Natalia Safari Tours: Terms and Conditions

Acceptance.

Making a booking with Natalia Safari Tours (the Company) constitutes acceptance by the customer of these Terms and Conditions.

Booking Tours

a) Making a Booking

Booking a safari or tour is an interactive process. After clients contact us with an idea of their desired experience, we engage in back-and-forth communication to tailor the tour and recommend a package that suits their preferences and timeline. This ensures the right tour is booked.

Once the client is ready to proceed with an agreed-upon quote, we will provide payment details for a deposit. Upon receipt of the deposit, we will send a booking confirmation. Clients will then receive forms to provide details such as inbound flights and dietary restrictions. Our Registration Form allows certain special requests, like dietary accommodations, to be included in the contract. We will strive to honor these requests and communicate in advance if they cannot be met.

Requests not included in the Registration Form do not form part of the contract, regardless of other communications. The Company reserves the right to decline to supply the trip at any time between booking and delivery of receipt paperwork to the Client or Client representative.

b) Price Guarantee

Once a booking is made and the deposit is received, we guarantee the prices for each item in the quotation, except in the following cases:

• Estimated Price Increases: For bookings made for a period where supplier prices are not yet available (e.g., a year in advance), we include an estimated price increase. Clients are responsible for covering such increases, up to twice the estimated amount, when final payment is due.

• Government-Regulated Fees and Taxes: Clients are responsible for any unannounced changes in national park fees or taxes in Tanzania.

• Fuel Surcharges: Clients must cover sudden fuel cost increases if demanded by suppliers.

• Major Errors: In case of a significant undercharge due to a quotation error, we reserve the right to withdraw the offer.

• Exchange Rate Fluctuations: Clients are responsible for surcharges caused by significant exchange rate movements imposed by suppliers.

Payment Terms

Payments are scheduled as follows:

• Camping Safari Bookings: 10% deposit required.

• Lodge Safari Bookings: 30% deposit required.

• Tailor-Made Option Bookings: 10%–70% deposit may be requested.

• Final Payments: Due on arrival (cash preferred).

Payments can be made via bank wire/transfer, credit cards, or online platforms (e.g., PesaPal). Banking details will be provided. All payments must be made to company accounts in Tanzania; we do not have offshore accounts.

For group bookings, separate payments from individuals are accepted (links provided), but all communication must go through the group leader, who remains financially responsible for the entire trip.

All payment-related costs (e.g., 3.5% credit card/online payment surcharge, wire transfer fees) are borne by the client.

Currency

Quotations are provided in US Dollars, Euros, and Tanzanian Shillings. Cash payments are preferred in US Dollars, though Euros and Pound Sterling are also accepted. Payments can be made via bank transfer to our provided account details.

Tour Element Modifications

a) By the Company

We strive to adhere to quoted itineraries, but Natalia Safari Tours reserves the right to modify itineraries for suitability. In case of unscheduled delays, alterations, or extensions due to flight delays, weather, strikes, civil unrest, or other uncontrollable factors, clients are responsible for related expenses (e.g., accommodations, meals, flight change fees). We recommend insurance to cover such events.

For group tours with varied package options, we may adjust the itinerary order (e.g., visiting Park C before Park A) to accommodate all members without affecting the duration or destinations.

If a trip cannot be booked as quoted due to unavailable lodging or natural calamities (e.g., fire, floods), payment obligations are waived. We may make minor modifications without affecting the contract, such as:

• Replacing up to two lodges/hotels with comparable alternatives.

• Rearranging the order of lodge/hotel nights.

• Adjusting the number of nights at each lodge/hotel.

• Changing transport suppliers.

These changes are rare, as most elements are confirmed or on hold by the final quote stage. For price reductions, the lower price applies. For price increases, we will seek client approval to pass on costs or absorb them. Clients must accept changes due to errors or omissions in paperwork, except for errors not reasonably detectable by the group leader, which we will absorb or decline.

b) By the Client or Client Representative

Post-booking changes after deposit payment may incur an amendment fee to cover administrative costs. Changes involving cancellations trigger standard cancellation charges. Adding to an existing booking typically incurs no fee.

Cancellation

• Less than 10 Days Before Tour: Full forfeiture of tour fees, with refunds considered only in extraordinary, provable circumstances.

• More than 10 Days Before Tour: Refunds issued (except for lodge bookings, subject to lodge policies), less bank transaction costs.

• Exchanges: Allowed, but no refunds for canceled individual tours.

• Credit Notes: May be issued for deposits, especially for shoulder season bookings.

