OUR TERMS AND CONDITIONS

Roaming Africa Tours & Safaris

These Terms and Conditions apply to all safari bookings, holiday packages, excursions, transfers and travel arrangements provided by Roaming Africa Tours & Safaris in Kenya, Tanzania and Zanzibar.

By requesting a quotation, confirming a reservation, paying a deposit or making full payment, clients acknowledge that they have read, understood and accepted these Terms and Conditions.

BOOKING AND RESERVATIONS

All bookings are subject to availability and written confirmation. A quotation or proposed itinerary does not guarantee a reservation. Bookings are confirmed upon receipt of the required deposit and confirmation of services by the relevant suppliers.

Clients are responsible for checking their travel dates, passenger details, accommodation arrangements, room categories and itinerary before confirming a booking.

PAYMENT TERMS

A 50% deposit of the total tour cost is required to confirm a booking.

The remaining balance must be paid at least 45 days before the commencement of the tour.

For bookings made within 45 days of arrival, full payment is required upon confirmation.

Failure to meet the agreed payment deadlines may result in cancellation of reservations, loss of availability and applicable supplier cancellation charges.

All prices are quoted in United States Dollars (USD), unless otherwise stated.

PAYMENT METHODS

Payments may be made through approved bank transfers and electronic payment methods, including Visa, Mastercard and American Express.

A 4% processing fee applies to credit and debit card payments. Bank transfers are not subject to this card processing fee, although applicable bank and intermediary charges may apply.

Payments made in Kenyan Shillings or other currencies will be converted at the applicable exchange rate communicated at the time of payment.

A booking is considered fully paid only when the funds have been received and cleared in our designated account.

CANCELLATION AND REFUND POLICY

All cancellation requests must be submitted in writing by email to Roaming Africa Tours & Safaris. The cancellation date will be determined by the date written notification is received.

The following cancellation charges apply to confirmed bookings:

• 90 days or more before arrival: 25% of the total booking cost.

• 60–89 days before arrival: 50% of the total booking cost.

• 45–59 days before arrival: 75% of the total booking cost.

• 30–44 days before arrival: 80% of the total booking cost.

• 15–29 days before arrival: 90% of the total booking cost.

• 0–14 days before arrival: 100% of the total booking cost.

• No-show, failure to travel or early departure: 100% of the total booking cost.

Cancellation charges are calculated against the total confirmed booking value, regardless of the amount already paid.

Non-refundable services and supplier cancellation conditions

Certain services, including peak-season accommodation, luxury safari lodges, tented camps, domestic flights, charter flights, special transport arrangements and promotional offers, may carry stricter cancellation conditions or be fully non-refundable.

Where a hotel, lodge, airline, transport operator or other third-party supplier imposes cancellation charges exceeding the standard schedule above, the actual supplier cancellation charges will apply.

Any additional non-recoverable expenses and committed supplier payments directly associated with the booking may also be deducted where applicable and legally permissible.

Refunds

Where a refund is due, the refundable amount will be calculated after deducting applicable cancellation charges, non-refundable supplier payments and other committed expenses.

Approved refunds will be processed through the original payment method wherever possible. Processing times depend on the relevant suppliers, banks and payment providers.

Amendments and postponements

Requests to postpone or amend confirmed bookings are subject to availability and written approval. Such requests may be treated as cancellations where suppliers do not permit changes or where non-refundable commitments have already been made.

Additional costs, amendment fees and applicable supplier penalties will be payable by the client.

CHANGES TO BOOKINGS

Requests to change confirmed travel dates, passenger numbers, accommodation, destinations, room categories or itineraries must be submitted in writing.

All amendments are subject to availability and may attract additional charges imposed by hotels, airlines, transport operators and other suppliers.

Where a change results in a reduction in the original booking value, any refund or credit will be subject to the applicable supplier conditions and cancellation policy.

