Summits Africa Terms
Itineraries, holidays and services provided are
subject to the "Terms & Conditions" as described here.
It is imperative that these are read carefully and fully understood
before booking. Changes to these "Terms & Conditions"
can be only be made, in writing, by one of The Company’s authorised
When a booking is made with The Company, either through an intermediary
Agent or direct, a contract is entered into with Summits Africa
LTD, referred to here as “us” or “The Company”.
- Reservations & Payment
- A 50% deposit is required on booking. A
booking shall only be considered confirmed by us on receipt
of the 20% deposit. The deposit is due within 14 days of making
the booking and there shall be no binding contract until the
deposit has been paid. Failure to remit the deposit on time
will result in automatic change of status from provisionally
held/confirmed to provisional-only (possibly entailing subsequent
wait-listing or even inability to reinstate the booking when
the deposit is finally received).
- The balance of payment is due at least 40
calendar days prior to first day of service provision. Failure
to receive the balance by that date shall automatically cancel
the booking. Any refund then due from deposit monies held
shall be at our discretion, subject to a minimum of US$200
- “Day of Service Provision” shall
mean midnight/midnight on the stipulated date of service provision.
- Any booking made within 40 days of first
providing services shall be accepted provided:
• space is available
• payment is received
• documents, if required, can be delivered prior to
- The Company shall not be responsible for
wire transfer charges.
- Money paid by clients to a Travel or other
Booking Agent for on passing to the company shall not be deemed
received by The Company (and no liability shall be incurred)
until written notification has been received by the Travel/Booking
Agent from The Company that such monies have been received
- Cancellation Charges & Refunds
- Any cancellation must be made to The Company’s
UK booking office in writing. A telephone call should be made
to check that notice of cancellation has been received.
- Cancellation charges shall apply as follows:
a) 10% of total cost if cancelled 60-45 days prior to first
day of service provision.
b) 50% of total cost if cancelled 45-15 days prior to first
day of service provision.
c) 100% of total cost if cancelled 14 days or less prior to
first day of service provision.
d) Note that bookings made through The Company with products
owned by Conservation Corporation Africa (CCA) (or their subsidiary)
are liable to be charged cancellation charges (for such proportion
of the trip as has been booked with CCA) at the rate of 75%
if cancelled 60 – 31 days prior to the first day of
service provision and 100% thereafter.
- Cancellation charges shall apply on a full
board rate, plus excursions and any other activities as booked.
- Cancellation charges shall be levied on
other products booked through The Company in accordance with
the terms & conditions of the provider of the other product.
- In the event of a “no show”,
the booking shall be treated as cancelled and cancellation
charges shall apply per 3.2.c above.
- In the event of a cancelled booking being
reinstated by the client, such shall be subject to space availability
and the cancellation fees shall be waived, less a US$200 per
person handling fee.
- Any request to change or amend a booking
once confirmed shall be accommodated if at all possible, subject
to space availability.
- No refunds shall be given:
a) For lost travel time or necessary substitution of facilities,
especially by virtue of force majeure.
b) for itineraries necessarily amended after departure, especially
by virtue of force majeure.
c) for circumstances beyond The Company’s control which
necessitate alternative arrangements being made to ensure
safety and/or further participation or enjoyment.
d) if the client does not appear for any accommodation, service
or excursion without notifying The Company.
e) if the client leaves after the holiday or safari has begun.
- Group Bookings: Should one or more pax cancel
within a group booking, then the normal schedule of cancellation
charges shall apply (see 3.2 above) subject to: Any refund
paid to the person/those not able to travel shall be calculated
so as not to incur any resulting surcharges for those member/s
of the party still travelling (unless The Company is notified,
on demand, in writing that such surcharge is acceptable to
all remaining travellers in the group).
- Travel Agent and Trade Bookings: Travel
agent and trade-related bookings, if booked at discount (whatever
such discount may be) are subject to a 100% cancellation charge
- Force Majeure: See below.
- Changes/Cancellation by The Company
- The Company must unfortunately reserve
the right to make changes, where unavoidable, to itineraries,
holidays and services both before and after a booking is confirmed.
- It is essential to understand that local
conditions in Africa are not always predictable and border
closures, poor road conditions and other occurrences can and
do from time to time cause delays, frustrations and diversions
from the planned itinerary. Should such occurrence occur,
before or during the holiday, The Company shall do its best
to minimise inconvenience but:
- In the event of a “significant
change”, example: where the destination has been
changed, the client shall be advised as soon as possible
and, if pre-departure, given the option - in the case
of The Company’s own products - of accepting the
changed arrangements (with balance payment due to The
Company if more expensive, or refund due to the client
if less expensive) or cancelling the booking and receiving
a refund of 85% of all payments made at the time of cancellation,
subject to a minimum of US$200 per client. (In the case
of refunds from third party accommodation or services,
these shall be subject to the terms and conditions of
the third party service provider)
- If a “significant change”
occurs during the holiday, The Company shall do its utmost
to provide alternative arrangements with balance payment
due to The Company if more expensive than the original
arrangements, or refund due to the client if less expensive.
