The Terms and Conditions herein will be essential to align and enable an amicable and implicit business relationship between the customer (the client) and the Company (Tour operator).
Any reservation for safari/itinerary or hotel booking done through AsaRay will contain a Reservation Number allocated to your booking as a confirmation for your itinerary. It is recommended that you use the assigned reference number for any follow-up questions or concerns when contacting AsaRay. A 50% deposit is required to secure a reservation for your booking and to assure confirmation. The deposit will be calculated based on the number of individuals in your booking. A reservation number will be assigned or allocated and confirmed following a deposit. A binding contract between you and AsaRay Tours will be established once you have accepted your booking via a confirmed deposit and issuance of an invoice.
Quoted tour/safari prices include planning, logistics coordination, handling and operational charges. Our costs are based and driven by current costs and foreign exchange rates and tariffs. In the event of a striking shift in foreign exchange rates, fuel costs, or tariff rates, your defined tour/safari costs will be subject to revision and you will be notified accordingly. AsaRay Tours reserves the right to vary itineraries and prices and to substitute facilities and hotels of equal or better quality, when or if necessary.
Included in A Safari Fee
All transportation, fuel costs, sightseeing, entry or park fees, accommodation, meals as specified in each itinerary, taxes, government levies, and services of a tour leader and driver.
Not Included in A Safari Fee
Passports and/or visas fees or services, and international airfares and departure taxes are not included in the safari cost. In addition, personal services such as laundry, meals, beverages, specific sightseeing not included in the itinerary, travel baggage/medical insurance, excess baggage, gratuity to guide, and communication charges.
Date of Departure & Pick-up Times
These are driven by your defined itinerary and are subject to change or cancellation should unforeseen circumstances occur. Final, confirmation will be effected 24–48hrs prior to the departure date.
Cancellation by the client must be received by AsaRay in writing 90 days prior to commencement date of our services for a full refund of the paid deposit. Notification to 60–30 days before commencement of our services will be subject to a cancellation fee of 50% charge and 100% if notification is received 30 days or less.
AsaRay is committed to do the utmost best to avoid any cancellations driven by the company. However, we reserve the right to cancel arrangements if determined to be necessary. If this situation should arise, we will offer the choice of an alternative arrangement (paying or receiving a refund in respect of any price difference) or offer a full refund/credit of all charges already received. If an arrangement is cancelled because an insufficient number of individuals in a booked scheduled tour, a notice will be sent no less than 14 days before commencement of our services. On the other hand, if we are forced to curtail a tour after departure due to unforeseen circumstances amounting to “force majeure”, we regret that no refunds, compensation or any costs / expenses incurred by you as a result.
Those circumstances where the execution of our contract with you is prevented or affected by reasons of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, governmental actions or all similar events beyond AsaRay’s control. In these circumstances, we shall not be liable to pay any compensation or be responsible for any expenses or losses you might incur as a result of the forced cancelation, delay, curtail or change your arrangement in a way that impacts of the execution of the contractual obligation negatively.
Final payment for all our services must be received 30 days prior to date of commencement of our services. Payments can be done by credit card (Visa, Master card) or a bank certified cheque (personal cheques are NOT accepted). Payments not received on time will result in reservation cancellation without refund.
We AsaRay Tours reserves the right to make changes to brochure/booking details and holiday arrangements before and after booking. The majority of changes will be minor and may not affect a huge impact on your specific itinerary. If we have to make any major changes to an existing itinerary, we will ensure that you are informed at the earliest possible convenience. If this were to occur, a client will have the choice of either accepting the change, making alternative arrangements (paying or receiving a refund in lieu of any price difference), or cancellation of your holiday with an immediate full refund of expenses.
AsaRay will accept responsibility should the services which we are contractually obliged to provide prove deficient or not of a reasonable standard, including where confirmed acts and defaults of our employees, agents, suppliers and sub contractors.
Acceptance of any liability by AsaRay must have a written documented claim received within 28 days of the end of our services under the contract and, where any payment is made, that is allocated to AsaRay Tours or their insurers. Any right you may have to pursue any third parties in relation to the claim must be complemented by your full co-operation.
In respect of air, sea, rail carriers, and land vehicles and hotel keepers, our liability are in all cases limited because of carriers/ hoteliers appropriate international conventions or limitations. Furthermore, all transport is provided subject to the relevant carrier's conditions which may limit or exclude their liability, often in accordance with international conventions.
Please note, our responsibilities and obligations apply only in respect of those services which we agree to arrange or provide on your behalf. AsaRay will not accept any liability for any services rendered on your own.
All outward or homeward points of departure should be based on the relation of services which we have been contracted to provide and not any flight or other travel arrangement which may have been added separately.
Any concerns or feedback while under provision of our services is welcome. Kindly advice both AsaRay Tours and the supplier of the service in question immediately as most problems are resolved more easily on an immediate elevation. In case you are still dissatisfied, please follow-up with a detailed written complaint within 28 days of services. We will not accept responsibility for any complaints which are not notified in accordance with this clause.
All accommodation where possible are booked with rooms containing private baths/showers on the basis of two people sharing a double room unless otherwise specified. Single rooms are available at supplementary cost, but we do not guarantee either single rooms or private bath/shower. If a single room cannot be provided, if paid, an appropriate refund will be made. Where mentioned in the brochure, hotels/lodges/camps are named as an indication of category and bookings will be made at similar hotels/lodges/camps.
Safari minibuses, cars, four-wheel drive vehicles, coaches or aircraft will be provided according to the route and number of participants. We reserve the right to employ the services of sub-contractors.
we will always do our best to alert you with full details of any alterations to the arrangements in the itinerary no less than 14 days before commencement of services. Should conditions necessitate change, we reserve the right to change any route or arrangements, offer substitutes of equal value, or cancel the operation foe a scheduled tour. We also reserve the right to reject or retain any person as a member of any tour at any time, in which case an equitable amount will be refunded.
(d) Risks, Insurance, and Liability
travelling in undeveloped areas may inevitably give rise to potential risks and dangers including inter alia; those inherent with travel by boat, train, road, vehicles, aircraft or other means; forces of nature; political unrest; and accident or illness in remote regions without adequate means of rapid evacuation or medical facilities. We do not provide medical care and our standard terms and conditions exclude liability for the adequacy of any care that may be provided. We therefore strongly advise that you have adequate insurance and plan accordingly to avoid or minimize such risks.
(e) Special Requests
Special requests e.g. for single room, certain diets etc must be notified in writing at the time of booking. We will do our level best to meet your needs but cannot guarantee and any failure to comply will not be a breach of contract.