Booking Terms , Payments terms and Cancellations terms
Travel Wise Safari Terms and Conditions
Acceptance of Terms and Conditions
By making a booking with Travel Wise Safari you acknowledge and accept the following Terms and Conditions.
a) Making a booking
Booking a safari or tour involves a collaborative process. Once you have found us and communicated your preferences, we will engage in discussions to finalize the tour details and recommended package that best suits your needs.
Once we have agreed upon the tour and provided you with a quote, we will send you payment details to secure your booking with a deposit. After receiving your deposit, we will send you a confirmation for the tour.
We will also provide you with forms to fill out, including details such as inbound flights and dietary restrictions. Our Registration Form allows limited special requests to be included in the contract, such as dietary restrictions. We will do our best to accommodate such requests and will communicate in advance if we are unable to fulfill them.
Any requests made outside of the Registration Form will not be considered part of the contract, regardless of any prior communication. The Company reserves the right to decline a booking at any time between the booking and the delivery of receipt paperwork to the client or client representative.
b) Price Guarantee
Once you have made a booking and paid the deposit, we guarantee to honor the prices for each item shown on your quotation, except for the following:
Estimated price increases: If we don't have exact prices from suppliers yet, we may include an estimated price increase. The client is responsible for covering such increases up to twice the estimated amount.
Government-regulated fees and taxes: Changes in national park fees and taxes in Tanzania may result in additional charges for the client.
Fuel surcharges: Fluctuations in fuel costs may lead to additional charges for the client.
Major errors: In case of a significant undercharge in our quotation, we reserve the right to withdraw the offer.
Exchange rate fluctuations: Rarely, suppliers may impose an exchange rate surcharge due to large currency movements. The client is responsible for paying any additional charges of this nature.
Payment schedules are as follows:
Camping safari bookings: 15% deposit payment is required.
Safari in Lodges bookings: 30% deposit payment is required.
Tailor-made option bookings: Deposit payments ranging from 10% to 70% may be requested.
Final payments can be made upon arrival, preferably in cash.
Payment methods accepted include bank wire/transfer, credit cards, and online payments (e.g., PesaPal). We will provide our banking details to facilitate the payment process. Please note that all payments should be made to company accounts in Tanzania, as we do not have offshore accounts.
If multiple individuals within a group are making separate payments, the group leader remains financially responsible for the entire trip. Relevant information should be communicated through the group leader.
Payment and Invoices
All payments and installments must be settled before the tour start date. Upon making a payment via bank/wire transfer, clients should email a copy of the bank receipt to the Company for confirmation. Any costs associated with payment, such as credit card surcharges or wire transfer charges, are the responsibility of the clients.
All quotations provided by us are in US dollars (USD), Euros (EUR), and Tanzanian shillings (TZS). We accept cash payments in US dollars, preferably, but also accept Euros and Pound sterling. Customers are required to make payment in any of the mentioned currencies through a bank transfer directly into our bank account. Our banking details will be provided to facilitate the payment process.
Tour Element Modifications
a) Changes by the Company The payment duties mentioned for the client or client representative are based on the assumption that the trip can be booked as quoted. While we make every effort to adhere to all itineraries, Safari Soles Tours reserves the right to make changes to the itinerary for the convenience of the client. In the unlikely event of an unscheduled tour delay, itinerary alteration, or extension caused by factors beyond our control, such as flight delays, bad weather, strikes, civil unrest, or other reasons, the client is responsible for any expenses incurred during the delay or alteration (including hotel accommodations, meals, flight change fees, etc.). We strongly recommend that all clients obtain insurance coverage to protect against such events.
In group tours where clients have different package options and matching a group becomes challenging, the company may modify the itinerary without affecting the overall duration or destinations to accommodate other group members. For example, if an itinerary is set to visit parks A, B, and C in that order, it may be adjusted to start with park C, then B, and lastly A if some clients opt for a different combination.
Sometimes, due to factors like availability of rooms or unforeseen issues such as lodge or road damage caused by natural disasters (fire and floods), we may not be able to book the trip exactly as quoted. In such cases, all payment obligations are waived. However, we reserve the right to make minor modifications to the trip during the booking process that do not impact the legal contract and payment obligations of the client. These minor modifications include:
Replacing up to two lodges/hotels within the trip with lodges deemed interchangeable by the company.
