GENERAL INFORMATION
BAGGAGE : Baggage space on safari is restricted to one medium suitcase or hold all per person, plus hand baggage ( private safaris where there are less than 7 persons in the vehicle are not subject to this restriction). Visitors to treetops and the Ark are asked to take overnight bags only; suitcases can be left in the storage at the base hotel. Hotel will normally store baggage at no extra charge while clients are on safari, baggage weight restricted of 16kg. per person applies on air safaris. Where very small aircraft are used this may be reduced to 10kg.
BANKS AND SHOPS -Bank opening hours 0900 – 1600hrs. Mondays to Fridays. Most hotels and lodges change money outside these hours. Shop opening times are generally 0830 – 1300hrs and 1430hrs – 1700hrson Mondays to Fridays and 0830hrs – 1300hrs on Saturdays. However, many shops do open outside these hours.
CLIMATE – East Africa enjoys a health invigorating climate and visitors need feel no concern for their general health during their stay. Although the region is on the Equator, climate and temperature depend on altitude and proximity to the sea. The coastal climate is tropical, being hot and humid except during July and August which is cooler with lower humidity. In the highland areas nights can get quite cold especially during July and August when skies may be overcast. The long rain occur from the end of March to end of May and the short rains from mid-November to mid-December. During this time rainfall is not continuous but occurs periodically between bright intervals.
CLOTHING – Dress should generally be informal, comfortable and practical. Washable cotton clothing in the neutral colors are the best for safari. Alight jacket and warm sweater are recommended for early morning game drives and evenings especially if visiting highland areas such as Ngoro Ngoro, Mt. Kenya and the Aberdare. The Mount Kenya safari club and some Nairobi hotels require gentlemen to wear jacket and tie and ladies to be suitably attired for dinner. Bring a sunglasses comfortable casual shoes and swimwear (most lodges have pools) good quality, locally made clothing and shoes for safaris are now available in Nairobi shops at reasonable prices.
DRINKING WATEER – Tap water in Nairobi hotels is usually safe to drink , but outside the city drink only from the vacuum flask provide in your room or bottled water. Mineral water id also available in east Africa. It is advisable to use bottled water.
ELECTRICITY – The electrical supply in East African countries 230/240 volts 50 Hz. Sockets are usually 3 pin square (British) type. It is advisable to check that any appliances (e.g. video battery charger) operating on other voltages have a built in adaptor or bring one with you.
ENTRY REQUIREMENT – All visitors must be in possession of a full passport valid for the period of stay. Visitors may not require visas depending on nationality and it is therefore advisable to consult the relevant Embassy, High Commission or representative in your area.
FLYING DOCTORS SOCIETY – Membership of the flying doctors society is strongly recommended in event of accident or sickness while on safari, the society will fly patients ( subject to on the spot assessment by the medical team )by air ambulance to Nairobi for admittance to hospital.
HEALTH – Health requirement for entry into East African countries depend on country of origin and countries visited en route. Those requirements may also change from time to time. It is therefore recommended that visitors consult their local G.P. or inoculation center before travelling. Malaria is endemic in Africa. Prophylactics (available from most dispensing pharmacies) should be taken before, during and after your visit as prescribe. Anyone who has to take special medication should take enough supplies to your whole visit as they may not be available.
INSURANCE – Travel insurance is providing by Intra – Africa Assurance Limited with service provided by International SOS Assistance (UK) Ltd. It is available on request.
HOTEL CHECK IN / CHECK OUT – Check out time at most hotels and lodges are 1000 hours. Room’s availability cannot therefore be guaranteed before 1100hours unless the room has been booked from the night before. Day rooms up to 1800hours can usually be arrange with hotels
LANGUAGE – Kiswahili is the Lingua Franca while English is the official language. In addition, most tribes have their own language. English is spoken by most personnel involved in the tourist industry.
MONEY – There are no longer currency restrictions in East Africa. All currency brought into the country and subsequent exchange transactions must be recorded (forms are provided on arrival). Local currency cannot be taken out but can be converted back to hard currency on production of the fore – mentioned currency exchange record. The well-known credit / charge cards (visa, Diners, Merchant card etc.) are widely accepted I accepted in East Africa. We recommend the use of US dollars or other hard currency travelers cheques. Do not carry large amounts of cash.
