TERMS & CONDITIONS

What is included-

Everything exactly as described in the day-by-day description which includes
accommodations, transport, driver/guiding, park fees and taxes, sightseeing as
described, all meals except breakfasts only in the cities (Nairobi, Arusha, Moshi, Dares- Salaam, Zanzibar, Mombasa) and all internal air flights that begin and originate in the same country.

What is not included-

Everything not described in the day-by-day description including but not limited to
tipping; visa fees and services; meals not included; any air transportation for any
flight that does not begin and end in the same country; beverages; air transportation
that includes the originating or destination cities of Mombasa, Lamu, Pemba or Mafia;
insurance; communications charges like telephone and wires; or any items of a
personal nature like film ad books.

How to book

Book your safari by using the appropriate email address or telephone number listed on the Contact Us page.

Reservation Deposit

Everything not described in the day-by-day description including but not limited to
tipping; visa fees and services; meals not included; any air transportation for any
flight that does not begin and end in the same country; beverages; air transportation
that includes the originating or destination cities of Mombasa, Lamu, Pemba or Mafia;
insurance; communications charges like telephone and wires; or any items of a
personal nature like film ad books.

You must pay a deposit of 10% of your total safari quotation in order for us to confirm
the booking. You may pay in any convertible currency, but if it is other than U.S. dollars, please check first with us for the exchange amount. Payment may be made by bank draft (check), wire or electronic transfer, or by VISA or MasterCard. To pay by credit card, download the “Credit Card Authorization Form” following this paragraph, complete it and sign it, then return it to the U.S. office by fax or email after scanning.

Click here to download the credit card authorization form.

If we are unable to confirm your request exactly as you made it, we will confirm the
closest next best situation, and you will have five business days to decline the alternative arrangements for a complete refund of your deposit without penalty. If we confirm your request exactly as you made it, or after five days of confirming alternative arrangements that you don’t decline, your booking is considered “confirmed” and subject to the cancellation penalties discussed below.

Extra Fees May Apply to Late Bookings -

If your reservation is for a departure that will begin within two months, a late fee of
$50 per person will be added to your costs. For bookings less than a month away, a
late fee of $100 will be added to your costs.

Cancellation After Booking

Different cancellation penalties apply to the different types of safaris. In all cases cancellation must be made in writing. (Email is fine.) Phoned cancellations will not be considered valid. The date of the cancellation will be the date shown the email was sent, but for posted cancellations, the date of cancellation will be the date the letter is received, not the date it may be postmarked. The penalty that will be assessed is the highest one that applies in the table below, based on the date of cancellation.

Final Payment

Your final payment is due 65 days before the safari is published to begin, and no funds are refundable after that date.

Other Important Terms & Conditions

IN ACCORDANCE WITH TANZANIAN & KENYAN LAW, THE FOLLOWING SECTION ON RESPONSIBILITIES
OF LOCAL TOUR COMPANIES IS PUBLISHED FOR YOUR REVIEW AND GOVERNS HOOPOE’s CONTRACTS
WITH YOU:

Hoopoe Safaris, PLC, is a private Tanzanian company with a branch offices in Nairobi, London and Galena, Illinois. This contract is between the agent and Hoopoe, PLC.

1: BOOKINGS & PAYMENTS
1.1 - Bookings are only considered confirmed on receipt of the deposits in a timely manner and in accordance with the dates discussed above.
1.2 - Failure to do so will result in automatic change of status from provisionally held/confirmed to provisional/only (with possibly new conditions).
1.3 - The company is not responsible for wire transfer charges which might be incurred by the remitter.

2: CANCELLATIONS/CHARGES & REFUNDS
2.1 - No cancellations or notifications of reduced numbers booked are accept by phone. Only written notifications are considered valid. Written notifications include email.
2.2 - The amount of the penalty for cancellations and reduced numbers is discussed above under “Deposits”. No-shows are considered cancelled at the date of their first expected arrival.
2.3 - In the event of a cancelled booking being reinstated, such shall be subject to space availability and the cancellation fees shall be waived, less a $200 per person (adult or child) handling fee.
2.4 - No refunds shall be given for:

(a) lost travel time or necessary substitution of facilities, especially by virtue of force majeure;
(b) itineraries necessarily amended after departure, especially by virtue of force majeure;
(c) for circumstances beyond The Company's control which necessitate alternative
arrangements being made to ensure safety and/or further participation of enjoyment;
(d) if the participant does not appear for any accommodation, service or excursion without first notifying The Company in writing;
(e) if the participant leaves after the safari has commenced.

