I. PRICE AND PAYMENT:

  • We prefer payment by bank transfer for all confirmed bookings. Clients will meet the cost of wire transfer which varies from Bank to Bank. For our purposes, Tropical Vacations will include a bank charge of USD 30 to be indicated in the client invoice. Please contact Tropical Vacations to obtain these details.
  • Payment by credit card MAY also accepted with prior arrangement and consultation. On Credit card payments, our credit card secure payment Gateway charge 5% of the total invoice amount. The Invoice to the client will include the credit card charge. We accept Visa and MasterCard only. For payment by Credit Card we need clear copies of: the front and rear of the Credit Card, passport copy of the cardholder, a letter signed by the cardholder authorizing Tropical Vacations’ Kenya office to debit the card with the agreed amount. Download the Form Here, Fill and email back to us
  • Upon confirmation of the booking, we require a 35% deposit and the balance payment to be made one month prior to arrival or commencement of the tour. Incase of a booking made within one month prior to the travel date, we require full payment to be made 48 hours upon confirmation.
  • For our incentive and group bookings, payment package will differ depending upon the policy of the hotels offered.

Note: All the bank charges are payable by the remitter/ sender. The amount should be received by Tropical Vacations in full as invoiced.

Payment Options

paypal

II. ITINERARIES, HOTELS AND GROUND OPERATIONS

Tropical Vacations or its other offices shall supply the tour as described in the booking confirmation. Tropical Vacations and its other offices shall not be responsible for the supply of accommodation, transport or services not described in the booking confirmation and shall not be liable for any representation or information given unless such representations or information are confirmed by Tropical Vacations or any of its branch offices in the body of the booking confirmation or in writing. In entering into the booking the operator acknowledges that it does not rely on and waives any claim for breach of any such representations which are not so confirmed.

All rooms are either twin-bedded, Triples or Double bed with private bath or showers. Single rooms may be available with the payment of a supplement fee but not always guaranteed. Some facilities have available double beds upon request.

Tropical Vacations or its other offices reserves the right to change the hotel or other services the subject of the booking at any time prior to departure of the tour, excursion or safari or during the course of the tour if Tropical Vacations or its other branch office considers it necessary to do so in the light of bookings, availability or unforeseen circumstance arising.

Whilst all reasonable attempts have been made to ensure the accuracy of information contained in Tropical Vacations website/ brochures, Tropical Vacations cannot accept any responsibility for the accuracy of such information. Tropical Vacations will use all reasonable endeavors to notify the operator /clients of any changes to the hotels or facilities outlined in the brochures before commencement of the tour.

III. CHILD POLICY

  • A child of 12 years and older will automatically be regarded as an adult and charged the full adult rate for all services provided unless otherwise agreed in writing by Tropical Vacations Inc.
  • Certain suppliers offer a discounted rate to children under 12 years old, however rates will be advised according to the itinerary requested at the time of booking.
  • Certain accommodation establishments refuse permission to children under the age of 12 years, such as certain private game lodges. Acceptance of children is therefore subject to the availability of family units and specific conditions implemented by the supplier.

IV. CANCELLATIONS, REFUNDS & FORFEITURES

If you must cancel your Trip/ Safari, you must do so in writing. We will not accept cancellations made by Phone. Cancellation charges will be calculated as of the date we receive your cancellation. Cancellation charges and refunds shall be calculated in accordance with these Terms and Conditions and Tropical Vacations cancellation policy.

 

(A) In the event of cancellation or variation of Services for whatever reasons the Company shall be entitled to charge cancellation fees as set out hereunder:

  • Cancellations received between 60 days and 46 days prior to commencement of Services shall be charged at 25% of the total cost of the services.
  • Cancellation received between 45 days and 31 days prior to commencement of Services shall be charged at 50% of the total cost of the services.
  • Cancellation received between 30 days and 16 days prior to commencement of Services shall be charged at 75% of the total cost of the services.
  • Cancellation received within 15 days and 0 (Zero) days or after commencement of Services shall be charged at the full cost or 100% of the Services.

The liability to reimburse the Company (Or the Individual) for the cancellation fees, non-refundable booking fee, no show fees, administration fee and the like shall in no way limit or restrict the general rights of the Company to collect damages for breach of Contract.

(B) If you are a “no show”, Tropical Vacations shall be entitled to treat your reservation as canceled without having given Tropical Vacations any notice, and the provisions of Conditions (A) above shall apply.

(C) Any request to amend or change a booking once it has been confirmed may be accommodated subject to space availability. If Tropical Vacations is able to assist, an administrative fee of $100 per change will be assessed. These fees will be added to your final invoice.

(D) No refunds are given (1) for lost travel time or substitution of facilities, (2) for itineraries amended after departure, (3) for circumstances arising beyond the control of Tropical Vacations, necessitating alternative arrangements being made to ensure the safety and / or further participation and enjoyment of your safari, (4) if you do not appear for any accommodation, service, sightseeing or trip segment without notifying Tropical Vacations, or (5) if you leave your safari after it has begun, or miss any scheduled sightseeing, activities, meals or accommodations.

(E) Non-payment by the date for commencement of services

In the event that the Company has not received payment in full by the date for commencement of services, then the company reserves the right in its absolute discretion to withhold all or any of the Services and the Company shall be entitled to collect the outstanding payment from the Client direct and to recover from the Organizer all cancellation fees which they are entitled to charge as per Conditions (A) above. The Company shall not be required to notify the Organizer and Retailer or the Client prior to the date of commencement of Services that the Services or any part of the Services will be withheld.

