This agreement is made between Eastern Sun Tours & Safaris - P.O. Box 14236, Arusha Tanzania hereinafter referred to as "The Company" or "we" and the named company below ......................................................................................................
Hereinafter referred to as the "client" or "you" .All trips operated by Eastern Sun Tours & Safaris are subject to the following agreement being signed or agreed in writing by both parties and bookings cannot be accepted without this agreement.
TO MAKE A BOOKING
To make a booking we require written advice (by e-mail or fax) from you that you wish to book and agree to comply with our booking conditions. Stating the chosen itinerary.
All prices quoted are in US$ and are valid for the tour quoted only.
Final names and any special food requirements should be advised upon sending the deposit.
DEPOSIT
We require a deposit of 50% of the total tour cost no later than 3 months before the tour commences (or unless by agreement)
Please Note:
For all tours during high season (the months of July, August, September, December and January) and lodge based safaris trips year round, we require a deposit no later than 4 months before the tour commences. This is so we can secure your chosen lodge accommodation and mountain permits well in advance, especially at these times of peak demand.
Please do the following:
1) Please send us an e-mail written in the following way:
I ------------------------ confirm that I would like to book a Safari/Trek with Eastern Sun Tours & Safaris , PO Box 14236 Arusha, starting on --/--/--. I authorize the sum of ------------ US$
DEPOSIT by Bank Transfer
It is possible to make a bank transfer between banks, however there are many hidden charges involved - so when you send the transfer please make sure that you agree to pay all costs.
Important:
When sending the transfer please make sure that your full name is put in the documentation - i.e. the 'comments' section of the forms - so we can trace the transfer at a later date.
Enquire our bank details;
FINAL BALANCE
Payment can be made upon arrival at the Eastern Sun Tours & Safaris and MUST be paid in full BEFORE the commencement of the safari, no exceptions.
We accept cash in US$ or Pounds Sterling, Euros only.
(Not credit cards)
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CANCELLATIONS BY YOU
Up to 8 weeks before commencement of the tour (others not lodges):
If you cancel the whole tour or individual booking(s) up to eight (8) weeks before commencement of the tour, a 50% refund of the deposit will be made to you.
Less than four FIVE before commencement of the tour (others not lodges):
If you cancel the whole tour or individual booking (s) less than five (5) weeks before commencement of the tour, NO refund can be made of the deposit.
Less than EIGHT weeks before the commencement of a LODGE safari:
No refund will be made of the deposit and you will be responsible for the deposits to the lodges paid by Eastern Sun Tours & Safaris
Less than Two week before the commencement the following tours:
On Marangu: No refund of the deposit and you will be responsible to reimburse Eastern Sun Tours & Safaris the cost of the pre-paid hut fees and Kilimanjaro park fees.
On Machame: No refund of the deposit and you will be responsible to reimburse Eastern Sun Tours & Safaris the Kilimanjaro park fees.
On camping safari: No refund of the deposit and you will be responsible to pay 30% of the tour cost.
For these reasons we strongly advise our clients to take out comprehensive insurance against irrecoverable cancellation costs and incurred cancellation charges.
CANCELLATIONS BY US;
In the unlikely event that we must cancel a tour, a full refund will be given.
If the tour is cancelled due to "force majeure" or cancellation of scheduled flights, expenses incurred by the Company will be deducted. Refunds will be limited to monies paid to the Company by the client.
CONDITIONS
The Company accepts bookings from clients, on the understanding of the following conditions.
A. Itineraries are given as an indication of what each tour should accomplish and not as
a contractual obligation on the part of Eastern Sun Tours & Safaris . The nature of our tours requires
a great deal of flexibility and the Company reserves the right to alter or modify tours,
routes or timetables should we feel it to be in the best interests or safety of the client.
No refunds can be given for services not utilized.
B. The client(s) must accept the authority and decisions of the tour leader/guide appointed by The Company. Any such client acting in a manner detrimental or hazardous to the group or to the environment may be asked to leave the tour. We reserve the right to terminate the tour arrangements without liability on our part and without the client having recourse to financial compensation.
C. In undertaking a Kilimanjaro Climb – or any high-altitude climb, it must be understood by the client that they have to prepare themselves, mentally and physically, for the trek. It is the responsibility of the clients to understand that these treks involve days of 15 (plus) hours of physically demanding trekking when summiting and that suitable preparation should be made for this level of exertion.
D. All wildlife and walking tours have a certain element of risk. Every effort is made by the Company to ensure the safety and the well being of clients. The Company and its’ representatives cannot be responsible for any loss, damage, injury, additional expense or inconvenience caused to the client, as a result of unpredictable wildlife, climatic changes, strikes, wars, riots, act of God, sickness, quarantine, cancellations, border restrictions, or other unforeseeable circumstances.
E. It is requested of the clients, to accept a degree of flexibility and acknowledge the delays and alterations and their results such as inconvenience, discomfort and disappointment, are an inherent part of adventure travel and the basic infrastructure of the Developing World.
TRAVEL INSURANCE
It is a requirement of the Company that the Clients, to be covered by a Comprehensive Travel Insurance Policy before joining any tour. This policy must include adequate cover for baggage loss, medical expenses, accidents and 24 hour repatriation service, should the client be too ill to continue on the tour, including air ambulance, flying Doctor or helicopter rescues. In the event of an emergency, The Company will endeavor to offer all reasonable assistance, but all costs must be borne by the Client. Any claims concerning matters for which you are insured must be directed to your insurers.
LIABILITY
The respective laws of that Country in which the tour takes place and no other Country govern the Company’s liability to its agents and its Clients. All claims are subject to the jurisdiction of the country in which the cause of action arises.
By sending a deposit to us this indicates you have read these booking conditions and agree to abide by them.
Name.................................................................
Date....................................................................
Signature............................................................
