information held on our database is not sold or disseminated to any third party and is used solely in marketing activities by ourselves or members of the same travel group.
All clients have reasonable right of access to view information held on our database about themselves. To help organise access we require 14 days prior written notice in writing and we would then be pleased to show you all information held on our computers with regard to yourselves. We also undertake to immediately alter or remove any information that is demonstrably wrong.
16. Force Majeure
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by you, or you otherwise suffer any damage, loss or expense of any nature as a result of "force majeure". In these terms and conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, but are not limited to,whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
17. Excursions, activities and general area information
We may provide you with information (before departure and/or when you are on holiday) about activities and excursions which are available in the area you are visiting. We have no involvement in any such activities or excursions which are neither run, supervised, controlled nor endorsed in any way by us. They are provided by local operators or other third parties who are entirely independent of us. They do not form any part of your contract with us even where we suggest particular operators/other third parties and/or assist you in booking such activities or excursions in any way. We cannot accept any liability on any basis in relation to such activities or excursions. We do not however exclude liability for the negligence of ourselves or our employees resulting in your death or personal injury.
18. Governing Law
These booking conditions shall be governed and construed in accordance with English law and the English courts shall have exclusive jurisdiction to adjudicate any dispute which arises thereto.
19. Foreign Travel Advice
For information on your destination you may care to check Foreign & Commonwealth advice: refer to www.fco.gov.uk/knowbeforeyougo.