Terms and Conditions.
SAFARI NJEMA TRAVELS LLC
TERMS AND CONDITIONS
This document sets forth the terms and conditions (“Terms”) governing the relationship between Safari Njema Travels LLC (“Safari Njema Travels”) and the customer (“Travel Partner”) for all group escorted tours, both domestic and international. By booking a tour, the Travel Partner agrees to these Terms. “You” and “Your” mean all persons named in a booking (including anyone who is added or substituted later). “We” and “us” mean Safari Njema Travels.
Travel Agreement
These Terms constitute a part of the agreement between Safari Njema Travels and the Travel Partner. Other parts of the Travel Agreement include the following and are collectively referred to as “Travel Documents”:
Booking Form (Travel Registration Information on Website)
Trip-Specific Itinerary (tentative and final)
Release & Waiver of Liability, Assumption of Risk, Indemnity Form
Emergency and Medical Information Form
Other forms, as specified, during booking
These Travel Documents and the Terms form the Travel Agreement. By booking, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. You acknowledge and accept that specific tour details and additional conditions may apply. You should always consult your booking confirmation and itinerary for further information.
Bookings and Reservations
To ensure a smooth and professional process for all travelers, Safari Njema Travels has established the following Booking Terms. By initiating or completing a booking, all travelers agree to abide by these Terms as part of the binding Terms and Conditions.
Booking Platform
All bookings must be completed through Safari Njema Travels’ official website or booking portal, unless otherwise expressly authorized in writing by Safari Njema Travels. We do not accept third-party or informal bookings.
Deposit Confirms Booking
A non-refundable deposit is required at the time of booking to reserve a space on any tour.
The deposit amount and due date will be listed on the specific trip page or invoice.
No reservation will be made or confirmed (nor held) without receipt of the required deposit.
Booking Forms Are Binding Agreements
By submitting a booking form and deposit, the Travel Partner enters into a binding contractual agreement with Safari Njema Travels. This agreement is governed by our full Terms and Conditions and Travel Documents, which all Travel Partners must read and accept before booking.
One Booking Per Traveler
Each participant in a travel party must submit a separate booking form and deposit.
Group organizers may not submit one booking on behalf of multiple travelers unless otherwise permitted by Safari Njema Travels in writing.
Each traveler is considered a separate contract party and individually responsible for compliance.
Subject to Terms and Conditions
All bookings are subject to Safari Njema Travels’ complete Terms and Conditions, including payment terms, refund and cancellation policies, liability disclaimers, health requirements, and all other terms referenced or linked in the booking materials. Booking a trip constitutes agreement to these terms and the Travel Agreement.
Right to Decline Bookings
Safari Njema Travels reserves the right, in its sole discretion and without providing a reason, to decline, reject, or cancel any booking request prior to trip departure. In such cases, any deposit and payments received will be fully refunded, unless the rejection is due to non-compliance or breach of stated terms.
Safari Njema Travels further reserves the right to withdraw acceptance of a booking prior to trip departure if:
False or incomplete information was submitted
Payment deadlines are missing
Behavior indicates a potential risk to the group
Travel documents or requirements are not satisfied by deadlines
Minors and Bookings on Behalf of Minors
Minimum age for children on Safari Njema Travels tours is 12. Safari Njema Travels welcomes participation by minors (travelers under the age of 18) on select trips, subject to the following requirements and conditions:
Booking by Parent or Legal Guardian Only
Bookings for any traveler under the age of 18 must be made by a parent or legal guardian who is at least 21 years of age.
The booking adult is entering into a binding contract on behalf of the minor.
By submitting the booking, the adult affirms legal authority to act on the minor’s behalf and agrees to all terms and conditions in full.
Adult Supervision Required
All minors must be accompanied for the duration of the trip by:
A parent or legal guardian, or
An authorized adult (aged 25 or older) who has been granted legal authorization to travel with the minor through a notarized travel consent form signed by both parents or legal guardians of the minor (see Minors Traveling Terms).
This distinction allows stricter standards (age 25+) for any non-parent adult assuming supervisory travel duties. Safari Njema Travels has set the supervision age at 25 to ensure that minors are accompanied by adults with the maturity, judgment, and legal capacity to act in their best interests throughout the international travel experience.
Safari Njema Travels does not provide chaperone services or assume supervisory responsibility for minors at any time during the trip.
Required Documentation for Minors
Minors must submit all required documentation at least 60 days prior to departure, including but not limited to:
Valid passport
Emergency medical authorization
Notarized travel consent form (if not traveling with both parents)
Any additional forms as requested by Safari Njema
Failure to provide the required documentation by the deadline will result in cancellation of the booking without a refund.
Parent or Guardian Responsibility
The booking adult assumes full responsibility for the minor’s:
Safety and behavior during the trip
Compliance with itinerary rules, customs regulations, and destination laws
Medical care decisions in the event of illness or injury
Safari Njema Travels is not liable for the conduct or safety of any minor and disclaims all supervisory or custodial responsibilities.
Limitations on Bookings for Unaccompanied Minors
Safari Njema Travels does not permit unaccompanied minors to travel alone on any trip. Minors will only be permitted to travel if accompanied by a responsible adult authorized to make decisions on their behalf.
Document Inconsistencies and Governing Terms
In the event of any inconsistency, conflict, or ambiguity between the various travel documents provided by Safari Njema Travels—including but not limited to the itinerary, medical forms, releases, acknowledgments, and any other trip-related documents—the terms set forth in the Terms and Conditions shall take precedence and govern.
Safari Njema Travels reserves the right to make changes or adjustments to the itinerary or other trip details at its sole discretion. Such changes do not void or modify the Terms and Conditions unless expressly stated in writing by Safari Njema Travels.
