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Booking Conditions
Please review our booking conditions carefully before confirming your reservation. These terms outline payment requirements, cancellation policies, travel responsibilities, and other important information to help ensure a smooth and enjoyable travel experience with Vafe Safaris.
1. Booking Confirmation
All bookings are considered confirmed only after Vafe Tours & Safaris has issued written confirmation and received the required deposit. Availability of accommodation, park permits, guides, transportation, flights, ferries, and other services remains subject to confirmation at the time of booking.
3. Payment Methods
We accept payments via bank transfer, credit or debit cards, and approved mobile payment methods where available. Clients are responsible for any bank charges, transaction fees, card processing fees, or currency conversion costs associated with their payment.
2. Deposit & Payment Terms
A deposit of 30%–40% of the total tour cost is required to secure and confirm any safari, trekking, or tour booking. The remaining balance must be paid no later than 30–45 days before the tour commencement date. For bookings made within 30 days of departure, full payment is required immediately. Failure to complete payment by the specified deadline may result in cancellation of the booking and forfeiture of the deposit.
4. Cancellation Policy
All cancellation requests must be submitted in writing. Cancellations made more than 60 days before arrival are eligible for an 80% refund of the deposit, with a 20% handling fee retained. Cancellations made between 30 and 59 days before arrival are eligible for a 50% refund, while cancellations made between 15 and 29 days before arrival qualify for a 25% refund. No refunds are available for cancellations made less than 15 days before arrival. No-shows, unused services, and early departures are non-refundable. Certain services such as park fees, domestic flights, and accommodations may be subject to separate supplier cancellation policies.
5. Changes & Amendments
Requests to modify confirmed bookings, including travel dates, accommodation, itinerary, or other services, are subject to availability and may incur additional charges. Administrative fees and supplier-imposed costs may also apply depending on the nature of the requested change.
7. Pricing Policy
All prices are quoted in United States Dollars (USD) unless otherwise stated. Prices may be adjusted before booking confirmation due to changes in government taxes, park fees, fuel surcharges, supplier costs, or currency fluctuations. Once a booking has been confirmed, the agreed price will generally remain unchanged except in exceptional circumstances beyond our control.
6. Travel Insurance
All clients are strongly encouraged, and in some cases may be required, to obtain comprehensive travel insurance before traveling. Insurance coverage should include medical emergencies, trip cancellation or interruption, personal injury, lost or delayed luggage, theft, and emergency evacuation, particularly for safari activities and Mount Kilimanjaro trekking expeditions.
8. Accommodation & Services
Accommodation will be provided according to the category selected by the client, whether budget, mid-range, or luxury, and remains subject to availability. In rare situations where a confirmed property becomes unavailable, Vafe Tours & Safaris reserves the right to provide alternative accommodation of an equal or higher standard without additional cost to the client.
9. Client Responsibilities
Clients are responsible for ensuring that they possess valid passports, visas, health certificates, vaccination records, and any other required travel documentation. Clients must also comply with local laws, park regulations, guide instructions, and wildlife safety guidelines throughout their journey.
11. Liability Disclaimer
Vafe Tours & Safaris acts as an intermediary between clients and independent service providers, including hotels, airlines, transport operators, and park authorities. While every effort is made to ensure a safe and enjoyable experience, we cannot be held liable for delays, accidents, losses, injuries, or additional expenses arising from the actions or failures of third-party providers, weather conditions, wildlife encounters, road conditions, government actions, or other circumstances beyond our reasonable control.
10. Health & Fitness
Clients are responsible for ensuring they are medically and physically fit to participate in their chosen itinerary. This is particularly important for physically demanding activities such as Mount Kilimanjaro trekking. Vafe Tours & Safaris cannot be held responsible for health issues, injuries, or medical complications resulting from pre-existing conditions or insufficient physical preparation.
12. Force Majeure
Vafe Tours & Safaris shall not be liable for cancellations, delays, or disruptions caused by events beyond our control, including but not limited to natural disasters, severe weather conditions, pandemics, government restrictions, border closures, civil unrest, strikes, or other force majeure events. In such situations, we will make reasonable efforts to assist clients with alternative arrangements whenever possible.
13. Complaints
Any concerns or complaints should be reported immediately to your guide, driver, or our operations team during the tour so that corrective action can be taken promptly. If the matter remains unresolved, a written complaint must be submitted within 14 days of the completion of the tour for review and consideration.
14. Photography & Marketing
Unless otherwise requested in writing before the tour begins, Vafe Tours & Safaris reserves the right to use photographs and videos taken during tours for promotional, marketing, and advertising purposes. Personal information will not be disclosed without the client's consent.
Acceptance of Terms
By making a booking, paying a deposit, or completing any payment toward a tour, clients acknowledge that they have read, understood, and agreed to these Booking Conditions and accept them in their entirety.
Vafe Safaris
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