The Photographers Safari Terms & Conditions
1. Introduction
These Terms & Conditions (“Terms”) govern the booking and travel arrangements made through The Photographers Safari (“we”, “us”, “our”) for the photography safaris offered in partnership with Asilia Africa (“Asilia”), our official ground supplier in East Africa.
By making a booking with us, you (“you”, “client”, or “traveller”) acknowledge and accept these Terms, including Asilia Africa’s booking conditions, which are incorporated herein by reference.
2. Our Role and Asilia Africa as Ground Supplier
We act as your travel agent and tour operator, coordinating your booking and providing customer support. All on-the-ground services — including accommodation, transfers, activities, and local support — are provided exclusively by Asilia Africa.
While we assist in managing your booking and liaising with Asilia, Asilia Africa is responsible for the delivery of all services during your safari.
Accordingly:
We cannot accept liability for any changes, cancellations, service interruptions, or issues arising from Asilia Africa or its suppliers.
You must report any problems during your trip immediately to Asilia Africa’s local representatives or camp management for prompt resolution.
We will support communication but cannot guarantee resolution beyond our role as intermediary.
3. Booking and Payment Terms
A non-refundable deposit of 20% of the total invoice amount is due within 30 days of booking to confirm your reservation.
The remaining balance must be paid at least 60 days prior to your arrival date.
For bookings made less than 60 days before arrival, full payment is due within 5 days of booking.
Payments are to be made via the agreed method (e.g., bank transfer or Stripe) in GBP or as otherwise specified. You are responsible for any currency conversion fees and bank charges.
Failure to pay within the stated timeframes may result in cancellation of your booking and forfeiture of deposits.
4. Cancellation Policy
Cancellations or amendments must be received in writing by email to be effective. The following cancellation charges apply based on the date of cancellation relative to arrival:
More than 61 days - 20% of total invoice (deposit retained)
Between 60 and 31 days - 50% of total invoice
30 days or less - 100% of total invoice
Additional cancellation fees imposed by third-party suppliers (e.g., Kubu Kubu Camp) will be added to the above charges.
No refunds will be given for late arrivals or no-shows.
In cases of serious emergencies (death or hospitalization), with reasonable proof, no payment beyond the deposit will be required.
5. Travel Insurance and Indemnity
You confirm that all travellers have adequate travel insurance covering cancellation, medical treatment, emergency evacuation, repatriation, and other risks associated with travel and safari activities.
All travellers are required to sign Asilia Africa’s indemnity and medical declaration form upon arrival.
By booking, you accept responsibility for your own insurance arrangements and indemnify us and Asilia Africa against any claims arising from uninsured risks.
6. Emergency Support Cover
All bookings include a mandatory Emergency Support Cover fee of $35 USD per person, which provides access to medical support and emergency evacuation services, including Flying Doctors evacuation if needed.
This cover works alongside your personal insurance and is not a substitute. Removal of this fee is only possible if you provide proof of alternative coverage and sign an agreement assuming full responsibility.
7. Health and Travel Documentation
You and all travellers must ensure that all necessary visas, vaccinations, and health requirements for all countries visited are met prior to travel.
We do not accept responsibility for any issues arising from failure to comply with these requirements.
8. Photography and Marketing Consent
By participating in the safari, you grant Asilia Africa a worldwide, perpetual, royalty-free license to use any photographs or videos taken during the trip that depict you or your group for promotional purposes.
You agree to promote Asilia Africa in accordance with these Terms and any agreed marketing guidelines.
We are not liable for any losses resulting from incorrect information provided by you or your representatives.
9. General Provisions
Failure by us or Asilia Africa to enforce any provision of these Terms shall not be considered a waiver of our rights.
If any part of these Terms is deemed illegal or unenforceable, the remaining provisions shall continue to apply.
Where any penalty clause is prohibited by law, we reserve the right to seek damages instead.
10. Dispute Resolution and Governing Law
These Terms and all bookings are governed by the laws of the country where Asilia Africa entity you make payments to is incorporated.
Any claims or complaints must be submitted in writing within 10 days of the issue arising to allow for timely resolution.
If disputes cannot be resolved amicably, they will be referred to the courts of the country of Asilia Africa’s incorporation.
11. Baggage Allowance
Most airlines servicing Tanzania, Kenya, and Uganda allow a maximum baggage weight of 15 kg per passenger. Additional baggage may be accepted subject to airline rules and availability.
12. Flights and ATOL
The Photographers Safari does not arrange or sell international flights. All air travel to and from East Africa must be booked independently by the client. We are not an ATOL-protected agency and accept no liability for delays, cancellations, or changes to international flights. You are responsible for ensuring that your arrival and departure times align with the itinerary provided.
13. Client Responsibilities
It is your responsibility to ensure that all travellers in your booking:
Carry valid passports, visas, and required vaccination certificates
Are medically fit and physically able to participate in safari activities
Comply with local laws, customs, and regulations in all countries visited
Follow safety instructions provided by Asilia Africa staff or representatives
Show respect for other guests, wildlife, and local communities
We reserve the right to deny participation or remove a client from the safari if their behaviour is disruptive, dangerous, or violates these responsibilities. In such cases, no refund will be issued.
14. Force Majeure
We are not liable for any loss, delay, alteration, or cancellation caused by events beyond our control, including but not limited to natural disasters, pandemics, travel restrictions, war, civil unrest, terrorism, government actions, or adverse weather conditions. In such events, we and Asilia Africa will do our best to assist with rebooking or alternative arrangements, but refunds are not guaranteed.