TERMS AND CONDITIONS – Botswana Trek LLC is a trading name of Botswana Trek Photographic Safari & Adventure., an LLC registered in the State of Hawaii in the United States of America.
Booking Conditions and Payment: A booking is considered confirmed upon receipt of a 20% non-refundable deposit to Botswana Trek LLC. Only the amount actually transferred to our bank account shall be considered as paid (all money transfer costs are to be paid by the client). The remaining balance is due 90 days prior to your departure date. If the reservation is made within 90 days of departure the whole amount must be paid at the time of confirmation. Accepted methods of payment include: 1) Money Wire transfer following Bank details specified on the Invoice; 2) Credit Card payment with 5% surcharge. No refund is made in case of a shortening of the scheduled tour after official departure. In case of extension of the tour after official departure, the payment of additional days is settled with Botswana Trek’s office upon the client’s arrival to their destination.
Prices: All prices are subject to change without notice until your booking is confirmed.
Cancellation and refund policy: Cancellation of a confirmed reservation must be notified to Botswana Trek LLC in writing. If the cancellation date is more than sixty days prior to the departure date, then the cost of the safari minus the non-refundable deposit shall be returned to the guest. If cancellation is made less than sixty days prior to departure, no refund shall be given to the guest. Should you fail to join a tour or join it after departure or leave it prior to its completion, no tour fare refund will be made. Some airfare may be non-refundable. There will be no refunds from Botswana Trek LLC for any unused portions of the tour. The above policy applies to all travel arrangements made via Botswana Trek LLC. We highly advise that all guests purchase Travel Insurance.
Insurance: It is a condition of booking that the sole responsibility lies with the guest to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependants and traveling companions for the duration of their tour to Africa. This insurance should include coverage in respect of, but not limited to, the following eventualities: cancellation or curtailment of the safari, emergency evacuation expenses, medical expenses, repatriation expenses, damage, theft or loss of personal baggage, money, and goods. Botswana Trek LLC will take no responsibility for any costs for losses incurred or suffered by the guest, or guest’s dependants or traveling companions, with regards to, but not limited to, any of the above mentioned eventualities. Guests will be charged directly by the relevant service providers for any emergency services they may require and may find themselves in a position unable to access such services should they not be carrying the relevant insurance coverage.
Medical Information / Liability release: Participation on a safari or tour requires that you be in generally good health. All guests must understand that while a high level of fitness is not required, a measure of physical activity is involved in all African safaris and tours. It is essential that persons with any medical problems and/or related dietary restrictions make them known to us well before departure. Anti-malaria precautions should be taken, and these are the sole responsibility of the client. Any required inoculations must be recorded by the client’s health practitioner on a valid vaccination certificate which the client must carry in his/her possession throughout the tour. Botswana Trek LLC will not assume responsibility for the accuracy of any medical information. You should consult your doctor or pharmacist for up to date requirements and personal recommendations. Risks: Botswana Trek LLC draws your attention to the fact that there are certain inherent dangers involved with adventure travel and the client accepts them at his/her own risk.
Airfares and Delays: Airfares are subject to change without notice prior to ticketing. Botswana Trek LLC is not responsible for any airline schedule or airfare changes, cancellations, overbooking or damage or loss of baggage and property to the extent that such items are beyond its control. Any and all claims for any loss or injury suffered on any airline must be made directly with the airline involved and not Botswana Trek LLC. Air schedule changes may necessitate additional nights being added to your tour. Provided these schedule changes are beyond the control of Botswana Trek LLC, any resulting additional costs must be borne by the guest. Botswana Trek LLC cannot be held liable for any delays or additional costs incurred as a result of airlines not running to schedule.
Re-routing or Amendment of Tours: Botswana Trek LLC reserve the right to re-route the itinerary or amend the arrangements of any tour in case of unexpected adverse circumstances beyond our control. It is essential to understand that in Africa local conditions are not always predictable; occurrences as border closure, poor road conditions, etc. can cause delays, disturbances, and modifications of the initial itinerary. We shall make every effort to minimize inconveniences but cannot accept responsibility for matters which are clearly beyond our control.
