Terms & Conditions

To ensure you are delighted with your trip in all ways, please read the following terms and conditions to help clear up any possible confusion about what we can and cannot provide — which will inevitably make your trip more successful and enjoyable.

1) Booking with Africa Calling Safaris

Once you have contacted us either by e-mail or phone and the booking form is completed and sent, you have fourteen days to pay your deposit. We require a 40% per person deposit. We will advise you of the remaining balance after this deposit, which will be due two months before your departure date. If you book your trip two weeks or less before your departure date, we require full payment to confirm your tour.

Payments

• Bank transfers: In the case where payment is made by a bank transfer, all bank charges are to be paid by the client.
• Credit card: Please note that in the case of payments by credit card, a surcharge can be added to cover processing of payment (we shall communicate the same to you in writing). Credit card payments can also be accepted via an online platform called Direct Pay Online — we will send you a link for the payment required. We also accept payment via Pesapal.
• Cash: If payment is to be made in cash, Dollars, Euros or Kenya Shillings are accepted. The current rate of exchange will be communicated to you. Kindly contact the office for further directives. Please also note that only the stated US dollar series will be accepted.

2) Cancellations by You

Reservations confirmed and cancelled, reduced in length of stay or reduced in number of pax are subject to cancellation and no-show fees if cancelled within 60 days of the arrival date:

3) Deposits

Upon written confirmation from Africa Calling Safaris Ltd, please note that you are required to pay a deposit as outlined in writing at the time of confirmation. You will also receive our company invoice which will state the amount to be paid. A deposit payment can range from 20% to 30% depending on the time frame of booking to the start of the safari.

Depending on the amount, we may request a second instalment. The rest of the balance payment must always be made 8 weeks prior to commencement of the safari and credited and reflected into our account in full. In some cases (last-minute bookings) Africa Calling Safaris reserves the right to request full payment up front, prior to the start of the safari. A full payment for the safari must be received before commencement of the trip.

4) Modifications by You

Once you have confirmed a tour package and you would like to modify the itinerary, dates or hotels, a penalty of USD 75 per person will apply until one month before the beginning of the trip; otherwise every modification or alteration thereafter is considered as a cancellation.

5) Cancellations by Africa Calling Safaris

Our tours are subject to variable conditions, and we therefore ask your patience in allowing us to make any small changes as required to make your trip a successful one (e.g. accommodation, our route or trek destinations). We assure you any of these alterations will still provide you with the best that Africa has to offer.

We reserve the right to cancel a safari for reasons other than non-payment. If this happens, we will provide clients with the choice of booking another safari (for which we will pay any difference in cost if applicable) or offer you a full refund minus bank charges. We urge all clients to have travel insurance from home, or we can provide you with one for a minimal charge.

6) What You Need When Planning to Travel to Africa

All clients wishing to travel with Africa Calling Safaris must have the correct travel insurance at the time of your deposit payment. This insurance must cover the cost of any medical care that may be required, including repatriation.

Clients must also hold a valid and current passport. It must have at least six months remaining until the expiry date and contain a valid travel visa. Africa Calling Safaris is not responsible if for any reason clients fail to acquire these documents, and will not incur any cost associated with obtaining these before or during your safari.

Africa Calling Safaris will also not accept any responsibility for changes in regulations for visa costs, liability and/or damage to the documents, or delays experienced by the client arising out of any such experiences.

7) Responsibilities

While caring for the security, safety and comfort of our clients, this is an adventure safari, and there are specific dangers and risks to our clients which are inevitable. The company accepts no liability for all or any of the following:

• Sickness, infection, injury or death of any of the clients, however caused.
• Damage to or loss of any of the property of any client, however caused.

8) Best Behaviour

If for any reason the tour conductors feel that any client is causing distress, damage, danger or any other unacceptable behaviour to our other clients, employees, property, third parties, animals or the natural surroundings, we reserve the right to prevent further travel with Africa Calling Safaris. Full cancellation charges will apply, and we are under no obligation to provide refunds or compensation.

