Thebe River Safaris asks all clients, guests and agents to read and comply with our terms and conditions laid out below.
Every client is required to complete the Booking Form for each client, accepting the terms and conditions as laid out below. If the booking is made through an agent, all correspondence will be addressed to that agent who acts as an authorised agent for the client.
For Accommodation Bookings - A 50% deposit of the total cost per person is required to confirm the booking. No Contract shall exist between the company and the client until the preferred deposit has been paid to the company.
For Mobile and Multi-Day Safaris - should any booking or set departure bookings be made in advance by an agent, more than 2 months prior to date of travel, the booking must be confirmed no later than 2 calendar months prior to date of travel. Failure to cancel the booking in time will result in a P5,000.00 park booking fine payable by the agent or client.
For Mobile and Multi-Day Safaris - The full payment of the tour fare or accommodation due by the client/agent must be paid to the company no later than 30 days prior to the date of departure of the tour. If payment is not received as required, the company shall treat the booking as cancelled by the client/agent.
Cancellation by the Clients/ Agent
Cancellation of a booking must be made in writing by the client/ agent to the company and is not effective until the company receives the written cancellation.
Cancellation refund rates are as follows:
For Mobile and Multi-Day Safaris -
45-30 days prior to date of departure - 75% of total tour fare to be refunded
29-15 days prior to date of departure - 50% of total tour fare to be refunded
4-7 days prior to date of departure - 10% of total tour fare to be refunded
6 – 0 days prior to date of departure - 0% of total tour fare to be refunded
For Accommodation Bookings -
45-30 days prior to date of arrival - 75% of deposit to be refunded
29-15 days prior to date of arrival - 50% of total to be refunded
4-7 days prior to date of arrival - 10% of total to be refunded
6–0 days prior to date of arrival - 0% refunded
Cancellation by the Company
The company reserves the right to cancel the tour, in any circumstances, and all tours shall operate subject to a minimum participation on the tour. In the event that the company cannot provide the tour booked, the company will return to the client all monies paid, which shall constitute the full extent of the company’s liability to the client. The company may offer the client an alternative tour where possible to the same standard as the original tour booked.
Alterations to Itineraries
Although every effort is made to adhere to the itineraries printed in the brochures or confirmed in writing, the company reserves the right to occasionally change routes and accommodation as bought about by changing circumstances. When, prior to departure, a major change becomes necessary, the company will notify the client or the agent in writing as soon as the company becomes aware of the said change. The company reserves the right to, without penalty, charge or liability, change an itinerary after departure should it be, by the company’s own discretion, in the client’s best interest to do so.
Authority on Tour/ Exclusion of Tour
The guide on any tour is responsible for clients’ safety. In order to do so, the guide shall have full authority for any decisions to be made whilst on tour, and his/her decision shall be final. The company shall not be liable for any unlawful acts committed by a client whilst on tour. The company, through the guide, may exclude a client from the tour at any stage, should the client make himself guilty of an offence, or any unruly, rude, inconsiderate or dangerous behaviour. In this event, no refund of whatever nature shall be due to the client.
Amendment of terms
No employee or representative of the company may at any time change, alter or waive any of these conditions, nor undertake any liability whatsoever on behalf of the company without a written and signed consent to do so from a Director of the company.
The client confirms that he is medically fit and in good health so as to, without endangering himself, embark upon the booked tour. Any client with a pre-existing medical condition/ illness must declare the true nature of the illness/ condition at the time of making the booking. The client must make arrangements for the provision and availability of any drugs or treatment required through out the tour. The company reserves the right to request a medical certificate confirming that a client is fit to travel on the tour booked. The company and its representatives will treat all information in the strictest confidence.
The client must ensure that all vaccinations as recommended for the countries included in the tour, are obtained in the required time prior to their travel. For some countries a valid Certificate of Vaccination is required. The company shall not be held responsible or liable whatsoever for any client being refused entry into a country due to incorrect or incomplete health documentation or vaccinations.
It is the responsibility of the client to be in possession of a valid passport, visa requirements, vaccinations, medical certificates, local currency and all other travel documents necessary for the tour. The company does not accept any responsibility in any changes in regulations for any visas or any particular requirements for any visas. Should the client be refused entry to any country due to incorrect or incomplete travel documentation, the company is not liable for any cost incurred in delays or repatriation.
Travel and cancellation insurance is mandatory for all clients. Before a client commences a tour, the client must arrange his/her own insurance with a reputable insurer, with protection for the full duration of the tour, to cover injury, medical expenses, repatriation expenses, lost luggage and the expenses associated with the cancellation curtailment of a tour. The company shall not refund the client in the case of medical illness, death or loss of body parts.
Client’s bookings are accepted on the expressed condition that they appreciate and accept the possible risks inherent in adventure travel and that they undertake the tours, safaris, river cruises, game drives, canoeing, walking safaris, flights and any other expeditions at their own risk. Whilst every effort is taken to ensure the safety of the clients embarking on the tour the company shall not hold itself responsible or liable for any death, sickness, injury, loss or damage to property to self or baggage that might be sustained during the tour. The client and his/ her dependents, heirs, executors, administrators and assigns hereby indemnifies and hold blameless the company, its members, employees, representatives, agents, organisers and helpers from any claims, of whatsoever nature and from any liability or delay, loss, damage, injury, illness or death arising from any cause whatsoever out of events relating to or occurring during the tour.
Jurisdiction and Law
This contract between Thebe River Safaris (Pty) Ltd and the safari client shall be deemed to have been entered into in Botswana and the laws of Botswana shall apply to all action that may arise out of the said contract.
The company reserves the right to change prices due to unforeseen increases or exchange rate fluctuations to which it may be subjected. The company also reserves the right to change any of the facilities or vehicles as described in the brochure and or website, without liability of any kind.
The company may take films and or photographs of our clients whilst on any tour, and reserves the right to freely publish or use the material in advertising without the consent of the client.
If any part, term or provision of this contract is held to be illegal or unenforceable, it shall not affect the validity of enforceability of the remainder of the contract. Furthermore, if any covenants are held illegal or unforeseeable by virtue of its scale, extent or duration, it shall remain valid and enforceable in such reduced scale, extent or duration as any count may decide as being the maximum scale, extent or duration permissible.