VibesGroupUK

SAFARI & TOUR BOOKING TERMS AND CONDITIONS

These Booking Terms and Conditions apply to safari and tour arrangements booked with Vibes Group UK Ltd (“Vibes Group UK”, “we”, “us” or “our”), Company No. 13564173, registered office at 14 Cricklewood Lane, London NW2 1EX, United Kingdom.

They should be read together with your booking confirmation, itinerary, invoice and any specific conditions communicated to you at the time of booking. Where a particular accommodation provider, airline, park authority, activity provider, ground handler or other supplier imposes additional booking conditions, those conditions may also apply to the relevant service.

By confirming a booking and/or making payment, the lead traveller confirms that they have authority to accept these terms on behalf of all persons included in the booking.

1. BOOKINGS AND CONFIRMATION

All bookings are subject to availability.

A booking request is not confirmed until we have received the required deposit or payment and issued written confirmation.

The lead traveller must be at least 18 years old and is responsible for ensuring that all traveller names, dates of birth, passport details and other information supplied to us are complete and accurate.

Names must correspond exactly with the travellers' passports.

Please check your booking confirmation and itinerary immediately after receipt and notify us promptly of any error or discrepancy. Costs arising from incorrect information supplied by the traveller may be payable by the traveller.

2. PRICES AND WHAT IS INCLUDED

The services included in your tour are those specifically stated in your confirmed itinerary or booking confirmation.

Depending on the itinerary, these may include accommodation, specified meals, transfers, safari vehicles, guides, game drives, park entrance fees, domestic or regional transport and specifically listed activities.

Unless expressly stated as included, international flights, visas, vaccinations, travel insurance, personal expenses, gratuities, optional activities, drinks, excess baggage and other services not identified in the confirmed itinerary are excluded.

Prices are calculated using supplier rates, government taxes, park/conservation fees, fuel costs and exchange rates applicable when the quotation is prepared.

Until a booking is confirmed, prices and availability may change without notice.

Where permitted by applicable law and your booking conditions, changes to taxes, government charges, park/conservation fees, transportation costs, exchange rates or supplier charges may result in a price adjustment. We will notify you of any applicable adjustment before travel.

Any statutory rights applying to a package booking will not be affected.

3. DEPOSITS AND PAYMENT

The deposit and payment schedule applicable to your safari will be stated in your quotation, invoice or booking confirmation.

Certain services, including some safari lodges, camps, flights, gorilla/chimpanzee permits, park permits and special activities, may require immediate or non-refundable payment.

The full balance must be paid by the date specified on your booking confirmation or invoice.

If payment is not received by the due date, we may treat the booking as cancelled, subject to the applicable cancellation conditions and supplier charges.

The person making payment is responsible for any bank, foreign-exchange or payment-provider charges associated with the transaction.

4. CANCELLATION BY YOU

All cancellation requests must be made in writing. Cancellation becomes effective when it has been received and acknowledged by us.

Unless your quotation, booking confirmation or a supplier's conditions specify different or stricter cancellation terms, the following cancellation charges will apply:

60–45 days before departure: 75% of the total tour price.

44–31 days before departure: 75% of the total tour price.

30 days or less before departure: 100% of the total tour price.

No-show or failure to commence the tour: 100% of the total tour price.

Where a supplier imposes a higher cancellation charge or a service is expressly stated to be non-refundable, the supplier's applicable charge will apply to that component of the booking.

This can include flights, safari lodges, camps, permits, conservation fees and certain activities.

If the amount already paid is less than the applicable cancellation charge, the outstanding amount remains payable.

Where a refund is due, it will normally be returned to the original payer using the original payment method where practicable, less applicable cancellation charges, supplier charges and other properly incurred non-recoverable costs, subject always to your statutory rights.

5. UNUSED SERVICES

No refund will normally be provided for accommodation, meals, activities, transfers, park visits or other services voluntarily missed or unused after the tour has commenced.

This includes early departure, late arrival or a decision by a traveller not to participate in part of the itinerary.