Traveler Partners acknowledge and agree that by completing the booking and/or participating in the trip, they accept the Terms and Conditions as the final and controlling agreement between the parties.
Re-Invoicing Due to Error
Safari Njema Travels reserves the right to correct any errors in pricing, calculations, or invoice details resulting from human error, typographical mistakes, or computer system glitches. This includes but is not limited to incorrect service fees, taxes, surcharges, currency conversions, or trip component pricing. If such an error is identified after a booking has been made, we will promptly notify the Travel Partner and issue a revised payment plan reflecting the accurate amount. Travel Partners will have the option to either: accept the corrected pricing and continue with the booking or cancel the booking within five (5) business days of receiving the corrected invoice for a full refund of payments made to that point, provided travel services have not yet been rendered or confirmed with third-party suppliers. Safari Njema Travels will not be held liable for costs, damages, or losses incurred due to errors in pricing or invoicing, but we will act in good faith to resolve discrepancies fairly and promptly.
Currency Fluctuation and Price Adjustment
All prices for Safari Njema Travels trips are quoted in U.S. Dollars (USD) and are based on current exchange rates, tariffs, and supplier costs at the time of pricing. While we strive to maintain consistent pricing, we reserve the right to adjust trip costs due to significant fluctuations in foreign exchange rates, increased transportation costs, fuel surcharges, taxes, fees imposed by suppliers, or other external factors beyond our control.
In the event of a price increase resulting from such factors, Safari Njema Travels will make reasonable efforts to notify Travel Partners as soon as possible. Any such increase must be paid in full prior to departure to avoid disruption of travel services.
Safari Njema Travels will not absorb increases related to currency fluctuation once a booking is confirmed. Travel Partners are responsible for any additional costs incurred due to market changes or international exchange rate shifts that affect accommodation, transportation, excursions, or service provider pricing.
Payments
Deposits are required at the time of booking. A Monthly Payment Plan can be arranged with the monthly payment amount determined upon receipt of deposit and based on the selected package. These payments must be received in full at least 60 days before travel.
By enrolling in a payment plan, you authorize Safari Njema Travels to automatically charge the credit card or debit card provided at the time of booking for the monthly installment amount due. Charges will be processed on or around the same calendar day each month, beginning with the initial deposit, unless otherwise specified.
It is the responsibility of the Travel Partner to ensure that the payment method on file remains valid and has sufficient funds. If payment is declined, the Travel Partner will be notified by email. Safari Njema Travels will make up to three (3) additional attempts (every two days) to process the payment within seven (7) calendar days of the original failed payment. If payment continues to be unsuccessful, the booking may be placed on hold, and any promotional pricing or reservations may be forfeited. A late fee of $35 may be assessed for any payment not successfully received within 10 days of the due date.
Continued non-payment may result in cancellation of the booking and forfeiture of all payments made, according to the cancellation terms. Late payments may result in cancellation of the booking and forfeiture of the deposit.
Please note that we will not hold any services until the deposit is received. Tours may become unavailable, or prices may increase, in which case you will be responsible for paying the increased price. Safari Njemaa Travels will not be responsible if tours become unavailable. Note that some group tours may require payment (including full payment) earlier or in additional installments.
Tours booked within 60 days of departure will require full payment at the time of booking. You acknowledge that we may not be able to confirm the booking, in which case we will provide you with a refund.
Accepted Forms of Payment
Safari Njema Travels accepts the following secure forms of payment for trip deposits, installment plans, and final balances. All payment options are subject to approval, identity verification, and applicable transaction limits.
Visa and Mastercard (Credit or Debit)
We accept Visa and Mastercard credit and debit cards. These traditional payment methods are processed securely and immediately through our online booking system.
Credit cards allow you to pay over time based on your card issuer’s terms.
Debit cards withdraw funds directly from your bank account.
You are responsible for any overdraft or declined transaction fees from your financial institution.
2. Apple Pay
Apple Pay offers a secure, contactless payment method using your saved Visa or Mastercard through compatible Apple devices.
Payments are encrypted and authenticated via Face ID, Touch ID, or passcode.
Available for users with Apple Wallet and participating banks.
3. Affirm
Affirm is a flexible, buy-now-pay-later option that allows you to finance your trip in monthly installments.
Choose from 3, 6, or 12-month plans, often with 0–30% APR depending on your credit.
Approval is subject to credit check by Affirm.
You will see your full loan terms and monthly payment amount before completing the booking.
Learn more: affirm.com
4. Afterpay
Afterpay lets you split your total trip cost into four equal interest-free payments made every two weeks.
No interest or fees if payments are made on time.
Approval is typically instant with a soft credit check.
Great for travelers looking for short-term budgeting flexibility.
Learn more: afterpay.com
5. Klarna
Klarna offers multiple pay-over-time solutions, including “Pay in 4” (interest-free biweekly payments) or monthly financing options.
Klarna performs a soft credit check for installment plans.
Full payment schedule and terms will be presented at checkout before confirmation.
Klarna’s services are subject to approval and availability by region.
Learn more: klarna.com
Availability of Affirm, Afterpay, and Klarna may vary based on your location, creditworthiness, and transaction amount. Safari Njema Travels is not responsible for payment rejections, interest, or fees charged by third-party payment platforms.
Amendments by the Travel Partner
Any request for an amendment must be in writing and emailed to info@safarinjematravels.com. You acknowledge that we may not be able to accommodate your request for an amendment. An amendment fee of $50 will be assessed to cover communication and administration costs for any changes to bookings. You may also be required to pay additional costs charged by vendors.