PHOTOGRAPHY – It is recommended that you take enough film with you to last the trip (double the number you first thought of). Film bought locally is expensive and could be out of date. Don’t forget spare camera batteries. Zoom and / or telephone lenses are a must and an ultra –violet polarizing filter is a good idea. Video cameras can be brought in and most lodges can provide facilities for battery chargers (see section regarding electricity supply). Bring a dust – proof for cameras and accessories. You will find many interesting and beautiful subjects for photography but there are some taboos. It is prohibited to photograph the President or his residence, Military, Police and related installations, airport, railways stations, harbors, town halls, prisons or the national flags. Ask permission before photographing the local people, some of whom may wish to negotiate a fee.
SECURITY – Africa is no different from anywhere else in the world – just follow your common sense. Remember that excessive displays of jewellery or large wallets of cash in your back pockets are a temptation. Do not leave valuables in hotel rooms – use the safe box in your room or at the reception.
TELEPHONES – Most hotels provide telephone in the bedrooms for local and international calls. However, it is recommended that you check the charges before making calls as taxes and handling fees can add up to 50% on normal rates. Many of the lodges on safari do not have telephones and only be contacted by radio – phone.
TOUR INFORMATION – All of our tours in this brochure are based on hotels or tented camp accommodation and as such require the effort. However, East Africa is for the most part, an under – developed region. It is therefore important for you to understand and accept that even the most meticulously planned arrangements can go wrong and that condition can dictate that there can be moment of discomfort and delay. Clients booking subject to the booking conditions and this general information. It is our policy to constantly review the services of the handling agents: hotels, lodged and camps we use but we cannot be held responsible for the results of delays and alterations other than those circumstances outlined in the booking conditions.
SPECIAL, DIET AND NEEDS – In case of special dietary needs or facilities for the disabled, please let us know of this requirement in full at the time of making the booking
TOTAL COST INCLUDES – Accommodation: First class lodges, tented camps and country home stays
MEALS: Fallboards (breakfast. Lunch and dinner) on safari each day expect in main towns where the meals plan is specified in the tour outline.
COLLECTION AND TRANSFER: All tours starts and end with collection and return to any centrally located hotel in Nairobi, Mombasa (north and south coast), and Kampala andArusha. When air transport is part of the itinerary, transfer service between the hotels and airport is included. Transport by road: Individual seas in safari micro – buses.
GUIDES: Service of qualified and caring English – speaking drivers / tour guides, some of whom speak other European languages.
TAXES AND FEES: All government taxes, hotel levies and service charge, entrance fees to parks, reserves and museums.
TOUR COSTS EXCLUDES : Portage, tips to game rangers or local guides, incidental tips to hotels / lodges, bar and waiting staff, gratuity to English speaking drivers / guides, personal items such as laundry and drinks, airport transfers on arrival and departure, international flights airport departure tax.
TERMS AND CONDITIONS
BOOKING CONDITIONS: Your contract is with Flexible Tours & Car hire and is subject to the following conditions, which shall appear as amended from time to time in all of Flexible brochures for agents manuals you (that is all of you intending to travel on a Flexible Organized tour under one booking, herein after referred to as “you”) accept that you have read and understood these condition and have agreed to be bound by them:-
BOOKING, AGENTS LIABILITY DEPOSIT, REFUND AND MINORS.
A booking of any of the arrangements offered in this website or agents” manuals may be made by verbally, provided it is immediately confirmed in ratting or fax or E-mail (“booking” provided always that for the purpose of the payment of deposit and /or the price the time that the booking shall be deemed to have been effected shall be the time that Flexible organized tour (“tour”)was booked verbally and not the time it was confirmed in writing).
- A deposit of an amount requested by Flexible duly authorized member of staff or agent at the time of booking shall be payable upon a receipt of your booking.
- The booking shall be made the booking hereby warrants that he/she is duly authorized to do so and does so on behalf of all of you.
- The booking shall be made or brokered through a travel or booking agent (“agent”) such agent hereby agrees to be bound by these conditions and confirms that it makes any booking as fully authorized for and on behalf for and on behalf of each member of the agent signing the booking on behalf of each member of a tour, the agent shall immediately indemnify Flexible against any such claims, cost, demands and expenses whatsoever and whenever made.
- Each of you shall jointly and severally indemnify Flexible against any claims, costs demands and expenses whatsoever made by any of you who may be a minor (that is under age 18 years) arising out of or in connection with tour.
