Terms and Conditions

Booking

Bookings should be made as soon as possible to guarantee desired itinerary and departure day. Bookings may be made by using booking form on our web page, by e-mail or by telephone. Telephone bookings will be held for 5 working days with no obligation. You must, however, confirm the telephone reservation by sending the completed booking form by post or e-mail with the appropriate deposit.

Booking and later our confirmation are considered as a contract between Sunset Africa Ltd. and client. Client must be over the age of 18. Client signing or sending booking form on behalf of other passengers warrants that the rest of the clients are fully informed and aware of all the bookings and accept our terms and conditions.

To make your bookings please make sure you have correct names of all the clients, passengers or friends travelling with you. For tours and safaris we need also nationality and date of birth of all the clients. If you make bookings for more people not only for yourself, it is your responsibility to make sure that you have correct names, dates of birth and nationality.

All clients no matter how they make booking (by telephone, e-mail…) are obligated to read our terms and conditions on our web page. When we receive your booking we consider you read and you agree with our terms and conditions. Confirmed bookings cannot be transferred to any other date. Clients must check what is included in the price and inform us before making bookings if they don’t agree or if something is not clear enough. Later complains we want take into consideration.

After suggested itinerary is confirmed by client, you received our offer and confirmed receiving it then we require deposit to confirm your bookings. Deposit must be send within 14 days after receiving our offer. Only with paid deposit your booking is fully confirmed.

A non-refundable deposit of 25% is required for camping safari and Kilimanjaro or other climb and 50% for lodge safaris or hotel reservations on our bank account. Only the amount actually arriving on our bank account shall be considered as paid (money transfer costs are to be paid for by the client). The remaining balance must be paid minimum 4 weeks before your arrival, for lodges and hotels 8 weeks before arrival. If payments have not been received in time, we reserve the right to cancel your bookings.

Failure to deliver complete payment 30 days prior to departure will be considered notification of cancellation by default and is subject to cancellation charges as stated below.

Late booking

For late reservations less then 2 weeks before arrival remaining balance must be paid in cash at arrival and before start of your itinerary arranged by Sunset Africa Ltd. Exception to this rule are lodges and hotels, where no reservation will be done before receiving full payment. In case of late bookings, it is possible that by the time deposit is received one or more hotels/lodges might be fully booked. We try to find replacement in same category. The price of the itinerary will be adjusted accordingly and it is to be paid by the client.

Change Booking Fees

For itinerary changes made on a confirmed reservation up to 60 days prior to departure which affect destination, departure date, and/or names, a $100 per person administrative charge applies, in addition to any cancellation penalties or applicable fees imposed by airlines, local operators or hotels. Any such changes made less than 60 days prior to departure are subject to cancellation fees.

If you choose to modify the arrangements after the commencement of the tour i.e. change accommodation or the duration of your stay, the company can accept no liability for any loss or additional expense incurred and no refunds will be made.

Flight booking

Sunset Africa is arranging only domestic flights within the country. We coordinate only your domestic flight with your land arrangements. Airfares are not guaranteed until purchased and ticketed. Any increase in fare is the responsibility of the passenger. It is your responsibility to make sure that the name on your airline ticket matches your passport name. Keep in mind that you need to provide us the correct name as it is in your passport before tickets are issued, so latest when you make your bookings for domestic flights. If you must change your air plane ticket within 30 days of travel, you will pay Change Fee which depends on airline, their cancellation charges and route.

Cancellations and Refunds

If you must cancel your confirmed booking before departure, you must notice Sunset Africa Ltd. in writing. The day we receive your cancellation we consider as cancellation date. All cancellations will be charged a cancellation penalty, depending on the number of days before the tour departure. Money will be returned to you less the cancellation fees charged by Sunset Africa Ltd. plus any additional non-refundable cancellation fees and payments already advanced to airlines, hotels and local operators:

Days Prior to Departure Fee

• 41-60, 30% of Total Invoice
• 31-40, 40% of the Total Invoice
• 21-30, 50% of the Total Invoice
• 11-20, 60% of the Total Invoice
• 02-10, 70% of the Total Invoice
• Within 48 hours and after commencement of holidays: 100% of the Total Invoice, no refund will be made.

Cancellation fees are based on the date your written notification is received at Sunset Africa Ltd. No partial refunds are possible for any unused portion of your trip. Penalties on airline tickets are subject to the individual air carrier’s rules and regulations. We consider departure date the date of your first flight or in case of not travelling only in Tanzania and coming by land the date of trip departure arranged by us.

If paid transportation or any other services are cancelled by Sunset Africa Ltd., all sums paid to Sunset Africa for cancelled service, will be refunded within 14 days for cancelled service of Sunset Africa and within thirty days for cancelled service arranged by subcontract or after receiving the money from subcontractors. Refunded will be all sums paid by clients less airline ticket cancellation fees and non-refundable deposits of the hotels, parks and other service included in your itinerary.

Refund will not be provided if parts of the service/ climb are not utilized. Cancellation during any climb organized by Sunset Africa Ltd., the client will not receive any refund on not used service. If the client has to be brought down to Moshi for injuries and does not complete the climb, refund will not be made to the unused services/ climb. Any extra cost will be paid by the client.

There is no refund for any unused portion of your safari or trip once commenced. No refunds will be made to the clients who do not want to complete their trip or do not want to use arranged, booked and paid service for any reason whatsoever. Cancellation penalties on airfares are additional and are not included in the above cancellation charges. Cancellation Insurance for the total land tour cost is suggested.

