Safari Booking
Terms & Conditions

Planning your African photo safari is an exciting journey. To ensure a seamless experience, please review the following essential information regarding occupancy, child policies, luggage allowances, inclusions, exclusions, and payment terms.

1. Agreement to Terms & Conditions

By proceeding with a booking through Photo Safari Company, you confirm that you have read, understood, and accepted our Safari Booking Terms & Conditions, which govern all aspects of your travel arrangements with us.

These terms cover important topics including bookings, payments, cancellations, liability, insurance, luggage, and third-party service providers.

They are separate from our general website Terms of Use, which govern your access and use of this website.

Photo Safari Company reserves the right to amend these Safari Booking Terms & Conditions at any time. The most up-to-date version will always be available on our website.

By submitting your booking and payment, you acknowledge and agree to be bound by the latest version of our Safari Booking Terms & Conditions.

2. Guest Registration Requirement

We require all guests to complete our online registration form prior to making a deposit. This form captures essential details required to confirm your safari and ensure a seamless travel experience.

The registration form will be emailed to the email address provided on your initial provisional booking form. Please ensure this information is accurate to avoid delays.

The information you provide is used exclusively by Photo Safari Company for booking and operational purposes.

In some cases, limited information (such as your name, nationality, dietary requirements, and medical considerations) may be shared with our trusted camp, lodge, and activity partners solely to complete the necessary reservation and logistics processes.

We take your privacy seriously, and any shared information is handled securely and only shared on a need-to-know basis.

You can read our full Privacy Policy here.

3. General Liability Waiver

By booking a safari with Photo Safari Company, you and all participants in your group acknowledge and accept that travel in remote regions, wildlife encounters, and participation in safari-related activities involve inherent risks, including but not limited to illness, injury, disability, or death.

While all reasonable precautions are taken to ensure guest safety, Photo Safari Company, its employees, guides, affiliates, and third-party service providers shall not be held liable for any claims, demands, damages, losses, or expenses arising from personal injury, property damage, or death that may occur during the course of your safari, whether due to negligence or otherwise.

All guests travel entirely at their own risk and are strongly advised to obtain comprehensive travel insurance that includes cover for high-risk activities, medical evacuation, and repatriation. Participation in any activity is voluntary, and it is the responsibility of each guest to ensure they are physically fit and prepared.

4. Guest Waiver & Acknowledgement

All guests will be required to sign our standard liability waiver, either electronically prior to travel, in hard copy upon arrival, or both. Signing this waiver is a condition of participation in any Photo Safari Company itinerary or activity.

In addition to our waiver, guests may also be required to sign supplementary liability waivers issued by lodges, third-party operators, or activity providers, particularly for high-adventure activities such as walking safaris, canoeing, helicopter excursions, hot air balloon rides, and similar experiences.

Refusal to sign any required waiver, whether issued by us or by a third party, may result in exclusion from the associated activity or part of the itinerary, with no entitlement to refund, credit, or compensation.

It is the guest’s responsibility to ensure all required waivers are duly signed when requested.

5. Photography Equipment Disclaimer

All guests travelling with personal photography equipment do so at their own risk. You are solely responsible for the care, handling, security, and insurance coverage of your cameras, lenses, drones, laptops, and any related gear.

Photo Safari Company and its affiliates accept no liability for any damage, loss, theft, or malfunction of photographic equipment during travel, activities, transfers, or while at lodges or camps.

Guests are advised to carry comprehensive equipment insurance that covers all international travel scenarios, including remote and rugged environments.

Guests are further advised to register valuable photographic equipment with their insurer and consider documenting serial numbers. We recommend carrying gear as hand luggage whenever possible, particularly during air transfers.

6. Rates, Pricing & Accuracy Disclaimer

All prices quoted by Photo Safari Company are based on current rates at the time of publication and are calculated using supplier costs, prevailing exchange rates, and third-party fees.

While we strive for complete accuracy in all itineraries, communications, and quotations, we reserve the right to correct any unintentional pricing errors, misquotes, or omissions at any time, including after initial confirmation.

Rates may be adjusted due to unforeseen circumstances beyond our control, including but not limited to:

Increases in camp or lodge rates
Park fee updates or government levies
Fuel surcharges or logistical costs
Currency fluctuations
Third-party supplier or partner errors

Any additional costs arising from these changes will be communicated as early as possible and will remain the responsibility of the client.

To avoid exposure to rate increases, we recommend settling your booking in full as early as possible. Once full payment has been received and a final invoice issued, your rate is locked and protected against future changes.

Confirmed Booking Definition: A booking is considered confirmed when Photo Safari Company has issued a full invoice and received full payment for the itinerary.

7. Safari Occupancy

Double Occupancy

All our safaris and photographic tours are priced based on double occupancy, meaning two guests will share a room or luxury tent.