Tour Cancellation: Botswana Trek LLC shall not be held responsible for occurrences that are beyond its control, such as strikes, wars, acts of God, acts of government or any other cause whatsoever, beyond its control, that may make the operation of the tour impossible, illegal or inadvisable. All tour payments received will be promptly refunded, and this refund will be the limit of Botswana Trek LLC’s liability. Botswana Trek LLC is not responsible for any expenses incurred by tour members in preparing for the tour, including non-refundable or penalty-carrying airline tickets, special clothing, visa or passport fees, or other tour-related expenses.
Guide replacement: If a private guide is unable to lead a pre-scheduled safari due to illness, etc., Botswana Trek LLC and its inbound operators in Africa reserve the right to substitute with another guide.
Luggage: Due to the limited space in safari vehicles, luggage should be limited to one normal size suitcase or backpack per person. In case of a “flying safari” where smaller aircraft are commonly used the luggage is restricted to a maximum of 20 kg or 44lbs per person in a soft bag. This includes camera equipment and carry-on baggage. Should guests arrive with excess baggage without prior warning, their baggage could be delayed, as we may then have to fly the baggage into camps at a later stage at a considerable extra cost to the guest. We will advise before departure from your home country the exact weight requirements, as each operator is or can be slightly different. However, should the guests know in advance that their baggage will exceed the limit, we can usually make arrangements to book an extra seat for the bags on the aircraft, at an additional cost. Please pack wisely.
Wild animals: Please be aware that our safaris may take you into close contact with wild animals. Attacks by wild animals are rare, but no safari into the African wilderness can guarantee that this will not occur. Botswana Trek LLC cannot be held responsible for any injury or incident on the safari. Please note that the majority of the safari camps are not fenced and that wildlife does move freely in and around the camps. Always follow the safety instructions from the camp’s staff with regards to moving to and from your tent and while on game activities throughout your safari.
Passports & Visas: The onus is upon the guest to ensure that passports and visas are valid for the countries they plan to visit. Botswana Trek LLC cannot be held liable for any visas and/or passports, which are invalid or not held by the guests, nor for the cost of any passports or visas. Please check with us for up-to-date passport requirements for the countries you are visiting.
Guest representation and consent: The person making any booking with Botswana Trek LLC, warrants that he or she has authority to enter into a contract on behalf of all other persons included in such a booking and in the event of the failure of any or all of the other persons so included to make payment, the person making the booking shall by his/her signature thereof assume personal liability for the total price of all bookings made by him/her. The payment of the deposit or any other partial payment for a reservation on a tour constitutes consent by all guests covered by that payment to all provisions of the Terms and Conditions contained herein whether the guest of Botswana Trek LLC has signed the booking form or not. The terms, under which you agree to take these tours, cannot be changed or amended except in writing signed by an authorized representative of Botswana Trek LLC.
Limitations of Liability: This section defines Botswana Trek LLC’s responsibility with respect to all of our safaris and tours booked for our guests, including extensions and independent arrangements. Please read it carefully. Botswana Trek LLC; its owners, and employees give notice that they act only as the agent for the owners, contractors, and suppliers providing means of transportation and/or all other related travel services and that they assume no responsibility, howsoever caused, excepting its own negligence or wilful misconduct, for injury, death, loss, or damage to person or property, delay or change in air or other services, howsoever caused, irregularity, inconvenience or additional expenses in connection with any service resulting directly or indirectly from: defect of any vehicle, act of God, act of war, insurrection, revolt, terrorism, government restrictions and regulations, or other civil uprisings or disturbances, military action, quarantines, strikes, weather, sickness, wars, detention, annoyance, delays, thefts, pilferage, force majeure, wild animals, failure of any means of conveyance to arrive or depart as scheduled, travel advisories, discrepancies or changes in transit, hotel and other services over which it has no control, occurring in either the country of origin, destination or through passage, or through the acts or default of any third party company or persons engaged in conveying the passengers or in carrying out the arrangements of the tour, except for such losses caused by the negligence or wilful misconduct of Botswana Trek LLC. Botswana Trek LLC may not be held responsible for any loss or damage to luggage, before, during, or after the tour program. Upon advancement of deposit to Botswana Trek LLC, the depositor acknowledges that he/she has read and understands the above-recited terms and conditions, and agrees to be bound by them. On advancement of tour deposit to Botswana Trek LLC, the depositor, therefore, agrees to be bound by the above-recited terms and conditions. Botswana Trek LLC reserves the right to accept or decline any individual from participating in any of our tour programs for any reason. Botswana Trek LLC will not discriminate against any individual because of race, religion, sex, sexual preference or nationality.