Accommodation terms and conditions
1 - OUR RESPONSIBILITIES
1.1 All information supplied by Bushtracks Africa, hereinafter referred to as the "Company", is given in good faith and to the best of our knowledge is accurate at the time of printing.
1.2.1 The Company accepts liability for any loss which you may sustain as a direct result of the negligence of one of its employees. It cannot accept any liability for the loss, death, injury or damage to persons, property or otherwise, or for actions of those concerned with any aspect of your safari arrangements over which it has no direct control. The Company does not own or operate any of the accommodation or transport, except for motor vehicles in Livingstone, Zambia (see paragraph 1.3), in connection with the safaris and has no direct control there on.
1.2.2 The Company has used its best efforts to retain the services of experienced, competent and trustworthy ground operators. As far as is possible the Company believes these operators will do their best to supply the agreed itinerary and services.
1.3 The Company owns and operates a transfer and tours business in Livingstone, Zambia. The Company is licensed to conduct such business by the Zambian authorities, abides by the safety regulations required by the Zambian authorities and is properly insured to carry out such operations.
2 - YOUR RESPONSIBILITY
2.1 You are responsible for your passport, visas, travel permits, travel insurance, health certificates, inoculations, international driving licences and any other documentation required for the trip.
3 - SAFETY
3.1 The Company reserves the right to decline to accept any person(s) on a trip, or to ask any participant(s) to withdraw from a trip, at any time, if that personís (s') actions are deemed, by the Company, not to be in the best interests of the health, safety or general welfare of others on the trip or of the individual(s) in question.
4 - BOOKING, CONFIRMATION AND PAYMENT
4.1 Bookings must be made in writing, either by email, facsimile or letter. These are to be confirmed by the Company, in writing, to you.
4.2 For bookings of 4 rooms or less full payment for the itinerary must be made thirty (30) days before departure. If payment has not been received by that date the Company shall be entitled, at its discretion, to treat the booking as cancelled by you and to levy cancellation charges.
4.3 For bookings of 5 rooms or more a 10% deposit must be sent to the Company to confirm the booking.
4.4 The balance is due no later than thirty (30) days prior to the itinerary departure. If the balance has not been received by that date the Company shall be entitled, at its discretion, to treat the booking as cancelled by you and to levy cancellation charges.
4.5 Any booking made within thirty (30) days of departure may be accepted, provided that space is available, payment in full is received and documents can be delivered prior to departure.
5 - THE LAND PRICE INCLUDES
5.1 Unless otherwise stated in the itinerary the land price includes all air charters as required; all transfers between airports, hotels, camps and lodges; all internal air fares; all accommodation, meals, excursions, guide fees, tours and activities.
6 - THE LAND PRICE DOES NOT INCLUDE
6.1 Unless otherwise stated the land price does not include: airport taxes; passport and visa charges; travel insurance; personal costs incurred such as laundry, drinks, excess baggage charges and communication costs; meals, hotels, transfers and other expenses outside the published itinerary; gratuities; international airfares and any other items not included in the published itinerary.
7 - ADDITIONAL CHARGES
7.1 Additional charges may be added in respect of exchange rates, taxes, increases in fuel costs, accommodation, park entrance fees, the cost of supplies or other unexpected additional charges.
7.2 You will be notified of any additional charges in writing as soon as is reasonably possible.
7.3 Additional charges must be paid at the time the final cost of the holiday is due or, if that date has passed, no later than seven (7) days after written notification of the additional charges has been received.
8 - HOLIDAY INSURANCE
8.1 Before departure the Company strongly recommends each client takes out adequate insurance to cover against the following risks:
*Accidental death and disability.
*Emergency medical evacuation.
*Loss of personal effects.
9 - ALTERATION BY YOU
9.1 If you wish to alter any tour prior to departure, the Company, upon written request, will make all reasonable efforts to effect such changes.
9.2 If an itinerary has been confirmed and you wish to change it the Company may, at its discretion, levy a reasonable charge per alteration and charge for communications and other costs that may be incurred.
10 - CANCELLATIONS BY YOU AND REFUNDS
We recommend you insure yourself against trip cancellation.
10.1 If you wish to cancel a booking it must be in writing and shall only be effective upon its acknowledged receipt by the Company. It is advisable to send your notice of cancellation by recorded delivery.
10.2 Cancellation charges shall apply in the following circumstances:
(i) For bookings of 4 rooms or less cancellation 31 days or more prior to itinerary departure date will incur US$50.00 per client handling fee.
