Booking Terms and Conditions

1. Role of Image Travel
Travel Limited The responsibility of Image Travel Limited referred hereafter as Image Travel, is to create itineraries to suit the requirements of our customers. In doing so, we may use independent suppliers for the provision of selected services. Whatever the case, We accept responsibility for the proper performance of your contract with us subject to the following booking conditions which form the basis of that contract.

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2. Prices
Published prices are based on costs at the time of publication. We reserve the right to change published prices at any time before your booking is made. Rate inclusions and exclusions are stated on each tour. Air costs, unless specified, are not included in the cost. Flight services may be cancelled or suspended at any time without notice. Not included are any departure taxes, visas, passport services, gratuities (other than service charges), beverages, laundry, telephone calls, faxes and other such personal expenses.

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Quotation: General Inclusions
Unless otherwise specified, our proposals shall include:
• Bed and breakfast at city hotels
• Full board accommodation at safari properties
• Meals as specified;
• Airport transfers
• Bush airstrip transfers
• Park fees, camping fees and conservancy fees;
• Game drives in shared 4x4 safari vehicle
• Services of the camp/lodge guides and staff as specified on your quote;
• Scheduled flights for flying packages
• Transfers between different stops
• Domestic flight departure taxes
• Government taxes
• AMREF Flying Doctors' cover

Please note that above items are not included in bed and breakfast, half board and day room bookings. There are also additional inclusions that are specific to each property and may not be listed above.

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Quotation: General Exclusions
Unless expressly included (without limitation), our proposals shall exclude the cost of:
• International flights;
• Visa fees;
• Travel and medical insurance;
• Soft drinks, beer and house wine at safari properties (unless specified)
• Champagne, luxury spirits and private cellar wines;
• Laundry;
• Additional activities not listed;
• Exclusive use of safari vehicle;
• All statutory increases beyond our control;
• Staff gratuities and any other extras.
• Items of a personal nature such as telephone calls, communication and excess baggage charges

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3. Reservations and Payments
A binding contract between you and Image Travel comes into existence once we have accepted your booking by issuing an invoice and a deposit has been paid by you. The deposit of 40% of the invoice must be paid on receiving our invoice, and the remainder 60 days before commencement of our services. If your reservation is made inside of the final payment window, the entire cost of the Tour Package price must be paid at the time of the request in order to secure confirmation. If payment is not made by these time scales, we reserve the right to treat the booking as having been cancelled by you, and apply cancellation charges as set out in paragraph 4(a) below.

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4. Cancellation
(a) by you: Image Travel must be notified of cancellations in writing. If notification is received 35 days before your start date of safari with Image Travel a cancellation fee of 30% of the price of these services is payable. Thereafter, cancellation charges are as follows: -
• 30 days or more notice loss of 30% deposit
• Between 30 and 7 days 50% of the total cost
• Between 7 days and 48 hours 75% of the total cost
• Less than 48 hours 100% of the total cost

Cancellations for Safaris in Southern Africa may have longer notification periods and higher cancellation charges which will be given to you at the time of booking.

Cancellation of a group (10 rooms and above):
Greater than 151 days prior to arrival: 30% of Total Booking Value Between 150 and 91 days prior to arrival: 60% of Total Booking Value Less than 90 days prior to arrival: 100% of Total Booking value
Cancellation during travel or stay: 100% of Total Booking value
Note: All Gorilla and Golden Monkey trekking permits in Uganda and Rwanda are non-refundable.
Some camps have very high cancellation charges over peak booking periods such as Christmas. This may affect the above cancellation charges, making them higher than normal. If higher than normal cancellation charges affect your booking, we will inform you in writing at quote stage and before you pay your deposit. Once your deposit is paid and we have issued you with a Confirmation Invoice, you are liable for these increased cancellation charges.

Clients are required to take out travel insurance upon confirmation of the safari, in order for cancellations to be claimed in legitimate circumstances. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges and we can issue you with a cancellation invoice to support your claim.

“Refund” means a return of all or part of the fare paid and is applicable only on the conditions described herein. A Refund may, at ITL’s sole option, be issued in the form of a travel credit which shall have no cash value.

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5. Changes
We reserve the right to make changes to tours on our website or brochure details and holiday arrangements both before and after your booking is made. Most changes will be minor. If we have to make significant changes to an arrangement you will be notified at the earliest possible opportunity. In such cases you will have the choice of either accepting the change or booking alternative arrangements
The operator may re-route the itinerary or change the accommodation to similar hotels/lodges when and where required. (paying or receiving a refund in respect of any price difference) or canceling your holiday and receiving an immediate full refund be issued in the form of a travel credit which shall have no cash value for future travel.