9) Activities and Challenges

In participating in the Africa Calling Safaris activities and challenges, I hereby agree and confirm the following:

• That there are inherent risks associated with the activities and challenges which may result in personal injury (even of a serious nature) to participants. I fully accept and agree to bear these risks.
• That I am well and physically fit to participate in the activities and challenges.
• To the full extent permitted by the law, I absolve, release, discharge and indemnify Africa Calling Safaris, its officers, employees, representatives and agents (‘the indemnities’) from any and all liability for any personal injury, mental anguish, loss or damage of any kind suffered by me and/or my immediate family, however caused, arising out of my participation in the activities and challenges.
• That I agree to have my image used in marketing (i.e. social media) and grant Africa Calling Safaris the right to use my image for the purpose of adventure and safari related activities only. If you do not agree with this statement, please indicate so on your booking form to opt out.

I declare that I have read and understood the above and accept full responsibility for my safety when I participate in the Africa Calling Safaris challenges and activities. I waive any claim I might have against the indemnities as set out above. Additionally, I agree to abide by all instructions and requirements issued by Africa Calling Safaris in relation to the challenges and activities.

10) Any Problems or Disputes While on Safari

If for any reason you are unhappy with your travel arrangements, please discuss it with us while on safari. We are more than happy to amend any problems during your trip. Should it not be possible to solve it while on safari, please send a written communication to our head office within fifteen days of the completion of your trip. Our professional team will be happy to assist and rectify where we can, but cannot guarantee it will be to your satisfaction.

11) Special Requests

Please inform us as early as possible if there are any special requests for your safari (e.g. dietary requirements, anniversary celebrations, birthdays) on your booking form; otherwise please advise your tour conductor and we will do our best to satisfy them.

Please also inform us as early as possible if there is a preference for a driver guide speaking a language other than English. It should be noted that these services are exclusive of the cost and are considered extra services.

12) Drinks

Africa Calling Safaris provides enough drinking water per day per client while on board. We supply re-usable water bottles as a way of reducing carbon footprints. Any other beverages or alcoholic beverages are not included in the safari cost unless provisions have been made prior.

13) Visas

All nationals will require a visa or an ETA into any of our East African countries, unless specified as having visa-free entry. We recommend that where possible clients obtain their visas in advance at major entry points. Kindly complete an e-visa application at least a month before your intended travel dates.

14) Climate

The climate is hot and sometimes humid from December to March when the north-east monsoon blows. In April and May heavy rains occur, and from June to October is the coldest period. The lesser rains fall in November. Temperatures sway between 25°C and 35°C.

15) Baggage Allowance

Baggage restriction is fifteen kilograms per person on domestic flights within East Africa. Soft-sided luggage or duffels are preferable to hard luggage for storage in our safari vehicles and in aircraft used within our safari destinations. Large suitcases of dimensions greater than 24″ × 17″ × 7″ are impossible to store in our safari vehicles and in aeroplanes. Baggage and personal effects are at the owner’s risk throughout the tour; we highly recommend insurance for your luggage.

16) Liability

Africa Calling Safaris acts as an agent for hotels, transportation services and facilities provided by other parties, firms or corporations, and is not to be held responsible for delays, loss, damage, injury, accident or change of itineraries which may occur through the negligence of any individual or company entrusted with such service.

