Terms and Conditions


General Information
Introduction
Please note that some of the information within this site and its relevant pricing may have changed by the time you book any arrangements. While every effort is made to ensure the accuracy of all literature and prices at the time of printing, changes occasionally do occur. Please therefore check all details with us at the time of booking.

Definitions
In these terms and conditions: ‘tour’, ‘safari’ or ‘trip’ (etc) shall mean any, or any combination of elements including excursion, hotel accommodation, camping, beach, trekking, climbing, boating, canoeing, road, rail and air transfer services etc and any other service (as detailed in this site or quoted by Safari Express Company on an FIT or other private basis) which is provided or agreed to be provided to a tour member. ‘Tour price’ shall mean the total price paid or payable by or on behalf of, the tour member for the tour.

The ‘Departure date’ shall mean the date on which the tour member commences the first component of the tour that is booked by Safari Express Company.

We contract directly with providers of accommodation, meals and transportation. These individual operators, hotels, lodges, restaurants, airlines, bus lines, ferries, charter companies, and all other entities from whom we purchase services are collectively referred to hereinafter, as Suppliers.

Responsibility of Safari Express Company
Safari Express Company acts only as the agent for the Suppliers and shall not in any event be liable for negligence, breach of contract or act of omission on the part of the Suppliers, their employees or any other agent. It shall be the responsibility of all customers including (without limitation) tour members, tour operators and travel agents, to read and familiarise themselves with the terms and conditions of the Suppliers. Safari Express Company’s liability for its own negligence or breach of contract shall be limited to the maximum per person tour price relevant to the specific failed service. Safari Express Company shall not in any event be liable for consequential or indirect losses including, without limitation, losses calculated by reference to profits, business or goodwill.

By embarking upon a safari, the tour member accepts and consents to all risks involved with such travel whether expected or unexpected. His or her travel agent or tour operator are required to warn travellers of such risks and assist them to obtain appropriate insurance coverage against them. The retention of a voucher or confirmed booking shall constitute consent to the above and an agreement by the tour member and their travel agent/tour operator (joint and severally), to convey the contents hereto to all members of the travelling party.

Suppliers Prices
The prices within this Price Guide are based on costs prevailing at the time of publication and are subject to change without notice.

The price of the ground arrangement often includes:
1. Hotel/Lodge/Camp etc accommodation, meals as specified and any obligatory hotel tax and service charge.
2. Transfers, game activities and national park entry fees where specified.
3. Vehicle and driver-guide expenses in connection with the safari itinerary concerned.
4. Flights and excursions specified in the itinerary.
5. Some lodges do include drinks, laundry and all activities, however this should be re-confirmed at the time of booking.

The price of the ground arrangements do not include:
1. Flights unless specified, airport taxes and service charges.
2. Visas, inoculations and personal insurance.
3. Excursions, activities or services specified as optional, therefore charged as an extra.
4. Tips and any other expense of a personal nature.

Baggage  
The following baggage restrictions apply:

  • a)  Hand baggage only may be taken to Treetops and The Ark.  Main baggage may be left overnight in storage at the base hotel.
  • b) Maximum weight of 35 lbs. on scheduled flights between Nairobi and game parks.
  • c) Maximum weight of 35 lbs. on scheduled flights between Arusha and the Serengeti.
  • d) Limited to one medium size suitcase or duffle bag (preferred) and one small bag while on the scheduled road safaris.

Meal Plans
This site generally indicates meal plans for various safaris. In the case of half board, this generally means that lunch is not included. However, Suppliers may, at their discretion, permit tour members to substitute lunch for dinner.

Suppliers offering all inclusive meal plans vary in the extent of what is included. In these plans, generally house beverages are included but premium beverages and diet soft drinks are available at an additional cost. Suppliers also reserve the right to limit the amount of consumption by tour members.

Meal Terms –  Meals are indicated by:
B = Breakfast, L = Lunch, D = Dinner.

Visas
All passengers are responsible for obtaining their own visas which are required for both Kenya and Tanzania.

Waiver
A liability waiver will be sent out after the initial deposit is received.  It  must be signed and returned before tour commencement (preferably with the final payment).

Window Seats  
All passengers will be guaranteed a window seat while in the road safari vehicles.  Window seats are not guaranteed on scheduled flights.

Booking Information and Conditions
In these terms and conditions: ‘Tour’ shall mean any or, any combination of the excursions, hotel accommodation, safaris, camping, beach and trekking holidays, road and air transfer services and any other services (as detailed in the price list) which are provided or agreed to be provided to a tour member. ‘Departure Date’ shall mean the date on which the tour member commences the first component of the tour. ‘Tour Price’ shall mean the total price paid or payable by or on behalf of the tour member for the tour.

