Terms and conditions

Terms & Conditions AFRICA CALLING SAFARIS LIMITED

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

1) BANK TRANSFERS: In the case where payment is made by a bank transfer, all bank charges are to be paid by the client.

2) CREDIT CARD: Please note, 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) Also, credit card payments can be accepted via an on-line platform, called DIRECT PAY ONLINE. We will send you a link for the payment required.

We also accept payment via PESAPAL.

3) 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. Also note that, only the stated US dollar series will be accepted.

2) Cancellations by You:

Reservations confirmed and canceled, reduced in length of stay or reduced in number of pax are subject to Cancellation and No-Show fees if canceled within 60 days of the arrival date:                                    

90 days to 60 days prior to arrival: 50%

59 days to 30 days prior to arrival: 75%

Within 29 days to 48hrs: 100%

No show: 100%                                                                                          

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 start the safari.

Depending on the amount, we may request a second installment. The rest of the balance payment must always be  8 weeks prior to commencement of the safari and has been 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 $ 75 per person will apply until one month before the beginning of the trip otherwise every modification or alterations thereafter is considered as a cancellation. 

5) Cancellations by Africa Calling Safaris:

Our tours are subject to variable conditions, and 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 (which we will pay any difference if 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 to have while 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 your 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 not also accept any responsibility for changes in regulations for visa costs, liability  and/or damages of the documents  or delays experienced by the client arising out of any such experiences.

7) Responsibilities:

1. a) 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:
2. b) Sickness, infection, injury or death of any of the clients however caused
3. c) Damage to or loss of any of the property of any client however caused

8) Best Behavior:

For any reason, the tour conductors feel that any clients are causing distress, damage, danger or any other unacceptable behavior to our other clients, employees, property, third parties, animals of 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/Challenges

In participating in the Africa Calling Safaris activities and challenges, I hereby I  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 fine 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.

If not in agreement with the below statement,  kindly tick to cancel it out

• 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 only adventure and safari related activities.

I declare that I have read and understood the above and accept full responsibility of 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 etc.), on your booking form, otherwise please advise your tour conductor and we will do our best to satisfy them.

Please inform us as  early as possible  if there is a preference for a special(any other language apart from English) linguistic driver guide for your safari. It should also be noted that these services are exclusive of the cost and are considered as 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 provided prior.

13) Visa:

All nationals will require a visa or an ETA into any of our East African countries unless specified ones with visa-free entries. We recommend that where possible, clients attain their visas in advance at major entry points. Kindly fill an E-visa at least a month before your intended travel dates.

14) Climate:

The climate is hot and sometimes humid from December to March when the northeast monsoon blows, it is hot and humid. In April and May heavy rains occur and from June to October is the coldest. The lesser rains fall in November. Temperatures sway between 25 degrees Celsius and 35 degrees Celsius.

15) Baggage allowance:

Baggage restriction is fifteen kg 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 higher than 24″ x 17″x 7″ are impossible to store in our safari vehicles and in airplanes. (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, facilities provided by other parties, firms or corporations and is not to be held responsible for delays, loss, damage, injury or accident, 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/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 health 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, tour and transport except when the passenger is being carried in transport owned by the company.

*The company’s obligations apply to those services, which they agree to provide on your behalf, and we cannot be held liable for any third-party arrangements you arrange in conjunction 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 which the Company has no control over. 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 and  and 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 /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% – 75% of the rate quoted except on air, rail, safaris, adventure programs or balloon safaris. Children under seven years old in some of the  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 rates are available upon request.

20) Itineraries:

Demand for Safaris is very high and can lead to a shortage of lodge/hotel accommodation at times during some seasons. All bookings will be confirmed by us in writing as we confirm beforehand from our suppliers. The accommodation indicated in the itineraries are not conclusive; it is just a proposal subject to your decision unless a specific accommodation is requested. We reserve the right to substitute with the equivalent or a superior one without compromising the quality of the tour. On occasion, changes may be necessary. Hotels/lodges/camps where specifically named are given as an indication of the category, and rooms may be reserved at similar hotels/lodges/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 or 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, itineraries, are well researched. The information given/shared is in good faith based on data available to us on 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 of any omissions or errors caused by matters beyond our control. I.e. Natural calamities,  political instability, mistakes by our third party partners, national/county government policies .

22.) Rwanda/Uganda:

Please note that we require FULL PAYMENT for all Gorilla Permits at the time of booking / confirmation as these can ONLY be secured by advance payment with the authorities in Rwanda/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/ receipt of funds from our accounts.

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

Thank you.