Single Occupancy

Solo travelers are welcome. Single occupancy is available subject to availability and incurs a supplement. If two solo guests of the same gender are booked on the same safari, we can offer the option to share accommodations to avoid the single supplement. This is entirely optional and at both guests' discretion.

Travelling with Children

Family-Friendly Camps

Many of the camps we partner with offer family or interleading rooms suitable for families with younger children.

Please note that some camps have a minimum age requirement of 12 years. For specific information, please contact us.

Transfers

Full rates for transfers apply to children of all ages.

Child Supervision

Children under 16 must be accompanied by an adult when leaving the camp.
Children under 6 are not permitted on game drives with other guests. A private vehicle must be booked at an additional expense.
Our partner camps do not offer babysitting services. However, there maybe child-friendly activities during the day, depending on the camp and available staff. Please speak with us in advance to explore suitable options.

Child Rates

Ages 0–6: Complimentary at most safari camps (subject to availability and individual camp policies).
Ages 7–15: Typically charged at 50% of the adult rate.
Ages 16 and above: Charged at the full adult rate.

Please note: While many of our partner camps offer reduced rates for children, this is not guaranteed. Each camp has its own pricing structure, and some may charge full adult rates regardless of age. We will always aim to clarify this during the planning phase and ensure you're fully informed before confirming your booking.

8. Registration, Deposit, Payment & Terms

Payment Terms

A 25% non-refundable deposit is required to reserve your place on the safari.
The remaining balance is due 90 days prior to the safari start date.
Failure to pay the balance by the due date may result in forfeiture of your deposit and reservation.

Payment Installments

We offer installment payment options to help manage your finances. Please contact us for more information.

Terms & Conditions

By completing the booking process, you agree to our Terms & Conditions.

We reserve the right to update our Terms & Conditions at any time without prior notice.

Rates Policy & Disclaimer

We reserve the right to amend advertised rates due to unforeseen cost increases from our partners.
Confirmed bookings (invoiced and paid in full) will be honored at the agreed rates.

Pricing & Insurance

We highly recommend securing comprehensive travel insurance to protect your investment.
All prices are quoted in US Dollars.
Payments should be made in US Dollars. For alternative currencies, please contact us.

Refunds & Unused Services

Any refund issued, regardless of reason, is subject to a non-refundable administrative processing fee of USD $250–$500 per booking, depending on the complexity of the itinerary. This fee is deducted from the total amount refunded.

No refunds will be made for services or inclusions not used during the safari, including accommodation, activities, meals, or transfers listed in the confirmed itinerary.

Refunds are only processed once funds are recovered from third-party providers and may be delayed depending on their timelines. We are not liable for services non-refundable under partner or supplier terms.

9. Cancellation Policy

In the event that you, the Client/Individual, elect to cancel your booked safari, such cancellation will only be effective from the date your written notice is received by Photo Safari Company Pty Ltd. You must complete and submit a Safari Cancellation Form to formally notify us of your intent to cancel your booking.

Refund Terms

The following refund policy applies to all confirmed bookings:

(a) The 25% deposit is non-refundable.

(b) For bookings paid in full, the following refund scale applies based on the number of days prior to the safari start date:

More than 60 days before safari start date: 25% deposit is non-refundable
31 to 60 days before safari start date: 25% deposit is non-refundable, and 50% of the total booking amount will be refunded
0 to 30 days before safari start date: No refund

Should you fail to join your booked safari, arrive after the start date, or leave prior to its scheduled end, no refunds will be issued. We strongly advise guests to claim any recoverable costs through their travel insurance policy.

If your booking involves special arrangements (e.g. private guides, exclusive vehicles, or camp buyouts), and suppliers have already been paid, your booking may not be refundable unless a replacement guest is confirmed. While we will attempt to assist in finding a suitable replacement, responsibility ultimately lies with you.

Please ensure that you have appropriate travel insurance to protect your booking in the event of unforeseen circumstances.

Please note: Partner camps, lodges and service providers may impose separate cancellation terms. Where these differ from ours and are more restrictive, their terms will take precedence. We will disclose these to you in advance, wherever possible. In some cases, we may be unable to recover certain costs already paid on your behalf. Any refund or credit issued will reflect only the amount recoverable by Photo Safari Company Pty Ltd.

Additionally: All refunds are subject to a standard administrative processing fee of $250–$500 per booking, depending on the complexity of your itinerary. This fee is deducted from any amount refunded.

10. Travel Insurance Requirement

All guests booking a safari with Photo Safari Company Pty Ltd are required to obtain comprehensive travel insurance, and this applies to every individual traveller on the booking, including families, couples, and groups.

The insurance policy must include emergency medical coverage and evacuation (medevac) services as a minimum.
Travel insurance must also cover trip cancellation, curtailment, medical expenses, baggage loss, personal liability, and any disruptions due to unforeseen events.
Proof of valid travel insurance is mandatory for each traveller and must be provided when finalizing your booking. A single policy covering only one member of the group is not sufficient.
Failure to supply adequate proof of insurance for all participants may result in cancellation of your booking, in which case our standard cancellation terms will apply.