Cancellation or Rescheduling by Safari Njema Travels
Safari Njema Travels reserves the right to cancel, reschedule, or modify any trip due to insufficient enrollment, supplier default, natural disasters, public health emergencies, or other events beyond our control. In such cases, clients will be offered the following options:
A full refund of all recoverable funds, or
A credit toward a future trip, or
An alternative itinerary (if applicable)
We will not be responsible for costs not paid to Safari Njema Travels, such as airfare, insurance, or personal expenses.
Cancellations and Refunds
Due to the nature of our curated group travel experiences and the advanced planning and financial commitments required to secure accommodations, activities, and transportation, all bookings with Safari Njema Travels are non-cancellable and non-refundable under any circumstances once a deposit has been made.
Why We Maintain a No Cancellation
Our escorted group trips are custom-designed and negotiated months in advance with international suppliers. This includes:
Non-refundable accommodations, transportation, and tour reservations.
Group-rate airfare commitments.
Special access or permit-based experiences.
Scheduled third-party vendor services bound by their own strict policies.
Once your spot is reserved, funds are allocated to secure your place and cannot be recovered. As such, we are unable to offer partial or full refunds for cancellations, regardless of reason, including but not limited to personal schedule changes, illness, travel delays, or force majeure events.
For your protection, we strongly recommend purchasing comprehensive travel insurance, including “Cancel for Any Reason” (CFAR) coverage where available, to safeguard your investment.
Participant Substitution
In the event a booked traveler is unable to attend, Safari Njema Travels may, at its sole discretion, permit the transfer of the booking to another eligible participant, subject to the following conditions:
The substitution request must be made at least 30 days before departure in writing.
A name change or administrative processing fee may apply.
Airfare, visa applications, or ticketed components may not be transferable and may require full rebooking at the substitute traveler’s expense.
The new participant must meet all travel requirements (passport validity, visa eligibility, health regulations, etc.) and agree to the full Terms and Conditions.
If the trip includes non-transferable components or name-specific bookings (e.g., flights, museum passes, or event tickets), the cost of rebooking or any lost services will be the responsibility of the substituting traveler.
Safari Njema Travels reserves the right to deny substitutions that cannot be reasonably accommodated or that would cause disruption to the group or logistics.
Acknowledgment of No Refund Terms
I, the undersigned traveler, acknowledge and agree to the following terms as a condition of my participation in the above-referenced trip organized by Safari Njema Travels:
All payments made to Safari Njema Travels are non-refundable. This includes deposits, installment payments, and final balances.
I understand that Safari Njema Travels maintains these terms due to the upfront financial commitments made to third-party providers, including non-refundable lodging, transportation, airfare, and activities, which are reserved on my behalf and cannot be recouped by the company in the event of my cancellation.
I acknowledge that no exceptions will be made for cancellations due to personal emergencies, travel delays, illness, changes in plans, scheduling conflicts, or any unforeseen circumstances, including force majeure or acts of God.
Participant Substitution Option (Conditional)
I understand that if I am unable to travel, I may request a one-time substitution of another eligible traveler in my place, no later than 30 days before departure, subject to approval by Safari Njema Travels.
I acknowledge that substitutions are not guaranteed and that rebooking fees, airfare name change restrictions, or loss of non-transferable services may apply. I accept full financial responsibility for any additional costs resulting from such a substitution.
Travel Insurance Disclosure
I acknowledge that Safari Njema Travels strongly recommends the purchase of comprehensive travel insurance, including Cancel for Any Reason (CFAR) coverage, to protect against financial loss in the event I am unable to travel.
Confirmation
By signing below, I confirm that I have read, understood, and agreed to the No Refund terms and the limited substitution option as outlined above. I understand that this acknowledgment is a binding agreement and a condition of my participation in the trip.
Airline Reservation Changes
Any change to an existing airline reservation will result in a $50 per person charge and any additional vendor fees.
Changes to airline reservations are subject to full cancellation and rebooking.
Replacing a traveling passenger with another traveling passenger is at the sole discretion of Safari Njema Travels and may constitute a cancellation, subject to cancellation penalties, and may not be covered by this the Reservation Change terms.
Any changes/additions after date of departure are subject to local rates at the time of change/addition and must be paid directly by the Travel Partner to the service provider.
Air & Land Travel Package
For all curated group travel experiences that include airfare and land arrangements, the following terms apply. The terms are designed to set clear expectations and responsibilities regarding flight purchases, changes, surcharges, and other airline-related factors.
Airfare Inclusions & Ticket Types
Safari Njema Travels arranges group or individual airfare in conjunction with your travel package. All airfare is subject to availability, pricing fluctuations, and airline-imposed restrictions. Unless otherwise stated in writing, airfare included in our packages will be:
Economy class
Non-refundable
Non-transferable
Subject to change fees and airline terms
Business class or upgrade requests may be available for an additional cost and must be paid in full at the time of booking.
Payments Toward Airline Tickets
Because airfare prices fluctuate rapidly and are based on real-time availability, Safari Njema Travels must purchase airline tickets promptly once schedules are released and/or when a suitable group rate is secured.
If you are on a payment plan, a separate, earlier airfare payment may be required to secure your seat and avoid fare increases.
Failure to make timely airfare payments may result in:
Higher ticket prices,
A loss of previously secured seats, or
Your removal from the Land & Air Package Plan.
Airfare payments are non-refundable once tickets are issued, regardless of subsequent cancellations or changes to your participation in the trip.
Flight Changes, Cancellations, & Rebooking
Airline-imposed schedule changes, cancellations, or delays are not within the control of Safari Njema Travels.
If a traveler requests a change or rebooking (e.g., departure city, date changes, missed flights), all associated airline fees, fare differences, and penalties will be the sole responsibility of the traveler.
