Booking a Conditions and Terms
By booking a safari through our website, over the phone, or by any other means with Sovereign Safaris, you confirm that:
1) You are at least 18 years old and possess the legal authority to enter into a binding agreement.
2) You accept and agree to adhere to all the Terms outlined here.
3) The information you provide for the booking is true, accurate, current, and complete to the best of your knowledge.
1. Booking
A contractual agreement between Sovereign Safaris Limited and the Client is established only after the Client has completed a booking form, paid a deposit of 30% or more, and received a Confirmation Invoice from the Company. However, for bookings made within 30 days of travel, a contract is considered to be in effect once the Client or the Client’s travel agent has confirmed the booking as “definite” by phone and the Company has confirmed the full holiday details, including a Booking Reference Number, over the phone to the Client or Agent. In these cases, full payment is required immediately. [Cancellations by the Client will be subject to the fees outlined in Clause 4]. Any payments made by the Client to a travel agent are held by the agent on behalf of Sovereign Safaris Limited until they are transferred to the Company.
Please note, it is a mandatory condition of the contract that the Client secures comprehensive travel insurance prior to departure. Visit our webpage at https://sovereignsafaris.com/travel-insurance/ for more information on travel insurance options.
2. Payment
The remaining balance of the trip cost must be paid at least 20 days before the departure date OR Upon Arrival. Should the balance remain unpaid by 5 days before departure, Sovereign Safaris Limited will reach out and request for the balance
3. Booking on behalf of others
When you book on behalf of other travelers, you become the designated point of contact for all parties involved in the booking. You confirm that you have the legal authority to make decisions for them, have secured all necessary permissions, and will ensure they are aware of and agree to these Terms. You are also responsible for managing all payments for the booking, communicating any changes or cancellations needed, and keeping everyone informed about relevant trip details.
4. Cancellation by You
a) You may cancel your holiday at any time providing you notify the Company in writing. The following charges will be levied on any cancellation:
- 30 days or more 50% of Deposit
- 15 – 30 days 100% of Deposit
- 8 – 15 days 80% of Tour Cost
- Less than 5 days and no show 100% of Tour Cost
Please be aware that any cancellation will incur an administrative fee of £80/US$105/€90 per person, plus any additional costs levied by our suppliers due to the cancellation. The Company will pass on any supplier cancellation charges that exceed the fees mentioned above to the client. Additionally, if one or more members of your group cancel, it may result in a higher per person cost for the remaining travelers.
5. Cancellation and Changes by the Company
a) We reserve the right to make changes to your holiday plans at any time. Should a significant change become necessary, except in cases beyond our control, we will notify you as soon as possible. You will then have the option to: (i) accept the modified arrangements, (ii) choose another holiday from our offerings, or (iii) cancel your holiday. In instances of major changes, you may be entitled to compensation as detailed further.
b) We will not provide compensation for changes or cancellations caused by unforeseeable and extraordinary circumstances, such as natural disasters, war, acts of terrorism, fire, technical issues in transport, airport closures, strikes, severe weather conditions, or other situations beyond our control. It is crucial that you have comprehensive travel insurance to cover these possibilities.
c) We maintain the right to cancel your holiday at any point before departure, even after issuing a confirmation. Should we cancel your holiday, you will receive a full refund of all payments made to us, but no additional compensation will be due.
d) The transportation provided during your holiday is subject to the carrier’s terms of carriage, some of which may limit or exclude their liability. These conditions are generally based on international agreements and can usually be found on your ticket.
e) If you do not pay the full balance of your holiday cost at least 30 days prior to departure, we will consider your booking cancelled and apply the cancellation charges as specified.
f) We also reserve the right to refuse any individual’s participation in the tour if we deem that person could compromise the health, safety, or enjoyment of other participants. In any of these cases, our only obligation, and your only recourse, will be a refund of the payments made, minus the costs for services already used and administrative fees.
6. Special Requests
Special requests must be specified on the booking form or submitted in writing. While we will endeavor to accommodate such requests, we cannot guarantee that they will be fulfilled. Some requests may be met for an additional fee. If you add requests after your booking has been confirmed, you may be subject to an amendment charge.
