Terms & Conditions

Your contract with us:

  1. Whether you are an agent or a client, your contract will be with AEEP Limited (d/b/a Africa Eco Expeditions Camp (“AEEP”).
  2. If you are an agent, your contract will be between AEEP Ltd. If you are an individual client or clients rather than an agent, your contract will be between AEEP and the individual who signs the booking confirmation.
  3. In a party of more than two, the individual who signs the booking confirmation accepts responsibility to us for making payment on behalf of all members of the party.

Bookings and Payment

  1. These Terms and Conditions are effective from 1 December 2024.
  2. The placement of any booking, whether by electronic means or otherwise, shall be deemed to be confirmation that these Terms and Conditions have been read and the agent/guest agrees to be bound by them.
  3. Itineraries are bespoke and the price will be per agreed quotation.
  4. Provisional bookings can be held for a two-week period if the booking relates to one of our own camps, but we may not be able to hold spaces if the booking relates to a third-party supplier’s camp or property.
  5. A 20% non-refundable deposit is required to confirm a provisional booking.
  6. Once the 20% non-refundable deposit is paid and a booking is confirmed (“Confirmation”), you will be sent a booking confirmation form. At that point, the contract between you and AEEP is made, which contract is subject to these Terms and Conditions.
  7. The booking confirmation form needs to be completed in full within 4 weeks of receipt, with all guest passport information details and any other requested details. The staff and guides will need this information and work from this form to ensure both that we comply with local regulations and ensure that each guest is looked after to the best of their ability. Should any detail on the form change before the guest starts their tour with AEEP Ltd, it is the agent/guest’s responsibility to provide updated information as soon as possible.
  8. For confirmed bookings, the balance of payment is required latest 90 days prior to the date of travel. In the event that either the non-refundable deposit or the balance of payment is not received latest 90 days prior to travel, then AEEP Ltd reserves the right to cancel the booking and any non-refundable.
  9. If a booking is only made within the 90-day period prior to travel, the full amount is payable [within 72 hours] to confirm the booking. In the event that the full amount is not paid within 72 hours, AEEP Ltd reserves the right to cancel the booking.
  10. All bookings are subject to the Cancellation Policy (below).

Cancellation Policy

  1. Should a party, or any member thereof, need to cancel the holiday once it has been confirmed, AEEP needs to be immediately informed in writing, either by recorded mail to the Company’s registered office or by email to info@africaecoexpeditions.com. No booking will be cancelled or amended unless your written notice of cancellation has been received by us.
  2. The following cancellation fees are applicable:
    • 20% cancellation fee for cancellation received from Confirmation to 90 days prior to travel.
    • 50% cancellation fee for cancellation received between 89 to 60 days prior to travel.
    • 100% cancellation for cancellation received less than 59 days before the date of travel or in the case of a no-show.
  3. Cancellation fees will be due immediately.
  4. Depending on the reason for the cancellation, some or all of these cancellation fees may be refundable under the terms of your insurance policy and any claims should be made directly to the insurance company concerned.
  5. Should a party or any member thereof need to cancel part only of the holiday or should one or more members from a party need to cancel their holiday, such partial cancellation may result in the recalculation of the cost of the holiday or the cost of the holiday for the remaining party members. AEEP will only refund the net amount due under the Cancellation Policy.
  6. Certain third-party costs, such as hotel, airfare, transfers, etc., shall be non-refundable.

Changes in Rates

Under normal circumstances, AEEP wishes to respect agreed rates, but reserves the right to change the rates and terms at any time due to circumstances out of its control (such as, but not limited to, fuel prices, exchange rates, camping/concession fees, service levies, or tax increases). In case of material changes caused by government bodies and/or other similar bodies that cannot be influenced by AEEP that would lead to severe losses endangering economically sustainable operations, it reserves the right to also change the rates on confirmed and paid bookings. Any third-party rate increases after Confirmation – such as, but not limited to, changes in prices of flights booked – will be fully payable by you.

Insurance & Other

By booking with AEEP, you specifically accept the responsibility to ensure, and warrant, that all you or your clients individually are adequately insured (also considering the inherent risk involved in going on safari and travelling in wildlife areas) for, amongst others, cancellation, medical assistance, evacuation, damages, and repatriation. While every care is taken to ensure the health of our guests, AEEP accepts no liability if a guest contracts COVID-19, or any other illness, during their travels in East Africa.

You hereby confirm that you have informed your clients that they are obliged to, and you guarantee that they will, sign a customary indemnity form including their medical insurance details upon arrival. You are aware of and agree to the contents of such form.

Check-in and Departure Times

Check-in is available from 2 PM onwards and departure is required by 10 AM on the scheduled day of arrival/departure. In the event of early arrivals or late departures, additional costs/fees will be incurred as set out below:

Force Majeure

AEEP will notify you as soon as practicable when it is affected by a Force Majeure. AEEP shall not be deemed to be in breach of your booking or these conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance of any of its obligations hereunder to the extent that any such delay or non-performance is due to any Force Majeure. If AEEP is affected by Force Majeure, it shall be entitled to, at its sole discretion, cancel or vary any arrangements or itinerary in relation to your booking. Payment of any refund by AEEP as a result of the non-performance of any of its obligations hereunder shall remain at its sole and absolute discretion. It being understood that AEEP shall use its reasonable endeavors to reimburse you where possible. “Force Majeure” means, in relation to AEEP, any circumstances beyond its reasonable control (including, but without limitation, war or threat of war, sabotage, civil disturbance, or requisition, acts of God, fire, accident, flood or explosion, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences).

General

Failure of AEEP to enforce any provision of these booking conditions shall not constitute a waiver of such provision or affect AEEP’s right to enforce that or any other provision in the future. If any provision of these booking conditions is rendered void, illegal, or unenforceable in any respect under any law, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. If there are any provisions in these booking conditions that may qualify as a penalty in terms of any applicable law in relation to any act or omission by you or your clients, AEEP expressly reserves its right to recover damages in lieu of the relevant penalty.

Disputes and Governing Law

To the extent permitted by applicable law, these booking conditions and each booking are governed by the law of the country of incorporation of the AEEP entity in whose name you have to make payments in accordance with these conditions. Any claims in relation to a booking or these conditions (including reservations, payments) should be made in writing/email to AEEP as soon as possible, but in any case within 10 days of its occurrence, to allow us to assist in solving the issue jointly in good faith. Additionally, any claims or complaints in relation to our service need to be made immediately upon its occurrence by you or your client to camp management or your contact at our sales office, to allow for an adequate solution of the matter. To the extent permitted by applicable law, any disputes in relation to these conditions or a booking that cannot be resolved amicably will be brought to the competent court of the country of incorporation of AEEP in whose name you have to make payments in accordance with these conditions.

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