Name corrections, misspellings, or date of birth errors after ticketing may result in reissuance fees or the need to purchase a new ticket. Please double-check your personal information carefully.
Seat Assignments & Special Requests
Safari Njema Travels does not guarantee specific seat assignments, as these are controlled by the airline.
We will make reasonable efforts to request aisle, window, or grouped seating, but final seating is at the discretion of the airline.
Additional fees may apply for premium seats or early seat selection.
Traveler Responsibilities
It is your responsibility to provide accurate and complete information for flight booking, including:
Full name (as it appears on passport for international travel), gender, address, phone number, emergency contact information, and email address
Date of birth
Passport number and expiration date
TSA/Redress/Known Traveler numbers (if applicable)
Safari Njema Travels is not responsible for errors or costs resulting from incorrect information provided by the traveler.
Safari Njema Travels will not be responsible for passengers who are denied boarding due to inaccurate information.
Travel Partners are responsible for contacting the airline directly regarding mileage eligibility and accrual.
Airline Surcharges & Taxes
All airline-imposed fuel surcharges, airport taxes, and security fees are subject to change up to the time of ticketing. While we make every effort to quote the most accurate prices, any increases in these surcharges imposed after booking but before ticket issuance will be the traveler’s responsibility.
If Safari Njema Travels elects to cover surcharges on your behalf to secure tickets, an adjustment will be invoiced to you.
Limitation of Liability
Safari Njema Travels is not responsible for the actions, errors, cancellations, or schedule changes made by airlines or ticketing agents. This includes but is not limited to:
Missed flights due to delays or cancellations
Lost or delayed baggage
Denied boarding due to passport or visa issues
Airline bankruptcy or service disruptions
All travelers are encouraged to purchase comprehensive travel insurance that includes flight interruption or cancellation coverage.
Final Acknowledgment
By booking a trip that includes airfare with Safari Njema Travels, you acknowledge and agree to the terms regarding Air and Land Travel Package. You understand the limitations of liability and your responsibilities regarding ticketing, payments, and communication.
Airfare Payment Terms
Safari Njema Travels reserves the right to request an airfare deposit or full airfare payment early, depending on ticketing deadlines from airlines and real-time price fluctuations.
Postponing airfare payment may result in higher ticket costs, which will be passed on to the traveler.
Once airline tickets are purchased, they are non-refundable, non-transferable, and subject to airline change or cancellation policies.
If You Are on a Payment Plan
If you opt for a payment plan:
We may request a one-time upfront payment specifically for airfare once flight pricing becomes available.
This payment will be in addition to your regular monthly installment and is required to secure your seat at the quoted fare.
If you decline to make this payment on time, you risk:
Losing your space on the flight
Paying more due to increased fares
Needing to book your own flight separately at your own expense
Client Responsibilities
To avoid delays in ticketing or errors:
Ensure your passport name, birthdate, and other details are correct and submitted on time
Make timely payments according to this schedule
Communicate any changes in your payment status immediately
Acknowledgment
By signing, I confirm that I have read and understood the Payment Schedule Supplement and agree to make any required airfare payments on time to secure my ticket. I understand that delays or missed payments may result in increased costs or missed bookings.
Force Majeure
In the event of extraordinary circumstances beyond the control of Safari Njema Travels, the following terms shall govern how disruptions are handled with respect to scheduled group travel programs.
Definition of Force Majeure
“Force Majeure” refers to any event or circumstance that is unforeseeable and beyond the reasonable control of Safari Njema Travels, its affiliates, or its third-party suppliers, that makes it impossible or impracticable to fulfill the terms of a scheduled trip. Such events include, but are not limited to:
Natural disasters (hurricanes, floods, wildfires, earthquakes, etc.)
Public health emergencies (pandemics, epidemics, government-imposed quarantines)
Acts of war, terrorism, civil unrest, or political instability
Strikes, labor disputes, transportation disruptions, or airline shutdowns
Government travel restrictions, visa suspensions, border closures, or embassy shutdowns
Acts of God or any other unforeseen event that renders travel unsafe, unlawful, or unfeasible
Safari Njema Travels’ Responsibility in a Force Majeure Event
If a Force Majeure condition arises before or during the scheduled trip, Safari Njema Travels reserves the right to:
Cancel or postpone any portion of the trip
Modify itineraries, substitute services or accommodations, or reroute travel
Delay or reschedule the trip entirely to a later date
Offer alternative travel credits in lieu of refunds
Safari Njema Travels is not liable for any losses, damages, costs, or expenses incurred by participants due to delay, rescheduling, modification, or cancellation caused by a Force Majeure event.
Refunds and Credits
Because payments are committed in advance to suppliers, refunds are not guaranteed in the event of cancellation due to Force Majeure. However, Safari Njema Travels will make every effort to recover and refund any funds that are recoverable from third-party suppliers. Where refunds are not available, travel credit may be issued, less any unrecoverable costs, administrative fees, and reasonable service charges.
If Safari Njema Travels is able to reschedule the trip, travelers will be offered the option to transfer their payments to the rescheduled dates. Refunds will not be issued for clients who are unable or unwilling to participate in the rescheduled trip unless supplier refunds are obtained.
Strong Recommendation for Travel Insurance
We strongly recommend that all travelers purchase comprehensive travel insurance with Force Majeure and “Cancel for Any Reason” (CFAR) coverage where available. Such insurance provides protection for unforeseen cancellations, disruptions, or travel delays outside of the control of Safari Njema Travels.
Clients are solely responsible for understanding the terms, limitations, and exclusions of their own travel insurance policies.
Acknowledgment
Participation in any Safari Njema Travels program signifies acceptance of the Force Majeure terms and agrees that Safari Njema Travels shall not be held liable for any costs, losses, or inconveniences caused by a Force Majeure event.
