Booking Terms & Conditions
As a Tour Operator, we need to take cognizance of the booking Terms & Conditions of our 3rd party service providers. We have therefore standardized our own Terms & Conditions to incorporate those others as efficiently as possible. This document has been created to lay out the principles of how we do business and the factors that influence this. It is then up to you to decide whether you want to work with us in the spirit of a mutually beneficial relationship, taking cognizance of these terms. Any service payment made should be done in the knowledge and understanding of these BOOKING TERMS & CONDITIONS, and in the acceptance of them.
Safari Curators acts as booking agent for hotels, airlines, air charters, bus companies, ground transportation, boat purveyors or owners, and other independent contractors providing accommodations, transportation and/or other services abroad. Each of these companies is an independent corporation with its own management and is not subject to the control of Safari Curators, including, but not limited to, various overseas ground operators.
All bookings like those described above are accepted by Safari Curators as agent for independent overseas ground operators. The transportation, accommodations and other services provided by ground operators are offered subject to the terms and conditions contained in the tickets, exchange orders or vouchers issued by them or their suppliers. Because Safari Curators does not have the right to control the operations of the independent operators and their suppliers, Safari Curators cannot be held liable for any personal injury or property damage which may arise out of these services.
PROCEDURE FOR BOOKINGS, CONFIRMATIONS AND PAYMENTS
1. RESERVATIONS
When we receive a travel enquiry, we prepare a proposal and quote according to the guest requirements as given, adjusted as necessary to cater for the availability of the services required on the relevant dates. We then make all the provisional bookings needed to allow the services to be provided. These provisional bookings can be held for up to 7 – 10 working days, which should give enough time for the guests to decide whether they want to proceed and for the services to be confirmed. If necessary, we can request that suppliers allow an extension on these provisional bookings, which request may be granted.
2. PAYMENTS
On your acceptance of our proposal, we will send an invoice for a non-refundable 30% deposit of the total travel package, which is payable within seven (7) days to confirm the arrangements made. Trips are booked and confirmed only on receipt of this 30% non-refundable deposit. In some cases, such as gorilla trekking permits, there may be additional costs due at the time of deposit beyond 30%.
There shall be no binding contract until the deposit payment has been received by Safari Curators. Failure to remit your deposit payment on time will result in an automatic change of status of any confirmed space to a provisional basis and the possible inability to reinstate your reservation. By paying us, you and all people travelling on the trip, are agreeing to be bound by our full Terms and Conditions as described in these Booking Terms and Conditions.
The balance of the invoice will be payable no later than 90 days prior to the services commencement date. All associated banking fees, on both ends, must be covered by you. If any services are booked less than 90 days prior to their commencement date, we will send an invoice for the full cost of as soon as the arrangements are confirmed, and this cost should be paid immediately. We reserve the right to cancel any reservations for which the required payment has not been received when requested.
Payments can be made by Zelle or Wire Transfer into our designed bank account, as per our invoice. Payments by credit card will be subject to a transaction fee of 3.5%.
3. CANCELLATIONS AND REFUNDS
Cancellation of confirmed services must be done in writing. At the time of cancellation, a full refund or credit will be made, less the following charges:
• From the time of booking confirmation to 91 days prior to departure – 30% of the travel package price
• 90 days and less notice – 100% of the travel price
• Should a certain product/property have a cancellation policy that differs to the above, we will advise you at the time of booking.
No refund will be made if a guest fails to join the booked services, of if they join them late, or leave them early. Under normal circumstances, all these eventualities should be covered by their personal travel insurance.
4. TRAVEL INSURANCE
It is the responsibility of the guests to take out insurance to cover expenses from the time of payment of the deposit until the conclusion of the booked services, although they may choose not to do so. Comprehensive travel and cancellation insurance is highly recommended on all our safaris, and guests will be expected to cover any costs of cancellation fees, medical care (including medical repatriation should this become necessary), loss or damage to personal belongings, and any the loss of any cash they bring with them if they choose not to take out insurance to cover these eventualities. Most cancellations will be made for reasons that fall within the terms of a guest’s travel insurance policy, and their travel insurers should then refund the cancellation charges applicable, subject to the terms of their policy. However, if the
cover is not sufficient, guests will be expected to cover any shortfall themselves.
5. LIABILITY & ASSUMPTION OF RISK AGREEMENT
Guests will be asked to sign an acknowledgement that they understand the risks involved in visiting remote areas where potentially dangerous wildlife is present.
Please CLICK HERE for our Liability Release and Assumption of Risk Agreement.