7. Alterations Once Your Trip has Commenced
If the Company becomes unable to provide a significant portion of the holiday services after they have commenced, we will arrange suitable alternatives at no additional cost to the Client. Alternatively, we can arrange for the Client to return to the point of departure and issue a proportional refund for any services not provided. Please be aware that sudden changes in local conditions can sometimes damage lodges, necessitating a move to another lodge, potentially far from the original location. Such changes will be considered appropriate alternative arrangements.
8. Our Responsibilities
a) The Company does not own or operate the aircraft, accommodations, restaurants, or other facilities featured in our tours. While we take care in choosing providers of these services, we do not inspect these facilities and cannot guarantee that they have been inspected.
b) The Company is not liable for any death, illness, or injury suffered by you or any member of your party due to any failure in our services if the cause is (i) the actions or omissions of anyone in your party, (ii) those of a third party unconnected with the provision of services for your holiday, or (iii) an unforeseeable event that could not have been avoided even with all due care.
c) The Company cannot accept liability for any illness, injury, or death that occurs as a result of misadventure during an activity not included in the holiday package we arrange. However, we will offer general assistance where it is appropriate to do so.
d) Unfortunately, no refunds will be issued for unused tickets, whether for travel, sporting events, or other activities, unless a refund is obtainable from the service provider or carrier.
9. Your Responsibilities
a) It is your responsibility to secure travel insurance, although we can include a suitable policy in your tour package if requested. You must provide details of all insurance policies for each party member on the booking form. We cannot process any booking without proof of adequate insurance, which must cover the specific activities included in your holiday as listed on your Confirmation Invoice.
b) Each traveler must have a valid passport, necessary visas, and all required documents for the countries included in the tour. The Company is not responsible for any delays or additional costs resulting from documents that are not in order.
c) You are responsible for arriving on time for international flights and for presenting yourself to participate in all pre-booked aspects of your holiday. The Company is not liable if you miss international flights due to late check-ins, nor for any components of the holiday that you do not utilize. No refunds or credits will be provided for lost, misplaced, or destroyed travel documents.
d) By booking a safari with the Company, you agree to conduct yourself in an orderly manner and not to disrupt the enjoyment of others or tarnish the Company’s reputation. If you violate this agreement, your holiday may be terminated immediately without any obligation for compensation or continuation of services from the Company, and you may be held liable for any damages caused.
e) The person signing the Booking Form must disclose any pre-existing medical conditions of the party members. Failure to disclose such information could affect the safety and enjoyment of your holiday.
f) All personal belongings and equipment are carried at the owner’s risk throughout the trip. The Company is not responsible for any loss, damage, or delay to your luggage or personal effects unless it is a direct result of negligence by one of our representatives.
10. Dissatisfaction/Complaints during Safari
Any complaints that may arise during safari travel should be communicated immediately or as it happens, to your tour manager (in writing via email/WhatsApp) for on-site attention, verification and immediate correction
A summary of the complaints (in case not addressed on site) shall be communicated to the company in writing within 24hours of completion of Safari tour for necessary action
The complaints/issues raised shall be investigated and addressed within 24hours of formal complaint/issue receipt.
Incase you need any clarification Feel free to contact us via our website, call or WhatsApp on +254 722 971 411
11. Excursions Booked Locally
Any services purchased locally, even if these are arranged by our local agent or a local supplier, do not form part of this contract.
12. Over-booking
In the very rare event of over-booking by a hotel/lodge/camp of which the Company is not aware before the Client departs, the Client will be offered alternative accommodation on arrival, which will be of a comparable standard if available. If the location and/or facilities of the alternative accommodation can reasonably be considered inferior to that originally booked, the Company will compensate the Client by paying him the difference in price (if any) between the two properties.
13. Prices and Surcharges
The Company reserves the right to vary the price of the Client’s holiday in relation to changes in transport costs, including the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports or airports, or government action which can affect prices. The Company will not vary the price of the Client’s holiday less than 30 days before the date of departure. However, if variations occur before that time, the Company will absorb or retain an amount up to the first 2% (excluding any amendment charges) of the Client’s holiday cost. For variations greater than 2% the Company will absorb the first 2% in the case of increases, but will not retain it from refunds. Where a surcharge or refund is payable, there will be an administration fee of £50/US$65/€60 per person.
If the Company imposes a surcharge which means paying more than 10% of the Client’s holiday price, the Client will be entitled to cancel the holiday with a full refund of all monies paid to the Company except for any amendment charges. Should the Client decide to cancel because of this, the Client must exercise this right within 14 days of the date of the Company’s surcharge invoice