In the event of these not being acceptable to the client
(such acceptance not to be unreasonably withheld) The
Company shall refund the balance of monies remaining unused
from the portions of the itinerary which pertain to The
Company’s own products (less transfers to the departure
point) subject to a cancellation fee of US$250 per person.
(In the case of refunds from third party accommodation
or services, these shall be subject to the terms and conditions
of the third party service or accommodation provider but
The Company shall do its utmost to obtain suitable refund
on the client’s behalf).
- The Company has the right to make a
“minor change” to an itinerary, holiday or
service (for instance where daily scheduling is affected),
before or during a holiday without notice.
- Accommodation: see below.
- If cancellation is unavoidable by The Company
(for reason other than client’s failure to pay) then
the client shall be given the option of purchasing another
itinerary, holiday or service (with any cost difference either
to be paid or refunded) or receiving a full refund of all
monies paid at the date of cancellation.
- Some itineraries, such as set departures,
operate subject to a minimum number of bookings. The Company
shall not cancel for lack of numbers less than 6 weeks before
- Force Majeure:
- In the event of a situation/occurrence of
Force Majeure (meaning any circumstance beyond The Company’s
reasonable control, including [but not limited to] acts of
God, explosion, tempest, fire or accident, war or threat of
war, sabotage, insurrection, civil disturbance, requisition,
sickness, quarantine, government intervention, weather or
other untoward occurrence), The Company shall immediately
notify the client of the nature and extent thereof but shall
not be in breach of these terms & conditions or liable
in any way (by way of delay or non-performance of any of The
Company’s obligations) to the extent that such is due
to any force majeure.
- In circumstances of force majeure, The Company
shall have the right to vary or cancel any itinerary, holiday
or service. Refund, if due, shall be at the discretion of
The Company although all reasonable endeavour shall be used
to reimburse the client wherever possible, less reasonable
costs. If, under circumstance of force majeure The Company,
after due deliberation, deems the itinerary, holiday or service
to be able to proceed then no refund shall be payable.
- Only safari-prepared 4 wheel drive vehicles
are used on safari. The Company reserves the right to employ
the services of sub-contractors. Highly trained and experienced
driver/guides are provided. No vehicle may be driven by a
client at any time.
- Carriage (by land, sea and air) is subject
to the terms and conditions of the carrier and to International
Conventions, some of which limit liability. Land, sea and
air travel are also subject to operational decisions of carriers
and ports which may result in cancellation, delays or diversions
over which The Company has no control and for which The Company
can accept no liability whatsoever.
- Accommodation is normally quoted based on
two persons sharing a twin room or tent. Single occupancy
may attract a supplemental single occupancy charge. Hotels,
Lodge and camps are named as an indication of category and,
whilst The Company shall endeavour to actually use the named
establishment, rooms may be reserved at similar establishments
without liability or refund.
- Published prices are based on tariffs and
other costs prevailing at the time of printing and are subject
to change without notice.
- Cost Inclusions/Exclusions
- Inclusions: The price of ground arrangements
- All current taxes, accommodation, meals,
park fees, excursions, transfers and use of a safari prepared
4-wheel drive (with driver/guide) as specified only. CHECK
INDIVIDUAL ITINERARY DESCRIPTIONS
- Exclusions: Normally excluded from the price
of ground arrangements, unless otherwise specified, are:
- Airport departure taxes, visas, inoculations,
insurance, gratuities (tips), laundry*, alcoholic and
non-alcoholic beverages*, items of a personal nature.
* Included on some itineraries, either for the full itinerary
or part of same. CHECK INDIVIDUAL ITINERARY DESCRIPTIONS.
- The Company, whilst endeavouring not so
to do, must reserve the right to make surcharges when these
are unavoidable, for instance due to currency fluctuations
or revisions of local taxation. Such surcharge will be notified
in writing and must be paid within 14 days of notification,
making due allowance for normal postal delivery. Non-payment
may be construed as an act of cancellation and subject to
these terms & conditions.
- For Clients Information
- The Company and its agents act as a booking
agent in all matters relating to hotel and lodge accommodation,
tours, airlines/charters, bus companies, ground transportation,
boat owners and other independent contractors providing accommodation,
transportation and/or other services, each of which is an
independent corporation outside The Company’s control
and each of which has it’s own terms and conditions.
As such, The Company shall not be liable for injury, delays,
loss or damage in any manner.
- The Company’s liability to passengers
carried in its own vehicles is governed by the laws of the
country in which the tour takes place and no other country.
- All claims are subject to the jurisdiction
of the courts of the country in which the actual service or
accommodation was provided.
- The Company reserves the right to employ
sub-contractors for all or part of its services; in the event
of such right the terms of this clause apply.
- Whilst every care is taken, The Company
cannot be held responsible for loss or damage to baggage.
