African Space Booking Conditions

Your contract is with African Space Limited, a registered company in England and Wales. We are committed to a policy
of fair-trading and make every effort to ensure that you have an enjoyable holiday with us.
African Space Limited (‘the Company’) accepts bookings subject to the following conditions.
Reservations and Payments
1. For each trip booked, a person will be nominated ‘Group Leader’. During the sales and pre-departure process,
the majority of communication will take place between the Company and the Group Leader. The Group Leader
will be responsible for providing all information required by the Company and honouring all payments agreed as
a result of the booking.
2. A booking will be considered binding on both sides upon the Company receiving a signed Booking Form, a
signed final Itinerary and a deposit of 20% of the total group cost. A Passenger List should be sent with the
deposit if available, but it must be received by the time of the final payment.
3. In accepting your booking, the Company agrees to carry out our obligations to you as described in our brochure
and other documents supplied to your group.
4. All correspondence and documents will be sent to the Group Leader who is responsible to us for all payments in
respect of the booking.
5. (i) The balance of payment must be received at least 90 days before departure. Should the Company not
receive your full balance within this period, we reserve the right to cancel your programme and retain all monies
paid.
(ii) If a request of cancellation is received after the balance of payment deadline and the balance remains
unpaid, the full balance will be payable until confirmation by the company of the cancellation, at which point a
refund may be made at the discretion of the company.
(iii) Late payment will incur a penalty of £50 per group administration fee and interest on the balance
outstanding on the UK base rate plus 2%.
6. There is a £50 administration charge for any and each subsequent change requested to an itinerary or
programme content after the booking has been accepted. Such changes will only be accepted subject to the
approval of our Head Office.
7. Any member may be added to the group up to 90 days before departure subject to available capacity and
additional cost where applicable.
8. Temporary waiver of one or more of these conditions by the Company at no time invalidates any other or all of
the remaining conditions.
Cancellations and Refunds
9. If a group member withdraws in the period from the date of the booking until 90 days before departure, the
cancellation fee is equal to the deposit paid (20% of individual package price). The group leader must advise
confirmation of cancellation in writing. For cancellations between 90 and 61 days before departure, a refund of
50% of the full programme cost will be made. For cancellations between 60 and 31 days before departure, a
refund of 25% of the full programme cost will be made. For cancellations from 30 days before departure, no
refund will be made.
10. To cancel an entire group, the group leader must submit a request for a full cancellation in writing to the
company. No programme will be deemed cancelled until the company has given the group leader written
confirmation of cancellation. For cancellations between 90 and 61 days before departure, a refund of 50% of the
full programme cost will be made. For cancellations between 60 and 31 days before departure, a refund of 25%
of the full programme cost will be made. For cancellations from 30 days before departure, no refund will be
made.
11. If sufficient individual cancellations cause the total number remaining in the group to fall below the minimum
number the company requires to operate the programme, the company reserves the right either to amend the
itinerary and/or programme content, or to apply group cancellation terms as above.
12. To qualify for a cancellation refund, our Head Office must be notified in writing within the above time periods.
Insurance
13. All group members must take out travel insurance to cover themselves against cancellation, accidents or
illness, and theft, loss or damage to their property, including their personal property, for the full duration of the
programme including a diving option if appropriate. Evidence of insurance cover for all group members must be
provided to the Company 30 days before departure. If a group member becomes ill, all hospital expenses,
doctors’ fees and repatriation costs remain the responsibility of the group member and the company will not be
liable for any refund of the programme cost.
14. Copies of the insurance documents must be given to the Company at least 30 days before departure.
Consumer Protection
15. Customers’ prepayments are protected by a topp policy. Worldwide customers’ prepayments for non flight
inclusive packages will be reimbursed, subject to the terms and conditions of the topp policy. The topp policy
(number AFSP/topp/09/01) is underwritten by the Travel & General Insurance Company plc, authorised and
regulated by the Financial Services Authority. This policy complies fully with the Package Travel Regulations.