This does not affect any statutory rights you may have where services have not been properly provided.

6. CHANGES REQUESTED BY YOU

Requests to amend a confirmed booking must be submitted in writing as early as possible.

Changes are subject to availability and the conditions of the relevant suppliers and cannot be guaranteed.

Changes to dates, accommodation, routes, passenger names, number of travellers or significant parts of an itinerary may require cancellation and rebooking at the rates available at that time.

You will be responsible for any supplier amendment charges, fare or price differences and reasonable administration charges notified to you.

Where a requested change amounts to cancellation of a service, the applicable cancellation conditions may apply.

7. CHANGES OR CANCELLATION BY US OR OUR SUPPLIERS

Safari itineraries may occasionally need to change because of weather, road conditions, wildlife movements, park regulations, safety considerations, accommodation availability, flight schedules or circumstances outside our control.

We reserve the right to make reasonable minor changes where necessary.

Examples may include changing the order of activities, substituting accommodation with a reasonably comparable alternative, changing vehicles or guides, or adjusting departure times.

Where a significant change occurs before departure, we will notify you as soon as reasonably possible and explain the options available to you in accordance with your booking conditions and applicable law.

Safety-related decisions made by guides, pilots, park authorities or other responsible local personnel must be respected.

8. SAFARI AND WILDLIFE EXPERIENCES

Safari travel takes place in natural environments and wildlife is free-roaming.

Although our suppliers and guides use their knowledge and experience to provide the best possible wildlife-viewing opportunities, sightings of any particular animal, species or natural event cannot be guaranteed.

Routes, game-drive times and wildlife-viewing locations may change according to weather, road conditions, animal movements, park regulations and safety considerations.

Travellers must follow all instructions given by guides, rangers, drivers, pilots and park authorities.

Travellers must never leave a safari vehicle, approach wildlife, feed animals or enter restricted areas unless specifically instructed that it is safe and permitted to do so.

9. INHERENT RISKS OF SAFARI TRAVEL

Safari and adventure travel can involve risks different from conventional holidays.

These can include travel in remote locations, encounters with wild animals, rough or unsealed roads, uneven terrain, changing weather, limited medical facilities, long driving distances and travel by small or light aircraft.

By booking, travellers acknowledge the nature of the itinerary and agree to exercise reasonable care and follow all safety instructions.

Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability that cannot lawfully be excluded for death or personal injury caused by negligence.

10. TRAVEL INSURANCE

Comprehensive travel insurance is required for travellers participating in our safari arrangements unless we expressly confirm otherwise in writing.

Your policy should be appropriate for your itinerary and should provide adequate cover for:

• cancellation and curtailment;
• emergency medical treatment;
• emergency evacuation and repatriation;
• personal accident;
• baggage and personal belongings;
• travel delays and missed connections; and
• any safari, adventure or optional activities you intend to undertake.

For travel to remote safari destinations, emergency evacuation and repatriation cover is particularly important.

We recommend arranging insurance as soon as your booking is confirmed.

We may request evidence of appropriate insurance before departure.

11. HEALTH, FITNESS AND MEDICAL CONDITIONS

Travellers are responsible for ensuring that they are sufficiently fit to participate in their chosen itinerary.

You must inform us before booking of any medical condition, disability, mobility limitation, pregnancy or other circumstance that could materially affect your participation in the tour or require special arrangements.

We will make reasonable efforts to assist, but some safari camps, vehicles and remote locations may have limited accessibility.

Where appropriate, a supplier may require medical confirmation of fitness to participate.

Travellers are responsible for obtaining professional medical advice regarding vaccinations, malaria prevention and other health precautions relevant to their destination.

Travellers should carry adequate supplies of any required personal medication.

Emergency medical assistance will be arranged where reasonably possible, but associated costs remain the traveller's responsibility and should be covered by appropriate insurance.

12. PASSPORTS, VISAS AND ENTRY REQUIREMENTS

Each traveller is responsible for ensuring that they hold the correct passport, visas, transit visas, permits, vaccination documentation and other documents required for their journey.