Clients must purchase comprehensive travel insurance covering cancellations and alterations.

By the Company

In rare cases, supplier failures or inability to deliver services (e.g., due to park regulation changes, road closures, or extreme weather) may occur. We will attempt to replace the service with an equivalent. If not possible, we will seek client agreement for significant changes. The Company may cancel a tour due to terrorism, natural disasters, political instability, or other reasons making the itinerary unviable, with full refunds releasing us from further liability. We are not responsible for incidental expenses (e.g., visas, vaccinations, non-refundable flights).

Insurance

Comprehensive travel and medical insurance is recommended, covering trip cancellation, medical expenses, evacuation, repatriation, death, and loss/theft of baggage or personal effects. Clients are responsible for their own insurance, and Natalia Safari Tours is not liable for inadequate coverage. Sporting activities (e.g., scuba diving, mountain climbing) are at the client’s risk, and many policies exclude high-risk activities. Insurance should be in place from booking to cover the entire travel period.

Tour Suitability and Inappropriate Behavior

We may terminate a client’s trip without notice if their behavior causes distress, damage, danger, or annoyance to others, damages property, or is illegal. Clients must disclose mobility limitations and health/fitness details at booking and inform us of changes before the trip. We may terminate a trip if a client cannot cope with its demands. In such cases, all obligations cease, full cancellation charges apply, and no refunds or compensation are provided.

Problems Arising During a Trip

Clients must report issues to the Company, guide, or agents immediately to allow corrective action. Claims for unresolved issues not reported during the trip will not be entertained. Evidence (e.g., photos) gathered during the trip aids post-trip complaints. Any concessions obtained directly from suppliers can expedite resolutions.

Liabilities and Their Limitations

Natalia Safari Tours and its agents are not liable for claims, losses, damages, injuries, death, costs, expenses, delays, or inconvenience due to third-party defaults, animal attacks, epidemics, inadequate medical care, weather, strikes, acts of God, terrorism, war, quarantine, criminal activity, or other causes beyond our control. We are not liable for acts or omissions of independent tour operators, hotels, or carriers. Clients are expected to exercise reasonable caution in public places, and we are not responsible for losses due to scams or disruptions by unrelated parties.

Only services explicitly part of the contract are our responsibility. Tanzanian laws and regulations govern service provision. Services complying with local standards are deemed properly provided, even if differing from the client’s home country standards. Safety features (e.g., child seats) may not be available, and clients should inquire about specific concerns before booking.

Additional Excursions and Activities

Information about local activities or excursions is provided for convenience but does not form part of the contract. These are operated by independent third parties, and we are not liable for them. We cannot guarantee the accuracy of such information or the occurrence of non-contracted activities. Clients should contact us for updates on critical non-contracted activities.

Airline and Flight Issues

For flight cancellations, delays, downgrades, or denied boarding under EC Regulation No 261/2004, clients must seek compensation directly from the airline. We are not liable for such issues, and flight-related compensation does not entitle clients to cancel other arrangements.

Transfer Problems

If a trip element fails (e.g., non-departure of a boat or plane), we will attempt to minimize disruptions but are not liable for knock-on effects. Clients must verify transport schedules with local operators. Reservations made less than seven days in advance are at the client’s risk.

Health and Safety Expectations

Clients are responsible for necessary health precautions, including vaccinations. Consult a travel health specialist (e.g., https://wwwnc.cdc.gov/travel). Tanzanian hygiene, security, and service standards may differ from those in more developed regions. Health and safety features (e.g., child seats) may not be available, and clients should inquire before booking.

Terms and Conditions of Suppliers

Independent suppliers’ services are subject to their own terms, which may limit or exclude liability. Relevant terms are available from the supplier.

Customer Protection

We pay suppliers in advance to secure bookings, ensuring continuity if the Company fails. Profits are held in a separate account until after the trip. Clients must have travel insurance to cover cancellations and other risks.

Legal Jurisdiction

Tanzanian law governs the contract, and any disputes must be resolved in Tanzanian courts.

Fraudulent Enquiries

Quotations requested by competitors or associates posing as customers are fraudulent. We will pursue legal action for time lost and the competitive advantage gained.

Definitions

• Company: Natalia Safari Tours, registered in Tanzania. Office: P.O. Box 13465, Arusha, Tanzania. Tel: +255 692 636 060. Email: nataliasafaritoursoffice@gmail.com.

• Group Leader: The first customer named on the booking paperwork, responsible for communication and payments.

• Contract: The agreement between the Company and the Group Leader, also referred to as the “booking” or “trip.”