Terms & Conditions For Group Travel

Terms & Conditions For Group Travel

The following Terms and conditions shall apply for Group Bookings. Please read them carefully and seek clarity where necessary.


Your space on a tour is reserved only when we receive your deposit payment. We regret that we cannot reserve spaces without payment, although we will hold places, for two weeks only, for those who state that they are sending a deposit by cheque. All tour participants must complete a Booking Form and accept the Terms & Conditions of Registration for each tour.


A $300 non-refundable, non-transferable group booking deposit is required to request and initiate bookings.

Additional deposits and pre-payments may be required prior to your group's final payment (e.g. theater tickets or hotel pre-payments during peak times). You will be notified in writing of any required payments and terms in writing as soon as Gazelle Safari Company is aware of this requirement.

Deposits paid will be deducted from your final invoice.


Payments to Gazelle Safari Company Ltd shall be made in US Dollars & shall be received no less than 60 days prior to departure.

If a passenger wishes to make payment directly to Gazelle Safari Company, they may do so by cheque, bank transfer, or direct deposit.

Late payments will incur a minimum $50 fee and may result in the non-refundable cancellation of some or all services booked.

The sender is responsible for all bank fees incurred in connection with the transfer of funds or payment of checks.

A purchase is not complete until the payment of any deposit and any other monies due and payable have been processed by Gazelle Safari Company and confirmation of booking has been sent. Receipt of confirmation from Gazelle Safari Company constitutes agreement to these Terms & Conditions.


All necessary entrance documents (such as passports, visas, etc.) for each country in the group itinerary are the responsibility of the group leader and/or individual passengers.

Passports should be valid for 6 months beyond your return date.

Exit taxes or fees must be paid by each passenger locally and are not part of the package (unless otherwise advised).

All passenger questions, group arrangements, deviations, and details of the group must go through the group leader who is coordinating the group with Gazelle Safari Company Ltd.

All changes, requests or booking requirements should be sent in writing.

Please notify Gazelle Safari Company Ltd in advance should any passengers require special accommodation (such as dietary needs or disabilities).

Final passenger and the rooming list are typically due 70 days prior to departure.

Names exactly as they appear on the passengers' passport must be provided to Gazelle Safari Company Ltd otherwise, penalties, re-issuing fees or cancellation of airline reservations with full loss of monies paid may apply.

A group consists of a minimum of 10 full-paying passengers. If a group falls below 10 paying passengers or cancellation causes the group to fall below a particular pricing category (e.g. 20 to 15 persons), pricing and space will be subject to change or cancellation


Hotels mentioned in the proposal/ Advert are samples only.

Hotel accommodation is subject to availability at the time of reservation.

If Gazelle Safari Company is unable to confirm the sample hotel(s) listed in our quotation, we will attempt to secure space at a similar hotel of equal standard and cost. In the event a similar hotel is not available, a supplement may apply.

Some hotels require non-refundable and non-transferable deposits in order to guarantee a booking. In such cases, Gazelle Safari Company will notify the tour organizer in writing and require non-refundable prepayment for that portion of the package.

At certain times during the year many places have conventions, fairs, events, or holidays. During such periods, if Gazelle Safari Company is unable to secure space within the quoted price, a supplement may apply.

Room configurations vary and King and Queen sized beds are not typically available in standard rooms.

Special requests such as elevators, air conditioning, etc are not guaranteed in all properties. In addition, even if a property has amenities such as air conditioning or elevator, it is not guaranteed that it will be operational during your stay.


The price quoted is based upon the exact inclusions as specified in your final proposal. Discrepancies between what your group requires and what is specified in our offer should be addressed before confirmation.

Any major changes or amendments made after initial confirmation are subject to a $50 per person change fee. If there are major changes to the group itinerary and inclusions, the quote may be have to be re-priced.

If there are major itinerary changes after the initial deposit, the currency rate may be subject to change.

Any deviations, extensions, or requests different from the group booking are subject to a $50 deviation fee per person, plus any difference in airfare and possible fees from service providers.

Name change fee: $50 minimum, plus any additional fees charged by the airline


Gazelle Safari Company Ltd will confirm bookings, changes, and cancellations in writing. Cancellation fees will be charged based on the following schedule unless otherwise stated on confirmation and deadline sheet.

Entire Group Cancellations

$300 initial deposit is forfeited, plus other land or service payments as outlined in group confirmation/deadline sheet.

Airline deposits may be forfeited based on deadline/reduction dates stated in the group confirmation/deadline sheet.

60-45 days prior to departure, Gazelle Safari Company will contact land suppliers and attempt to acquire a reimbursement. Partial refunds might be given, but are not guaranteed.

0-45 days prior to departure: non-refundable.

Individual Cancellations Airfare

Passenger air deposits and payments are refundable before ticketing. Cancellations after ticketing are non-refundable.

Land Portion

60 - 31 days prior to departure, $100 minimum per person penalty, plus any non-refundable payments made to vendors on the passenger's behalf. Additional costs are to be advised as they are received from our vendors.

30 - 07 days prior to departure: 85% non-refundable.

Less than 7 days prior to departure: non-refundable.

If an individual in the group cancels & causes a roommate to be accommodated in a room for sole occupancy then no refund is given or a single supplement may be charged.

Refunds and Adjustments

Refer to the cancellation policy above. LIABILITY & RESPONSIBILITY

The Tour Operator makes arrangements with accommodation providers, activity providers, airlines, cruise lines, coach companies, transfer operators, shore excursion operators, tour and local guides, and other independent parties (“Third Party Suppliers”) to provide you with some or all of the components of your booking. Third Party Suppliers may also engage the services of local operators and sub- contractors. Although the Tour Operator takes all reasonable care in selecting Third Party Suppliers, the Tour Operator is unable to control Third Party Suppliers, does not supervise Third Party Suppliers and therefore cannot be responsible for their acts or omissions. Any services provided by Third Party Suppliers are subject to the terms and conditions imposed by these Third Party Suppliers and their liability is limited by their tariffs, conditions of carriage, tickets and vouchers and international conventions and agreements that govern the provision of their services. These may limit or exclude liability of the Third Party Supplier. You acknowledge that Third Party Suppliers operate in compliance with the applicable laws of the countries in which they operate and the Tour Operator does not warrant that any Third Party Supplier is in compliance with the laws of your country of residence or any other jurisdiction.

The Tour Operator is not liable and will not assume responsibility for any claims, losses, damages, costs or expenses arising out of inconvenience, loss of Enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of any party other than the Tour Operator and its employees.

The Tour Operator is not liable for the acts or omissions, whether negligent or otherwise, of Third Party Suppliers or any independent contractors.

I agree to the above terms and conditions

Name:                       ……………………………………………………….

Signature:                ………………………………………………………

Date:                         ………………………………………………………..

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