Passport and entry requirements vary by nationality and destination and may change at short notice.

Any guidance provided by us is general information only. Travellers should verify current requirements with the relevant government, embassy, consulate or official authority before travel.

We cannot accept responsibility where a traveller is refused boarding or entry because they do not possess the required documentation.

13. CHILDREN

Travellers under 18 must travel with a parent, legal guardian or other appropriately authorised responsible adult unless expressly agreed otherwise.

Certain safari lodges, camps and activities impose minimum age requirements. Walking safaris, gorilla trekking, ballooning and other specialist activities may have specific age or participation restrictions.

Parents or guardians are responsible for supervising children and ensuring compliance with all safety requirements.

14. SPECIAL REQUIREMENTS

Please notify us before booking of dietary requirements, mobility requirements, allergies or other special requests.

We will pass reasonable requests to the relevant supplier, but requests cannot be guaranteed unless specifically confirmed in writing.

Remote safari properties may have limitations on the services, food products, equipment or accessibility arrangements available.

15. BAGGAGE

Baggage restrictions vary depending on the itinerary.

Safaris involving road transport commonly require practical, manageable luggage, and soft-sided bags are strongly recommended.

Light aircraft and charter flights may impose strict baggage limits, commonly between approximately 10 kg and 20 kg per person depending on the aircraft and operator, and may restrict hard-shell suitcases.

Your specific allowance will be advised where available and the operating carrier's rules will take precedence.

Excess baggage may need to be stored, transported separately or carried subject to additional charges.

Travellers remain responsible for their personal belongings and should ensure valuable items are adequately insured.

16. FLIGHTS AND TRANSPORT

Where flights are included or arranged, they are subject to the conditions of the operating airline or charter company.

Flight times, routes and aircraft may change for operational, weather or safety reasons.

Light-aircraft operations are particularly dependent upon weather, airstrip conditions, passenger/baggage weight and operational requirements.

The pilot's decision concerning the safe operation of an aircraft is final.

Road journeys in safari destinations may be affected by weather, traffic, road conditions and other local circumstances. Journey times should therefore be treated as estimates.

Where an international flight is not included in the safari booking, travellers are responsible for allowing sufficient time to connect with the start of the tour.

17. ACCOMMODATION

Safari accommodation can range from hotels and permanent lodges to tented camps and remote wilderness properties.

Facilities, electricity, internet connectivity, water supply, air conditioning and other amenities may differ significantly from those normally expected in the UK or other home countries.

Accommodation descriptions and classifications are based on information provided by suppliers and local standards.

Where confirmed accommodation becomes unavailable, we will endeavour to provide a suitable alternative of a reasonably comparable standard.

18. OPTIONAL AND ADVENTURE ACTIVITIES

Optional activities may include walking safaris, hot-air ballooning, boating, canoeing, diving, quad biking, trekking or other adventure experiences.

Such activities may carry additional risks and may be operated by independent specialist providers under their own conditions.

Travellers must satisfy any age, health, weight, fitness or other participation requirements and may be required to sign the provider's waiver or acknowledgement of risk.

19. FORCE MAJEURE AND UNAVOIDABLE CIRCUMSTANCES

Travel arrangements can be affected by circumstances outside our reasonable control, including severe weather, floods, fires, natural disasters, war, civil unrest, terrorism, strikes, border closures, government action, park closures, epidemics or other serious health emergencies, major transport disruption or similar events.

Where such circumstances affect your tour, we will endeavour to provide reasonable assistance and, where possible, suitable alternative arrangements.

Any refund, credit, alternative arrangement or additional entitlement will be determined according to applicable law, the nature of your booking and the terms of the relevant suppliers.

Travellers may be responsible for additional personal costs arising during disruption where those costs are not legally payable by us or a supplier. Appropriate travel insurance is therefore essential.

20. THIRD-PARTY SUPPLIERS

Elements of your safari may be provided by independent airlines, accommodation providers, destination management companies, guides, transport providers, park authorities and activity operators.

Their own conditions may apply to the services they provide.