(ii) For bookings of 4 rooms or less cancellation 30 days or less prior to itinerary departure date the total cost of the itinerary is forfeited.
(iii) For bookings of 5 rooms or more cancellations or reductions made between 180 and 46 days prior to itinerary departure date the deposit for the value of the booking cancelled will be forfeited. If the value reduced or cancelled is less then 20% of the total value then no penalty will be incurred.
(iv) For bookings of 5 rooms or more cancellation or reductions made 45 days or less prior to itinerary departure date the total cost of the value of the itineraries cancelled is forfeited.
10.3 For clients who fail to embark on the itinerary booked the Company is entitled to treat the booking as 'cancelled without having given the Company any notice'. The provisions of Paragraph 10.2(ii) and 10.2(iv) shall apply.
10.4 No refunds will be made for any unused tours, trips, meals, services, etc when these are included in the price of the safari nor, once the safari has started, can there be any refunds for cancelling part of the safari.
10.5 Additional cost incurred by Bushtracks prior to cancellation, regardless of the date of cancellation will be paid in full.
11 - ALTERATIONS OR CANCELLATION BY US
11.1 Once an itinerary has been confirmed the Company will not make any alteration to a tour without prior consultation with you and it will endeavour to offer suitable and comparable alternatives.
11.2 The Company must, however, reserve the right to alter the whole, or part, of a safari at its discretion. In the case of material change you will have the option of cancellation and a full refund of monies paid less reasonable expenses.
11.3 The Company will not materially alter any arrangements after an itinerary has been confirmed except in circumstances beyond its control. If, because of war or threat of war, riots, civil disturbances, strikes, natural or nuclear disasters, terrorist activities, technical problems with transportation, closure of airports, alteration or cancellation of scheduled services or other events amounting to force majeure, any safari has to be modified or cancelled the Company will endeavour to offer suitable and comparable alternatives.
11.4 It should be borne in mind that the Company reserves the right, and is sometimes obliged by changing conditions, to change routes and choice of camps on the safaris. Such conditions may be brought about by seasonal rainfall on tracks and in game areas, or by game migrating from one region to another. No additional charges will be made or refunds allowed for any such changes.
12 - OVERBOOKING AND UNDER-BOOKING
12.1 The Company will take all reasonable steps to ensure that holiday arrangements and accommodation are not cancelled or altered as a result of overbooking or under-booking. If all, or parts, of an itinerary are cancelled by a supplier or suppliers before your departure the Company will inform you immediately and use its best endeavours to offer a suitable alternative.
13 - CARRIAGE BY LAND, SEA AND AIR
13.1 Carriage by land, sea and air is subject to the terms and conditions of the carrier with whom you travel and to international conventions some of which may limit liability.
13.2 Land, sea and air travel is also subject to operational decisions by carriers and air and sea ports which may result in cancellation, delays or diversions over which the Company has no control and for which the Company accepts no liability.
13.3 Temporary or permanent loss of baggage is the responsibility of the carrier and the client.
14 - TERMS AND CONDITIONS
14.1 These Terms and Conditions govern the relationship between you and Bushtracks Africa to the total exclusion of any other terms and conditions. When you sign this agreement or pay a deposit or final payment you are acknowledging that these Terms
and Conditions have been understood.
Tours & transfers terms and conditions
AGREEMENT WITH BUSHTRACKS AFRICA
Many thanks for helping us promote Zambia and the Victoria Falls/Chobe region. Our products are outlined in the Descriptions and Rate sheet attached. Please note this contract includes the terms and conditions on the rate sheet and certain policies listed in the descriptions attached. All of these activities can be booked through Bushtracks. Child policies are covered individually in the descriptions. Please always double check the GROUP policies, as these differ on size of group and the activity they are enjoying. Please always request for the specific terms and conditions relevant to your groupís activities.
The rates accompanying this contract are only valid under the following terms and conditions:
Bookings must be made in writing, either by email, fax or letter. These must be acknowledged and confirmed by Bushtracks in writing to you. Bushtracks Central Reservations email is email@example.com
TERMS AND CONDITIONS:
All prices are quoted and payable in United States dollars.
Rates are net and non-commissionable.
All tours are based on a minimum of two pax unless a greater number indicated.
All Botswana transfers are based on a minimum of two pax.
Children under 12years half price, children under 2years free except Chobe Day trips and Livingstone Island activities. Children under 12 years are NOT recommended for Chobe Day trip unless by special request.
