Ashford Tours and Travel’s Booking Terms and Conditions
Safari Booking Terms and Conditions is very important as it forms the basis of your agreement with Ashford Tours and Travel Ltd. It is important for you to read it carefully. In particular, the Terms and Conditions detail our responsibilities to you and yours to us and provide guidelines to cover circumstances which may arise. When you acknowledge agreement of our booking conditions via email communication or otherwise, you are confirming that you have read the Terms and Conditions below and agree to be bound by them.
- Our Contract
All bookings are made with Ashford Tours and Travel Ltd referred to here as Ashford Tours and Travel. By booking a tour with us you agree to the booking conditions below. Your booking will be accepted by us on this basis. The services to be included in your package are those you find in your tour itinerary.
- Deposit Requirement
You are required to pay a non-refundable deposit of 30 per cent per person for your booking to be confirmed. PLEASE NOTE// after our tour agreement, we shall send you the company Bank Account details for Ashford Tours and Travel. You can also go to our online payment portal to pay online if provided for. DO NOT SEND MONEY TO ANY PERSONAL ACCOUNT.
Payment of any balance of the tour price is due 25 days prior to arrival date. Booking confirmed within 25 days to date of arrival should be paid in full.
- Acceptance of Booking and Final Payments
Once we accept your booking you will receive a confirmation email. A contract will exist between us from the date we send you the confirmation email. If you book within 7 days of departure the contract will be valid when we receive full payment.
- Your Details
In order for us to confirm your tour with Ashford Tours and Travel you must provide all requested details with the balance of the tour price. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions (for Mount Kenya, Kilimanjaro and Mount Meru treks) and special nutrition. Your booking can not be duly confirmed without providing us with these details.
- Cancellation by the Traveler
If you cancel your booking, cancellation fees will apply. A cancellation is only possible in written form. If you cancel a trip:
• At any time but over 45 days after your booking has been confirmed Ashford Tours and Travel retains 5% non-refundable deposit as administration costs on all services booked with us. We advise you to sign cancellation insurance at the time of booking which will cover cancellation fees.
- Any monies paid will be refunded less the cost of cancellation fees levied by hotels or food expenses and administrative costs as indicated here below;
| No of days to travel date | Percentage forfeited of tour price |
| Over 45 days | 5% Administration cost |
| 25 – 45 days to arrival date | 30% of tour price |
| 24-15 days | 50% of the tour price |
| 7-14 days | 70% of the tour price |
| Less than 6 days and no show | No refunds. We retain 100% of the tour fee |
- If you leave a tour for any reason after it has commenced we are not obliged to make any refunds for unused services.
- Cancellation by Ashford Tours and Travel
We may cancel a tour at any time prior to departure, due to terrorism, natural disasters, political instability or other external events if it is not viable for us to operate the planned itinerary.
If we cancel your tour, you can either choose another departure date or alternatively receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations and travel insurance excess or non-refundable flights.
- Booking Amendments
If you wish to transfer from one tour to another you must notify us at least 56 days prior to the proposed departure date. A fee of $100 per person per change will apply.
If you notify us less than 56 days prior to the proposed departure date the refund policy applicable to cancellations will apply.
No amendments are permitted to your booking within 7 days of departure.
- Inclusions
The price of your tour includes:
- all accommodation as listed in the tour itinerary
- all transport as listed in the tour itinerary
- all meals and drinks as listed in the tour itinerary
- all fees as listed in the tour itinerary
- all personnel as listed in the tour itinerary
- Exclusions
The price of your tour does not include:
- international or internal flights unless specified in the tour itinerary
- airport transfers unless specified in the tour itinerary
- meals other than those specified in the tour itinerary
- visa and passport fees
- travel insurance
- optional activities and all personal expenses
- Land Transportation:
Cars, minibuses, 4×4 Land cruisers or coaches will be provided depending on the tour chosen or quoted for.
- Accommodation:
Our tours are based on minimum two persons sharing a double or twin room / tent: where possible rooms with private bath are requested. Single rooms are available at an additional cost and can be guaranteed on request. Hotel /lodges are named as an indication of category and rooms may be reserved at similar hotels/lodges.