- An itinerary specifying the details of your tour will be sent to the person making the booking as soon as is reasonably practicable following receipt by Flexible of your booking (the”itinary”).
- If Flexible is unable to confirm you on a tour; it will refund you your deposit in full. However it is possible that Flexible may not be able to confirm you on the precise itinerary stated by Flexible in which event, if Flexible proposes ( what it considers to ) a reasonably similar alternative to that requested by you prior to the date ( as specified) the it will not refund you the deposit
- All price for the tour are calculated on the cost prevailing at the date of your booking although Flexible reserve the right to change such price without notice up until the due date.
FINAL PAYMENT
2.1 The total cost of the tour as specified in the itinerary (the price) shall be paid so as to be received in cleared funds by Flexible not later than 35 days before the departure of your tour, in which event full payment shall be due immediately upon receipt of Flexible invoice. Availability of the tout is dependent upon having paid the price in accordance with this condition.
2.2 In the event that the price shall not have been received by the due date. Flexible reserves the right to cancel the tour or as a condition of providing the tour re-cost the itinerary (including imposing a surcharge in respect to our additional costs.)
2.3 Provide that the price shall have been paid by the due date Flexible shall be bound unconditionally to the price quoted from that time unless the price shall be affected by any factor beyond control of Flexible which frustrates this agreement in which case Flexible reserve the right to adjust the price accordingly
CANCELLATON / ALTERATIONS
3.1 If you wish to cancel or alter your booking you must do so in writing in which event the following fees of percentage will be charged, calculated with reference to the dates of the receipt of notification in writing, or email by Flexible. If such booking shall be cancelled or (in the opinion of Flexible ) be altered materially by you Flexible reserve the right to charge the following fees :-
3.1.1 within the period of 35 to 15 days of the commencement of the tour, a fee of 25% of the total arrangement
3.1.2 Within the period of 14 to 2days of the date of commencement of the tour , a fee of 50% of the aforesaid.
3.1.3 within 2 day of the date of commencement of the tour a fee of 100% of the price.
3.2 Your deposit and any other payments on account will be applied against your liability under sub-clause 3.1 , otherwise towards the part payment of the price if for any reason it had not been paid in full by the due date.
3.3 I receipt of the balance of the deposit and other payment on accounts not retained by Flexible pursuant to the preceding to sub-clauses, Flexible will refund to you such amount to you less :-
3.3.1 Any charges that have been made for reservations which have already been contracted, any cancellation fees imposed by hotels, lodges or transporters and any other expenses which Flexible may have incurred.
3.4 In relation to any request by you to alter your tour after it has commenced, whilst Flexible will be liable for any cancellation or additional charge that may be levied for tours originally booked.
3.5 Flexible reserves the right at any time and without incurring any liability whatsoever or however to make changes to your tour arrangements (including flights, accommodation, transport or services), to offer substitute facilities ( in Flexible view) of equal value and repletion, or to cancel any scheduled tour. If Flexible shall cancel the tour it will make full refund except in respect of any cancellation caused by war or threat of war, insurrection, riot, strikes ,civil action, decision by Government or Governing Authority, Natural Disaster, bad weather, Technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers or other similar circumstances beyond Flexible control.
WHAT THE PRIC INCLUDES: –
4.1 The price includes:-
4.1.1 Transport including excursions from hotels (such as launch trips and game drives as indicated in the itinerary).
4.1.2 Accommodation with full board, table d’hôtel meals as specified in the itinerary;
4.1.3 Govern ment Hotel taxes;
4.1.4 Hotel Service Charge
4.1.5 Sight – seeing, game bird walks as specified in the itinerary;
4.1.6 The cost of all charter flights indicated in the itinerary and any scheduled flights indicated in the itinerary as being included in the price;
4.2 The price excludes
– Visa fees and international and domestic airport taxes (unless indicated otherwise in the itinerary ).gratuities ( other than service specified in the sub-clause 4.14above ), beverages, laundry and other items of personal nature, any communication cost ( such as telephone calls and fax or email transmissions );
– Any supplementary charges imposed by hotels / lodges;
-Any park ( or other ) entry fees except where these are specifically quoted in the itinerary.
-Travel Insurance which can be arranged.