3: CHANGES/CANCELLATION BY THE COMPANY:
3.1 - The Company must unfortunately reserve the right to make changes, where unavoidable, to itineraries, holidays and services both before and after a booking is confirmed.
3.2 - It is essential to understand that local conditions in Africa are not always predictable and border closures, poor road conditions and other occurrences can and do from time to time cause delays, frustrations and diversions from the planned itinerary. Should such occurrence occur, before or during the holiday, The
Company shall do its best to minimize inconvenience but:
3.3 - In the event of a significant change, The Company shall do its utmost to provide alternative arrangements with balance payment due to The Company if more expensive than the original arrangements, or refund due to the agent if less expensive. In the event of these not being acceptable to the agent (such acceptance not to be unreasonably withheld) The Company shall refund the balance of monies remaining unused from the portions of the itinerary which pertain to The Company's own products (less transfer to the departure point) subject to a cancellation fee of $250 per person (adult or child). (In the case of refunds from third party accommodation or services, these shall be subject to the terms and conditions of third party service or accommodation agreements but The Company shall do its utmost to obtain suitable refund on the client's behalf.)
3.4 - The Company reserves the right to make a “minor” change to an itinerary, holiday, or service before or during a holiday without notice.

3.5 - FORCE MAJEURE
In the event of a situation/occurrence of Force Majeure (meaning any circumstances beyond The Company's reasonable control, including [but not limited to] acts of God, explosion, tempest, fire or accident, war or threat of war, sabotage, insurrection, civil disturbance, requisition, sickness, quarantine, government intervention,
weather or other untoward occurrences), The Company shall immediately notify the client of the nature and extent thereof but shall bot be in breach of these Terms & Conditions or liable in any way (by way of delay or non-performance of any of The Company's obligations) to the extent that such is due to any force majeure.
The Company shall have the right to vary or cancel any itinerary, holiday or service impacted by force majeure. Refund, if due, shall be at the discretion of The Company, although all reasonable endeavor shall be used to reimburse the client wherever possible, less reasonable costs. If, under circumstances of force majeure, The Company after due deliberation deems the itinerary, holiday or service to be able to proceed, then no refund shall be payable.

4 - TRANSPORTATION
4.1 - The Company reserves the right to employ the services of sub-contractors. No vehicle may be driven by a client participant at any time.
4.2 - Carnage (by land, sea and air) is subject to the terms and conditions of the carrier and to International Conventions, some of which limit liability. Land, sea and air travel are also subject to operational decisions of carriers and ports which may result in cancellation, delays or diversions over which The Company has no
control and for which The Company can accept no liability whatsoever.

5 - ACCOMMODATIONS
The Company reserves the right to substitute accommodations named at one specific property with similar accommodations at a different property. Published prices are based on tariffs and other costs prevailing at the time fo the contract and are subject to change without notice.

6 - CHANGES IN PRICE
The Company, whilst endeavoring not so to do, must reserve the right to make surcharges when these are unavoidable, for instance due to currency fluctuations or revisions of local taxation. Such surcharge will be notified in writing and must be paid within 14 days of notification, making due allowance for normal transmission of funds. Non-payment may be construed as an act of cancellation and subject to the conditions of cancellation.

7-LIABILITY OF THE COMPANY
7.1 - The Company and its agents act as a booking agent in all matters relating to hotel and lodge accommodation, tours, airlines/charters, bus companies, ground transportation, boat owners and other independent contracts providing accommodation, transportation and/or other services, each of which is an independent company outside The Company's control and each of which has its own terms and conditions. As such, The Company shall not be liable for injury, delays, loss or damage of any kind.
7.2 - The Company's liability to participants carried in its own vehicles is governed by the laws of the country in which the tour takes place and no other country.
7.3 - All claims are subject to jurisdiction of the courts of the country in which the actual service or accommodation was provided.
7.4 - The Company reserves the right to employ subcontracts for all or part of its services; in the event of such right the terms of this clause apply.
7.5 - Whilst every care is taken, The Company cannot be held responsible for loss or damage to luggage.

8: TRAVEL DOCUMENTATION
It is the responsibility of the individual passenger to have their travel documents and vaccinations current and correct. The Company shall not be responsible for any delay, interruption, or cancellation resulting from participant failure in this regard.

9 - CONDITIONS OF BOOKING
9.1 - Whilst on safari, every participant is requested to comply with the instructions of The Company's representatives at all times.
9.2 - Any client who shall be or become, in the opinion of The Company's representative: (I) incapable of carrying for him/herself; (ii) objectionable to others; or (iii) a hazard to him/herself or others shall not be permitted to continue on the itinerary, and in such event, the booked arrangements may be terminated without any liability on either The Company's behalf or that of the supplier/contractor concerned.
9.3 - Please remember that booking an itinerary, holiday or service with The Company is entering into a binding agreement that assumes all the terms and conditions herein are fully understood.
9.4 - The construction, validity and performance of any Agreement, including these terms and conditions, between the agent, participant and The Company, shall be governed by the laws of Tanzania and Kenya and the parties submit to the exclusive jurisdiction of the Tanzania/Kenyan courts.
9.5 - At any time, and for any reason, The Company reserves the right to void this agreement and cease all work on behalf of the agent and client in simple return of all funds paid The Company, and it is understood that no further damages or compensation will be sought by the client or agent and that no further obligation will
exist between them.