Rearranging the order of lodge/hotel nights within the trip.
Adjusting the number of nights spent at each lodge/hotel within the trip.
Changing the transportation provider from one supplier to another.
Such changes are relatively uncommon, as by the final quote stage most elements of the trip will either be available or on hold with the suppliers. These conditions prevent customers from using minor changes on the invoice as a reason to cancel the entire trip without paying cancellation charges. Any changes resulting in a price reduction will be reflected in the final cost. For changes that result in a price increase, we will either seek permission from the client or absorb the additional cost and continue offering the trip at the agreed price. The client must accept changes arising from errors or omissions on the trip paperwork, except for errors or omissions that could not reasonably be identified by the group leader.
b) Changes by the Client or Client Representative If the client wishes to make changes to their booking after payment and deposits have been received, an amendment fee will usually apply to cover additional administration costs. Itinerary changes can involve significant time and administration expenses, so it is best to avoid changes if possible. Standard cancellation charges will apply if the changes involve canceling any element of the booking. Adding to an existing booking can usually be done without an amendment charge.
If individuals cancel less than (10 days) prior to tour they will forfeit tour fees. Consideration for a refund can be made in extraordinary circumstances that can be proven.
If individuals cancel before (10 days) to tour date, a refund (with exception of lodging tours which refund will be subject to the lodgings policies) will be made (less bank transaction costs).
exchanges are allowed and no refunds will be given for individual tours cancelled. It is a requirement that you purchase full insurance coverage for the tour package and airline tickets to protect you in the event of cancellation or alteration.
In some cases, credit note on deposit made will be provided to client, this mostly to bookings made in shoulder seasons
b) Changes and cancellations by the Company.
Very occasionally we may experience the failure of a supplier, or more commonly, the inability of a seller to deliver an approved service. One example is the inability of a safari operator to put a mobile camp out into the field due to a change in park regulations, the closure of a road or border or extreme weather conditions.
A more common but still relatively rare occurrence is an error being made during the bookings process, either by ourselves or our suppliers, which leads to a lack of availability for a particular element of the trip. In both cases we will attempt to replace the service with an equal, which would not impact on the status of the booking and its payment and delivery responsibilities. In some cases, this may not be possible and we will need to seek your agreement to a more significant change.
Safari soles tours reserves the right in dangerous cases to cancel a tour at any time prior to departure if due to terrorism, natural disasters, political instability or any reason whatsoever it is not viable for us to operate the planned itinerary. The refund of all land payments received shall release the Company from any further liability.
The Company is not responsible for any incidental expenses that you may have suffered as a result of your booking such as visa fees, vaccinations, non-refundable air tickets, etc.
Travel and Medical Insurance is recommended for all Travel wise safari participants. Your policy must include coverage for trip cancellation or limitation, medical expenses arising from illness or accident before or during the trip, evacuation and repatriation in case of emergency, death, any loss or theft of baggage, money or personal effects.
Clients are responsible for their own insurance and Safari soles tours is not legally liable or responsible in the event a guest fails to take out adequate insurance coverage. All sporting activities undertaken by clients are of their own choice and at their own risk. These include such activities as para-sailing, scuba diving, mountain climbing, all other water sports, horse-riding, etc. We advise clients to review their insurance policies carefully as many policies will not cover injuries sustained in a high-risk activity. Travel insurance is also one of the most important aspect of protecting your trip in case of failure or cancellation, so please make sure that you have it in place from the moment that you first make your booking and covering the whole period before, during and after travel.
Tour Suitability and Inappropriate Behaviour.
We reserve the right in our absolute discretion to terminate without notice the trip arrangements of any customer whose behaviour is such that it does or is likely, in our reasonable opinion, or in the opinion of any operator or the authorities, to cause distress, damage, danger or annoyance to any third party or the customer, or to cause damage to property or is illegal.
Our trips can be physically demanding. It is your responsibility to disclose an accurate account of any limitations in your mobility and all other relevant information relating to your health and fitness at the time of booking. You must also advise us of any change to your level of mobility or health and fitness between booking and starting your trip.
