Terms & Conditions

Terms & Conditions

Last Updated: September 29, 2025

At Africa Travel Experts, your safety, comfort, and satisfaction are our top priorities. While we specialize in creating unforgettable safari adventures and African journeys, it is equally important to set clear guidelines that protect both you and us. These Terms & Conditions explain how bookings, payments, cancellations, and responsibilities are managed. By confirming your booking with us, you acknowledge that you have read, understood, and agreed to the following terms.

Article 1 – Definitions

  1. Travel Organizer: Africa Travel Experts, the company offering pre-arranged tours, safaris, and accommodations under its own name.
  2. Traveler:
    a. The client who enters into an agreement with Africa Travel Experts.
    b. Any person for whom the booking has been made and who accepts that arrangement.
    c. A substitute traveler who assumes the booking under Article 13.
  3. Travel Agreement: The binding contract between Africa Travel Experts and the Traveler, covering pre-arranged tours lasting over 24 hours and including at least two services such as transport, accommodation, or significant tourist activities.

Article 2 – Information Provided by Africa Travel Experts

  1. Africa Travel Experts specializes in tailor-made safaris, tours, and accommodations across Africa.
  2. Before or at the time of booking, travelers will receive general guidance on passports, visas, vaccinations, and health requirements. It is the traveler’s responsibility to verify all entry requirements with relevant authorities and ensure documents remain valid.
  3. Travelers are responsible for arranging their own travel and cancellation insurance.

Article 3 – Traveler Information

  1. At the time of booking, the traveler must provide accurate personal details, including contact numbers and emails, for all participants.
  2. Travelers must disclose any medical, physical, or personal information that could affect trip arrangements.
  3. Failure to provide accurate information may result in exclusion from the trip at the traveler’s expense.

Article 4 – Formation of the Agreement

  1. Offer and Acceptance: The agreement is valid once the traveler accepts an offer from Africa Travel Experts. A booking confirmation or invoice will be sent electronically.
  2. Reservations: Bookings made through our website or by email are binding, even without a signature. The lead traveler is responsible for full payment.
  3. Revocation: Africa Travel Experts may revoke an offer within two working days if errors in pricing or calculations are found. In such cases, all payments will be refunded.
  4. Errors: Obvious mistakes in pricing or content are not binding.

Article 5 – Payment Terms

  1. A deposit of 25% is required within 7 days of booking confirmation. Last-minute bookings must be paid in full.
  2. Full payment is due no later than 4 weeks before departure. Failure to pay may result in cancellation with fees applied.
  3. Bookings made within 6 weeks of departure require immediate full payment.
  4. Unpaid balances will accrue interest and collection fees.

Article 6 – Travel Fees

  1. Prices are per person unless otherwise stated. They include services listed in the itinerary.
  2. Prices are based on exchange rates, taxes, and fees applicable at the time of publication.

Article 7 – Administrative Fees

A handling fee of €25 (or equivalent in local currency) applies per booking.

Article 8 – Deposits

Deposits must be received within 7 days of booking confirmation. Failure to pay will result in cancellation and applicable fees. Bookings made within 3 weeks of departure require full payment immediately.

Article 9 – Travel Documents

Travellers are responsible for ensuring possession of valid passports, visas, vaccination certificates, and other required documents.

Article 10 – Distribution of Travel Documents

The lead traveller is responsible for sharing all booking confirmations, vouchers, and travel documents with other participants.

Article 11 – Amendments by Travelers

  1. Modifications to bookings may incur a €15 administration fee per change.
  2. Not all requests can be accommodated. If changes are rejected, travelers may continue with the original booking or cancel under Article 14.
  3. A reduction in participants or a change of travel date counts as a partial cancellation.

Article 12 – Guaranteed Departures

Most tours operate with a minimum of 2 travelers. Solo travelers may join group tours when available.

Article 13 – Substitution of Travellers

  1. Bookings may be transferred to another traveler if:
    a. The substitute meets all requirements of the trip.
    b. Airline and accommodation providers permit the change.
    c. Notice is given at least 7 days before departure.
  2. The original and substitute travelers remain jointly responsible for all costs.

