Terms & Conditions for Non Participation Safaris

Price Includes

We ensure that our clients are fully aware of what costs are involved in each trip, and to avoid any surprise of hidden costs. Our prices include camping equipment for the entire safari (tents, 100mm mattresses on raised fixed frame beds, linen includes cotton sheets, duvet inners, duvet covers, duck feather pillows, cotton pillow cases, bath towels, hand towels mats and face towels, canvas mirrors, crockery and cutlery etc), transport for the duration of the safari, accommodation, hire costs of boats and canoes, professional guides, permits and entry fees, and all food for the duration of the safari are.

The food is healthy and every effort is made to suit all tastes, our price includes coffee and tea, as well as fruit juice at breakfast, soft drinks and bottled water. All meals are provided by us on safari. As our programme must be projected so far ahead and our prices are therefore subject to exchange rate fluctuations, Afro Trek Safaris reserve the right to surcharge without notice, although this is against our intentions. Any special extra excursions and special restaurants of the client’s choice are for the client’s expense.

Booking System

Reservations are made by contacting your agent or Afro Trek Safaris if you so wish. To ensure that there is still space available on the particular safari. If there is availability of space, then complete the booking form and send it along with a 10% NON-REFUNDABLE deposit to confirm your booking. IF THE FULL AMOUNT IS NOT PAID AS STIPULATED BY YOUR AGENT OR PRIOR TO DEPARTURE DATE OF SUCH A SAFARI, AFRO TREK SAFARIS may, at our own discretion and without notice, be entitled to regard the booking as cancelled and to re-book the vacancy. Late applicants may join safaris on an accommodation available basis.

Facts About Botswana

Population:

The total population is estimated at around 2 million and growing at a rate of 3.5% per annum.

Climate:

Summer December to March. High temperatures average 30c to 35c with lows around 18c. Rain is particularly in December and February. Winter is from May to August. Daytime temperatures around 23c with the night time lows averaging 5c.

Geography:

Botswana`s surface area consists of 581,780 sq km Botswana is completely landlocked, bordered by its neighbours South Africa, Namibia, Zambia and Zimbabwe.

Currency:

Botswana `s currency is the Pula. The Pula is divided into 100thebe.
Notes – P200, P 100, P50, P20, P10
Coins - P5, P2, and P1. Thebe -50t, 25t, 10t and 5t.

Climatic Conditions:

The winter nights in Southern Africa (May to September) are very cold with pleasant days .Warm clothing is essential for this time.

Personal Effects

Travel light with light, casual clothing for the day and a jersey or tracksuit for the evenings. (A warm jacket is essential for winter months). Do not take much clothing. Take a good pair of walking shoes. Do not forget a torch, water bottle, swimsuit, hat, sun-block cream, binoculars and camera. Allow enough money for souvenirs, evenings out, drinks, special excursions and personal expenses.

Insurance

Travel insurance is compulsory and you should arrange such in your country of origin. You should be covered in the event of cancellation or curtailment, death, any medical or rescue expenses, as well as for any loss of baggage, money or personal items.

Payment for your Safari

The balance of all monies due, including any surcharges applicable at that time, must be received by the Company or their authorized travel agent not later than 60 days before the start of your safari. You will be advised at the time of booking when this is the case. In the case of non-payment of the balance by the due date, the Company reserves the rights to treat your booking as cancelled and cancellation charges will apply. Any monies paid by you to an authorized travel agent for safaris operated by the Company are held by the agent on the Company’s behalf. You can pay the deposit and full amount by credit or debit card. We accept Visa, Master card, Euro.

What’s not included in safari price?

The price of the safari does not include: visa fees, vaccinations, passport costs, international departure taxes, insurance premiums of any kind, excess baggage charges, optional tours and excursions, hotel porterage or meals (other than those we list as included). We also do not include items of a personal nature; such as laundry, room service charges, drinks or phone calls.

Passports & Visas. Clients are responsible for arranging, and must be in possession of, a valid, acceptable passport and any visas and vaccination certificates required for the whole of their journey and safari. Information about these matters or related items (climate, clothing, baggage, personal gear etc) is given in good faith but without responsibility on the part of the Company. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.

Cancellation Procedure
Cancellation of any booking must be received in writing and acknowledged by Afro Trek Safaris. If a booking is cancelled with the consent of Afro Trek Safaris, the latter shall retain the full deposit. Should a person cancel a safari and cannot find an immediate replacement:

a) If Afro Trek Safaris has 4 weeks or more notice, only the deposit is forfeited.

b) If Afro Trek Safaris has less than 4 weeks’ notice, the deposit and an additional cancellation fee will be payable by the client as follows:
31-22 days 40% of total amount
21-15 days 60% of total amount
14-0 days 100% of total amount

c) If you fail to join a safari or join it after departure, or leave it prior to its completion, no reimbursement whatsoever will be made.

Professional Guide – Afro Trek Safaris

The Professional Guide’s main responsibility is to make sure that all members of the group are well looked after and return home having had a wonderful holiday with some fantastic memories. It is the guide’s responsibility to ensure that the safari runs smoothly and that all the logistics are in place; also to oversee the health and safety aspects of the tour. Our professional guides will be as flexible as possible - within the confines of the itinerary. For example, they can arrange group meals for those that would like to eat with their travel companions. Alternatively if you would prefer to make your own plans they will offer suggestions for local restaurants. They may offer some optional excursions that are not mentioned on our safari notes (such as a visit to a local cultural village). They will also try to make sure that everyone has as much free time during the tour as they wish. In order to keep the safaris running effectively, guides give regular briefings to talk about what is happening in the next few days, to remind you of timings and what you need to bring for excursions, sightseeing and activities. Professional guides will also brief the group on safety and general health issues. Our professional guides are carefully selected and have undergone thorough training in Botswana and some in South Africa – this is generally accepted to be some of the best in the industry. Professional guides are chosen for their people skills and their ability in working with groups. Our guides are mature adults who are young at heart and enjoy their work. We have full-time guides as well as good reliable part-timers, all registered with the Botswana Guides Association (BOGA) and Department of Wildlife and National Parks (DWNP). Afro Trek Safaris offer a wide variety of experiences and activities which allow you to really get to know an area and to see beyond the normal tourist facade. Whilst we automatically include the better-known sights, several excursions and activities are optional. This gives everyone enough flexibility to do his or her own thing. We also build in free time for you to explore independently - an important part of any Afro Trek Safaris trips. Our mission is to make sure that even the budget travelers can afford and enjoy a fun filled safari adventure in Botswana.

