For the purpose of this document, the ‘Company’ shall mean Spotlight Photo Safaris.
The ‘Client’ is the person who has signed the Booking form, accepting the quotation and confirming the booking of the safari. If a client signs on behalf of any member/s of his/her party, then the client accepts these terms and conditions on behalf of every member of his/her party as if they had specifically signed it
There is no binding contract between the Company and the Client until the following three conditions have been met:
1. The Waiver of Liability (included in the Client’s Welcome Package) has been signed and received by the Company.
2. A deposit of 20% of the full safari price has been received by the Company.
3. The Client has confirmed his/her acceptance of the TERMS AND CONDITIONS by signing the Waiver of Liability.
INCLUDED IN TOUR PRICE
1. ACCOMMODATIONS: As specified in the itinerary, or similar, will be provided in hotels, lodges and camps, based on two persons sharing a room with ensuite. The Company may substitute hotels, lodges, guesthouses and camps when they consider necessary or appropriate, but substitutions will be an upgrade or of equal value. Service charges and taxes are included.
2. MEALS: Three full meals are provided daily.
3. TRANSFERS: Airport pick-up upon arrival at Kilimanjaro (JRO) and delivery to the lodge of safari departure.
4. TRANSPORT: Two elongated Toyato pop-top Landcruisers, three photographers to a vehicle with unlimited refrigerated bottled water and soft drinks.
5. GUIDES: Two extremely knowledgeable English-speaking guides, one per vehicle.
6. TANZANIAN NATIONAL PARK and NGORONGORO CONSERVATION AREA ENTRANCE FEES
7. INTERNAL FLIGHT: These are overland safaris in one direction with a return flight from Seronera in the Serengeti to Kilimanjaro Airport on the day of the Client’s international departure. There is a strict Baggage Allowance on internal flights and the Client will be responsible for any excess.
8. FLYING DOCTOR SERVICE: Should anything major untoward happen while traveling remote, onsite medical aid will be rendered by the Flying Doctor Service. If evacuation to a medical facility is deemed necessary, the Flying Doctor Service will deliver the Client to the nearest medical treatment center. However, it will be the Client’s responsibility to arrange travel insurance prior to the safari to cover his/her treatment and medical expenses while at the facility and international evacuation home should it become necessary.
9. TRIBAL VISITS: We will visit three tribes: the Hadzabe Bushmen and the Datoga tribe of Lake Eyasi and a Maasai boma in the Ngorongoro Conservation Area.
10. OPEN BAR: Soft drinks, house wines, house beers and well drinks are unlimited. Premium call drinks are at the Client’s expense.
11. LAUNDRY: Full laundry service at Gibbs Farm and a subsidized laundry service at Four Seasons. This should be sufficient for the duration of the safari for most people. Additional laundry facilities are available along the way but will be at the expense of the Client.
12. GRATUITIES: All gratuities and donations (guides/drivers, accommodations, meals, bar, balloon safari, tribes and Maasai school donations) have been negotiated and, for the convenience of our Clients, are included in the overall safari price. Clients are invited to offer supplemental gratuities if they feel the service in any given situation was extraordinary, and they’re also encouraged to discuss with the Company Tour Leader should they feel the service was below standard and an adjustment should be made.
NOT INCLUDED IN TOUR PRICE
1. Domestic and international land and air transport to/from Kilimanjaro Airport (JRO) and the Client’s domicile.
2. Travel and Health Insurance
3. Costs associated with obtaining passport, Tanzanian visa, and required medication (e.g. malaria tablets) and inoculations
4. Excess baggage fees
5. Optional Serengeti Balloon Safari
6. Personal expenses including but not limited to telephone calls, mini-bar purchases, room service charges, personal snacks, souvenirs and any other incidental personal expenses
1. The price is in US dollars and is based on SIX PARTICIPANTS. Should the number of participants change, the trip price is subject to change accordingly.
