Terms & Conditions for booking a trail or safari
BOOKING PROCEDURE
To process a reservation we will send you a booking form, which serves as a guarantee of payment. The liability we incur for cancellation fees should the booking be cancelled on your behalf, necessitates this.
DEPOSIT & PAYMENT
All reservations will be confirmed on acceptance of your 50% deposit. The remaining payment shall be due 8 weeks prior to the departure date.
CANCELLATION
If the full payment has not been received 6 weeks prior to departure, we will release your reservation. If a booking is cancelled, Alan McSmith Safaris shall retain the full deposit. On cancellation the following policy applies:
INSURANCE
It is a condition of booking that the sole responsibility lies with the client to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependants and travelling companions for the duration of their tour to Africa. This insurance should include coverage in respect of, but not limited to, the following eventualities: cancellation or curtailment of the safari, emergency evacuation expenses, medical expenses, repatriation expenses, damage, theft or loss of personal baggage, money and goods. Alan McSmith Safaris will take no responsibility for any costs for losses incurred or suffered by the client, or client’s dependants or travelling companions, with regards to, but not limited to, any of the above mentioned eventualities. Clients will be charged directly by the relevant service providers for any emergency services they may require, and may find themselves in a position unable to access such services should they not be carrying the relevant insurance coverage.
MEDICAL INFORMATION / LIABILITY RELEASE
Participation on a safari or tour to Southern Africa requires that you be in generally good health. All clients must understand that while a high level of fitness is not required, a measure of physical activity is involved in the form of walking and tracking. It is essential that persons with any medical problems and/or related dietary restrictions make them known to us well before departure. Anti-malaria precautions should be taken, and these are the sole responsibility of the client. Any required inoculations must be recorded by the client’s health practitioner on a valid vaccination certificate which the client must carry in his/her possession throughout the tour. Alan McSmith Safaris will not assume responsibility for the accuracy of any medical information. You should consult your doctor or pharmacist for up to date requirements and personal recommendations.
By signing the booking form, the client certifies that he/she does not knowingly have any physical or other conditions of disability that would create a risk for him/her or other tour participants.
PRICE
The tariff is valid at the time of quotation but is dependant on currency fluctuations, accommodation and airfare increases. In the unlikely event of an unscheduled extension of an itinerary caused by flight delays, weather, strikes or any other matter beyond our control, we are not liable for any extra expenses incurred. Until final payment has been received, all prices are subject to change and any rebates due because of currency fluctuations will be communicated to you.
GOVERNMENT TAXES
Any increase in government taxes affecting costs included in the tour price will be passed through and paid for by the traveller. Any increase in the tour price due to a government tax rate hike shall not be sufficient grounds for any refund of fees already paid for the tour.
PASSPORTS & VISAS
The onus would be on our clients to ensure that all passports and valid and visa requirements are in order. You are required to have two empty (not endorsed) pages in your passport.
AIRFARES & DELAYS
Airfares are subject to change without notice prior to ticketing. Note that intra-Africa airfares, whether included in your total trip cost or quoted to you separately, may become due and payable in full to Alan McSmith Safaris at any time after your initial deposit in order for us to secure ticketing for these flights as required by the airline. Alan McSmith Safaris are not responsible for any airline schedule or airfare changes, cancellations, overbooking or damage or loss of baggage and property to the extent that such items are beyond its control. Any and all claims for any loss or injury suffered on any airline must be made directly with the airline involved and not Alan McSmith Safaris. Air schedule changes may necessitate additional nights being added to your tour. Provided these schedule changes are beyond the control of Alan McSmith Safaris, any resulting additional costs must be borne by the client. Alan McSmith Safaris cannot be held liable for any delays or additional costs incurred as a result of airlines not running to schedule.
ITINERARY CHANGES
Although every effort is made to adhere to schedules, it should be noted that the tour operators in Africa may be obliged to occasionally change routes and camps on safaris as dictated by changing conditions. Seasonal rainfall, bush fires or other natural occurrences may bring about such conditions. Airlines, aircraft specific flights and other transfers may also need to be changed for various reasons. Alan McSmith Safaris shall not be held responsible for such itinerary changes as discussed above and shall not be held liable for any refund, provided such changes are beyond the control of Alan McSmith Safaris.
LUGGAGE
For safety and because space is restricted, baggage in the charter aircrafts commonly used to transport clients to and from safari camps is restricted to a maximum of 12 kg per person in a soft bag (20 kg within Botswana and Namibia). This includes camera equipment and carry-on baggage. Should guests arrive with excess baggage without prior warning, their baggage could be delayed, as our operators in Africa may then have to fly the baggage into camps at a later stage at considerable extra cost to the guest. However, should the guests know in advance that their baggage will exceed the limit, we can usually make arrangements to book an extra seat for the bags on the aircraft, at an additional cost.
