Terms &Conditions
Last Updated 2025
. CONDITIONS Air Transportation • Airfare to and from Africa is not included. • Flights within Africa are provided as indicated in the itinerary. Weight Allowances (a) The customer is solely responsible for ensuring compliance with the airline's weight regulations. ENCIRCLE EAST AFRICA TRAVEL provides a courtesy list of the current requirements, but it is the customer's responsibility to verify these with each airline. (b) Passengers weighing over 225 pounds must inform ENCIRCLE EAST AFRICA TRAVEL in advance, as additional seating may be required for safety reasons at the airline’s discretion. Accommodations • Accommodations are provided as indicated in the itinerary. Meals • Meals are provided as indicated in the itinerary. Transfers • Transfers are provided as indicated in the itinerary. Changes to Itinerary and Schedule • ENCIRCLE EAST AFRICA TRAVEL reserves the right to make necessary changes to accommodations, meals, and transfers. In such rare cases, we will use commercially reasonable efforts to provide substitutes of similar quality. • The Company reserves the right to alter routes and camps on safaris as required by conditions such as seasonal changes, game migrations, or booking issues. Tips and Taxes • Service charges and taxes imposed by hotels, lodges, tented camps, and game reserve entrance fees are included as indicated in the itinerary. • Airport taxes are not included and will be billed prior to departure. • Tips to drivers/guides are not included and should be given at your discretion. A tipping guideline will be provided with your final documents. Costs Not Included • Passport and visa fees, and service charges for obtaining visas. • Airline baggage charges. • Items not specifically covered in the itinerary, including tips to drivers/guides and other attendants. • Personal items, gratuities beyond those imposed by hotels/restaurants. • Optional personal, baggage, and tour cancellation insurance. • U.S. and foreign taxes, including airport taxes and VAT. Taxes vary by destination; contact ENCIRCLE EAST AFRICA TRAVEL for estimates. • Any costs not specifically included in the listing above. 2. INOCULATION, IMMUNIZATION, AND MEDICATION Vaccinations • It is essential that travelers meet all inoculation, immunization, and medication requirements for the countries visited. Travel will not be permitted without meeting these requirements. • Travelers should be familiar with diseases prevalent in Africa and take necessary precautions. • Consult a personal physician or local health department for the most current vaccination recommendations. • No vaccinations are required for entry into South Africa unless arriving from a yellow fever zone. • Proof of yellow fever vaccination is required for entry into Tanzania from a yellow fever zone. • Preventive malaria medication is recommended for visitors to East African countries. • Bottled water, provided free of charge, is advisable to drink. Health Requirements/Medical Authorization and Coverage • Travelers must be in good physical and mental health. • Any special conditions or dietary needs must be reported in writing at the time of reservation. • It is recommended to consult a doctor for specific medical advice about activities or destinations. • In case of incapacitation, if no one can direct the participant’s care and the Company cannot contact the participant’s emergency contact, the participant authorizes any necessary medical treatment. • Participants must have medical insurance covering personal accidents, medical expenses, evacuation, air ambulance, loss of effects, repatriation costs, and other potential expenses. In the absence of insurance, participants agree to pay all related costs. 3. BOOKING PROCEDURE Deposit • A nonrefundable deposit of 30% for land arrangements is required at booking to confirm a reservation. This deposit serves as payment for the itinerary creation and provision. Trip Information • Upon receipt and acceptance of your application, instructions regarding the trip itinerary, necessary items, documents, clothing, insurance, etc., will be sent. Invoicing 1. A Final Invoice will be sent approximately three months prior to departure. 2. The Final Invoice is due no later than 75 days before departure. 3. Full payment is required for bookings made within 75 days of departure. Final Documents • Subject to full payment, final documents and tickets will be sent approximately three weeks before departure. 4. PAYMENT Rates 1. Rates are based on tariffs and currency values in effect at the time of booking and are subject to change. 2. ENCIRCLE EAST AFRICA TRAVEL reserves the right to impose a surcharge up to 10% of the total tour cost if necessary due to changes in tariffs, exchange rates, etc. Deviations and Change Fees • ENCIRCLE EAST AFRICA TRAVEL may accommodate change requests subject to availability and any imposed change fees by airlines or ground operators. Additional costs due to unavailability of space will be invoiced along with the Company's service fee. 5. CANCELLATIONS AND REFUNDS Cancellations and Refunds • Cancellations are effective upon receipt of written notification. • Refunds are provided as follows: 1. Up to 75 days before departure, a full refund, less up to 30% of the total tour cost, including flights within Africa. 2. Less than 75 days before departure, a refund is dependent on recoverable amounts from suppliers. • No refund is provided for voluntary cancellation of tour services or unused services including accommodations and transfers. • Cancellation fees imposed by airlines are the traveler’s responsibility. • Reduction of services or number of travelers is considered a cancellation. • Date change requests will be managed to avoid penalties where possible but are subject to supplier policies. • Travel insurance is strongly recommended to cover cancellation fees. 6. MISCELLANEOUS Wild Animals 1. Safaris involve close contact with wild animals. While rare, attacks can occur, and ENCIRCLE EAST AFRICA TRAVEL cannot guarantee safety. 2. By participating, travelers assume the risk associated with viewing wild animals. 3. The Released Parties are not liable for any incidents involving wild animals unless due to intentional acts or gross negligence. Passports and Visas 1. Travelers must ensure their passports and visas are valid for the countries visited. 2. The Released Parties are not responsible for any visas not held or related costs. 3. Two blank pages for visas per country visited are required. Insurance 1. Travelers must ensure they have comprehensive travel and medical insurance covering emergency evacuation and medical expenses. 2. The Released Parties are not liable for any costs or losses due to lack of appropriate insurance, trip cancellations, or personal losses. 3. Travelers are responsible for any required emergency services. 7. GENERAL CONDITIONS All terms and conditions governing your trip are outlined in this document. By booking, you agree to these terms. Any amendments or additions must be agreed upon in writing. Changes in policy, administration, and legislation may necessitate updated terms and conditions, which will be binding. No relaxation or indulgence of any term will constitute a waiver. The Released Parties are not liable for any loss or damage from errors, delays, sickness, theft, injury, or death. ENCIRCLE EAST AFRICA TRAVEL reserves the right to cancel or alter safaris due to weather, strikes, war, government interference, or other causes, with any additional expenses being the traveler’s responsibility. The Company may cancel bookings due to illness or incompatible behavior without refund. By booking, you confirm authority to contract on behalf of all included travelers. The Company is not responsible for defects, changes, or cancellations due to third-party actions. Wildlife viewing is subject to natural factors, and travel involves risks including illness, injury, or death. Weather conditions and medical facilities may not meet North American standards. The Company may use photographs or films taken during safaris for promotional purposes without further notice, payment, or permission.