Please read these terms & conditions carefully as they form the basis upon which bookings are accepted by African Encounters Ltd.
CONFIRMATION OF SERVICES Your booking request does not guarantee actual availability until such time as you receive a confirmation letter from African Encounters Ltd.
DEPOSITS & FINAL PAYMENTS A non-refundable deposit of 20% of the total tour price is required within 7 days of confirmation of arrangements. If the deposit is not received within 7 days we reserve the right to cancel all arrangements without notification. This deposit is required by our African suppliers to cover internal flights, National Park fees, Permits and accommodation deposits which must be pre-paid to confirm a booking. Receipt of deposit will be taken as an understanding that you have read and agree to these terms and conditions.
Final payment is due 60 days prior to departure. If we do not receive the final payment by the due date as stated on the invoice we reserve the right to cancel all arrangements without further notification. Full payment is required if booking less than 60 days prior to tour begin.
TOUR PRICES, TAXES & CURRENCY FLUCTUATIONS Tour prices on the itineraries and website are based on costs and foreign exchange rates at the time of production and are updated regularly. Changes in transportation costs, including without limitation the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 60 days of your departure.
AMENDMENTS The information in the itinerary and your pre-departure information is subject to change. We reserve the right to make any necessary changes to the itinerary due to circumstances beyond our control. An updated itinerary will be sent to you with your Final Documentation upon receipt of final payment. In the unlikely case of changes to your trip after you have received your Final Documentation we will, where practical, advise you of such changes.
MINIMUM GROUP SIZE: All tours will proceed provided that the minimum number of bookings is received 6 months prior to departure or within a reasonable period after that date. Bookings will be confirmed in writing in order of receipt. We reserve the right to cancel a tour if the minimum number is not reached. Alternatively, we may be able to operate the tour on payment of a surcharge by the participants.
SINGLE SUPPLEMENT: If you are travelling on your own you will automatically share a room with a fellow traveller of the same sex. You do NOT pay any additional surcharge for travelling as a single person. Single room option: We offer the option of booking a single room on request. In this case the single supplement, as charged by our suppliers, will apply. Please note that due to the small camps and lodges we use we cannot accept more that two single room requests per safari. Early booking is essential!
CANCELLATION BY YOU: Notification of cancellation must be made to African Encounters Ltd in writing. The date of the cancellation is the date on which written notification is received by African Encounters. The following cancellation fees apply: More than 60 days: Loss of deposit unless booking (and deposit) is transferred to a new booking departing within 1 year of the original departure date. Between 59 and 31 days before departure date (inclusive): 50% of total booking cost. 30 days or less: 100% of total booking cost. Final payment is due no less than 60 days prior to departure. If we do not receive your payment by the due date your booking may be terminated and you will lose your deposit. No refunds will be made if you leave a safari for any reason after the safari has begun. No refunds will be made for any accommodation, transport, sightseeing, meals or services not utilised. We strongly recommend you take out cancellation insurance at the time of booking to cover the loss of deposit if you have to cancel your holiday.
CANCELLATION BY AFRICAN ENCOUNTERS LTD: African Encounters Ltd reserves the right to cancel any tour in case of insufficient numbers in which case you will be given a full refund of payments paid. You will not be entitled to claim any additional amounts or seek any compensation for any loss, expenses or damage (either direct or consequential) or for any loss of time or inconvenience which may result from such cancellation. Should we need to cancel a departure you will be advised no less than 90 days prior to the tour except for reasons of Force Majeure or failure on your part to pay the final balance. If the cancellation is due to ‘Force Majeure’ or government travel advice, African Encounters reserves the right to cancel a departure at any time. The liability of African Encounters shall be limited to refunding all monies paid (in the case of ‘Force Majeure’ or government travel advice refunds will be less any unrecoverable costs). African Encounters Ltd will not be liable for any additional costs incurred by you. We strongly advise you not to book any flights that are non-refundable or non-changeable or incur penalties until the tour departure is confirmed.
Force Majeure: African Encounters Ltd will not be liable for any delay in, change to or cancellation of trips due to ‘Force Majeure’. ‘Force Majeure’ includes, but is not limited to, acts of God, strikes, trade disputes, fire, breakdowns, interruption of transport, government or political action, acts of war or terrorism, acts or omissions by a third party or any other cause whatsoever beyond the reasonable control of African Encounters.
