Terms and Conditions of East Africa Travel Company accepts bookings subject by considers terms and conditions outlined herein.
DEPOSIT & PAYMENT
A 5% deposit is required to secure a booking. This deposit forms part of the payment for the trip and shall be offset to the total amount charged to the client/agent.
Credit Cards, Payment Instructions, Terms, and Conditions
We accept credit cards under these conditions:
Payment may be made on an invoice written by our office. Partial payment of invoice amount is not permitted by this system. Contact us to have the invoice written for the payment amount intended. A 5% bank fee will be added to online payments.
This amount is included in the invoice total. In other words, the invoice total is the actual amount charged to the bank card. Payment of balances due is accepted in person through bank card in our office. A bank fee of 4% is added in-person bank card payments.
If the full amount is not paid at least before one (1) week prior to departure, the Company reserves the right to treat the booking as canceled and the deposit shall be forfeited.
Clients/Agents booking within one (1) weeks of tour departure are required to pay the full amount immediately to secure the reservation.
Our bank will not charge a fee for wire transfers but your bank will and there may possibly be a 3rd bank involved. From our experience, we see bank fees for wire transfers from $35 – $50. The amount charged for a wire transfer is not dependent on the amount sent.
All bank charges are to be settled by the client or agent respectively. This includes transaction fees charged by your bank. The amount shown on the invoice is the amount that needs to reflect in our account and should bank charges have been deducted, we would have to invoice you subsequently.
Terms and Conditions
Clients should read, understand and accept these Terms and Conditions before they book and pay for a trek or safari with us.
Clients bookings are accepted on the understanding that the clients appreciate the possible risks inherent in travel, and in particular adventurous activities such as trekking, climbing, walking safaris, game driving, and diving.
Bookings can only be accepted for persons under eighteen years of age when accompanied by an adult who will be responsible for them. In the unlikely event of accommodation not being available on arrival at a hotel/campsite described and/or confirmed to the clients, East Africa Travel Company undertakes to provide alternative accommodation in a hotel/campsite of categories at least as high as those contracted, if available.
Compensation payments do not apply to changes caused by reasons of war, riots, civic strike, terrorist activity, industrial dispute, natural disasters, fire, closure of an airport or port, adverse weather conditions and similar events beyond our control. In case of such an event, East Africa Travel Company will have no liability other than to offer you an alternative comparable holiday, if available, or offer a refund of monies paid by you, not including the deposit.
Alteration to a confirmed booking whilst abroad. We regret that no credit or refund is possible for any unused services provided at the cost of your holiday. If you decide to alter your travel arrangements whilst abroad, this is your own responsibility and East Africa Travel Company is not responsible for any extras or difficulties that may arise with onward travel as a result of such alterations.
Please note that for clients undertaking a trekking itinerary we offer first class guides, porters and provide safety equipment where needed. We are not responsible for guides and rangers provided by TANAPA or similar authorities. If you are obliged to abandon an activity due to your own physical limitations there is no refund of park fees and any additional accommodation and/or transport fees are not the responsibility of East Africa Travel Company. You may be asked to sign a disclaimer form prior to participation in certain activities.
Airport, international and domestic flight delays. In the unlikely event of a delay, arrangements for meals, overnight accommodation etc, should be met by your airline. If you are joining a group and flight delays mean that additional transfers etc. are required to enable you to join the group, these costs must be met by you, the client and should later be reclaimed under your insurance policy if applicable.
Our quoted prices are based on current (last site update) exchange rates and on-the-ground prices. The price of a tour may vary at any time before a deposit has been made for an itinerary. Payment of the deposit will lock the price of the tour. In the event of open groups, if more people join there may be a reduced price for each participant.
Tour dates, accommodations or flights will not be reserved until a deposit has been made. Booking 7 days or more before the tour start requires a deposit full payment. Bookings made less than 14 days prior to tour start requires payment in full to reserve the tour unless prior arrangements have been made.
Cancellations must be sent in writing (email is acceptable) to the office that confirmed the reservation. Cancellations shall only be effective from the date of receipt of cancellation by the booking office. In case of a booking cancellation, the Company shall retain the full deposit.
If a booking is canceled the client is subject to a cancellation fee as follows:
Until 4 weeks prior to departure – 30% Cancellation Fee
4-2 weeks prior to departure – 50% Cancellation Fee
2-1 weeks prior to departure – 75% Cancellation Fee
Less than 1 week prior to departure – 100% Cancellation Fee
Payments may be transferred to others traveling. In the event of postponement, amounts paid may be applied to a tour starting up to 12 months in the future. Note that for some accommodations and airlines, their cancellation policy may be more strict and the amount available to be applied for future travel may be reduced accordingly.
All clients must take out their own adequate travel insurance and copies must be given to the tour guide upon initial meeting. The insurance must take into account the nature of the holiday and the client must specify to their insurance company if they intend climbing, trekking, diving etc. The policy should also have a repatriation cover in the event of a serious accident.
Clients are responsible for obtaining passports, visas, health certificates, international driving permits and any other documents relating to their holiday themselves and to meet any additional costs which may be incurred as a result of failure to comply with such requirements.
Our holidays are planned many months in advance, it is, therefore, possible that some arrangements may have to be changed and we reserve the right to at any time.
The Company cannot be held liable for any consequences, damages or claims if the client does not attend correctly to the client´s documentation and related matters prior to the commencement of the tour.
At any time, all baggage and personal effects are at the client’s responsibility and the Company does not accept any liability for any loss or damage of any personal effects, howsoever arising.
Clients are entitled to one bag of not more than 15 kg (backpack or soft bag – no hardtop suitcase) and a daypack. The Company reserves the right to refuse excess baggage. Please notice that on our trekking tours and on some “bush” flights other baggage regulations may apply.
The customer accepts that all tours are of an adventurous nature and involve an element of personal risk. Neither the Company nor any of its agents can be held liable in any way for any injury, loss of life or damage to property, howsoever caused. The client hereby indemnifies the Company and will hold the Company, its agent, assigns and servants harmless from any such claim.
The client accepts full responsibility for all risks involved.
AUTHORITY ON TOUR
The decisions of the Company´s guide/driver on tour shall at all times be final and binding.
The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited.
The Company reserves the right to use any photographs and videos taken during tours for marketing or any other advertising material. The client hereby gives consent to use such photographs and authorizes the Company to retain copyright for these photographs and such material.
Unforeseen circumstances including but not limited to war, mechanical breakdowns, weather, riots and other unforeseen reasons beyond the control of the Company may cause delays or alterations to the tour. The Company shall not be held liable in any way for any of these possible occurrences or any consequences, which may arise as a result of these.
All our prices are based on the current national park fees and taxes. There have been ongoing talks that East African countries will be undergoing changes to tax regulations in 2014. Should the authorities decide on increasing fees and taxes, even though they might currently not be scheduled, we would subsequently have to pass on these increases.