- As provided for elsewhere in these terms
and conditions, The Company reserves the right to cancel any
itinerary, holiday or service or any part of it, to make such
alterations in the itinerary as deemed necessary or desirable,
to refuse to accept or to retain as a member of any programme
any person at any time and to pass on to programme members
any expenditure occasioned by delays or events beyond The
Company’s control. In case of any appreciable variation
in costs, right is reserved to adjust rates.
- Health & Risks
- Yellow Fever and Cholera vaccinations are
mandatory in many African countries. Other inoculations, such
as Tetanus, Polio, Typhoid Meningitis and Hepatitis may also
be recommended. Advice should be sought from a reputable travel
clinic or medical practice in good time before departure,
responsibility for so doing lies solely with the client.
- There is a risk of malaria in many African
countries, prophylactics are recommended. Advice should be
sought from a reputable travel clinic or medical practice
in good time before departure, responsibility for so doing
lies solely with the client.
- Client’s attention is drawn to the
fact that there are certain risks inherent in participating
in the type of itinerary, holiday and service provided by
The Company (by dint, inter alia, of it’s location and
the adventurous nature of some activities). The Company shall
not be liable for illness, injury or death sustained on an
itinerary, holiday or service sold by it which is not due
to gross negligence of The Company, its officers, employees,
authorised representatives or agents whomsoever
- Mountain Climbs: Client’s attention
is drawn to the fact that climbing mountains, especially above
normal altitudes that prevail in client’s county/locality
of origin, is inherently dangerous. Proper medical advice
should be sought in good time before booking.
- It is a condition of booking that all clients
are individually insured, either through The Company, their
Travel Agent or independently. In the latter cases, The Company
shall be provided with details of client’s insurance,
including 24-hour emergency contact number/s, at the time
of booking and it is the client’s responsibility to
ensure that the insurer is aware of the destination and the
type of activity to be undertaken. Insurance should cover,
• personal accident including death and disability
• medical expenses
• trip curtailment/cancellation
• loss of personal effects
- The Company is able to arrange AMREF (Flying
Doctor) cover (which it strongly recommends) on behalf of
clients and will do so on some itineraries, adding the cost
into the price of the holidays, unless instructed otherwise.
- Client’s insurance company should
always be informed, and proper advice sought, before booking
an itinerary which includes trekking or mountain climbing.
- Travel Documents
- It is the client’s responsibility
to ensure that all travel documents and vaccinations are current
and valid for the journey in question.
- The Company shall not be responsible for
any delay, interruption or cancellation resulting from client’s
failure to provide required documentation to immigration or
other authorities at any time.
- Complaints & Disputes
- If there is cause for complaint whilst on
holiday, whether with The Company’s products or any
other product for which The Company has made booking as an
agent, then this must be brought to the attention of the General
Manager or his appointee or agent who will do their best to
rectify the situation. It is unreasonable to take no action
whilst on holiday and then write a letter of complaint upon
return; The Company cannot accept any liability in relation
to any complaint or problem if such is not notified at the
time of occurrence. Should the problem remain unresolved by
The Company, third party contractor or product, a complaint
should be made in writing to The Company’s Tanzanian
booking office within 7 days of completion of the itinerary,
holiday or services provided by The Company.
- Special Requests
Clients should advise The Company of any special request (for
example: special diet or on account of physical disability) at
the time of enquiry or submitting a reservation. The Company will
do it’s utmost to meet such requests wherever possible.
- Brochures & Information
All information published by The Company, whether as brochure,
written material, electronic or otherwise is correct (to the best
of The Company’s knowledge) at the time of going to press
but the right is reserved to change the same. Photographs and
information depict typical scenes and detail but the actual subject
matter depicted may not be seen or experienced whilst on holiday.
- Terms & Conditions
These terms & conditions govern the relationship between the
Company and it’s clients to the total exclusion of any other
terms & conditions. No alteration to these terms and conditions
may be made by any of The Company’s employees, authorised
representatives or agents unless in writing by one of The Company’s
authorised senior officers. All decisions subject to The Company’s
discretion shall be made by one of The Company’s authorised
- Conditions of Bookings
- Whilst on holiday, clients are requested
to comply with the instructions of The Company’s representatives
at all times.
- Any client who shall be or become, in the
opinion of any representative of The Company:
• incapable of caring for him/herself
• objectionable to others
• a hazard to him/herself or others
shall not be permitted to continue on the itinerary, holiday
or service provided by The Company and, in such event, the
booked arrangements may be terminated without any liability
on either The Company’s behalf or that of the supplier/contractor
- Please remember that booking an itinerary,
holiday or service with The Company is entering into a binding
agreement that assumes all the terms and conditions herein
mentioned are fully understood.
- The construction, validity and performance
of any Agreement, including these terms and conditions, between
the client and The Company shall be governed by the laws of
Tanzania and Kenya and the parties submit to the exclusive
jurisdiction of the Tanzanian/Kenyan courts.
- Proper Law
The construction, validity and performance of any Agreement, including
these terms and conditions, between the client and The Company
shall be governed by the laws of Tanzania and Kenya and the parties
submit to the exclusive jurisdiction of the Tanzanian/Kenyan courts.