Alteration

We reserve the right to alter arrangements or cancel the operation of a schedule should it be necessary in case of border closures, poor road conditions, weather conditions or any other reason beyond our control. It is essential to understand that in Africa, local conditions are not always predictable and they can and do cause from time to time delays, frustrations and diversions from the planned route. We will do our best to minimize inconveniences but cannot accept responsibility for matters which are clearly beyond our control. The company also reserves the right to accept or retain participation to any person as a member of any expedition or trip at any time, if local company considers someone unsuitable for a trip, in which case an equitable amount will be refunded. Parts of the safari and climbs involve high altitudes sometimes almost 6000 meters and driving over rough, dirty and dusty roads. Any physical disability that may require special attention or treatment must be send in written at the time of making reservation.

Liability

The Company and its agents act only as agents of the passengers in all matters relating to hotel accommodation, tours, transport etc. and shall not be liable for injury, death, delays, illness, weather conditions, loss or damage for a cause 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 safari takes place and no other country. All claims are subject to the jurisdiction of the courts of the country in which the action arises. The company reserves the right to employ sub-contractors for all or part of the services agreed to be supplied. While every care is taken, the company cannot be held responsible for loss or damage to luggage or equipment. Keep in mind that there are certain risks involved when on safari or when participating in any physical activity like climbing. It is your own responsibility to obtain appropriate medical advice about medication, immunization, and whether you are or are not fit enough to undertake such a trip, prior your departure. Sunset Africa Ltd. reserves the right to take photographic images of individual participants on our tours and to use them for commercial promotion. In case you don’t agree with this you should send written notice at the time of booking your trip.

Accommodation

Prices of accommodation are based on two persons sharing a twin room or while on camping-safari two persons sharing a tent. Single rooms are available at a supplementary rate and are subject to availability. If you are willing to share a room we will attempt to match you with another traveller of the same gender, in which case the single supplement will be waived. However, if we are unable to find another traveller with whom you can share a room in most cases you will be charged the single supplement. Hotels, lodges and tented camps are named as an indication of category and rooms may be reserved at similar establishments.

On trekking and camping trips tents, sleeping pads, cooking equipment and lanterns are provided. Participants must bring their own clothing, day pack and sleeping bags. On request also sleeping bags are provided.

Prices

Prices can be changed without notice until the day of confirming your booking. After that, in case of price increase of more than 5% (for accommodation, entry fees, etc.), we reserve the right to adjust our rates.

Included/Excluded Costs

Our price normally includes: ground transportation, all expenses for drivers and vehicles appropriate for the itinerary as set out (i.e. for transfers, game drives, drivers’ lodgings) unless stated in the itinerary, service of a trained and skilled English speaking driver/guide (in case of agreement also possible in other language), government taxes, service charges, all entry fees except where specifically indicated separately.

If you booked full board safari, it means you will receive full board accommodation that starts with lunch on the first day and finishes with a lunch on the last day.

Our price excludes: personal insurance, airport taxes, landing fees (for charters), Visas, tips to drivers and porters (other than hotel service charges), beverages, laundry, souvenirs, other personal expenses of tour members (i.e. telephone calls etc), any tour services requested that do not appear in the itinerary and any other extras.

Transport

Four-wheel-drive vehicles with pop-up roofs are guaranteed during the safaris. For transfers from/to the airport etc. we might use safari vehicles or minivans. In case of high season, technical problems of our vehicles or any other reason we can order the services of sub-contractors. English speaking driver/guide is included.

National Park rules

All clients are obligated to follow the rules of National Parks and Conservation Areas in case their trip includes visit of one of them. In case of any violation, clients are obligated to pay fain to the NP. All the clients have to follow the instructions of their guides in case they have them.

Baggage restriction

On all safari tours baggage is restricted to one standard soft bag per person due to the limited space in safari vehicles and sometimes very bad road conditions. On all scheduled flights within the parks baggage is limited to 15 kg per person in soft bags. During safari the rest of your luggage can be stored in most of the hotels in Arusha.

Personal insurance

It is strongly recommended that all clients are individually insured. This travel insurance should cover personal accident, medical expenses and repatriation, trip cancellation and loss of personal effects. Make sure your insurance is aware of kind of travel you want to do.

By sending deposit, each passenger (named on the bookings paid by deposit) certifies that does not have any physical or other condition of disability that would create a hazard for anyone on the trip. It is important that any client with a medical condition requiring regular treatment or which may be affected by demanding activity, high altitude, heat, cold, food, other natural phenomenon, informs Sunset Africa and the trip leaders, in writing in advance of travel.

Documentation

Travellers outside their home country are required to carry documentation showing his/her citizenship, such as a passport, valid for minimum six months after your entry to Tanzania. It is your responsibility to obtain proper documentation. Feel free to contact the nearest Tanzanian embassy, or your consulate in Tanzania for entry requirements to Tanzania.

Complains


If you have cause to complain while on holiday then you must talk to the guide or other local representative. They will do their best to find a solution to the problem. It is unreasonable to take no action whilst on holiday and to complain upon return.

E-mails


Despite all the technology there is, it happens that an e-mail does not reach us. There are many possible reasons why this happens, but anyway if you don’t get an answer from us within 3 days, please resend your e-mail again. You might consider using our other e-mail address in case the problem is not in internet connection but is with our e-mail account.