International Air Transportation
Page 2 of 3
16. The Company does not arrange international flights as part of the programme but can advise a travel company
whose expertise is group travel.
Internal Transportation
17. All transportation in Africa is included in the programme price and is the responsibility of the company, its
operators and agents. We reserve the right to make any changes to the mode of transport necessary to ensure
the comfort and safety of all group members.
Meals and Beverage
18. The Company is pleased to accommodate special dietary requirements when informed in writing of such
requirements at least 90 days prior to departure. The Company cannot guarantee to accommodate special
dietary requirements if notification is received less than 60 days before departure.
19. Basic meals and drinks will be provided but items such as alcoholic and soda drinks are charged extra.
Gratuities Taxes and Entrance Fees
20. All hospitality and ground transportation taxes are included in the programme price, as well as entrance fees to
places of interest and to all wildlife reserves and national parks on the itinerary. Tips to driver-guides and
escorts are not included and are at the discretion of group leaders. Baggage
21. Each group member will be restricted to 20kgs of luggage.
22. A full kit list will be created dependent on activities and the season for each individual group.
Acceptance of Terms
23. The payment of the required deposit or any partial or full payment plus receipt of a signed Booking Form
constitutes consent to all the terms and conditions hereby stated, as well as all general conditions and
information included in the Company’s literature.
Free Places
24. The Company reserves the right not to allow the substitution of a person on a free place. The group will be
responsible for any expense incurred if such a substitution is allowed.
25. The ratio of free places to group size will be detailed at the itinerary development stage and stated in the
Invoice and Group Booking Form as part of the contract.
Academic School Groups
26. The Company expects each group member to adhere to a Code of Conduct to be signed by both the group
member and their guardian(s). This states the behaviour expected by the Company with respect to our ethics as
a company and a moral obligation to be respectful of the country, peoples and nature within.
27. Damage caused deliberately or by carelessness to the Company property, hotels used and their property and/or
property of staff or guests must be paid for by the person responsible for the damage.
28. The group leader is responsible for the behaviour and discipline of the group and any damage caused by
members of that group.
29. The Company reserves the right to remove a student from a programme if their behaviour is prejudicial to our
standards and reputation and Code of Conduct.
Holiday Participation
30. In the event that any group member is refused admission to the flight or to the destination country by the airline
or government authority the company cannot be held responsible. Any passengers considered to be under the
influence of alcohol or drugs may be denied boarding to the aircraft or entry to the country. In this event we shall
consider the client to have given notice of cancellation and be under no liability for costs or charges incurred as
a result of our doing so.
31. Group members agree to accept the authority and decisions of the Company’s employees, tour leaders and
agents whilst on a programme with the Company. If, in the opinion of the Company’s staff the health, level of
fitness of behaviour of a group member at any time may endanger the safe, comfortable and happy progress of
a programme the group member may be excluded from all or part of the programme without refund or
recompense. If a group member commits an illegal act, the client may be excluded from the programme and the
Company shall cease to have responsibility to and for them. If you are affected by any conditions that may
influence the programme then these will need to be acknowledged before the Group Booking Form is used. No
refund will be given for unused services.
Medical Information
32. Participation on an African Space tour requires group members to be in generally good health. All group
members must understand that while a high level of fitness is not always required, a measure of physical
activity is involved in completion of the programme. It is essential that group members with any medical
problems and/or related dietary restrictions disclose this information well before departure. Anti-malarial
precautions should be taken and these are the sole responsibility of the group member. Any required
inoculations must be recorded by the group member’s health practitioner on a valid vaccination certificate that
the group member must carry in his/her possession throughout the programme. The Company will not assume
responsibility for the accuracy of the information. The Company does not accept responsibility for any group
member being refused entry to any country due to incorrect or incomplete health documentations or
vaccinations.