6. SURCHARGES AND EXCHANGE RATES
Safari Curators will do our utmost to hold to any service price quoted and agreed. However, in exceptional circumstances, it may be necessary to raise a surcharge if increases are forced on us by dramatic rises in fuel prices, National Park entrance fees, new tax regimes, or other government action. In such cases, we will keep these surcharges as low as possible, but we reserve the right to apply a surcharge of up to 10% of the safari price if this is unavoidable. If the surcharge is more than 10% of the confirmed services price, you will have the right to cancel the booking and receive a refund of any monies paid for the safari – subject to any unavoidable cancellation fees payable to suppliers.
Prices for services will normally be quoted as the total payable for all those participating in the arrangements. However, prices for group arrangements will be quoted on a per person basis as these are dependent on the number of passengers travelling and therefore sharing the fixed costs involved. Any amendment to the number of participants in group arrangements will clearly have an impact on the per person cost involved.
7. SERVICE CHANGES BY SAFARI CURATORS
Safari Curators reserves the right to change any service, in the guests’ interest, due to unforeseen circumstances outside our control, such as deteriorated road conditions, extreme weather conditions, acts of God, natural disasters, epidemics, industrial action, accidents, civil unrest, government action, or war. We will try to provide a suitable alternative that does not involve any increase in cost, but we cannot guarantee this will be possible, or accept liability for any unavoidable additional cost that may be incurred as a result of such circumstances. Most changes will be made for reasons that fall within the terms of a guest’s travel insurance policy, and any additional charges should then be refunded to the guest by their insurance company, subject to the terms of their travel insurance policy.
8. SERVICE CHANGES REQUESTED BY YOU
Safari Curators will try to accommodate any reasonable request to amend services after a booking has been confirmed, subject to the availability. If the change is made within the period where cancellation fees are applicable, you will be informed of the cost of the change, and any amendments will only be confirmed once one you have agreed to this surcharge in writing.
9. RESPONSIBILITY OF SAFARI CURATORS
Safari Curators is responsible for the appropriate quality of accommodation, rental vehicles and charter flight arrangements, as well as for other services provided by third parties as described in the itinerary that has been booked and confirmed. However, we cannot be held responsible for modifications or cancellations caused by exceptional circumstances outside our control. Subject to this limitation, we assume liability for the acts or omissions of our own employees. We reserve the right to cancel or terminate the participation of any guest in any of the services arranged if this is deemed necessary in the event of the illness or the illegal or incompatible behavior of that guest. If this happens, it will be done without liability on our part, and the guest will not be entitled to any refund.
10. RESPONSIBILITY OF YOURSELF
Guests must ensure that they have any documentation required for their travels, including valid passports, relevant visas, birth certificates for minors, health certificates, and confirmation of their travel insurance policy. No credit or refund is possible for any unused services included in the safari price in the event of delays caused through lost or inadequate travel documents. Guests should be in reasonable health and able to take part in any services booked, and you must inform us in advance if they need special arrangements for the provision of wheelchairs or similar items. Guests also need to bring with them any medication they may require for any medical conditions they may have. Any special dietary problems, illnesses, physical or mental impairments or relevant phobias must be disclosed when confirming a booking so these can be taken properly into account in the arrangements made.
It is your sole responsibility to take all appropriate medical advice prior to departure as to whether or not you are fit enough to undertake the trip booked. Safari Curators shall not be liable for any illness, injury or death sustained on a trip sold by Safari Curators which is not due to the negligence of Safari Curators, its officers, employees, authorized representatives or agents whomsoever. We can usually cater for special requirements, but this could involve a surcharge, and you will be informed if this is the case. It is the guest’s responsibility to consult a qualified medical practitioner for advice on malaria precautions and other possible health risks when visiting southern Africa, and to act according to the advice received.
11. DELAYS
We cannot be held liable for cancellation fees and costs arising from changes or delays caused by amendment of airline schedules, or any other unforeseen circumstances, that result in the total or partial cancellation of the services booked, or any additional services to be rendered. Such legitimate costs should be covered by the airline, by the travel insurance policy taken out or, failing that, by the guests themselves.
12. WEATHER
We cannot be held responsible for adverse weather conditions and refunds cannot be paid in circumstances where weather conditions prevent guests from being able to use the services that have been booked for them – unless this is specified in advance for services such as hot air balloon flights, and scenic flights in either helicopters or fixed wing aircraft.
13. BAGGAGE
Temporary or permanent loss of baggage is the responsibility of you or the carrier. It is recommended that you obtain travel insurance for protection.
Please note that when traveling by light aircraft during your safari, space is limited, and luggage is limited to a weight restriction (typically 33 lbs in most areas) per passenger, and only soft luggage or duffel bags are allowed. No hard suitcases are allowed, and no exceptions will be made. Certain airlines allow for excess luggage to be booked and prepaid for.