• The rates quoted are subject to change without prior notice should there be any increases in park fees, fuel, VAT, third-party services or any other circumstances beyond our control in the countries featured in this quote or booking.
• Africa Calling Safaris is not responsible should airlines discontinue flights on specific routes or change scheduled timetables resulting in missed connections. Should an amendment to a route or itinerary be necessary, we will assist you accordingly.
• Clients are to take precautions against malaria before the commencement of their holiday. We recommend you contact your doctor or pharmacist for advice as to which prophylactic is best suited for the regions you intend to visit.
• The company and its agents act only as agents of the passenger in all matters relating to hotel accommodation, sightseeing, tours and transport, except when the passenger is being carried in transport owned by the company.
• The company’s obligations apply to those services which it agrees to provide on your behalf, and we cannot be held liable for any third-party arrangements you make on your own. For example, we cannot be held liable if you miss your tour departure because you fail to arrive at the departure point at the agreed time.
• The company reserves the right to employ subcontractors to carry out all or part of the services agreed to be supplied, and in the event of the exercise of such right the terms relating to the company’s liability shall apply.

17) Force Majeure

The company cannot accept any liability or pay any compensation for delays or lack of performance affected by force majeure. Force majeure means any event over which the company has no control. These include events such as war or threat of war, riot, civil strife, terrorist activity, industrial dispute, natural disaster, adverse weather conditions, fire and all similar events outside the company’s control.

18) Insurance

Africa Calling Safaris is not liable for clients who choose to travel without protection against all risks. The company does not undertake to provide medical care, except to call in the flying doctors’ transfer service, whereby clients are flown to the nearest major hospital of their choice.

The company does not accept liability for any inadequate care provided in the medical facility. The client’s travel or health insurance steps in to handle the client’s medical needs.

19) Children Policy

Children under the age of 12 sharing a room with two adults generally pay 50% to 75% of the rate quoted, except on air, rail, safaris, adventure programmes or balloon safaris. Children under seven years old in some hotels and tented camps may need a prior arrangement with the management to accommodate them, as some of these camps and hotels have a strict silence policy for maximum views of encounters with the wildlife in the surrounding area. Some wildlife lodges and tented camps accommodate a maximum of two persons per room. Children’s rates are available upon request.

20) Itineraries

Demand for safaris is very high and can lead to a shortage of lodge and hotel accommodation at times during some seasons. All bookings will be confirmed by us in writing as we confirm beforehand with our suppliers. The accommodation indicated in the itineraries is not conclusive; it is a proposal subject to your decision unless a specific accommodation is requested. We reserve the right to substitute an equivalent or superior option without compromising the quality of the tour. On occasion, changes may be necessary. Hotels, lodges and camps where specifically named are given as an indication of the category, and rooms may be reserved at similar hotels, lodges or camps.

We undertake to advise you of any changes known to us prior to departure, but the possibility of change without notice must be accepted when booking; however, this rarely happens. Single rooms are available at supplementary cost. Our safari four-wheel-drive vehicles will be provided according to the route and number of participants and as confirmed to you in your booking confirmation. The right is reserved to employ the services of subcontractors if necessary. English-speaking driver guides are provided.

Occasional mechanical problems, changes of lodge, adverse road conditions or any natural calamities that are beyond our control may in turn force a change of route or game viewing without prior notice being given. We reserve the right therefore to offer substitutes of equal value or to entirely cancel the operation of any tour. In practice it rarely occurs, but a little flexibility on your part in such a situation will ensure that your tour is unique, memorable and rewarding.

21) Information Accuracy

The information, descriptions and opinions regarding the accommodations, parks, animal sightings and itineraries are well researched. The information given and shared is in good faith, based on data available to us at that particular time of your booking or season. Care has been taken to ensure it is updated, accurate and relayed on time. We cannot accept any liability or responsibility for any omissions or errors caused by matters beyond our control, i.e. natural calamities, political instability, mistakes by our third-party partners, or national and county government policies.

22) Rwanda and Uganda

Please note that we require full payment for all gorilla permits at the time of booking or confirmation, as these can only be secured by advance payment with the authorities in Rwanda and Uganda. The funds are non-refundable. Bookings for gorilla safaris are only confirmed once full funds have been received by the authorities, which takes approximately up to a week from the time of submission or receipt of funds from our accounts.

Confirming and booking your trip with Africa Calling Safaris Ltd means that you agree to the terms and conditions mentioned above. Thank you.

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