Booking Conditions for SandyAcre Safaris

Booking with SandyAcre Safaris ('the company') implies acceptance of these conditions which are governed by the laws of Namibia

1. How to book
Once the details of your safari have been agreed, a deposit of 20% of the full cost is required to confirm your reservation. Full payment of the balance must be received by SandyAcre Safaris not later than six weeks prior to the departure date — late payment could result in the safari being deemed cancelled and the loss of your deposit. For safaris booked less than six weeks before the departure date the full cost must be paid immediately. The quickest and easiest method of payment is by SWIFT transfer to our Windhoek bank account or into our account at National Westminster Bank in the UK.

2. Cancellation Policy
Any cancellation of a booking must be made in writing, either by letter or fax, and the following charges will apply from the time of receipt:

Less than six weeks notice - 20% deposit forfeited
Less than four weeks notice - 50% forfeited
Less than two weeks notice - 75% forfeited
Less then five days notice - 100% forfeited

3. Travel insurance
All safari participants should take out appropriate comprehensive travel insurance to cover possible cancellation charges, medical expenses (including medical repatriation should this become necessary), personal belongings and money. Insurance should begin from the time of payment of the deposit, and you may be asked to provide evidence of such cover before the safari begins.

4. Booking changes
a. By the client
If you wish to change your booking after it has been confirmed, you will be liable for a transfer fee of N$100. If the change is made within six weeks of the departure date it may be treated as a cancellation and a re-booking so normal cancellation charges could be applied (at the discretion of the company), unless the change is to an earlier departure date.
b. By the company
The company reserves the right, in the client's interests, to modify or cancel the whole or any part of a safari at any time up to four weeks prior to the departure date. In the event of material modification or cancellation, the company will try to offer alternative arrangements of a similar standard or to make a full and prompt refund of monies paid by the client. The company will not normally modify or cancel a safari less than four weeks before departure, except in circumstances outside the company's control such as acts of God, natural disaster, epidemic, weather, accident, industrial action, Government action, civil unrest, war or threat of war.

5. Price policy
We will do our utmost to keep to the agreed safari price. If increases are forced on us by government action, currency exchange rate fluctuations, or increases in ground transportation costs or game park entrance fees, we reserve the right to surcharge without notice, up to a maximum of 10% of the safari price. If surcharges amount to more than 10% you may cancel your booking within 10 days of the issue of the surcharge notice and receive a full refund of all monies already paid for your safari.

6. Responsibilities of the company
The company cannot be held responsible for modifications or cancellations caused by exceptional circumstances outside the company's control as described in 4b above. Subject to this limitation, the company assumes liability for the acts or omissions of its employees and agents, in particular for any deficiencies in the standards of service or facilities supplied. The company does not accept responsibility for death, bodily injury, or illness caused to safari participants, unless resulting from the proven negligence of the company in its contractual duty to exercise care in making arrangements for the client.

7 Responsibilities of the client
a. Any passports, visa, health certificates, travel insurance or other travel documentation required for the holiday must be obtained by the client (please note that the Namibian Immigration authorities normally require that visitors are in possession of a passport which is valid for at least six months after the scheduled date of departure from the country).
b. No credit or refund is possible for any unused services included in the safari price in the event of delays caused through lost or inadequate travel documents.

8. Health and personal safety
Safari participants should be in reasonable health. Any special dietary problems, illnesses, physical or mental impairments or phobias must be disclosed when applying for a booking. We can often cater for special requirements, but this may involve a surcharge on the safari price. Even though much of the country is not malarial, anti-malaria precautions should still be taken, starting at least a week before arrival. Please consult a medical doctor for advice. Safaris are often conducted in close proximity to wild animals or poisonous snakes and insects so it is in the interests of participants to treat these with respect. While all reasonable precautions are taken to ensure safety, the company cannot be held responsible for any injury or accident caused by animal, snake or insect.

9. Luggage
Safari participants are limited to a reasonable amount of Luggage, normally one soft sports type bag up to 15kg in weight, plus hand luggage and photographic equipment. Please note that for internal light aircraft charter flights the maximum weight allowance is 12kg in total, including hand luggage and photographic equipment. As conditions are often dusty, please ensure that all bags and containers are suitably dust-proofed. Surplus baggage can be stored at our office in Windhoek for the duration of the safari if required.

10. General
Safari prices are inclusive of the following:

The services of professional guides and camp staff as appropriate
Overland transportation, starting from the point of departure (usually the airport)
Internal flights where these form part of the safari
All accommodation on a full board basis, except where otherwise stated
Non-alcoholic cool drinks and beverages as well as limited bar supplies when in our mobile camp.
Wine served with dinner when in our mobile camp
All park fees and relevant entry permits
Limited laundry facilities