Accommodation

The type of accommodation provided for this package during the safari is in 3.0 metre, two persons canvas tents in which we provide stretchers, mattresses and sleeping bags, meals are provided and juice for breakfast.

All the necessary equipments are provided including a medical kit. at the Sedia Riverside Hotel, accommodation will be in pre-erected tents with electricity and bedding provided where assurances of cleanliness, safety, comfort and a good location.

Rooming and Single room option
Most safaris are based on two guests sharing a tent. If you book as an individual, you will share a tent with someone of the same sex. However, on our safaris we offer the opportunity to pay a supplement to pre-book a single tent.

Parental consent for Family Adventures

Any child under the age of 16 wishing to participate in the advertised activities can do so only with full consent of their parent or guardian.

Transport

Afro Trek Safaris operate with customized Toyota Land cruisers The Toyota is practical and reliable. They seat up to 9 guests depending on the application.

Group Size

Our group size usually numbers between 6 and 18 clients. Our safari vehicles could seat 9 persons but the ideal number is 6 which allows for ample space between guests to place cameras, binoculars and reference books etc. next to you. By travelling in smaller groups it also means that we do not invade campsites and can avoid wasting time in constantly having to wait for people. It also enables us to maintain a far more personal service to our clients.

Change of Booking

If, after confirming your booking, you wish to change to an alternative departure date, you may do so subject to availability and by agreement with our booking office. An amendment fee will be charged. Should we not be able to accommodate your request and you therefore must cancel, our usual cancellation procedure will apply.

Exchange Control Regulations

Guests must realize that most African countries have certain currency restrictions with which they must familiarize themselves before travelling.

Rescue and Medical Assistance

In the unlikely event of rescue and medical assistance being needed, other than that provided by Afro Trek Safaris, the participant or his/her insurance company shall be liable for the entire cost thereof.

Participation

On this trip you will be asked to help with the camp chores since it is a participation safari. The degree of satisfaction and enjoyment you feel at the end of each day and the end of the trip will depend on you and your capacity to enjoy yourself. This capacity, combined with an active and enquiring mind and a willingness to participate, is essential for this safari; everyone is expected to help with chores to ensure the smooth running of the safari. A degree of flexibility is also essential because of the nature of the parameters in which we have to operate.

Luggage Allowance

Baggage on all our safaris will be strictly limited to one large bag (barrel bag or internal framed backpack), weighing a maximum of 15kgs. We will also allow a smaller hand luggage bag or camera bag per person. In order to prevent complications on vehicles, aero planes and boats, this allowance must be adhered to. SUITCASES WILL NOT BE PERMITTED.

Spending Money

Each safari will require differing amounts of pocket money depending on the length of the journey, the individual’s needs and the specific conditions of each safari. Money is needed for meals en route on the first and last day of travelling, curios, alcohol, bottled water and soft drinks, specified restaurant meals, visas, airport taxes, transfers and additional excursions, not included in the safari price. Tipping is a customary practice in Southern Africa.

Final Instructions

On receipt of your deposit we will send you a suggested kit list, which will supply you with a guide as to what to bring along as well as further useful information. You will also receive a receipt confirmation.

Acceptance & Booking Contract

A contract between AFRO TREK SAFARIS and the client will only be deemed to be concluded once the client or the client’s agent has received receipted notification from Afro Trek Safaris. Guests will be required to sign an acceptance of contract before starting their safari. The place of conclusion of contract will always be taken as Botswana and any claim or actions brought against Afro Trek Safaris can only be made under Botswana jurisdiction.

Booking Checklist
  • Insurance documentation – all relevant information must be carried with you on safari /tour
  • Visas – please leave adequate time to obtain all visas and make sure you have enough space in your passport for stamps
  • Booking conditions – when you book, you will be asked if you have read and understood the Booking Conditions and General Information – please note that you are bound to do so. Although many people decide not to read the small print, you will find that a great deal of useful information is included within it. Your time taken to doing this is appreciated
Conditions

Due to the nature of hiking, camping, touring, driving and the general third-world conditions on our safari/ventures, AFRO TREK SAFARIS, their employees, guides and affiliates, do not accept responsibility for any client or dependant thereof in respect of any loss, injury, illness, damage, accident, fatality, delay or inconvenience experienced from time of departure to time of return, or subsequent to date of return, such loss, injury, etc. arising out of any such safari organized by Afro Trek Safaris. Should a safari / Tour be cancelled by Afro Trek Safaris due to weather conditions or other reasons, it shall either refund full payment or offer a substitute safari /tour. Should Afro Safaris have to curtail a safari /tour for any reason due to weather conditions or other factors after the time of departure, Afro Trek Safaris will not be liable for any form of refund whatsoever, although everything will be done to complete a safari /tour or to utilize an alternative arrangement or venue. Should a client decide to curtail a tour for any reason whatsoever, Afro Trek Safaris will not be liable for any refund whatsoever. Before departing on a safari, clients will be required to agree to the above conditions and general information.