Terms & Conditions
DEFINITIONS
In this document, the “Host” shall mean Close Encounters, its owners, employees, volunteers, business operators, agents and site property owners or lessees. The “Participant” shall mean the person that has consented to embark on a safari tour organized by the Host.
INFORMATION PROVIDED
The information provided on any website, brochure, leaflets, printed and/or word-of-mouth advertising is given in good faith by the Host and is based on the latest information available. The Host reserves the right to change the facilities, activities or transport described in any publication or notice without being liable for any compensation or refund.
MARKETING MATERIALS
The Participant should be aware that the Host may take photographs or films of the Participant whilst on any of the tours, and the Host reserves the right to use such material for any website, advertising or brochure production without the prior consent of and/or payment to the Participant.
DOCUMENTATION REQUIREMENTS
It is the Participant’s sole responsibility to ensure that passports, visas, health certificates and/or any other required documentations are in order, particularly with regard to regulations pertaining to the travel of minor children. Any resulting consequences of the Participant’s failure to have his/her required paperwork in order shall be for the account of and the sole responsibility of the Participant.
AUTHORITY
All decisions made by the tour leader or representative employed by the Host shall be final on all matters. The Host shall not be responsible or liable for any Participant that commits an illegal or unlawful act in any of the countries visited. The Participant may under such circumstances be excluded from the tour without a refund. If the Host considers the Participant unsuitable for a tour, or if the Participant causes inconvenience or annoyance to other participants, the Host may, at its sole discretion, decline to carry the Participant any further without any refund whatsoever.
TOUR CHANGES OR ALTERATIONS
The Host reserves the right to unilaterally change transport methods, routes and/or accommodation in certain circumstances. The Host shall not be held liable for any compensation to the Participant if it is forced to cancel or in any way change the tour due to inter alia, but not limited to exclusively, force majeure including war, riots, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other external circumstances beyond the control of the Host. In the event of the Participant changing, at their own discretion, any facilities, accommodation, activities, operator or travel arrangements such as flights or transfers or any portion of an itinerary agreed upon by the Participant, the Host shall not be held liable for any compensation or costs to the Participant whatsoever. The Host reserves the right to cancel any tour without prior notification and in such an event only agrees to refund all monies already paid by the Participant.
PAYMENT TERMS
Payment can be made via Venmo, Zelle, PayPal, checks or cash.
CANCELLATION POLICY
If the Participant cancels their booking, partially or in full, for any reason whatsoever, the Host may levy cancellation charges as defined below. In the occasional instance where the Host is able to obtain waivers of cancellation fees and/or secure an exgratia refund from its suppliers, the Host shall pass this on to the Participant less the service fee. However, the Host makes no guarantees as to securing such waivers or refunds.
If, however, the Host is able to find a replacement Participant for the cancelled booking, then 100% of the amount paid to the Host by the Participant to date shall be refunded.
All cancellations must be sent to the Host via email.
The Host shall make every effort to avoid misquotation. In the event of an obvious error or omission which leads to a material cost implication, the Host reserves the right to cancel a reservation without liability or penalty, or to allow the Participant to make a top-up payment to accommodate for such error or omission.
The Host reserves the right to levy a 5% service fee on credit card and bank transfer refunds due to cancellations.
SPECIAL TERMS AND CONDITIONS RELATING TO THE COVID-19 PANDEMIC
If a tour is cancelled or postponed due to restrictions caused by the COVID-19 pandemic, the Participant shall have the option of claiming a 100% refund of all monies paid up to the date of the cancellation or postponement notification without penalty or service fees, or the Participant can elect to apply all monies paid to date as a credit on a future tour booking, again without penalty. This clause is subject to the following provisions: -
All of the conditions listed above shall only apply prior to the start of a tour. If new travel restrictions are applied in the destination country or countries after a tour has already commenced which will prevent the tour from being completed, the Host shall not be responsible for any additional expense incurred by the Participant relating to alternative travel arrangements, accommodation, or any other costs whatsoever.
INSURANCE
Insurance is the sole responsibility of the Participant. Before the Participant commences with travel, he/she should arrange his/her own insurance with a reputable insurer, with protection for the full duration of the stay or tour, to cover personal injury, medical expenses, repatriation expenses, loss of luggage, loss of cash and expenses associated with the cancellation or curtailment of any tour. If the Participant becomes ill or is injured, all hospital expenses, doctor’s fees and repatriation costs are the Participant’s responsibility and the Host shall not be liable for any refund of the booking or tour rate whatsoever. The carriage and storage of baggage and/or personal effects are at all times the Participant’s risk, and the Host cannot accept any liability for any loss of or damage to baggage or personal effects.