WILD ANIMALS
Please be aware that our safaris may take you into close contact with wild animals. Attacks by wild animals are rare, but no safari into the African wilderness can guarantee that this will not occur. Alan McSmith Safaris cannot be held responsible for any injury or incident on the safari. Please note that the majority of our trails/ safaris are to areas that are wild and unfenced and that wildlife does move freely in and around the camps/ camp sites. Always follow the safety instructions from the camp's staff with regards to moving to and from your tent and while on game activities throughout your safari.
NOT INCLUDED
Varies by itinerary but it is clearly outlined in the quotation: Insurance to cover for cancellation and curtailment, medical, baggage, money, and emergency evacuation; beverages in certain areas; personal laundry at certain camps; gratuities to guides, paddlers and to camp staff; any excursion not related to the trail; extra nights in Johannesburg as specified in quotation.
LIMITATIONS OF LIABILITY
Alan McSmith Safaris, its owners, and employees give notice that they act only as the agent for the owners, contractors, and suppliers providing means of transportation and/or all other related travel services and that they assume no responsibility, howsoever caused, excepting its own negligence or wilful misconduct, for injury, death, loss, or damage to person or property, delay or change in air or other services, howsoever caused, irregularity, inconvenience or additional expenses in connection with any service resulting directly or indirectly from: defect of any vehicle, act of God, act of war, insurrection, revolt, terrorism, government restrictions and regulations, or other civil uprisings or disturbances, military action, quarantines, strikes, weather, sickness, wars, detention, annoyance, delays, thefts, pilferage, force majeure, wild animals, failure of any means of conveyance to arrive or depart as scheduled, travel advisories, discrepancies or changes in transit, hotel and other services over which it has no control, occurring in either the country of origin, destination or through passage, or through the acts or default of any third party company or persons engaged in conveying the passengers or in carrying out the arrangements of the tour, except for such losses caused by the negligence or wilful misconduct of Alan McSmith Safaris may not be held responsible for any loss or damage to luggage, before, during, or after the tour program.
Upon advancement of deposit to Alan McSmith Safaris, the depositor acknowledges that he/she has read and understands the above recited terms and conditions, and agrees to be bound by them.
On advancement of tour deposit to Alan McSmith Safaris, the depositor therefore agrees to be bound by the above recited terms and conditions.
To process a reservation we will send you a booking form, which serves as a guarantee of payment. The liability we incur for cancellation fees should the booking be cancelled on your behalf, necessitates this.
DEPOSIT & PAYMENT
All reservations will be confirmed on acceptance of your 50% deposit. The remaining payment shall be due 8 weeks prior to the departure date.
CANCELLATION
If the full payment has not been received 6 weeks prior to departure, we will release your reservation. If a booking is cancelled, Alan McSmith Safaris shall retain the full deposit. On cancellation the following policy applies:
- Non refundable deposit of 30%
- If 8 weeks or more notice is given, 60% of the total fare
- Less than 4 weeks notice: 100% of the total fare
INSURANCE
It is a condition of booking that the sole responsibility lies with the client to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependants and travelling companions for the duration of their tour to Africa. This insurance should include coverage in respect of, but not limited to, the following eventualities: cancellation or curtailment of the safari, emergency evacuation expenses, medical expenses, repatriation expenses, damage, theft or loss of personal baggage, money and goods. Alan McSmith Safaris will take no responsibility for any costs for losses incurred or suffered by the client, or client’s dependants or travelling companions, with regards to, but not limited to, any of the above mentioned eventualities. Clients will be charged directly by the relevant service providers for any emergency services they may require, and may find themselves in a position unable to access such services should they not be carrying the relevant insurance coverage.
MEDICAL INFORMATION / LIABILITY RELEASE
Participation on a safari or tour to Southern Africa requires that you be in generally good health. All clients must understand that while a high level of fitness is not required, a measure of physical activity is involved in the form of walking and tracking. It is essential that persons with any medical problems and/or related dietary restrictions make them known to us well before departure. Anti-malaria precautions should be taken, and these are the sole responsibility of the client. Any required inoculations must be recorded by the client’s health practitioner on a valid vaccination certificate which the client must carry in his/her possession throughout the tour. Alan McSmith Safaris will not assume responsibility for the accuracy of any medical information. You should consult your doctor or pharmacist for up to date requirements and personal recommendations.
By signing the booking form, the client certifies that he/she does not knowingly have any physical or other conditions of disability that would create a risk for him/her or other tour participants.
PRICE
The tariff is valid at the time of quotation but is dependant on currency fluctuations, accommodation and airfare increases. In the unlikely event of an unscheduled extension of an itinerary caused by flight delays, weather, strikes or any other matter beyond our control, we are not liable for any extra expenses incurred. Until final payment has been received, all prices are subject to change and any rebates due because of currency fluctuations will be communicated to you.