Visa fees, where applicable, are not included in the prices on the rate sheet.
In all tours the pick up of guests within the Livingstone and Victoria Falls area are included in the price. Lodges situate outside the Livingstone Town will be subject to additional transfer charges.
Livingstone Island launch site is from the Royal Livingstone so Sun residents do not pay transfer fees.
Private services of vehicles and boats will be charged according to the vehicle or boat capacity.
The Victoria Falls Tour entrance fee for Sun Residents is included in the accommodation price.
The Victoria Falls Tour entrance fee for Non Residents is included in the Bushtracks price.
The Falls Tour entrance fee on the Zimbabwe side is NOT included.
Please note we reserve the right to cancel at any time, a tour booked due to rain, closure by national parks or any other unforeseen event.
Prices may be subject to change without notice should operating costs rise beyond our control.
Refunds are offset against future bookings. If you prefer bank transfers, a minimum bank fee of US$50 is your cost.
Guest list are to be provided 4 weeks prior to date of travel.
Tour Leader/s is/are to be indicated as such or they will be charged for (see complimentary notes).
Children aged under 12 years or under 2 years should be clearly indicated as such or they will be charged as adults.
Fixed departure dates to be given one year in advance.
Guest list: to be provided 4 weeks prior to date of travel. (Any updates after this time must be received 24 hours before arrival in writing).
Tour leaders for groups 20+are to be indicated as such or they will be charged for (see complimentary notes).
Children aged under 12 years or under 2 years should be clearly indicated as such or they will be charged as adults.
Cancellations must be received and acknowledged in writing. The following conditions apply:
GROUP/GROUP SERIES CANCELATION POLICY:
Any reduction in numbers 4 weeks prior to arrival will be charged a 100% cancellation fee/non transferable fee. N.B. that non-Bushtracks activities (as indicated in the rate sheets) have different cancellation policies and they depend on the size of the group. Please always check, as they are too numerous to include here.
FITs' CANCELATION POLICY:
Tours and transfers attract a 100% cancellation fee if not advised 12 hours before pick up time in writing
1) Bushtracks Africa products: Children under 12 years are half price, children under 2years free except for Chobe Day trip which are not recommended for children and who will be charged at full fare if special authorisation is granted.
2) Non Bushtracks Products (i.e. under activities tab on rate sheet) please see descriptions for minimum age requirements and payments due.
(Bushtracks Products Only)
∑ TOUR LEADER/S: 1 x Bona fide Tour Leader per 20 paying pax.
∑ CREW: complimentary transfers IF traveling with the group
∑ FAMILIARISATIONS: for existing agents will be given complimentary on core products
∑ Groups: 20 plus -10% to confirm booking; 90% - 4 weeks before date of travel
∑ FITS: 19 or less 100% - 2 weeks before date of travel
∑ Failure to pay before your guests arrive will result in cancellation.
∑ Accounts running over the credit period will have credit facilities reviewed/removed
∑ Discrepancies to be indicated prior to the date of travel and emailed/faxed to the accounts department for reconciling, then included in the following months payment
∑ Any account running for more than 60 days will be closed permanently
∑ Please fax Deposit slips through to confirm payment to +27 11 4690687
∑ A Remittance Advice should always be emailed or faxed at the time of payment to allow for correct payment to invoice allocation to your account.
∑ Any refunds due if not set off against future bookings are subject to Mauritius Bank transfer charges (currently a minimum of US$50 per transfer)
∑ All payment to be received into our Mauritius account at the US$ invoiced amount in order to confirm bookings
BUSHTRACKS AFRICA BANK DETAILS:
The Mauritius Commercial Bank
Account Number: 011900784
Swift Code: MCBLMUMU
IBan Code: MU63MCBL0901000001900784000USD
C/o Schindlers Trust Mauritius Limited, 2nd Floor, Block B, Medine Mews, Chaussee Street, Port-Louis, Mauritius
You are responsible for clientís passport validity, visas, travel permits, travel insurance, health certificates, inoculations and any other documentation required for the trip. The system of ĎManifestsí for the waiver of visa fees has been withdrawn by the Department of Immigration and travellers are strongly advised to obtain visas prior to travel. Full Visa payments in US$ Cash and in the correct denominations will be your responsibility.
Please initial each page of the agreement, sign, name and date where indicated thus confirming your agreement to the full the contents of this letter.