1.1 The agreement will become effective, once all bookings have been confirmed in writing by all operators involved, the client has confirmed his / her safari in writing and a 25% non-refundable deposit payment has been made.
1.2 The agreement is subject to Namibian Law and any legal proceedings shall take place in Windhoek, Namibia.
1.3 Any person or persons making the reservation / booking with Okutembuka Safaris shall have the necessary authority to enter into such an agreement with the said company and shall be liable for the total amount due to Okutembuka Safaris.
1.4 A person / persons making a reservation with Okutembuka Safaris and paying the deposit, the person / persons accept the terms and conditions as part of the agreement.
- Booking / Reservation:
2.1 A 25% non-refundable deposit of the total amount is required to secure any reservations made.
2.2 The balance must be payed by the client / clients to Okutembuka Safaris not later than six forty two (42) days or (6) weeks prior to arrival.
2.3 Should the outstanding balance not be paid to Okutembuka Safaris within forty two (42) days or (6) weeks prior to tour departure, Okutembuka Safaris may cancel the reservations made and retain any deposits or other funds already received from the client / clients.
2.4 Accommodation will be provided as listed in the final itinerary and pricing summary. This itinerary and pricing summary will consist of accommodation subject to availability at the date of booking made. Okutembuka Safaris reserves the right to use alternative Accommodation of equal or higher standard.
- Payment Procedure:
3.1 A 25% non-refundable Deposit of the full amount is required on confirmation of reservation. All payments must be made by direct deposit or bank transfer into the Okutembuka Safaris bank account. Banking details will be provided on the confirmation of booking.
- Cancellation Policy:
4.1 Any cancellation must be submitted in writing, by e-mail or letter to Okutembuka Safaris well in advance and needs to be responded to, in writing.
4.2 The following cancellation fees will apply.
4.3 25%, after safari confirmation.
4.4 50%, 40 – 28 days prior arrival
4.5 80%, 25 – 15 days prior arrival
4.6 100% 15 – 0 days prior arrival
4.7 Should any client / clients who is part of a group booking cancel, the remaining parties of the group will have to pay the resulting increased contract price which is payable per person.
4.8 No refunds will payable for no-shows or any unused services. This also applies to client / clients who have booked the tour but fail to undertake the tour for any reasons.
4.9 Okutembuka Safaris may at its discretion and without liability or cost to itself cancel or terminate a client’s booking and, without limiting the generality of the foregoing. Okutembuka Safaris shall be entitled to do so in the event of illness or illegal or incompatible behavior of any client undertaking a tour, who shall in such circumstances not be entitled to any refund.
It is possible for clients to break away from the planned tour itinerary after departure, it is understood that all extra expenses incurred as a result of a breakaway, all additional costs will be for clients own account, any unused services will not be refunded by Okutembuka Safaris.
- Price Changes:
Okutembuka Safaris reserves the right to increase the contract price of any tour prior to departure due to factors beyond the control of Okutembuka Safaris, such as increase in airport taxes, exchange rates, value added tax, fuel prices or new government levies.
- Itinerary Alterations:
7.1 Okutembuka Safaris will make all efforts to keep all confirmed Itinerary’s as planned but reserves the right to make changes for the client’s convenience. Okutembuka Safaris plans arrangements in advance and does not control airlines, establishments and or other supplier company’s, changes and even cancelations can occasionally become necessary. In the event of any accommodation, activity, service, flights has been properly confirmed by Okutembuka Safaris, is unavailable for any reason whatsoever, Okutembuka Safaris does not accept any liability.
7.2 Okutembuka Safaris has the right to alter, change or cancel any part of a tour, be it route, accommodation or other details due to rendering a tour impossible, illegal or inadvisable due to weather, strike, unrest, safety, government, war or interference of any other cause.
7.3 In the unlikely event of there being an unscheduled extension to the tour caused by flight delays, bad weather, strikes, war or any other cause which is beyond the control of Okutembuka Safaris, it is understood that the expenses relating to unscheduled extensions (accommodation etc.) will be for the client’s account.
- Responsibility & Liability
8.1 Neither Okutembuka Safaris nor any person acting for, or on behalf of Okutembuka Safaris shall be liable for any loss or damage whatsoever arising from any cause by errors or omissions.
8.2 Okutembuka Safaris acts as tour facilitator and agent for local and international accommodation establishments, activity operators and accordingly accepts no liability whatsoever for any loss, injury, damage, delay or any other incident or irregularity arising. Okutembuka Safaris has no direct control over the provision of services by suppliers, hotels, lodges, guest houses, bed & breakfast, car-rentals and activity operators, whilst these are selected with utmost care by Okutembuka Safaris.
8.3 Okutembuka cannot be held responsible for the damage or loss of any personal items and or luggage, including contents of bags or photographic, electronic and related equipment.
8.4 Okutembuka Safaris will ensure that the accompanying Guide will be knowledgeable of Namibia and neighboring Countries of Fauna and Flora, Geology, History, Ethnology, Ornithology, be neat, punctual, outgoing, friendly and have sober habits.
- Health & Safety
9.1 The Client / Client’s should be reasonably fit and healthy, any medical or dietary requirements should be mentioned on booking.
9.2 During the rainy-season, November to April, Malaria can be present, it is therefore advised that Clients consult their doctors in their respective country to which precautions should be taken or used.
9.3 Guides will inform clients of danger at certain locations and will ensure that safety is adhered to.
9.4 Tours offered by Okutembuka Safaris cover a wide spectrum of the African wilds and neither Okutembuka Safaris, employees or agents can be held responsible for any injury or other related incidents whilst on tour.
- Insurance & Travel Documents
10.1 Travel insurance against cancellation, loss of baggage, injury, illness and any other loss is highly recommended by Okutembuka Safaris. Clients undertake all activities associated with the itinerary at their own risk and are responsible for their own insurance.
10.2 Clients should ensure that Passports and Visas are valid for the duration of the Safari. Okutembuka Safaris will not be held liable for any necessary Visas or travel documents not held by clients.
10.3 In the event of a client not having the necessary travel documentation to enter any area or Country, Okutembuka Safaris reserves the right to leave client at area or country at point of entry. In such an event Okutembuka Safaris will not be responsible for the client’s further travel arrangements.