We reserve the right in our absolute discretion to terminate without notice the trip arrangements of any customer who is likely, in our reasonable opinion, or in the opinion of any operator or any other person in authority, to be unable to cope adequately with the demands of the trip. In either of these circumstances all our obligations to you under this contract or otherwise shall cease, full cancellation charges apply and we shall not be liable for any refund, compensation or costs incurred by you whatsoever.
Problems arising during a trip.
If problems arise during a trip, then the customers are requested to make the Company and/or your guide or its agents aware of the details of any such problems as soon as possible in order that corrective action can be taken.
Usually we can act fast to resolve any such problem satisfactorily. Claims arising from problems through which the customer has suffered in silence and not given us the chance to correct, only to issue a complaint well after the event, will not be entertained.
In dealing with a real complaint post trip, any evidence that you are able to gather at the time will be most helpful, especially photographs. Please bear in mind that when determining whether a refund is due, we will need to negotiate with the supplier in question after your return, so any concessions that you are able to obtain from them directly can also come in very handy in reaching an expedient solution.
Liabilities and their limitations.
Neither Safari soles tours nor any person or agent acting for, through or on behalf of the Company shall be liable for any claims, losses, damages, injuries, death, costs, expenses, delays, inconvenience due to delay or change in schedule, overbooking of accommodation, default of any third party, attacks by wild or domestic animals, epidemics or threat thereof, sickness, the lack of appropriate medical care, evacuation to same if necessary, weather, strikes, acts of god or government, lost or misplaced luggage, acts of terrorism or the threat of, force majeure, war, quarantine, criminal activity or any other cause beyond its control including those which result directly or indirectly from any act or omission, whether negligent or otherwise, of any person, independent contractor, company or firm which provides any goods or services in connection with the Trip, any optional travel component or any other option that is available for purchase.
The Company does not accept liability for the acts or omissions of tour operators, hotels, carriers, or other outside the Company over which it has no control. It is important to be aware that you are travelling in areas of the world that can be dangerous or difficult.
We expect of our guests a certain level of awareness of such issues and cannot take any responsibility for guests being fooled by scams or otherwise disrupted or suffer any loss or injury as a result of parties not directly concerned in the provision of the services described within the contract. In other words, we expect you to be reasonably streetwise when in any public places, especially airports and towns. We do not accept responsibility for any services that do not form part of our contract. This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised by ourselves and we have not agreed to arrange them and any excursion you purchase during your trip.
The promises we make to you about the services we have agreed to provide or arrange as part of our contract and the laws and regulations of Tanzania will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local Tanzanian laws and regulations applicable to those services at the time, the services will be treated as having been properly provided.
This will be the case even if the services did not comply with the laws and regulations of the country of origin of the traveller, which would have applied had those services been provided in the traveller’s home country. This term also includes where the claim or complaint concerns the absence of a safety feature which might lead a reasonable customer to refuse to take the trip in question, since many safety features that would be taken for granted back home (such as child seats in road vehicles) are not provided as a matter of course in Tanzania.
Additional excursions and activities.
We may provide you with information about activities and excursions which are available in the area you are visiting. We have no involvement in any such activities or excursions which are neither run, supervised nor controlled in any way by us. They are provided by local operators or other third parties who are entirely independent of us. They do not form any part of your contract with us even where we suggest particular operators/other third parties and/or assist you in booking such activities or excursions in any way. We cannot accept any liability on any basis in relation to such activities or excursions and the acceptance of liability contained in these booking conditions will not apply to them.
We cannot guarantee accuracy at all times of information given in relation to such activities or excursions or about the area(s) you are visiting generally (except where this concerns the services which will form part of your contract) or that any particular excursion or activity which does not form part of our contract will take place as these services are not under our control. If you feel that any of the activities mentioned in our brochure which are not part of our contract are vital to the enjoyment of your trip, email us and we will advise you the latest known situation. If we become aware of any material alterations to lodge/area information and/or such outside activities which can reasonably be expected to affect your decision to book a trip with us, we will pass on this information at the time of booking.
Airline and Flight Issues.