ITINERARY CHANGES

We make every reasonable effort to operate tours according to the confirmed itinerary. However, changes may occasionally be necessary due to weather conditions, road conditions, wildlife movements, park regulations, flight schedules, safety considerations or other unforeseen circumstances.

Roaming Africa Tours & Safaris reserves the right to make reasonable adjustments to itineraries, accommodation, transport arrangements and activity schedules where necessary.

Where possible, suitable alternatives of a comparable standard will be arranged. Any material changes affecting the agreed services will be communicated to the client.

ACCOMMODATION AND TRANSPORT

Accommodation, safari vehicles, domestic flights and other travel services are arranged according to the confirmed itinerary.

Roaming Africa Tours & Safaris reserves the right to engage, subcontract or work with licensed local operators and reputable third-party suppliers to provide any part of the agreed services.

If a confirmed hotel, lodge, camp or transport service becomes unavailable, we will endeavour to arrange suitable alternative services of a comparable standard, subject to availability.

Special requests, including room preferences, connecting rooms, dietary arrangements and specific accommodation requirements, are subject to confirmation by the relevant supplier.

TRAVEL DOCUMENTS AND VISAS

Clients are responsible for ensuring that they possess valid passports, visas, electronic travel authorisations, vaccination certificates and all other documents required for entry into Kenya, Tanzania and Zanzibar.

For cross-border safaris, clients must meet the immigration and entry requirements of each country.

Roaming Africa Tours & Safaris may provide general travel guidance but does not guarantee visa approval or entry into any country.

Any additional costs or losses arising from inadequate travel documentation, denied entry or failure to meet immigration requirements shall be the responsibility of the client, subject to applicable law.

TRAVEL INSURANCE

Comprehensive travel insurance is strongly recommended for all travellers.

Insurance should cover medical emergencies, emergency evacuation, repatriation, trip cancellation, travel interruptions, personal accidents, lost luggage and damage to personal belongings.

Clients are responsible for obtaining appropriate travel insurance before travelling.

HEALTH AND SPECIAL REQUIREMENTS

Clients should inform us in advance of any medical conditions, mobility limitations, dietary requirements or special assistance needs that may affect their travel arrangements.

Wheelchair accessibility, special accommodation arrangements and other assistance requirements must be communicated during the booking process and confirmed in writing, subject to availability.

Safari travel may involve long journeys, uneven terrain, remote locations and limited access to medical facilities.

Clients are responsible for ensuring that they are medically and physically fit for their chosen activities and must follow reasonable safety instructions provided by their guides and service providers.

SAFARI AND WILDLIFE ACTIVITIES

Wildlife sightings are natural events and cannot be guaranteed. Roaming Africa Tours & Safaris does not guarantee sightings of the Big Five, the Great Migration or any specific animal species.

Game drives, walking safaris and other outdoor activities are subject to weather, wildlife movements, park regulations and safety conditions.

Clients must follow the instructions of their safari guides, drivers, rangers and park authorities throughout the tour.

Feeding, disturbing, approaching or attempting to touch wild animals is prohibited unless expressly authorised by the relevant wildlife authorities.

FLIGHTS AND AIR TRAVEL

Domestic and regional flights are subject to the terms and conditions of the respective airlines.

Flight schedules, baggage allowances, aircraft types and departure times may change without prior notice.

Clients are responsible for complying with airline check-in requirements, baggage restrictions and departure times.

Any additional expenses arising from airline delays, cancellations, missed connections or baggage issues will be handled in accordance with the relevant airline policies and applicable law.

FORCE MAJEURE AND UNFORESEEN CIRCUMSTANCES

Roaming Africa Tours & Safaris shall not be responsible for failure or delay in providing services caused by circumstances beyond our reasonable control.

Such circumstances may include natural disasters, floods, fires, extreme weather, epidemics, pandemics, political unrest, civil disturbances, terrorism, government restrictions, strikes, border closures and other exceptional events.