GOVERNMENT TAXES
Any increase in government taxes affecting costs included in the tour price will be passed through and paid for by the traveller. Any increase in the tour price due to a government tax rate hike shall not be sufficient grounds for any refund of fees already paid for the tour.
PASSPORTS & VISAS
The onus would be on our clients to ensure that all passports and valid and visa requirements are in order. You are required to have two empty (not endorsed) pages in your passport.
AIRFARES & DELAYS
Airfares are subject to change without notice prior to ticketing. Note that intra-Africa airfares, whether included in your total trip cost or quoted to you separately, may become due and payable in full to Alan McSmith Safaris at any time after your initial deposit in order for us to secure ticketing for these flights as required by the airline. Alan McSmith Safaris are not responsible for any airline schedule or airfare changes, cancellations, overbooking or damage or loss of baggage and property to the extent that such items are beyond its control. Any and all claims for any loss or injury suffered on any airline must be made directly with the airline involved and not Alan McSmith Safaris. Air schedule changes may necessitate additional nights being added to your tour. Provided these schedule changes are beyond the control of Alan McSmith Safaris, any resulting additional costs must be borne by the client. Alan McSmith Safaris cannot be held liable for any delays or additional costs incurred as a result of airlines not running to schedule.
ITINERARY CHANGES
Although every effort is made to adhere to schedules, it should be noted that the tour operators in Africa may be obliged to occasionally change routes and camps on safaris as dictated by changing conditions. Seasonal rainfall, bush fires or other natural occurrences may bring about such conditions. Airlines, aircraft specific flights and other transfers may also need to be changed for various reasons. Alan McSmith Safaris shall not be held responsible for such itinerary changes as discussed above and shall not be held liable for any refund, provided such changes are beyond the control of Alan McSmith Safaris.
LUGGAGE
For safety and because space is restricted, baggage in the charter aircrafts commonly used to transport clients to and from safari camps is restricted to a maximum of 12 kg per person in a soft bag (20 kg within Botswana and Namibia). This includes camera equipment and carry-on baggage. Should guests arrive with excess baggage without prior warning, their baggage could be delayed, as our operators in Africa may then have to fly the baggage into camps at a later stage at considerable extra cost to the guest. However, should the guests know in advance that their baggage will exceed the limit, we can usually make arrangements to book an extra seat for the bags on the aircraft, at an additional cost.
WILD ANIMALS
Please be aware that our safaris may take you into close contact with wild animals. Attacks by wild animals are rare, but no safari into the African wilderness can guarantee that this will not occur. Alan McSmith Safaris cannot be held responsible for any injury or incident on the safari. Please note that the majority of our trails/ safaris are to areas that are wild and unfenced and that wildlife does move freely in and around the camps/ camp sites. Always follow the safety instructions from the camp's staff with regards to moving to and from your tent and while on game activities throughout your safari.
NOT INCLUDED
Varies by itinerary but it is clearly outlined in the quotation: Insurance to cover for cancellation and curtailment, medical, baggage, money, and emergency evacuation; beverages in certain areas; personal laundry at certain camps; gratuities to guides, paddlers and to camp staff; any excursion not related to the trail; extra nights in Johannesburg as specified in quotation.
LIMITATIONS OF LIABILITY
Alan McSmith Safaris, its owners, and employees give notice that they act only as the agent for the owners, contractors, and suppliers providing means of transportation and/or all other related travel services and that they assume no responsibility, howsoever caused, excepting its own negligence or wilful misconduct, for injury, death, loss, or damage to person or property, delay or change in air or other services, howsoever caused, irregularity, inconvenience or additional expenses in connection with any service resulting directly or indirectly from: defect of any vehicle, act of God, act of war, insurrection, revolt, terrorism, government restrictions and regulations, or other civil uprisings or disturbances, military action, quarantines, strikes, weather, sickness, wars, detention, annoyance, delays, thefts, pilferage, force majeure, wild animals, failure of any means of conveyance to arrive or depart as scheduled, travel advisories, discrepancies or changes in transit, hotel and other services over which it has no control, occurring in either the country of origin, destination or through passage, or through the acts or default of any third party company or persons engaged in conveying the passengers or in carrying out the arrangements of the tour, except for such losses caused by the negligence or wilful misconduct of Alan McSmith Safaris may not be held responsible for any loss or damage to luggage, before, during, or after the tour program.
Upon advancement of deposit to Alan McSmith Safaris, the depositor acknowledges that he/she has read and understands the above recited terms and conditions, and agrees to be bound by them.
On advancement of tour deposit to Alan McSmith Safaris, the depositor therefore agrees to be bound by the above recited terms and conditions.