Our responsibility for the performance of your booking will depend upon the nature of the booking and applicable law. Nothing in these terms is intended to remove rights that cannot lawfully be excluded or restricted.

21. CONDUCT

Travellers must behave responsibly and comply with local laws, park regulations and reasonable instructions from guides, drivers, accommodation staff and other authorised personnel.

We may terminate a traveller's participation where their behaviour is dangerous, unlawful, seriously disruptive, threatening, abusive or places wildlife, local communities, staff or other travellers at risk.

Where participation is terminated for such behaviour, the traveller will generally be responsible for resulting costs and no refund will normally be payable for services lost as a result, subject to applicable law.

Travellers are responsible for damage they deliberately or negligently cause to accommodation, vehicles, equipment or other property.

22. RESPONSIBLE AND SUSTAINABLE TOURISM

We encourage responsible travel and respect for wildlife, conservation areas and local communities.

Travellers should:

• observe wildlife from a safe and respectful distance;
• never feed or intentionally disturb wild animals;
• follow park and conservation regulations;
• minimise waste and avoid unnecessary single-use plastics where practical;
• respect local cultures and customs;
• obtain permission before photographing local people where appropriate; and
• avoid purchasing products derived from endangered or illegally traded wildlife.

Park, conservation and community levies may apply where stated in your itinerary or quotation.

23. PHOTOGRAPHY AND PRIVACY

Photographs or video may occasionally be taken during tours for operational or promotional purposes.

Where we wish to use identifiable images of travellers for marketing, we will respect applicable privacy and data-protection requirements. If you do not wish to appear in promotional material, please inform us or the tour representative.

Personal information supplied in connection with your booking may be shared with relevant suppliers, authorities and service providers where reasonably necessary to arrange and deliver your travel services, in accordance with our Privacy Policy and applicable data-protection law.

24. COMPLAINTS AND PROBLEMS DURING TRAVEL

If you experience a problem during your safari, please notify the relevant guide, accommodation provider or local representative as soon as possible so that they have an opportunity to resolve the matter.

You should also contact Vibes Group UK where assistance is required.

If the issue is not resolved during your trip, please submit your complaint to us in writing after your return, providing your booking reference and relevant supporting information.

Failure to report a problem while travelling may affect our ability to investigate or remedy it.

25. FINANCIAL PROTECTION

Financial protection depends upon the particular travel arrangements purchased.

Where Vibes Group UK Ltd acts as an agent on behalf of Brightsun Travel (UK) Ltd and an eligible booking is ATOL protected, the applicable protection is provided under Brightsun Travel (UK) Ltd's ATOL 3853.

Not every safari, tour or travel service is necessarily ATOL protected. ATOL protection generally relates to qualifying flight-inclusive arrangements.

If you receive an ATOL Certificate, the services listed on that certificate are protected as described on it. If you do not receive an ATOL Certificate, your booking is not ATOL protected under that certificate.

Please ask us before booking if you require confirmation of the financial protection applicable to your particular arrangements.

26. OUR RESPONSIBILITY

We will provide our booking and travel-arrangement services with reasonable care and skill.

Our legal responsibility for the performance of individual travel services depends upon the nature of your booking, whether we act as organiser, agent or otherwise, the applicable supplier arrangements and applicable law.

We are not responsible for losses caused by the traveller's own actions, the actions of an unconnected third party that could not reasonably have been foreseen or avoided, or unavoidable and extraordinary circumstances, except where applicable law provides otherwise.

Nothing in these terms excludes or restricts any liability or statutory consumer right which cannot legally be excluded or restricted.

27. GOVERNING LAW

These terms and your booking are governed by the applicable laws of England and Wales, subject to any mandatory consumer rights or jurisdictional protections that apply to you.

28. GENERAL VIBES GROUP UK TERMS

These safari and tour conditions supplement the general Vibes Group UK Terms and Conditions applicable to your booking.

Where there is a conflict between these safari-specific conditions and a specific written condition provided in your confirmed quotation or booking documentation, the specifically agreed booking condition will apply to the extent permitted by law.