HEALTH
The Participant acknowledges an awareness of the proposed itinerary and shall confirm that he or she is medically fit, in good physical and mental health, and is able to embark on the tour. Any Participant with a pre-existing medical condition or illness must declare the true nature of such conditions to the Host before the commencement of the tour. Any failure to do so may result in cancellation of his/her booking. Every Participant above the age of 65 is required to submit a medical certificate or self-declaration of medical fitness prior to the beginning of the tour.
CLAIMS AND COMPLAINTS
In the unlikely event that the Participant has a complaint, it must be taken up immediately with the Host, in order that an opportunity is afforded to the Host to investigate the situation and provide redress. If the Participant has any further complaint, they must lodge this in writing to the Host within 10 (ten) days of the conclusion of the tour. If these procedures are not followed, the Host shall not investigate or continue to investigate such complaints.
LIABILITY
The Participant shall acknowledge, confirm and record that he/she understands and appreciates the risks inherent in adventure travel. The Participant shall undertake that the tour, activities and travel are at his/her own risk. Such risk could include injury, disease or death. The Participant agrees and concedes that the Host shall not be responsible for loss or damage to property, injury, illness, loss of life, or consequential damages which may arise from any cause whatsoever.
INDEMNITY
The Participant shall agree to sign and abide by the conditions of the Close Encounters Indemnity Document. This document shall be supplied by the Host to the Participant for perusal at the time of making a booking. Refusal to sign this document shall result in cancellation of the booking.
In this document, the “Host” shall mean Close Encounters, its owners, employees, volunteers, business operators, agents and site property owners or lessees. The “Participant” shall mean the person that has consented to embark on a safari tour organized by the Host.
INFORMATION PROVIDED
The information provided on any website, brochure, leaflets, printed and/or word-of-mouth advertising is given in good faith by the Host and is based on the latest information available. The Host reserves the right to change the facilities, activities or transport described in any publication or notice without being liable for any compensation or refund.
MARKETING MATERIALS
The Participant should be aware that the Host may take photographs or films of the Participant whilst on any of the tours, and the Host reserves the right to use such material for any website, advertising or brochure production without the prior consent of and/or payment to the Participant.
DOCUMENTATION REQUIREMENTS
It is the Participant’s sole responsibility to ensure that passports, visas, health certificates and/or any other required documentations are in order, particularly with regard to regulations pertaining to the travel of minor children. Any resulting consequences of the Participant’s failure to have his/her required paperwork in order shall be for the account of and the sole responsibility of the Participant.
AUTHORITY
All decisions made by the tour leader or representative employed by the Host shall be final on all matters. The Host shall not be responsible or liable for any Participant that commits an illegal or unlawful act in any of the countries visited. The Participant may under such circumstances be excluded from the tour without a refund. If the Host considers the Participant unsuitable for a tour, or if the Participant causes inconvenience or annoyance to other participants, the Host may, at its sole discretion, decline to carry the Participant any further without any refund whatsoever.
TOUR CHANGES OR ALTERATIONS
The Host reserves the right to unilaterally change transport methods, routes and/or accommodation in certain circumstances. The Host shall not be held liable for any compensation to the Participant if it is forced to cancel or in any way change the tour due to inter alia, but not limited to exclusively, force majeure including war, riots, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other external circumstances beyond the control of the Host. In the event of the Participant changing, at their own discretion, any facilities, accommodation, activities, operator or travel arrangements such as flights or transfers or any portion of an itinerary agreed upon by the Participant, the Host shall not be held liable for any compensation or costs to the Participant whatsoever. The Host reserves the right to cancel any tour without prior notification and in such an event only agrees to refund all monies already paid by the Participant.
PAYMENT TERMS
- $1000 to be paid when a booking is confirmed
- An additional $1500 to be paid at least 6 months prior to the departure date
- Balance of amount due to be paid at least 3 months prior to the departure date
Payment can be made via Venmo, Zelle, PayPal, checks or cash.