If any flight you have booked is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline in circumstances which would entitle you to claim compensation against the airline under EC Regulation No 261/2004 – the Denied Boarding Regulations 2004, you must pursue the airline for the compensation due to you. All sums you receive or are entitled to receive from the airline concerned by virtue of these Regulations represent the full amount of your entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding.
The fact a delay may entitle you to cancel your flight does not automatically entitle you to cancel any other arrangements even where those arrangements have been made in conjunction with your flight. We have no liability to make any payment to you in relation to the Denied Boarding Regulations as your entitlement to any compensation or other payment (as dealt with above) is covered by the airline’s obligations under the Denied Boarding Regulations. Please note, your rights (“Changes and Cancellations by Us”) and our liability limitations (“Our Liabilities and their Limitations”) are not affected by the above Denied Boarding Regulations except that we are entitled to argue that the amount you receive or are entitled to receive from the airline is sufficient to meet any compensation obligation we may have to you as your tour operator as a result of any such cancellation, delay, downgrading or denied boarding.
Should any of the elements of a trip fail, such as the non-departure of a boat or plane, then we will attempt to rearrange the trip as best is possible to minimize the impact, but we cannot be responsible for any knock-on effects arising from such a failure. In practice you will not need to, but for legal reasons we have to insist that the customer must check with local operators the exact times and schedules for transport. There are only a few departures on which a failure can cause serious knock-on effects and we always try to construct trips which avoid such risks and will try to make you aware of any such possibilities. In Tanzania you soon learn to build a little bit of slack in your schedule. In addition to the above, we would also like to point out that Tanzania is not geared up for last minute and instantaneous delivery. The Company insists that any failure arising in a reservation made less than seven days in advance is completely at the customer’s risk.
The Company takes no responsibility for loss, damage or injury arising from any shortfall, error or omission in the information passed to the customer during the course of the sale or subsequent delivery of the product. Specific room requests Specific room bookings are usually honoured but cannot be guaranteed. Where a booking has been incorrectly made, or double booked and the customer is not able to stay in the chosen hotel, then the company is liable to return only the sum paid by the customer for that element of the trip.
Health and Safety Expectations.
The last thing you want to do is get sick on your trip. It is the responsibility of the client to ensure that you have taken all necessary and recommended health precautions. Requirements for vaccinations are different and change time to time. We recommend that you visit a local travel health specialist for more information. For general information try https://wwwnc.cdc.gov/travel
Customers are reminded that when travelling to Tanzania they should not necessarily expect the same standards of hygiene, security or service that you would in more advanced areas of the world. One of our biggest problem areas is clients failing to take adequate health precautions while travelling.
We would also like to point out that travellers cannot necessarily expect the same levels of health and safety that they may be accustomed to back home. Child seats too may not be required and may not be available. If you have any particular concerns or requirements in this area then we invite you to make specific enquiries before making your trip, as we cannot offer any special cancellation terms arising out of any shortcomings in this area.
Terms and Conditions of Suppliers.
Many of the services that make up your trip are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable international agreements. Copies of the relevant parts of these terms and conditions are available the supplier concerned.
Our customers are come from all over the world. In the absence of any equivalent worldwide bonding agency, we have to take a practical approach towards providing the most effective protection for our customers against a catastrophic failure of our company. We have therefore set up our business to operate as follows:
We pay all suppliers well in advance of your arrival, so that even if our company does fail, your bookings will remain intact.
We retain all other moneys (i.e. our profit) in a separate bank account until after customers have returned from their trip. All other possibilities should be covered under your travel insurance, which we insist that all customers have and which should be taken out at the time of booking in order to protect against the need to make a cancellation. In this way we are able to offer bookings security to all our customers worldwide.
Tanzanian Law will apply to the contract and to any quarrel, claim or other matter of any description that arises between us. All parties agree that any dispute, claim or other matter of any description that arises between us must be dealt with by the courts of Tanzania only.
Requests for quotations and other information submitted to us by any of our competitors, potential suppliers or their associates, under the appearance of being a genuine customer request, will be treated as fake. Discovery of any such fraud will be pursued in the courts to the maximum penalty. We will not only claim for time lost directly on fielding such investigations, but we will also make much larger claims concerning the advantage gained by the possession of such information provided in the competitive environment in which we operate.