Travel Documentation and Visas
33. UK citizens travelling to the United Republic of Tanzania for tourism purposes must have a valid passport for at
least 6 months from the date of arrival with two clear pages and obtain a tourist visa, available from the
Tanzania High Commission in London. This process can be completed in person or by post and can take up to
two weeks. Emergency applications can be completed over twenty four hours at an additional cost. The
Page 3 of 3
arranging of tourist visas for all group members remains at all times the responsibility of the group and not the
Company.
34. UK citizens travelling to South Africa for tourism purposes do not require a tourist visa as they are permitted an
initial stay of 90 days; visitors of other nationalities will need to check their individual requirements. UK citizens
require a passport valid for 30 days after the expiry of intended visit; a valid Yellow Fever Inoculation Certificate
if entering South Africa from designated Yellow Fever zone; be in possession of a return or onward flight ticket
and documentation detailing purpose of the visit.
Information
35. By supplying name and details for each member in the group you consent for these to be used in processing
your booking and complying with our requirements (e.g. forwarding details onto the British High Commission in
Tanzania). We may also use the Group Leaders details to send you future holiday brochures or updates
regarding the Company only. Sensitive personal information will only be used when it is necessary for us to
communicate your needs to a carrier(s) or destination hotel(s).
Advertising
36. All photography and video footage shot while on an African Space Programme will remain property of the group
member. For the purposes of self-promotion, the Company reserves to right to ask permission to use images
from group members to be used in promotional materials accredited in an appropriate manner.
Currency Fluctuation
37. The Company does not accept any responsibility for any issues raised from the exchange of currencies either in
the UK or in destination countries.
38. It is illegal to remove Tanzania Shillings from Tanzania
Surcharges
39. Whilst the Company will do all in its power to avoid the levying of surcharges, it reserves the right to do so when
costs increase in the following areas: transportation; dues, taxes or fees payable at airports and other
government institutions like national parks; exchange rates used in the calculation of package costs.
40. A surcharge will only be levied for these reasons once the fluctuation in the agreed price exceeds 2%. The
initial exchange rates used at the time of booking are included in the confirmation invoice. When that occurs the
Company must meet the first 2% of any surcharge. If the surcharge exceeds 10% of the initial group price, then
the customer retains the option of cancelling the booking at no financial cost.
41. Any surcharge normally will be levied by the time of the final payment 90 days prior to departure and the Group
Leader will be notified by an additional invoice.
42. No surcharge will be issued less than 30 days prior to departure.
Airfares and Delays
43. When travelling by land, air or water, through or separate to the Company, the relevant carrier’s ‘Conditions of
Carriage’ will apply to your journey, some of which may limit liability or exclude liability in accordance with the
relevant international conventions.
44. It is your responsibility to report promptly at the allotted check-in times given by the carriers with the appropriate
travel documents (e.g. passports, visas), and we cannot be held responsible for any costs incurred by you if you
fail to do so.
Force Majeure
45. The Company will not be liable for any damage, loss, injury, delay or inconvenience caused by any company,
organisation, agent, person, or persons providing facilities or services in connection with the programme,
including without limitation airlines, bus companies, ferry operators, railways, programme operators, hotels and
schools.
46. The Company will not be liable for loss, damage or injury to persons or property, including without limitation
baggage, personal effects, money, passports, tickets or travel documents, nor for events beyond its control,
including without limitation acts of God, war, weather, strikes or government restrictions.
47. Although we will make all efforts to ensure that this is not necessary, the Company reserve the right to alter our
itineraries and programmes for reasons, which we believe to be sufficient and proper.
48. No refunds are made for unused land services such as meals, accommodations, cultural events, transport etc.,
missed by group members through absence or for any other reason once the programme has started.
49. African Space is the trading name of African Space Limited. Registered in England and Wales No.6201508.
Registered address: 181-183 Summer Road, Erdington, Birmingham, B23 6DX, UK.
50. African Space Limited only accepts bookings on the condition that it is subject to English law and must be
interpreted and enforced in an English Court of Law.