ACCOMODATION
5.1 Without any acceptance of liability for failure to do so, Flexible shall endeavor to book rooms for you with private baths on the basis to two persons sharing a double room. Single rooms shall be available at a supplementary price. However, Flexible does not guarantee availability of either a private bathroom or a single bedroom, even where a private bathroom or single bedroom had been specifically requested by you.
5.2 Whilst Flexible will use its best endeavor to ensure that you stay in the Hotel, Lodge or Camp of your choice, it reserves the right to alter the identity of your destination provided that it shall reserve rooms for you in the Hotel , Lodges or Camp which, in irs view, are of similar value and standing. Flexible accepts no responsibility or liability in the event that it has offered the services of establishment of similar price and standing which have been declined by you.
TRANSPORTATION AND GUIDES
6.1 Flexible shall provide such aircraft, safari mini-buses, safari cruises, cars 4WD vehicles or coaches as it considers necessary to transport you, based on considerations such as the route to be taken, the condition of the roads and the number of clients on the proposed journey. Flexible reserves the right to alter any such arrangements made including the proposed route to be taken.
6.2 Flexible reserves the right to employ the service of sub-contractors to effect your transportation.
6.3 Flexible shall provide the services of a driver / guide
7.0 FLEXIBLE RIGHT OF REFUSAL
7.1 Flexible reserves the right to: –
7.1.1 Refuse any booking from persons whom it considers unsuitable for the type of travel to be undertaken; Decline to accept or retain you as a member of any tour at any time
7.2 If Flexible exercise its right under sub-clause 7.1.1 in circumstances in which you shall not have been informed then, Flexible may refund you an amount it considers equitable taking in to account all the circumstances
YOU’RE RESPONSIBILITY
8.1 You shall ensure that you have obtained adequate insurance cover against personal accident medical expenses and loss of your baggage
8.2 You shall ensure that all your travel documents, full passports, visas, vaccination certificates, currency and travellers cheques are in order and that the name that appears on your airline tickets( if relevant ) shall be the name that appears on your passport and that you re-confirm all your international flight departures, at least 72hours prior to departure, unless Flexible shall have agreed by prior arrangements to reconfirm on your behalf.
8.3 You shall be responsible for informing Flexible when the booking is made of any request for special diet or facilities for the disabled of for any other special needs. Whilst every effort will be made to meet your request, Flexible does not grantee that such requests will be met. You shall inform Flexible when you make the booking of any medical condition or disability which may materially affect your ability to enjoy or suitability for the tour.
9.0 FLEXIBLE RESPONSIBILITIES
9.1 Except where Flexible shall transport you in its own vehicles, Flexible and its agents act only as your agents in all matters relating to your transportation or the provision of any services to you regardless of whether you are transported by aircraft, rail, road, motor coach, ship, boat or any other means.
9.2 Flexible shall not be liable for any injury, delay, loss or damage however arising from your transportation, accommodation or from any other services provide to you are from any act or omission of any person ( or the sub-contractors, agents, or employees whether acting within the scope of their contractual obligations, agency of employment or not), who shall provide any such service other than for death, injury or illness caused by the negligence acts and / or omission of Flexible or its employees and its agent( other than air or sea carrier agents performing any domestic, internal or international carriage of any kind). Whilst acting within the scope, or in the course of the employment . The amount of damages Flexible shall pay to you under this clause shall be such damages as might have been claimed irrespective of death, injury, or illness caused by the negligence of Flexible, its employees or agents and aforesaid as accepted under the Laws of the country in which the event giving rise to the loss took place
9.3 In respect to any other loss not specifically referred to in this clause you, your property and baggage travel is entirely at your own risk.
9.4 You will keep Flexible indemnified against any claim except as provided for in this condition.
10.0 JURISDICTION
All matters concerning this condition shall be subject to the Law of the Republic of Kenya. You submit to the exclusive jurisdiction of Courts of Kenya which shall be the sole forum for the hearing of any claims other that those which shall be referred to arbitration pursuant to Clause 11
11.0 ARBITRATION. A dispute or difference between us relating to the validity, construction or performance of this Agreement shall be referred to an arbitrator to be appointed ( in default of agreement between us ) within 21 days notification of such dispute by one of us to the other by the Chairman for the time being of the Chartered Institute of Arbitrators, Kenya branch upon the application by either of us,. Such arbitration shall be conducted at the venue in Nairobi in accordance with Arbitration Act.