TERMS WITH US
Thank you for booking on one of our tours! Please first read everything in this section, then email or fax a confirmation to us. This confirmation should include the following information:
1) Name of desired tour or tours.
2) Departure date.
3) Full names of you and any companions.
4) Passport numbers and nationalities.
5) Your contact information, including phone number, email, and postal address.
6) Do you have any special dietary requirements?
7) Do you have any medical conditions that the tour leader needs to be aware of?
8) Do you have any other special needs or requests?If you are booking on a tour alone, please tell us whether you would like us to try to link you up with a roommate or whether you prefer a single room at additional cost.
Receipt of your booking indicates that you have read and agreed to the following terms.
All of our prices are given in US Dollars. The prices listed on this web site will be, in almost all circumstances, the prices you pay for the tours. However, major fluctuations in the value of some foreign currencies may result in unavoidable increases in costs. We plan our tours over a year in advance, and we simply cannot predict exchange rates that far in the future. However, we also understand that currency fluctuations can be beneficial, and we will not hesitate to decrease the price of a tour when appropriate. We don't want to get burned, nor do we want to take advantage of our valuable clients.
All of our tour prices are based on double accommodation. The price per person may rise substantially if single rooms are required. This additional cost is noted clearly after the price of each tour. If you want to avoid the single supplement, we can attempt to find someone to share a room with you, though this is not always possible.
WHAT IS INCLUDED IN THE TOUR FEE
For your convenience, nearly all essential items and services are covered by the price of the tour. This includes all accommodation as indicated in the tour itinerary, food (three meals per full tour day), many non-alcoholic drinks, ground transportation, internal flights (Where asked for), airport transfers, tour leader services/local guides, all park entrance fees, and a bird list.
WHAT IS NOT INCLUDED
The following are not included in the price of the tour: International flights, extra drinks, alcoholic beverages, snacks, laundry service, telephone calls, items of a personal nature, tips, travel insurance, airport taxes, visa and passport fees, vaccination fees, and excess baggage charges, gratitude to your driver guide/bird guide.
After receiving your booking, we require a deposit of 20% of the tour cost within ten days. Full payment is due 60 days prior to the first day of the tour. Regrettably, failure to make deposits or payments on time will result in the cancellation of your booking, and cancellation fees will apply.
We only accept payments in US Dollars to one of our US Dollar accounts in our company account. Payment can be made by wire transfer. In some circumstances, we may ask for a wire transfer, since the other methods may take weeks to arrive from some countries. Fortunately, we accept credit cards if only the client is ready to pay a 5% extra charge levied by the banks at this time due to the high processing fees charged by the card companies.
CANCELLATIONS BY YOU
If you need to cancel your booking, you must inform us immediately via email or fax and we will confirm the cancellation. Based on the date that we receive your cancellation notice, the following cancellation fees will apply per person:
90 days or more prior to the first day of the tour: The deposit or $400, whichever is less.
Between 60 and 89 days prior to the first day of the tour: The deposit.
Between 45 and 59 days prior to the first day of the tour: 35% of the tour cost.
Less than 45 days prior to the first day of the tour:70% of the tour cost.
Please note that bank charges may be deducted from the refund you receive.
CANCELLATIONS BY ACACIA AFRICA BIRDING SAFARIS
At time of printing, we have never had to cancel anyone's reservation. We will try to run a tour even if few people have signed up, and sometimes at a loss to us. However, for some tours we simply cannot operate them without a certain minimum number of bookings, and if we fail to reach that number we will be forced to cancel the tour or do a budget camping safari that can cater the tour. If this should happen, you will receive a full refund of any payment made as well as a 10% discount on your next Birding tour. We will also pay any bank fees incurred in refunding your money.
If circumstances beyond our control force us to cancel a tour, in whole or in part, such as natural disaster, civil unrest, or war, then we will attempt to refund as much of the tour fee as possible. However, we cannot guarantee a full refund.
We strongly recommend that you purchase travel and trip cancellation insurance. We also recommend that you arrive the day before the start of the tour in case you have problems with delayed flights or lost luggage. If you do suffer a delay and the tour has to leave without you, we will do our utmost to get you onto the tour as quickly as possible, though this may involve additional costs. We cannot give any refund for unused accommodation or transportation.
You are responsible for booking and paying for your own international flights to Nairobi where the tour start and returning from the ending city of the tour. In most cases this is the same city (Nairobi). If you are unsure about flight numbers, airlines, dates, or times, please contact our office for help. Once you have your final flight details, please email or fax this information to our office.
PASSPORTS AND VISAS
Please ensure that you have a passport that is valid for at least six months past the ending date of the tour. You are responsible for obtaining a passport and any required visas for the countries you will travel to. The table on the next page gives visa requirements for some nationalities.
You should receive vaccinations for any serious diseases present in the areas you will visit, and take malaria prevention tablets if deemed necessary. While we can assist you in determining which vaccinations and prevention measures are necessary, you are responsible for making sure you have them before the tour. The table on the next page lists recommended prevention measures for each of our tours.
CHANGES IN THE TOUR ITINERARY
Occasionally we make changes to our published tour itineraries. We normally do this to improve the quality of the tour and in most cases the price will remain the same. Should we choose to make major changes that cause the itinerary and/or the price to change substantially, we will contact you to let you know exactly what has changed and why, and should you desire you may cancel your trip without penalty.
In rare instances, events beyond our control such as flight cancellation, natural disaster, road or airport closure, or civil unrest, force us to make major changes that could cause the itinerary and/or price to change substantially. Should this happen, we will contact you and explain exactly what has happened and what changes are necessary. You may choose to cancel your tour, and we will attempt to refund as much as the tour fee as possible, but we cannot guarantee a full refund. If you choose to continue with the tour, then you must pay any additional costs incurred by the change in itinerary.
Tipping is an extremely personal and sensitive topic. You should not feel obligated to tip anyone, though if you feel you have received exceptional service by a tour leader, local guide, driver, cook, or anyone else, you may choose to do so. While tips are not included in the tour fee, you will never be told to tip anyone.
If you are a smoker, we ask that you respect the desires of non-smokers to be in a smoke-free environment. Do not smoke in vehicles, restaurants, or anywhere else where your smoke could offend other tour participants. .
If you have a serious medical condition that may affect your ability to participate in the tour, or if you have any special health requirements that the tour leader should be aware of, please inform us when you make your booking.
WHAT TO BRING
After you have paid your deposit, we will send you an information package including what to bring, what to wear, and what weather conditions to expect.
Any personal information you send us will be used only for running the tour you have booked on. We will never give or sell your information to third parties.
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