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6. Force Majeure
"Force Majeure" means those circumstances where the performance of our contract with you is prevented or affected by reasons of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, governmental actions and all similar events beyond our control. In these circumstances, we shall not be liable to pay any compensation or otherwise be responsible for any expenses or losses you might incur where we are forced as a result to cancel, delay, curtail or change your arrangement in any way or where the performance or prompt performance of our contractual obligations is prevented or affected.

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7. Liability
(i) Quality
We accept responsibility should the services which we are contractually obliged to provide prove deficient or not of a reasonable standard including where this is due to acts and defaults of our employees, agents, suppliers and sub-contractors.

(ii) death, personal injury or illness
Image Travel cannot be liable for any personal injury or property damage which may occur due to wrongful, negligent or arbitrary acts of omissions on the part of a supplier, its employees and others not under our direct control.

(iii) carriers
In respect of air, sea and rail carriers, land vehicle and hotel keepers our liability is in all cases limited as if we were carriers/ hoteliers within the appropriate international conventions. Furthermore, all transport is provided subject to the relevant carrier's conditions of carriage some of which may limit or exclude their liability to you, often in accordance with international conventions.

(iv) general
Please note, our responsibilities and obligations apply only in respect of those services which we agree to arrange or provide on your behalf. We cannot accept any liability for any services which you arrange on your own. We will assist generally however all the finances will be borne by the client or yourselves.

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8. Delays
All outward or homeward points of departure should be read in relation to the services which we have been contracted to provide and not any flight or other travel arrangement which may have been added on.

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9. Complaints
Should a problem occur, please advise both Image Travel and the supplier of the service in question immediately as most problems are resolved most easily on the spot. Should you remain dissatisfied, please write to us setting out the complaint in detail within 28 days of the end of our services under the contract. We cannot accept responsibility for any complaints which are not notified entirely in accordance with this clause.

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General Information

Accommodation
Wherever possible, we book rooms with private baths/showers on the basis of two people sharing a double room. Single rooms are available at supplementary cost but we do not guarantee either single rooms or private bath/shower. If a single room cannot be provided, even if paid for, an appropriate refund will be made by us. Where mentioned in the brochure hotels/lodges/camps are named as an indication of category and we may book rooms at similar hotels/lodges/camps. Children under the age of 7 years are not permitted at Treehotels such as Ark, Treetops and Mountain Lodge in Kenya. Children are not permitted on many Southern African tours and will be advised on request.

Transportation Safari minibuses, cars, four-wheel drive vehicles or coaches will be provided according to the route and number of participants. We reserve the right to employ the services of sub-contractors.

Alterations
We will endeavor to notify full details of any alterations to the arrangements in this brochure no less than 14 days before commencement of our services. Should conditions necessitate it, we reserve the right to change any route or arrangements, to offer substitutes of equal value, or to cancel the operation of any scheduled tour. We also reserve the right to decline to accept or retain any person as a member of any tour at any time, in which case an equitable amount will be refunded.

Risks, insurance and liability
Traveling in undeveloped areas may inevitably give rise to risks and dangers including, inter-alia, those inherent in travel by boat, train, road, vehicles, aircraft or other means, forces of nature, political unrest and accident or illness in remote regions without means of rapid evacuation or medical facilities. We do not undertake to provide medical care and our standard terms and conditions exclude liability for the adequacy of any care that may be provided. You are therefore most strongly advised to take out adequate insurance against such risks.

Special requests
Any special requests (e.g. for single room or particular diet) must be notified in writing when the booking is made. We will endeavor to meet such requests but cannot guarantee them and any failure to comply will not be a breach of contract.

Trip Members
Image Travel cannot take the responsibility for the trip members' behavior. Those with serious health problems are requested not to sign up for a tour.

Binding Arbitration
You agree that any dispute concerning, relating or referring to this agreement, the brochure or any other literature concerning the Tour, or the Tour itself, shall be resolved exclusively by binding arbitration pursuant to the Conciliation Act governing the statute for arbitration in Kenya.

Baggage
A luggage restriction of 15 kgs (33lbs) per person is strictly applicable on all small aircraft domestic flights to game parks, (inclusive of carry on), in soft bags. All scheduled and charter flights are subject to availability until the safari has been confirmed and paid for. Our proposal only acts as a quote and is not an indication of any guaranteed or confirmed accommodation/services. Excess baggage should be stored at client (s) expense.