CANCELLATION POLICY
If the Participant cancels their booking, partially or in full, for any reason whatsoever, the Host may levy cancellation charges as defined below. In the occasional instance where the Host is able to obtain waivers of cancellation fees and/or secure an exgratia refund from its suppliers, the Host shall pass this on to the Participant less the service fee. However, the Host makes no guarantees as to securing such waivers or refunds.
- 0-60 days prior to departure: 100%
- 61-90 days prior to departure: 50%
- 91+ days prior to departure: 30%
If, however, the Host is able to find a replacement Participant for the cancelled booking, then 100% of the amount paid to the Host by the Participant to date shall be refunded.
All cancellations must be sent to the Host via email.
The Host shall make every effort to avoid misquotation. In the event of an obvious error or omission which leads to a material cost implication, the Host reserves the right to cancel a reservation without liability or penalty, or to allow the Participant to make a top-up payment to accommodate for such error or omission.
The Host reserves the right to levy a 5% service fee on credit card and bank transfer refunds due to cancellations.
SPECIAL TERMS AND CONDITIONS RELATING TO THE COVID-19 PANDEMIC
If a tour is cancelled or postponed due to restrictions caused by the COVID-19 pandemic, the Participant shall have the option of claiming a 100% refund of all monies paid up to the date of the cancellation or postponement notification without penalty or service fees, or the Participant can elect to apply all monies paid to date as a credit on a future tour booking, again without penalty. This clause is subject to the following provisions: -
- There are travel restrictions in the Participant’s country of residence which prohibit the Participant from travelling, or;
- There are travel restrictions in the destination country or countries which prohibit the Participant from travelling, or;
- The destination country or countries have closed their borders to travelers from the Participant’s country of residence, or;
- The Participant is unable to reach the destination country or countries due to international flights being cancelled, and no alternative routing is available, or;
- The Participant has contracted COVID-19 and is under treatment or is in quarantine within 72 hours of travel.
All of the conditions listed above shall only apply prior to the start of a tour. If new travel restrictions are applied in the destination country or countries after a tour has already commenced which will prevent the tour from being completed, the Host shall not be responsible for any additional expense incurred by the Participant relating to alternative travel arrangements, accommodation, or any other costs whatsoever.
INSURANCE
Insurance is the sole responsibility of the Participant. Before the Participant commences with travel, he/she should arrange his/her own insurance with a reputable insurer, with protection for the full duration of the stay or tour, to cover personal injury, medical expenses, repatriation expenses, loss of luggage, loss of cash and expenses associated with the cancellation or curtailment of any tour. If the Participant becomes ill or is injured, all hospital expenses, doctor’s fees and repatriation costs are the Participant’s responsibility and the Host shall not be liable for any refund of the booking or tour rate whatsoever. The carriage and storage of baggage and/or personal effects are at all times the Participant’s risk, and the Host cannot accept any liability for any loss of or damage to baggage or personal effects.
HEALTH
The Participant acknowledges an awareness of the proposed itinerary and shall confirm that he or she is medically fit, in good physical and mental health, and is able to embark on the tour. Any Participant with a pre-existing medical condition or illness must declare the true nature of such conditions to the Host before the commencement of the tour. Any failure to do so may result in cancellation of his/her booking. Every Participant above the age of 65 is required to submit a medical certificate or self-declaration of medical fitness prior to the beginning of the tour.
CLAIMS AND COMPLAINTS
In the unlikely event that the Participant has a complaint, it must be taken up immediately with the Host, in order that an opportunity is afforded to the Host to investigate the situation and provide redress. If the Participant has any further complaint, they must lodge this in writing to the Host within 10 (ten) days of the conclusion of the tour. If these procedures are not followed, the Host shall not investigate or continue to investigate such complaints.
LIABILITY
The Participant shall acknowledge, confirm and record that he/she understands and appreciates the risks inherent in adventure travel. The Participant shall undertake that the tour, activities and travel are at his/her own risk. Such risk could include injury, disease or death. The Participant agrees and concedes that the Host shall not be responsible for loss or damage to property, injury, illness, loss of life, or consequential damages which may arise from any cause whatsoever.
INDEMNITY
The Participant shall agree to sign and abide by the conditions of the Close Encounters Indemnity Document. This document shall be supplied by the Host to the Participant for perusal at the time of making a booking. Refusal to sign this document shall result in cancellation of the booking.