Terms & Conditions

Procedure for Bookings, Confirmations and Payments

When we receive a service enquiry, we prepare a proposal and quote according to the guest requirements as given, adjusted as necessary to cater for the availability of the services required on the relevant dates. We then make all the provisional bookings needed to allow the services to be provided. These provisional bookings can be held for up to ten working days, which should given enough time for the guests to decide whether they want to proceed and for the services to be confirmed. If necessary, we can request that suppliers allow an extension on these provisional bookings, which request may be granted.

On your acceptance of a proposal, we will send an invoice for the full amount of the services involved, of which a deposit of 25% is payable immediately to confirm the arrangements made. Bookings will only be fully confirmed once the deposit has been received, until which time they may be subject to a ‘high demand’ requirement for confirmation or cancellation. Once confirmation has been received, standard cancellation fees will apply as shown below, and your confirmation of any proposal implies acceptance of any cancellation fees that may be incurred if confirmed arrangements are subsequently amended or cancelled. In the unlikely event of any dispute about this, its resolution will be governed by Namibian Law.

The balance of the invoice will normally be payable no later than 60 days prior to the services commencement date – but please see the exception in the clause below. All associated banking fees, on both ends, must be covered by you. If any services are booked less than 60 days prior to their commencement date, we will send an invoice for the full cost of as soon as the arrangements are confirmed, and this cost should be paid immediately. We reserve the right to cancel any reservations for which the required payment has not been received when requested.

1) Travel Agreement/Contract

This travel agreement is between the client and Bluecrane Safaris Namibia. In terms of this travel agreement a booking is defined as a reservation which is done by the client or the client's travel agency. The client is defined as the person who accepts the booking on behalf of himself. Travel agency is defined as any agency that places or accepts a booking for any person or group of persons or company with Bluecrane Safaris Namibia.

2) Deposits and Payment

Upon receipt of tour confirmation, a non-refundable deposit of 25% of total tour charges shall become payable, the balance being due and payable 60 days prior to departure date. In the event of bookings being affected less than 60 days before departure the full amount charged will forthwith be payable.

3) Cancellation

Cancellation of confirmed services must be done in writing after which the following maximum cancellation charges could apply, dependent on circumstances involved:

• From the time of booking confirmation to 91 days prior to departure – 25% of services price
• 90 to 61 days' notice – 50% of services price
• 60 days and less notice – 100% of services price

No refund will be made if a guest fails to join the booked services, of if they join them late, or leave them early. Under normal circumstances, all these eventualities should be covered by their personal travel insurance.

4) Travel Insurance

It is mandatory for the client to be in possession of a cancellation insurance policy. Please note that if the reason for cancellation falls within the terms of any holiday insurance policy, which the client must hold, then any such charges would normally be refunded to the client by the insurance company, subject to the terms of the insurance.

5) Passports and Visas

Travel agencies and clients must ensure that passports and visas are valid for the countries visited. Bluecrane Safaris Namibia cannot be held liable or responsible should a passenger be refused entry into any country for any reason.

6) Changes and Delays

1. By the company: The company shall reserve the right to change any tour due to unforeseen circumstances (e.g., airlines not running on schedule, road conditions, weather, mechanical breakdown, accidents and political instability) beyond the control of Bluecrane Safaris Namibia. The company will try to provide adequate alternatives, but will accept no liability.
2. By the client: In case the client changes the itinerary on his own request, the company shall try to accommodate the client, but may charge cancellation fees. This is subject to a new quotation, which will be given by the client in writing.

7) Authority on Tour

At all times the decision of the tour guide will be final on all matters likely to endanger the safety and well-being of the group. The client must at all times strictly comply with the laws, customs and foreign exchange regulations of all countries visited. Should the client be detected in any contravention of the law, custom or exchange regulations, or should the client be a nuisance to the group, the guide may order the client to leave the tour without the right of refund.

8) Accidents

While every precaution is taken to ensure the safety of all persons participating on the tour, the client his/hers, heirs, dependents, agents, executors or their assignees, hereby irrevocably waive any rights they may have to claim, any form of compensation for any damages which the client may suffer due to injury or death whilst on, or at any time after the tour, from Bluecrane Safaris Namibia. Under no circumstances will Bluecrane Safaris Namibia be responsible for the death or injury or loss, which might occur to such persons sustained from any case whatsoever. The client hereby indemnifies and holds Bluecrane Safaris harmless against any and all claims whatsoever the nature.

9) Health

It is the client's obligation to ensure that he is medically fit and able to embark on the tour. We recommend the vaccination against Hepatitis before travelling. Anti-malaria precautions should be commenced prior to departure and clients should bring insect repellents on tour.

10) Insurance

It is a condition of travel with Bluecrane Safaris Namibia that all guests must have insurance for medical expenses, baggage loss, cancellation/curtailment, default and personal accident.

11) Liability/Responsibility

The client should get him/herself acquainted with customary practices. Bluecrane Safaris Namibia as well as co-operating agents do act in the capacity of agents for the clients in all matters and will under no circumstances whatsoever be responsible and be exempt from any liability for accidents, injury, delay, loss or damage to property or any other loss or damage from whatever it may arise. All legal action against Bluecrane Safaris Namibia, for whatever reason, it will have to be done within the jurisdiction of Namibian courts. All tours are subject to the conditions of the concerned airlines, hotels, restaurants and all other contractors involved.

12) Emergency Evacuation Insurance

We also have a comprehensive Emergency Medical Evacuation Insurance policy designed to cover the expense of getting any guest who becomes sick or injured to a point of primary care as quickly and efficiently as possible, and without having to wait for advance clearance from the relevant travel insurer. This would normally be a private hospital in either Windhoek, Otjiwarongo, Swakopmund or Walvis Bay. This cover is applicable until the guest has been admitted to the relevant hospital, after which all costs for any care required would need to be covered by their travel insurers, or by themselves if the policy they have chosen does not provide the appropriate cover.

13) Payments

Payments for services quoted in NAD/ZAR/USD/EURO/GBP can be paid via:

1. SWIFT/WIRE to our Namibian bank (details supplied on invoices)
2. Credit card (For which we will need to levy credit card fees) VISA or Mastercard only.

Services quoted in US Dollars can only be paid via SWIFT/WIRE to our Namibian USD account as per the invoice.