2. The price is based on double occupancy. If a Client cancels in a double occupancy room, the remaining Client must pay the single supplement unless a replacement can be found.
3. Prices are also based on tariffs, government fees, exchange rates, supplier rates and airfares in effect at the time this agreement is signed by the Client. We reserve the right to alter prices quoted should inflation, costs of fuel, labor or materials, airfares or foreign exchange rates change. The Client will be notified in writing of such changes.
4. Should government entities raise national park or other fees after this agreement is made, we will also be forced to pass on the additional expense.
PAYMENTS (*A copy of the Payment Schedule is included in the Client’s Welcome Packet)
1. A booking fee of $500 is required to hold the Client’s place on his/her safari of choice .
2. A first payment of 20% (minus $500) is due within 10 days of being confirmed on the Client’s safari of choice. If the payment is not received by the Company within 10 days, it will be construed as a cancellation and the $500 booking fee will be forfeited.
3. A second payment of 30% must be received by the Company on or before the due date specified in the Payment Schedule.
4. The balance of 50% must be received by the Company on or before the due date specified in the Payment Schedule.
5. If the full amount is not received by the due date, the Company shall, at its discretion, treat the reservation as cancelled and initiate cancellation fees as outlined below. The Company will not be responsible for any additional costs – including personal expenses, lost land and/or air reservations or purchased tickets – incurred by the Client in preparing for their safari.
6. Late applicants may join the safari based on accommodation availability and the correct payment of funds.
1. All cancellations must be in writing and will be effective upon acknowledged receipt by the Company. The date of receipt by the Company will determine the cancellation charge.
2. Cancellation charges are as follows:
• 91 days or more prior to departure: $500 per traveler
• 90-75 days 50% of safari price
• 74-31 days 75% of safari price
• after 30 days 100% of safari price. No Refunds!
• Trip cancellation insurance is obligatory. No refunds will be issued for Clients departing the safari early or for any unused portion of the safari
1. Travel, cancellation and health insurance is compulsory, forms part of the conditions of booking and is solely the responsibility of the Client. The policy must be for the duration of the trip and must cover, among other things, personal injury, medical expenses, repatriation expenses, accidental death and disability, loss of luggage and personal effects, and expenses associated with the cancellation or curtailment of the safari. Should the Client fall ill, all hospital expenses, medical treatment, doctor’s fees and repatriation costs are the responsibility of the Client. The Company shall not be responsible for a refund of any unused portions of the safari.
2. The Company will not accept liability for loss or damage of the Client’s luggage or personal effects.
3. PLEASE NOTE: Most insurance companies require an insurer to purchase the policy within 14 days of the deposit in order to cover pre-existing conditions. Please visit these companies online at http://www.travelguard.com and http://www.allianztravelinsurance.com for further details.
1. The Client acknowledges an awareness of the proposed itinerary and accepts that there could be conditions for which they must be physically prepared. These conditions include, but are not limited to, stairs, short walks and vehicular transport over rough terrain for long stretches of time. The Client confirms that he or she is medically fit, in good physical and mental health and is able to undertake this safari.
2. The Client has previously acknowledged in the Registration Form any pre-existing medical conditions and must inform the Company of any relevant changes or additions to these conditions prior to commencement of the safari.
3. If the Client becomes unable to complete the tour due to intentionally undisclosed health conditions, he/she shall not be entitled to seek any refund or compensation whatsoever from the Company.
THE COMPANY AUTHORITY
1. Any decision made by the Company Tour Leader is final. The company shall not be held responsible for any Client who commits an illegal act. The Client shall in such circumstances be excluded from the safari without refund or compensation.
2. The Company Tour Leader, at his sole discretion, can decline to carry a Client further if he considers a client unsuitable for the safari due to mental or physical illness or if there is implied danger to any other Client or Company representative. If a Client causes severe inconvenience or annoyance to other Clients, the Company also has the authority of decline to carry the Client further, without refund. This will only happen in extreme cases where every other option to mitigate the circumstances has been first explored.