Acknowledgment of Force Majeure Terms
I, the undersigned traveler, acknowledge and agree to the following terms as a condition of my participation in the above-referenced group trip organized by Safari Njema Travels:
I understand that Safari Njema Travels is not responsible for disruptions caused by events beyond its reasonable control, including but not limited to:
Natural disasters
Public health emergencies (e.g., pandemics)
Political unrest or war
Transportation shutdowns
Government travel bans or visa suspensions
Any other unforeseeable event classified as Force Majeure
I understand that in the event of a Force Majeure situation, Safari Njema Travels reserves the right to cancel, delay, modify, or reschedule the trip or any portion thereof, including routes, accommodations, or activities.
I acknowledge that refunds are not guaranteed in a Force Majeure event, and that any refunds or credits will be subject to the recoverability of funds from third-party suppliers. If a trip is rescheduled, I may transfer my booking to the new dates, but I will not be entitled to a refund if I am unable or unwilling to participate in the rescheduled trip.
I understand that Safari Njema Travels will make good-faith efforts to minimize losses to travelers in such situations but cannot absorb or reimburse costs it is unable to recover.
Travel Insurance Disclosure
I understand that Safari Njema Travels strongly recommends purchasing comprehensive travel insurance, including Force Majeure and “Cancel for Any Reason” (CFAR) coverage. I acknowledge that I am solely responsible for understanding the scope and terms of any insurance I choose to obtain.
Confirmation
By signing below, I confirm that I have read and understood the Force Majeure terms of Safari Njema Travels, and I accept its terms as a condition of participation.
Group Size and Costs
Tours require a minimum and maximum number of participants specified at booking. You will receive notification before booking if this is the case.
If minimum numbers are not met, Safari Njema Travels may cancel or re-cost the tour.
Notice will be given no later than 60 days prior to the trip departure date.
If the trip is re-costed, you will have the option to either accept the new cost or to cancel your booking.
You must make this election within 14 days of receiving notice from us.
If the trip is cancelled or if you cancel your booking in these circumstances, we will at your election refund all payments made or credit payments towards alternative arrangements.
Safari Njema Travels will not be responsible for any other travel arrangements affected by, or any additional costs incurred, because of cancellation in these circumstances.
Minimum Group Size, Cancellation, and Re-Costing
At Safari Njema Travels, we are committed to delivering high-quality, small-group travel experiences. To ensure viability and value, each group trip requires a minimum number of confirmed participants. These terms outline what happens if minimum numbers are not met, including options and limitations for Travel Partners.
Minimum Group Size Requirement
Each curated group tour offered by Safari Njema Travels is based on a minimum number of paying participants, typically ranging between 10 to 12 travelers, depending on the itinerary and destination.
Failure to Meet Minimum Numbers
If the minimum number of participants is not reached by a specified deadline (typically 75 to 90 days prior to departure), Safari Njema Travels reserves the right to:
Cancel the trip and issue options to the Travel Partner (see below); or
Re-cost the trip to reflect the actual number of travelers.
Re-Costing the Trip
If re-costing is necessary:
Travel Partners will receive written notification of the new per-person trip price.
Notification will be sent no later than 60 days before departure.
Travel Partners will have 5 business days to accept the revised price in writing.
Failure to accept the revised cost in writing within the stated period will be treated as a cancellation by the client, and standard cancellation terms will apply.
If Safari Njema Cancels the Trip
If Safari Njema Travels cancels the trip due to low enrollment:
You will be notified by writing at least 60 days before departure.
You will be offered one or more of the following options:
A full refund of all recoverable payments;
Transfer of your payments to a different Safari Njema group trip; or
Application of funds as a credit toward a future trip with a specified redemption window.
Safari Njema Travels is not responsible for any other costs incurred by the Travel Partner, such as personal flights, visas, vaccinations, insurance, or other non-refundable expenses not booked through Safari Njema.
Additional Costs to Client
If the trip proceeds with a smaller group than expected or requires custom modifications, the Travel Partner may be responsible for:
Increased per-person land costs;
Private transportation supplements;
Single occupancy surcharges, if a roommate is no longer available; and
Additional flight costs, if airfare is impacted by changes in group size or routing.
Limitations of Liability
Safari Njema Travels is not responsible for:
Airline-imposed changes or cancellations;
Visa denials or delays;
Delays due to strikes, weather, or force majeure events;
Price increases due to fuel surcharges or currency fluctuations;
Missed connections or trip disruptions caused by third parties;
Costs associated with rebooking air or land arrangements outside of Safari Njema Travels’ control;
Travel Partners are strongly encouraged to purchase comprehensive travel insurance to cover unforeseen costs related to trip changes or cancellations.
Inclusions and Exclusions
The tour price includes only the services listed in the itinerary (e.g., accommodation, transportation, some meals, tour guide). Exclusions may include visas, insurance, personal expenses, optional activities, and certain taxes unless otherwise stated.
Special Requests and Accessibility
Special requests (dietary, room preferences, disabilities) must be communicated at booking. Safari Njema Travels will endeavor to accommodate requests but cannot guarantee all can be met, especially in remote or international locations.
Passports, Visas, and Health
Travel Partners are responsible for ensuring they have valid passports, visas, and meet all health requirements for travel.
Safari Njema Travels is not liable for any losses due to incomplete travel documentation.
Insurance
Comprehensive travel insurance (medical, cancellation, baggage) is strongly recommended. Safari Njema Travels is not responsible for losses not covered by insurance.
Code of Conduct
Travel Partners are expected to behave respectfully and comply with local laws and tour leader instructions. Safari Njema Travels reserves the right to remove disruptive participants without refund.