CHANGES TO YOUR HOLIDAY: You acknowledge that travelling on safari with African Encounters Ltd requires a degree of flexibility, good humour, and an understanding that the itinerary, accommodation, and/or modes of transport may change, even after a tours commencement and without prior notice, due to local circumstances. Changes may occur because of ‘Force Majeure’, poor road conditions, weather, vehicle breakdowns, changes in transport schedules, or other circumstances beyond the control of African Encounters Ltd or which simply cannot be foreseen. African Encounters Ltd does not accept any responsibility for loss of enjoyment, delays or compensation resulting from circumstances beyond our control.
YOUR TRIP: African Encounters Ltd operates safaris in some regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you would normally expect. Please bear this in mind when making your booking. When assessing whether safaris will operate African Encounters Ltd uses information from its local agents in Africa in conjunction with advice from the New Zealand Ministry of Foreign Affairs and Trade (www.safetravel.govt.nz). It is your responsibility to acquaint yourself with the travel advice provided by the New Zealand government. By booking with us you acknowledge your decision to travel on an African Encounters safari is made after due consideration of relevant travel information that may be made available at any time and you agree to assume the risks associated with the trip.
AUTHORITY OF THE LEADER: At all times the decision of the African Encounters tour leader or representative will be final on all matters likely to affect the safety and well-being of the safari. This includes any decision that the tour leader makes about your ongoing participation in the trip or certain activities that comprise part of the trip. If you fail to comply with a decision made by the tour leader or interfere with the well-being of the group, then the tour leader reserves the right to terminate this contract and order you to leave the tour immediately, with no right of refund. In the case of ill-health, we may make such arrangements as we deem necessary and recover the costs thereof from you. If you commit an illegal act we shall cease to have a responsibility to or for you.
COMPLAINTS: Should you encounter any problem on your tour it is always better to try and solve it on the spot with your tour manager who will normally be able to take appropriate action. If at the end of the trip you feel your complaint has not been properly dealt with you must notify us in writing within 30 days of the end of your trip.
TRAVEL INSURANCE: It is a condition of booking any of our holidays that you have comprehensive travel insurance. It is your responsibility to ensure you are covered for medical and personal accident risks for the part of the world you intend to travel and the activities involved. Your travel insurance must cover accidents, injury, illness and death, medical expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability. It should also cover cancellation, curtailment, loss of luggage and personal effects. We strongly advise taking out cancellation insurance at the time of booking to cover the loss of your nonrefundable deposit should you have to cancel your holiday.
TRAVEL DOCUMENTS It is your responsibility to have a valid passport and any required visas, re-entry permits and/or health regulations which meet the requirements of immigration and other government authorities.
PRE-EXISTING MEDICAL CONDITIONS: You must advise African Encounters Ltd of any pre-existing medical conditions that might reasonably be expected to increase the risk of you requiring medical attention, or that might affect the normal conduct of a trip and the enjoyment of other trip members. You may be required to provide an assessment of your medical condition from a qualified medical practitioner if requested by our employees or suppliers. In such case African Encounters Ltd reserves the right, at its discretion, to cancel your booking and refund the money paid by you, less any unrecoverable costs.
PUBLICITY: Any likeness or image of you taken on any of our holidays may be used by African Encounters Ltd without charge in all media for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, presentations, video shows and the internet.
PRIVACY: In order to be able to supply a service to you African Encounters Ltd will need to collect certain information from you, some of which may be of a personal nature. This information is not accessible for use by third party companies other than those who need your details to arrange your holiday. We respect your right to privacy and do not sell or offer our client list to others.
DISCLAIMER: Where African Encounters Ltd provides services it will do so with all due care and skill. African Encounters Ltd is not responsible for the acts and omissions of others, including tour guides, airlines and accommodation providers or for any loss, damage or expense (including loss of money paid in advance) which you may incur as a consequence of the acts and omissions of others. African Encounters Ltd will not accept responsibility or liability for any passenger who contravenes any law or regulation of any country visited. Any independent arrangements that you make that are not part of your African Encounters safari are entirely at your own risk. African Encounters Ltd does not accept liability for any loss or damage, however caused (including through negligence), which you may directly or indirectly suffer in connection with this contract. These booking conditions were updated in February 2017 and may be superseded by any subsequent update.