- Age & Health Requirements
Minimum General Policy: Our land safaris can allow children from infant to 12 years with exception of Tree hotels (The Ark, The Treetop lodge, Saltlick lodge, Serena Mountain Lodge) which only allow children of over 7 years of Age. Our Mount Kenya, Kilimanjaro and Mount Meru treks have a minimum age of 12 years if accompanied by an adult, who is responsible for the child’s day-to-day care.
All travelers under the age of 15 must be accompanied by an adult who is responsible for the child’s day-to-day care.
Maximum General Policy: For the majority of our trips we have no upper age limit, though we remind you that especially our treks can be physically demanding for all travelers 70 years and over.
We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for your destination and any costs. Where you do not do so and either is not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.
- Group Departures
Our group tours are guaranteed to depart once they have one fully-paid traveler. Please contact us for group departures under [email protected]. If you would like to know how many people are booked on your tour, please ask prior to making your booking.
- Passport and visas
Your passport must be valid for six months beyond for the duration of your visit in Kenya, Tanzania, Uganda and Rwanda. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your tour. We are not responsible if you are refused to entry any of these Countries, because you lack the correct passport, visa or other travel documentation. Have a look at our travel advice and travel guide.
- Travel Insurance
Travel insurance is compulsory for all Ashford Tours and Travel’s travelers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance on the first day of your tour; you will not be able to join the tour without it. If you obtain travel insurance through us you acknowledge that you are satisfied with the level of insurance we have arranged.
World Nomads provides travel insurance for travelers from over 140 countries. We recommend you book travel insurance with them.
- Flexibility
The itinerary provided for each tour is representative of the types of activities contemplated but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
- Change of Itinerary
While we Endeavour to operate all tours as described, we reserve the right to change the tour itinerary.
Before departure: If we make a major change we will inform you as soon as reasonably possible, if there is time to do so before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.
After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you.
Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.
- Authority on Tour
Our tours are run by our (safari and mountain) guides and driver guides. The decision of the guide is final on all matters likely to affect the safety or well-being of any person participating in the tour. If you fail to comply with a decision made by our guides, or interfere with the wellbeing or mobility of the group, the guide may direct you to leave the tour immediately, with no right of
refund. We may also elect not to carry you on any future tours booked with Ashford Tours and Travel. You must at all times comply with the laws, customs, foreign exchange and drug regulations of Tanzania.
- Optional Activities
Optional activities are not included in the tour price and are not part of our contract.
You accept that any assistance given by your guide in arranging optional activities do not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.
- Claims & Complaints
If you have a complaint about your trip please inform your guide at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 14 days of the end of the tour.
- Severability
In the event that any term or condition contained in Ashford Tours and Travel’s booking conditions is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
- Photos and Marketing
You consent to us using images of you taken during the tour for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes. If you wish not to do so, please inform us before your departure and we will respect your wish.
- Privacy Policy
Any personal information that we collect about you may be used for any purpose associated with the operation of your tour or to send you marketing material in relation to our events and special offers. We will otherwise not hand out your personal information to third parties.
- Liability:
Ashford Tours and Travel and its agents act only as agents of the tours, transport, etc. And shall not be liable for injury, delays, loss or damage in any manner.
The company’s liability to passengers carried in its own vehicle is governed by the laws of the country in which the tour takes place and no other country. All claims are subject to the jurisdiction of the courts of the country in which the actions arises. The company reserves the right to employ subcontractors for all or part of the services. The company shall not be held responsible for any loss or damages to luggage. Your travel insurance must provide cover against such loss.
- Applicable Law
The laws of Kenya, Tanzania, Uganda & Rwanda govern these booking conditions to the fullest extent allowable. Any disputes in connection with a tour or these booking conditions must be initiated in the courts of the Country where the tour was conducted.
- Registered Address
Ashford Tours & Travel Ltd.; P.O. Box 47934 00100, Nairobi, Kenya