Complaints
Complaints must be made to the tour leader or Safari Njema Travels immediately for resolution. Unresolved complaints must be submitted in writing within 7 days of the tour’s end.
Complaints & Dispute Resolution Policy
At Safari Njema Travels, we are committed to delivering safe, enriching, and well-coordinated travel experiences. However, we recognize that issues may occasionally arise. These terms outline how complaints should be submitted, the timeframe for doing so, and how Safari Njema Travels will respond.
Reporting a Complaint
All complaints or concerns must be submitted in writing by the Travel Partner. To ensure timely resolution, travelers are required to follow the guidelines below:
During the Trip:
Report any issue immediately to your tour leader or on-ground representative.
This gives us an opportunity to address the issue in real time and minimize inconvenience.
After the Trip:
If the issue was not resolved during the trip, you must submit a formal written complaint via email to info@safarinjematravels.com within 7 calendar days of your return.
Complaints submitted after this period may not be considered due to their inability to properly investigate and verify the matter.
Complaint Submission Deadline
Complaints must be submitted within 7 days after the conclusion of your trip.
Any complaint submitted more than 7 days after your return date may be dismissed as untimely.
Complaint Review & Resolution Process
Once your written complaint is received, Safari Njema Travels will:
Acknowledge receipt within 5 business days
Investigate the matter, including communication with local partners or service providers involved
Respond with findings and a proposed resolution within 14 business days, when possible
Resolutions may include:
A written explanation
A credit toward future travel (if applicable)
Good faith offers based on the nature and extent of the issue
Limitations on Liability for Complaints
Safari Njema Travels is not responsible for:
Dissatisfaction due to personal preferences or unrealistic expectations
Issues not reported during the trip when corrective action could have been taken
Complaints resulting from force majeure events or third-party actions beyond our control
Costs or losses incurred by failure to purchase recommended travel insurance
Final Resolution
All decisions and resolutions offered by Safari Njema Travels will be made in good faith and considered final unless otherwise required by law. We appreciate your understanding and cooperation as we strive to provide exceptional service while protecting the integrity of our curated group travel programs.
Data Protection
Travel Partner personal data will be processed in accordance with applicable privacy laws and used only for tour administration and communication. We collect your personal information to process bookings and to keep our Travel Partners updated on tour details, offers and other travel-related information. Travel Partners can opt out at any time. We must sometimes provide information about you to third parties providing accommodation, tour operators, and customs and immigration authorities. Some of these entities are located outside of the United States and may not have the same level of protection of personal information as in the United States. You acknowledge and give consent to use and disclose your information for these purposes.
Deemed Acceptance
If you place a booking on behalf of another party, you represent and warrant that you are duly authorized to provide the agreement and consent of the other party to be bound by these Booking Terms. You agree that you will be responsible for any loss or damage we incur if this is not the case.
Amendments (Prior to Departure)
For reasons beyond our control, you acknowledge that we may have to amend, cancel, or postpone a tour or part of a tour. You will be notified of any material changes prior to departure. You may do the following:
Accept the changes, subject to agreeing that no claim shall be made for compensation, refund or loss because of the variation.
Withdraw from the tour and receive a refund of any costs already incurred or charges imposed by third parties.
Accept a substitute tour subject to pay any additional amount if the substitute tour is more expensive.
Accept a credit for the full amount to be used for another tour within a specified period and pay any additional amounts if the substitute tour is more expensive.
There is no redemption for cash and no refund for unused portions of the credit.
Amendments (During Travel)
You acknowledge that the itinerary, modes of transport, accommodation and/or the trip’s inclusions may change due to local circumstances beyond our reasonable control, including road conditions, inclement weather, changes in transport schedules, delays, and/or vehicle breakdowns. You acknowledge and agree that in these circumstances we have the right to pass on any costs incurred for arranging alternatives for your benefit.
General
To the full extent permitted by law, we will not be responsible for any omissions or modifications to the itinerary or the inclusions due to Force Majeure or other circumstances beyond our control, which occur after the tour is booked. This includes any loss of enjoyment or distress caused by omissions or modifications. If you are entitled to any compensation for any modifications or omissions, then you agree it will be reduced by the value of any alternative services we provide which you accept. We will not be responsible to you for any other expenses or loss you incur resulting from any amendment or change to the itinerary or its inclusions.
Passport and Visa Responsibilities
You must ensure that your passport is current, and you have obtained the necessary Visa(s) for the tour. All international passengers are required to have a current passport with at least six (6) months of validity. Most countries require passport holders to have at least one (1) blank page in their passport. It is always best to make sure your passport has at least two (2) blank pages. We are not responsible or liable for any loss or expense due to your failure to have a valid passport or visa. It is your responsibility to ensure that you are in possession of the necessary documentation to comply with the laws and regulations of the countries to be visited.
Roommate Matching Policy
Safari Njema Travels does not offer a formal roommate matching program, but we understand that many solo travelers prefer shared accommodations to reduce costs. As a courtesy, we will make a good faith effort to assist in matching solo travelers who express interest in sharing a room.
Key Policy Points Related to Terms
All solo travelers must initially register under the single occupancy package rate unless they list a confirmed roommate at time of booking.
Matching requests must be submitted at the time of booking via email at info@safarinjematravels.com or no later than 120 days before departure.
Requests received after that deadline may not be considered.
Roommate Match Process
Solo travelers requesting a roommate match will be added to an internal list.
If another traveler is seeking a roommate for the same trip and room category, Safari Njema will make a good faith attempt to introduce the two parties via email.
Travelers are responsible for communicating directly to confirm compatibility and willingness to room together.
Important Disclaimers
Safari Njema makes no guarantees that a match will be found or that any matched pair will be compatible.