Responsibility of the Agent
The tours contained in this site have been arranged by the Safari Express Company’s local affiliates (the affiliates referred to hereinafter as the-suppliers). Tours in Botswana and Zimbabwe are subcontracted to other independent safari operators. The Suppliers appointed sales and reservation offices and their agents (referred to hereinafter as the agents) act only as the agent for the suppliers and shall not in any event be liable for any negligence, breach of contract, act of omission on the part of the suppliers, their employees, or other agents. It shall be the responsibility of all customers including (without limitation) tour members, tour operators, and travel agents, to read and familiarize themselves with the terms and conditions of the suppliers. The agents liability for its own negligence or breach of contract shall be limited to the tour price, and the agent shall not in any event be liable for consequential or indirect losses including, without limitation, losses calculated by reference to profits, business or goodwill. Nothing in these conditions shall effect a tour member’s statutory rights where these exist in the agents home country. By embarking upon his/her tour and travel, the tour member accepts and consents to all risks involved with such tour and travel whether expected or unexpected. Travel agents are required to warn travelers of such risks and assist them to obtain appropriate insurance coverage against them. The retention of vouchers, reservations or bookings shall constitute a consent to the above and an agreement by the tour member and his/her agent (joint and severally) to convey the contents hereto to all members of the traveling party.

Terms and Conditions of the Suppliers Prices
The prices quoted in this price list are based on costs prevailing at the time of publication and are subject to change without notice.

The price of the ground arrangement includes:

  • 1. Hotel/Lodge/Camp accommodation and meals specified
    inclusive of hotel taxes and service.
  • 2. Transfers and game drives where specified and all park entry fees.
  • 3. All vehicle and driver expenses in connection with the detailed itinerary .
  • 4. Any excursions specified in the itinerary.

The price of the ground arrangements does not include:

  • 1. Tips for your guides and porters.
  • 2. Airport taxes and service charges.
  • 3. Visas, inoculations and personal insurance.
  • 4. Any excursions, activities or services specified as optional.
  • 5. Drinks, laundry or any other personal expenses.

Payment
A deposit of 25% is payable on firm reservation and the balance is payable not later than 60 days before the departure date.  When bookings are made less than 60 days prior to the departure date, full payment is required at the time of booking.  A booking is considered confirmed when an invoice is issued by the agent. If payment is not received by the agent within the above time scales, the agent reserves the right on behalf of the suppliers to cancel the tour which has been booked and retain any deposit received against expenses incurred in the booking of such tour(s).

Terms of Cancellation
The following cancellation charges are applicable. Should cancellation occur, a written notification is immediately required to advise this to Safari Express Company. In many instances, cancellation charges are set by the Suppliers based on their contracts with us. As many of these contracts fall under laws and jurisdiction of African courts, cancellation fees are enforceable based on the laws of those contracts. We strongly recommend that clients are advised to purchase travel insurance.

A cancellation includes any reduction of services including reduction of the number of participants, reduction of the length of travel, removal of any specific services from the overall tour package or change of services where specific Suppliers will require cancellation fees. In the event that travellers need to change their travel dates, we will make every effort to accommodate the changes but Suppliers may still charge cancellation fees that will be passed on to the agent. In the case of date changes, subsequent cancellations will be charged based on the original departure date.

Cancellation charges are calculated as follows:
* Over 90 days before the departure date: loss of deposit.
* 89-60 days before the departure date: 30% of the tour price.
* 59-45 days before the departure date: 50% of the tour price.
* 44-16 days before the departure date: 75% of the tour price.
* Less than 15 days before the departure date or no-show: 100% of the tour price.

In some cases, Suppliers may impose stricter cancellation policies than those shown. In those cases, we will advise the agents before the booking is accepted.

Liability
The suppliers liability to tour members carried in its own vehicles is governed by the laws of the country in which the tour takes place.  All claims are subject to the jurisdiction of the courts of the country in which the cause of action arises.  Save where the suppliers provide their own vehicles for the transportation of tour members, the suppliers and their agents act only as agents of the passenger in all matters relating to hotel accommodation, sightseeing, tours, and transport, whether by aircraft, rail, road, motor coach, ship, boat, or any other means – and shall not be liable for any failure to perform, injury, delay, loss, or damage arising from or in connection with the provision of such hotel accommodation, sightseeing, tours, and transport save where such failure, injury, delay, loss, or damage is caused by the negligence of the suppliers.  The supplier’s maximum aggregate liability to each tour member for the negligence of or breach of contract by the suppliers shall not exceed the tour price. However, nothing in the conditions shall exclude, restrict, or limit the suppliers legal liability for death or personal injury resulting from the supplier’s negligence and against which liabilities the suppliers are insured.  The suppliers shall not in any event be liable for any unusual or unforeseeable event or circumstance beyond their control including (but not limited to) terrorist activities, social or labor unrest, mechanical or constructional difficulties, diseases, local laws, war, fire, or any act of government which results in loss, delay, damage, or injury to tour members.  The suppliers reserve the right to employ subcontractors to carry out all or any part of the tour and in that event, the terms of clause relating to the subcontractors liability shall apply.