All clients are strongly recommended to obtain their own comprehensive travel insurance to cover such contingencies.

  • We prefer payment by bank transfer for all confirmed bookings. Clients will meet the cost of wire transfer which varies from Bank to Bank. For our purposes, Tropical Vacations will include a bank charge of USD 30 to be indicated in the client invoice. Please contact Tropical Vacations to obtain these details.
  • Payment by credit card MAY also accepted with prior arrangement and consultation. On Credit card payments, our credit card secure payment Gateway charge 5% of the total invoice amount. The Invoice to the client will include the credit card charge. We accept Visa and MasterCard only. For payment by Credit Card we need clear copies of: the front and rear of the Credit Card, passport copy of the cardholder, a letter signed by the cardholder authorizing Tropical Vacations’ Kenya office to debit the card with the agreed amount. Download the Form Here, Fill and email back to us
  • Upon confirmation of the booking, we require a 35% deposit and the balance payment to be made one month prior to arrival or commencement of the tour. Incase of a booking made within one month prior to the travel date, we require full payment to be made 48 hours upon confirmation.
  • For our incentive and group bookings, payment package will differ depending upon the policy of the hotels offered.

V. CANCELLATIONS BY TROPICAL VACATIONS

Tropical Vacations and its other offices shall be entitled to cancel the booking by written notice to the operator at any time before the beginning of the tour if the operator has failed to make any payment under the terms of these conditions or if the operator has failed to make a payment under the terms of any other contract with Tropical Vacations.

VI. PHOTOGRAPHY DURING TRAVEL

Tropical Vacations and other offices reserve the right to take photographs during the operation of any excursions or part thereof and to use the photographs for promotional purposes. By confirming a safari, holiday or tours with Tropical Vacations, clients agree to allow their images to be used in such photographs. Clients who prefer that their images not be used are asked to identify themselves at the beginning of their tours.

VII. LIMITS ON TROPICAL VACATIONS RESPONSIBILITY

Tropical Vacations does not own or operate any entity that provides the goods or services for your safari, holidays or tours. It purchases the transportation (road, air, rail), accommodation, restaurant and other services from various independent suppliers and these are not subject to its control. Tropical Vacations or its other offices cannot therefore, be held liable for death, personal injury or any other loss that may occur:

    • Due to any act of omission by such supplier.
    • By reason of any other event over which it has no control.

However, Tropical Vacations will ensure that every service provided is of best category having been checked and approved by global incentives tourism or its other offices.

Tropical Vacations is not responsible for any injury, death, inconvenience, loss of personal property, delay or damage to personal property in connection with the provision of any goods or services whether resulting from but not limited to: acts of god, force majeure, illness, disease, acts of war, civil unrest, insurrection of revolt, animals, strikes or other labour activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or any other failure or delays of aircraft or other means of transportation, or for failure of any transportation mechanism to arrive or depart on schedule and other acts or incidents beyond its ability to control.

VIII. OPTIONAL ACTIVITIES THAT MAY BE DANGEROUS

Depending on the itinerary, optional activities will be available at some places you will visit. There are certain inherent risks in adventure travel. These include but are not limited to: risks of sand ski, dune buggies, camel safaris, fishing trips, mountain climbing/trekking, team building and other activities which can cause serious personal injury, inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of medical emergency. Client assumes all such risks with regard to these possibilities. You should be aware that, although precautions are taken by the suppliers to guard against such dangers, your safety cannot be guaranteed.

Should you elect to participate in such activities while you are on your tour, you are of course free to do so. However, you must understand that such participation will be at your own risk, and that Tropical Vacations can assume no responsibility for your safety.

IX. TRAVELLER’S REPRESENTATIONS

The traveller represents that he or she nor anyone travelling with him or her has any physical or other condition or disability that would create a hazard to him or herself or other members on the safari, holidays or tours. Should travellers have any condition that may restrict them from certain activities, they should inform Tropical Vacations so that we can advise them prior to the activity.

X. AIR & GROUND TRANSPORTATION

All scheduled or chartered airline flights are occasionally subject to overbooking, delays or cancellation. If this occurs, Tropical Vacations and/or its correspondent companies will do all in their power to assist clients in boarding flights or finding alternative arrangements. It must be stressed that this is done as a courtesy to clients and Tropical Vacations cannot be held responsible for denied boarding, nor for additional cost thus incurred or for missed services occasioned by the same.

Ground Transport:

Our safaris tours are operated both by 08 Seater Safari Minibus, or the 4 X 4 – 07 Seater Safari Land Cruiser. The type of transport utilized will be based on the specifications of the chosen itinerary, as well as the number of clients and the route taken. For reliable communications, our safari vehicles are equipped with both HF and VHF radios. Our Drivers and tour guides are professionally trained and speak fluent English in addition to other foreign languages.

XI. CLAIMS AND REFUNDS

Except for verifiable extenuating circumstances, refunds are not made for any missed services. For verifiable claims to be considered, they must be received in writing within 30 days of the termination of the safari, holidays or tours and must be accompanied by supporting documentation.

XII. JURISDICTION

Any and all disputes concerning this contract, the brochure or your trip shall be resolved solely and exclusively by binding arbitration according to the current rules of the Kenya Arbitration Association in Nairobi, and any such arbitration, the substantive law of Kenya will apply.