Safari Njema assumes no responsibility for differences in personality, behavior, lifestyle, or expectations between matched roommates.
Once a match is made and accepted, the shared occupancy rate will apply, and no refunds or changes will be made due to roommate conflict unless both parties agree to separate accommodation and accept the cost difference.
Handling Payments
All solo travelers must pay the single occupancy rate at the time of registration.
If a match is found and both parties agree in writing to share, Safari Njema will:
Adjust the booking to reflect double occupancy
Refund the cost difference to the original form of payment, less any unrecoverable processing fees
Notify the traveler within 3 business days of the update
Deadline to Accept a Match
Once notified of a potential match, travelers have 5 calendar days to accept in writing (email is sufficient).
If one or both travelers fail to confirm within 5 days, the match will be canceled, and both will remain at the single occupancy rate.
We strongly encourage travelers to carefully consider the implications of sharing a room and to communicate openly with potential roommates before accepting a match. Travel insurance is highly recommended to protect against unexpected changes in roommate status or compatibility.
Health and Fitness
It is your responsibility to make sure that you have a suitable health and fitness level to undertake the trip and activities of your choice. For any questions or to obtain more details about the trip, trip activities, and your ability to undertake the trip, please contact us so you can make an informed decision with respect to booking the trip and your participation in trip activities prior to booking the trip.
Unused, Lost and Denied Services
We will not refund any travel arrangements and/or activities that are not utilized – irrespective of choice or because of late arrival or early departure. We are not responsible for the failure of any mode of transportation to operate according to schedule.
Travel Names – (Exact Match to Passport)
Airlines and overseas suppliers require names to be given exactly as stated in your passport. If the names do not match and we have to re-issue airline tickets or other documentation, then you will be responsible for any fees charged (such as airline cancellation charges or re-issue fees) in addition to a $35 administration fee.
Accommodation
You are responsible for any costs incurred because of changing your room at your discretion, damage, or excess cleaning fees. In some instances, we may need to substitute hotels and other forms of accommodation of a substantially comparable or higher standard. We will make every effort to minimize substitutions. You acknowledge that these substitutions will not be considered a material change.
Travel Insurance/Protection
It is strongly encouraged that you are adequately insured for the duration of your trip. We recommend comprehensive travel insurance to cover cancellation, medical requirements, luggage, any flights home, and additional expenses. You are responsible for purchasing your own travel insurance and we strongly suggest you purchase insurance at the time you pay your deposit.
Travel Documents
Travel documents and travel instructions will be sent via email at least 20 days prior to travel if full payment is received no later than the due date of the final payment.
Traveling with Minors (Under the Age of 18)
For the safety and compliance of all travelers, Safari Njema Travels requires all travelers under the age of 18 to be accompanied by a parent, legal guardian, or an authorized adult.
Minimum age for children on Safari Njema Travels tours is 12. To ensure compliance with international travel regulations and to protect the safety and legal rights of all travelers, Safari Njema Travels requires the following for any child under the age of 18 who is traveling:
Minor Accompanied by One Parent
The accompanying parent must submit a Notarized Travel Consent Letter signed by the non-traveling parent granting permission for international travel. This letter must include:
This letter must state:
Full name and contact information of the non-traveling parent
Full name and birthdate of the child
Permission granted for the child to travel internationally with the named parent
Dates and destinations of travel
Authorization for emergency decisions
Why? Many countries require this to prevent international child abduction under the Hague Convention on the Civil Aspects of International Child Abduction.
Minor Accompanied by a Non-Parent Adult (e.g., relative, family friend, group leader)
The accompanying non-parent adult must carry a Notarized Travel Authorization Letter signed by both parents or legal guardians, including:
Full contact details of both parents
Full name and birthdate of the child
Full name of the accompanying adult
Statement granting permission for the child to travel with the named adult
Destination and dates of travel
Authorization to make emergency decisions
Required Documents to Submit to Safari Njema
All the following must be submitted no later than 60 days before departure:
Copy of the child’s passport
Copy of the accompanying adult’s passport
Notarized consent letter(s)
Completed emergency contact and medical authorization form
Failure to provide these documents will result in the child being denied participation in the trip, and no refunds will be issued for missed travel.
Important Legal Disclaimer
Safari Njema Travels is not responsible for verifying custody arrangements, legal guardianship, or consent authenticity. It is the responsibility of the parent(s) or guardian(s) to comply with all international travel requirements, airline policies, and immigration regulations.
Failure to obtain or present the required documentation may result in denied boarding or entry at the border. Safari Njema will not issue refunds or be held liable for such occurrences.
Dietary Restrictions & Requirements Policy
Safari Njema Travels understands that many travelers may have dietary preferences, restrictions, or medically necessary food requirements. While we strive to accommodate common dietary needs, we cannot guarantee that all requests can be fulfilled in every destination.
Advance Notice Required
Travelers must notify Safari Njema Travels of any dietary restrictions at the time of booking or no later than 60 days before departure. Requests made after this deadline may not be accommodated.
Notifications must include:
The specific dietary restrictions (e.g., vegetarian, vegan, gluten-free, nut allergy, halal, kosher, etc.)
Whether the restriction is a medical necessity, allergy, lifestyle preference, or religious observance
Efforts to Accommodate
We will make a good faith effort to communicate your dietary restrictions to hotels, restaurants, and other third-party providers.
In destinations where options are limited, substitutions may be basic, repetitive, or not fully aligned with your request.
Some restrictions (such as cross-contamination prevention or strict kosher/halal standards) may be difficult to ensure, especially in rural or remote areas.
Personal Responsibility
Traveler Partners are responsible for asking questions and confirming ingredients when meals are provided at group events or included in the itinerary.