Article 14 – Cancellation by Travellers

  1. Cancellation requests must be made in writing (email). Fees apply as follows:
    • 31+ days before departure: No charge
    • 30–15 days before: 50% of total cost
    • 14 days or less: 100% of total cost
    • No-show: 100% of total cost
  2. In certain cases (such as hotels or domestic flights), stricter or more lenient cancellation policies may apply.
  3. If one traveler cancels, remaining travelers must pay the adjusted fare for the group.

Article 15 – Cancellation by Africa Travel Experts

  1. Africa Travel Experts may cancel trips due to unforeseen or unavoidable circumstances.
  2. Changes to itineraries, accommodations, or transport may occur due to local conditions.
  3. If cancellation is due to Africa Travel Experts, travelers will be refunded.
  4. If due to force majeure (e.g., political unrest, natural disasters), both parties bear their own losses.

Article 16 – Validity of Offers & Local Price Changes

  1. Quotes are valid for 14 days and based on exchange rates at the time of issue.
  2. Travelers may be charged for government-imposed tax or park fee increases before travel.

Article 17 – Program Changes

  1. Routes, accommodations, or itineraries may be altered when necessary.
  2. Substitutions will be of equal or higher quality where possible.
  3. Major changes entitle travelers to cancel for a full refund.

Article 18 – Inclusions & Exclusions

Each itinerary specifies what is included or excluded. Travellers must clarify before booking.

Article 19 – Unexpected Price Increases

Increases in park fees, government taxes, or VAT may apply, even after booking.

Article 20 – Local Tourist Taxes

Local taxes (e.g., hotel levies) may be payable directly at accommodations.

Article 21 – Insurance

Travel insurance is mandatory. Cancellation insurance is optional but strongly recommended.

Article 22 – Third-Party Publications

Africa Travel Experts is not responsible for errors in brochures, photos, or materials published by third parties.

Article 23 – Damages

Compensation for loss of travel enjoyment will not exceed the total tour price paid.

Article 24 – Liability & Force Majeure

  1. Africa Travel Experts will perform services with reasonable care.
  2. We are not liable for events caused by:
    • Traveler negligence or failure to follow instructions.
    • Third-party errors outside our control (e.g., airlines).
    • War, strikes, natural disasters, or terrorism.
    • Theft, loss, or damage of property.
  3. Liability for damages will not exceed the cost of the tour.

Article 25 – Complaints

Complaints must first be reported during the trip to allow us to resolve them. If unresolved, complaints must be submitted in writing within 14 days of trip completion.

Article 26 – Preferences & Special Requests

Special requests (e.g., dietary needs) will be accommodated when possible but are not guaranteed.

Article 27 – Assistance During Travel

Africa Travel Experts will provide assistance if issues arise, unless caused by traveller negligence.

Article 28 – Memberships & Guarantees

Africa Travel Experts works with trusted local partners and complies with relevant tourism associations and standards.

Article 29 – Limitation of Liability

  1. Liability is excluded where damages are covered by insurance.
  2. Liability for non-personal injury damages is limited to the cost of the trip.
  3. These limitations also apply to employees and service providers.

Article 30 – Traveller Responsibilities

  1. Travelers must follow all instructions from staff and guides.
  2. Travelers who disrupt the tour or cause nuisance may be removed without refund.

Article 31 – Agreement Confirmation

By booking with Africa Travel Experts, travelers confirm they have read, understood, and accepted these Terms & Conditions.

Article 32 – Dispute Resolution

  1. Africa Travel Experts will first attempt to resolve disputes directly with travelers.
  2. If unresolved, disputes may be referred to independent mediation.
  3. Travellers agree that local laws and regulations of the host country may apply.

📌 Africa Travel Experts is committed to transparency, safety, and delivering unforgettable safari experiences. These Terms & Conditions are designed to protect both our travellers and our company.