Force majeure
The Suppliers shall not in any event be liable for any unusual or unforeseeable event or circumstance beyond their control including (but not limited to): terrorist activity, social or labour unrest, industrial dispute, mechanical or constructional difficulties, diseases, local laws, war or threat of war, natural or nuclear disaster, fire, adverse weather conditions or any act of government which results in loss, delay, damage, or the injury to tour members.

The Suppliers reserve the right to employ subcontractors to carry out all or any part of the tour and in that event, the terms and conditions relating to the subcontractors liability shall apply.

Alteration
The Safari Express Company/Suppliers reserve the right to cancel or alter the whole or any part of any tour at their sole discretion should circumstance or events make this necessary in the supplier’s reasonable opinion. On such occurrence, a suitable alternative will be offered and, if appropriate, a proportional refund will be made. The supplier’s liability to tour members for breach of contract or in the event of services not being provided as a result of negligence of the suppliers or their staff, is limited to the actual cost of such services to tour members. Any consequential or indirect costs resulting therefrom are excluded. The suppliers will use all reasonable endeavors to provide an alternative arrangement of equal value, subject to availability.

Insurance
The hazards of travelling in Africa may inevitably give rise to some risks and dangers. It is therefore a condition of booking that all tour members must have sufficient and appropriate travel insurance for the duration of their tour. Such insurance (which is not supplied by Safari Express Company) should fully cover all personal requirements including death, personal injury, medical expenses, evacuation and/or repatriation in the event of accident or illness, cancellation or curtailment of the tour and loss of, damage to, or theft of the tour members’ personal property. Some suppliers make pre-purchase of travel insurance a prerequisite to allowing them use of their services and facilities and may require evidence of travel insurance on arrival. This is common in Selous Game Reserve and Ruaha National Park.

Complaints
In the unlikely event that a tour member has a dispute whilst on safari this must immediately be brought to the attention (and put on record) of the Suppliers’ local representative, or the hotel, lodge or camp management. It is likely that the tour member’s complaint will be satisfactorily resolved there and then. If, however, this is not the case and the tour member wishes to pursue the matter on their return from safari, it is essential the complaint be communicated in writing to their relevant travel/tour operator within 14 days of their return, quoting holiday reference, departure date and destination. This complaint must reach us within 21 days of their return from their holiday. The ARP Group cannot entertain complaints where the tour member has not made reasonable effort to correct the dispute at the time of service.

Refunds will not be given for services not used at the decision of the tour member. All included meals must be taken during the times specified by the Suppliers. Should a tour member decide to change services before or during the safari, they will not receive credit for the unused service and will be asked to pay directly for any new services.

If a tour member is unfortunate enough to have personal property stolen or sustains injury or any disruption to their arrangements, the matter must immediately be reported to the local Agent or Supplier. Where necessary, the matter should also be reported to the nearest police station and a police report obtained and a copy of the report should be retained by the tour member.

Weather
Alpha Travel and its Suppliers may offer recommendations based on historical weather patterns. However, at no time does Alpha Travel or its Suppliers warrant any weather condition. With the current changes in weather patterns globally, travellers should be prepared for the possibility of weather conditions different from past experience.

Scheduled Safaris or Seat in Vehicle Travel
By nature of seat in vehicle travel, tour members often meet for the first time at the beginning of the trip. Tour members naturally come from different backgrounds and may have different cultural, political and spiritual beliefs. Agents are responsible for briefing tour members in advance that there will be others sharing the vehicle

Some travellers choose seat in vehicle trips to be in the company of others and as a way to meet other people. However, Safari Express Company cannot guarantee that all seat in vehicle programs will operate with other people, especially during off peak seasons.

All participants are expected to keep times as per the instructions of the driver-guidesand itinerary.

Children
Some Suppliers set age restrictions on allowing children use of their facilities and accommodation. Certain activities such as mountain climbing and tracking of chimps and gorillas also have age restrictions. Children travelling at discounted rates are not guaranteed a window seat. Children must be supervised by parents at all times.

Child Restrictions
No children under 7 years of age are accepted at the following properties: Treetops, The Ark or Mountain Lodge.

Refusal of Services
Alpha Travel and its Suppliers may, without recourse, disqualify tour members from receiving services if their actions, physical condition or mental state presents a danger to themselves or others. All costs related to disqualification must be born by the tour member.