Where such circumstances affect a confirmed booking, we will make reasonable efforts to arrange alternative services, rescheduling or applicable refunds or credits, subject to recoverable amounts, supplier conditions and applicable law.

We will endeavour to minimise disruption and communicate available options as promptly as reasonably possible.

PERSONAL BELONGINGS AND VALUABLES

Travellers are responsible for their personal belongings, passports, travel documents, money, cameras, electronic equipment and other valuables throughout the tour.

We recommend keeping valuables secure and obtaining appropriate travel insurance.

Any loss, theft or damage should be reported immediately to the relevant service provider and, where appropriate, the local authorities.

LIABILITY

Roaming Africa Tours & Safaris takes reasonable care in arranging and coordinating travel services.

To the extent permitted by applicable law, we shall not be responsible for losses, delays, additional expenses, injuries or disruptions arising from circumstances beyond our reasonable control, including adverse weather, natural disasters, government restrictions, airline disruptions, wildlife-related incidents or the independent actions or omissions of third-party suppliers.

Nothing in these Terms and Conditions excludes or limits liability where such exclusion or limitation is prohibited by applicable law.

CLIENT RESPONSIBILITIES

Clients agree to provide accurate booking information, make payments within the agreed deadlines, respect local customs and communities, follow park regulations and comply with the reasonable safety instructions of guides, drivers and other service providers.

Roaming Africa Tours & Safaris reserves the right to discontinue or modify services where a client’s behaviour creates a serious safety risk, unlawful situation or significant disruption to other travellers.

Any resulting additional expenses may be charged to the responsible client, subject to applicable law.

COMPLAINTS AND DISPUTES

Any concerns arising during a tour should be reported to our guide, representative or reservations team as soon as possible so that we have an opportunity to resolve the matter.

Any unresolved complaints should be submitted in writing within 14 days after completion of the relevant services, together with supporting information.

We will review complaints fairly and make reasonable efforts to resolve them amicably.

PRIVACY AND PERSONAL INFORMATION

Roaming Africa Tours & Safaris respects the privacy of its clients and handles personal information in accordance with applicable data protection laws.

Information collected during bookings may include names, passport details, contact information, travel preferences, payment-related information and relevant medical or accessibility requirements.

Where necessary, information may be shared with hotels, airlines, transport providers, local operators and relevant authorities for the purpose of delivering the agreed travel services.

Further information is provided in our Privacy Policy.

PHOTOGRAPHY AND MARKETING

Photographs and videos taken during tours may be used by Roaming Africa Tours & Safaris for promotional and marketing purposes only where appropriate consent has been obtained.

Clients who do not wish to appear in marketing materials should notify us in writing.

WEBSITE INFORMATION AND INTELLECTUAL PROPERTY

All content on the Roaming Africa Tours & Safaris website, including text, photographs, graphics, logos, itineraries and other materials, is protected by applicable intellectual property laws.

Unauthorised reproduction, distribution or commercial use of website content is prohibited without prior written permission.

We make reasonable efforts to ensure that website information is accurate and up to date. However, prices, availability, itineraries and supplier information may change without notice.

GOVERNING LAW

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Kenya, subject to applicable mandatory consumer protection laws.

Any dispute arising from a booking or travel arrangement shall first be addressed through good-faith negotiations. Where an amicable resolution cannot be reached, the dispute may be referred to the competent courts of Kenya, subject to applicable law.

ACCEPTANCE OF TERMS AND CONDITIONS

By confirming a reservation, paying a deposit or making full payment, clients acknowledge that they have read, understood and accepted these Terms and Conditions.

These conditions should be read together with the relevant quotation, invoice, confirmed itinerary and any additional booking-specific conditions communicated in writing.

Where a specific written agreement has been made for a booking, its expressly agreed provisions shall take precedence over conflicting general provisions in these Terms and Conditions, to the extent permitted by law.