Traveler Partners with severe allergies should bring their own snacks, medications (e.g., EpiPens), and translation cards as needed.
Safari Njema Travels strongly recommends that travelers with critical dietary needs consult their healthcare provider before booking.
Liability Waiver
Safari Njema Travels is not liable for any adverse reactions, medical issues, or dissatisfaction resulting from meals provided by third-party vendors or food encountered during the trip. We are not able to supervise food preparation or prevent cross-contact in kitchens.
Traveler Preparedness
We recommend all travelers with dietary restrictions:
Bring snacks or meal supplements that are safe for their diet
Carry any medications or remedies prescribed for food-related reactions
Communicate dietary needs clearly when ordering food independently
Code of Conduct
You are responsible for conducting yourself in a manner conducive to good group behavior. If your behavior and/or actions threaten or disrupt the safety or enjoyment of others on the tour, the tour leader may, acting reasonably, require that you remove yourself from the tour. You will not be entitled to any refund for any services that are unused. You will be responsible for any additional costs incurred.
Third-Party Vendors, Terms & Liability
Safari Njema Travels acts solely as a travel coordinator and intermediary for various independent third-party vendors and service providers that supply accommodations, transportation, meals, tours, activities, guides, and other components of your travel experience (collectively, “Third-Party Providers”).
Third-Party Terms and Conditions Apply
All bookings are subject to the terms and conditions, policies, and liability waivers of the respective Third-Party Providers engaged in your itinerary. These providers may include but are not limited to:
Airlines
Hotels and resorts
Local transportation companies
Tour operators and guides
Travel insurance companies
Cruise lines
Visa or document processing companies
You are bound by these third parties’ conditions, which may include rules regarding deposits, payments, cancellations, schedule changes, penalties, safety standards, health and entry requirements, and other limitations. Safari Njema Travels does not control these third-party policies and is not responsible for their enforcement or implementation.
No Control Over Third Parties
Safari Njema Travels is not the direct provider of these services and has no control over the actions, omissions, standards, or policies of the third parties. We cannot guarantee the performance, quality, reliability, or availability of any services provided by third-party vendors, and we assume no liability for:
Acts or omissions of third parties
Loss, damage, injury, or death resulting from third-party services
Delay, overbooking, cancellation, or schedule changes
Force majeure events (weather, political unrest, strikes, etc.)
Health or sanitation practices
Loss of or damage to personal property
Client Responsibility
It is the Travel Partner’s responsibility to:
Review the individual terms and conditions of each Third-Party Provider
Comply with all requirements (e.g., passports, visas, vaccination rules, baggage restrictions)
Arrive on time for scheduled departures or check-ins
Respect the local customs, laws, and regulations of the destinations visited
Liability Disclaimer
Safari Njema Travels shall not be held liable for any personal injury, death, property damage, financial loss, delay, inconvenience, or any indirect, incidental, or consequential damages caused by any act or omission of a third-party service provider or resulting from the use of their services.
You agree that any claims related to third-party services must be made directly against the relevant provider and not against Safari Njema.
Modification or Substitution
In the event a Third-Party Provider makes changes to, or cancels a component of the trip, Safari Njema Travels reserves the right to make reasonable substitutions or alterations to the itinerary without liability or refund.
Photo, Video, and Media Release Statement
By participating in a Safari Njema Travels trip, tour, or event, you grant Safari Njema Travels, its representatives, affiliates, employees, and assigns the irrevocable right and permission to capture, use, reproduce, publish, and distribute photographs, video recordings, audio recordings, written testimonials, and any other media that include your image, voice, likeness, name, or representation (collectively, “Media”) taken during or in connection with any Safari Njema Travels activity. You understand and agree with the following:
All such Media are the sole and exclusive property of Safari Njema Travels.
Media may be used for any lawful purpose including, but not limited to, advertising, publicity, social media, promotional materials, commercial use, publications, and digital content, without further notification, review, or approval.
You will not receive any compensation, royalty, or credit for the use of such Media, now or in the future.
This release applies to all content created by Safari Njema Travels, as well as content voluntarily submitted or shared by participants that may be used or reshared by Safari Njema Travels.
By booking a trip and/or participating in any activity organized by Safari Njema Travels, you acknowledge that you have read, understood, and agreed to this release. If you do not wish to be photographed or recorded, it is your responsibility to inform the trip coordinator in writing prior to the start of the tour. While efforts may be made to accommodate such requests, complete exclusion from media content cannot be guaranteed in group settings.
Website Disclaimer – Version 1
Safari Njema Travels makes every effort to ensure that the information on this website is accurate, complete, and up to date. However, we make no representations or warranties regarding the accuracy, reliability, completeness, or timeliness of the content provided. Content may contain typographical errors, inaccuracies, or omissions and may be changed, updated, or removed at any time without prior notice.
All content is provided “as is” and “as available” without warranties of any kind, either express or implied. Safari Njema Travels expressly disclaims any liability for errors or omissions in the content on this site and makes no representations or warranties of any kind with respect to the operation or availability of the site or the information, content, materials, or products included on the site.
Safari Njema Travels shall not be held liable for any direct, indirect, incidental, consequential, or punitive damages arising out of your access to, or use of, this website, including but not limited to viruses or other harmful components that may infect your computer equipment or other property.
This website may contain links to third-party websites that are not owned or controlled by Safari Njema Travels. These links are provided solely for your convenience and reference. We do not monitor or review the content of external websites and accept no responsibility or liability for their content, accuracy, legality, or availability. The inclusion of a link does not imply endorsement or affiliation.
By accessing and using this website, you acknowledge and agree to the terms of this disclaimer in full.