Please ensure each policy is active for the full duration of the safari, including all travel days to and from your destination.

11. Air Charter Luggage & Passenger Policy

Due to space limitations in safari vehicles and aircraft, luggage must be packed in soft-sided bags, and where possible without wheels or hard frames.

Internal Light Aircraft Flights (Charters)

Bag Type: Soft-sided only.
Weight Limit: Maximum of 20 kg (44 lbs), including hand luggage.
Dimensions: 30 cm (12 inches) wide x 35 cm (14 inches) high x 70 cm (28 inches) long.nemo-travel.com+4mackair.co.bw+4mackair.co.bw+4
Hand Luggage: One small carry-on item is permitted, with a maximum weight of 5 kg (11 lbs). This is included in the total 20 kg allowance.
Passenger Weight: Passengers over 115 kg (253 lbs) may be required to purchase an additional seat. Please inform us prior to travel to make necessary arrangements.
Additional Luggage: For extra camera equipment or overweight luggage, an additional seat can be purchased prior to departure, allowing for an extra 30 kg (66 lbs) of luggage.
Incorrect Luggage: If passengers arrive with incorrect luggage, they will be offered a soft bag (provided at cost by the service provider), and their other suitcase may be left behind or transported to the end location at the passenger's expense.
Child Policy: Children are mostly classified as ages 2–11 and are required to occupy their own seat and use a seat belt. Infants under 24 months must travel on the lap of a parent or guardian and are not allocated their own seat.

*We usually offer additional luggage allowances on our photo safaris depending on the specific charter service used. These will be detailed on the individual safari itinerary page, including how much extra weight each guest is permitted. Availability and limits may vary based on aircraft type, route, and group size.

Private Charter Flights

Private charters offer greater flexibility when it comes to luggage, but we still recommend adhering to best practices for comfort, safety, and logistics.

Luggage Flexibility: Space is typically not an issue on private charter flights, especially when the aircraft is booked exclusively for your group. This allows for more generous weight and size allowances than on scheduled light aircraft services.
Recommended Bag Type: Soft-sided bags are still strongly preferred. Even though there is more space on private aircraft, soft bags are easier to stow and manage, particularly in smaller bush strips and remote airstrips.
Oversized Equipment: If you're traveling with large camera gear, hard cases, or other specialty items, please advise us in advance. We can arrange the appropriate aircraft type to accommodate your equipment safely.
Passenger Comfort: To ensure the most comfortable and efficient use of space onboard, we still recommend limiting total luggage (including camera gear and hand luggage) to no more than 20–25 kg (44–55 lbs) per person, unless otherwise discussed.

If you have specific needs or larger equipment requirements, please contact us ahead of your departure so we can tailor the aircraft and storage arrangements accordingly.

We and our partners reserve the right to refuse boarding to guests not adhering to these luggage guidelines.

Partner Carrier Policies

All guests are required to adhere to the specific luggage and safety policies of our charter flight partners. These providers operate under their own terms and conditions, which may affect baggage limits, seating requirements, and other logistical details. We will share these policies with you in advance whenever applicable.

12. Safari Inclusions & Exclusions

Inclusions vary depending on the specific safari itinerary and will be clearly outlined on each individual safari page. Likewise, exclusions may differ slightly by destination or package.

The exclusions listed below are standard across most of our safaris, but please refer to your specific itinerary for the most accurate details. If you’re unsure about what’s included, feel free to contact us for clarification.

Not Included (Unless Specified in Your Safari Itinerary)

Tourist visas
Travel insurance (comprehensive cover including evacuation is mandatory)
Camera gear insurance
Personal expenses (e.g., souvenirs, snacks, satellite phone calls, laundry, internet)
Gratuities for guides, drivers, and lodge staff
Optional activities not listed in your confirmed itinerary
Pre- and post-safari tours or accommodations
International flights
Health screening or testing requirements (including COVID-19)
Any items or services not explicitly listed as included in your safari itinerary

13. Force Majeure

In the event of extraordinary circumstances beyond our control, including but not limited to natural disasters, extreme weather, pandemics, epidemics, war, government travel restrictions, civil unrest, strikes, or technical transport failures, Photo Safari Company shall not be liable for any delays, alterations, or cancellations.

We will make every effort to assist in alternative arrangements, but any costs incurred as a result will be the guest’s responsibility. Travel insurance is essential to protect against such risks.

14. Third-Party Service Providers

We work closely with highly reputable camps, lodges, airlines, and activity partners across Africa. However, Photo Safari Company acts as an agent for these services, and as such, we cannot be held liable for the actions, errors, or service disruptions caused by third-party providers.

15. Prompt Assistance

If you experience difficulty while travelling due to circumstances beyond our control (e.g., weather, political unrest, airline issues), we will provide reasonable assistance such as helping to locate alternative accommodation or transport. However, we are not responsible for covering any resulting expenses unless prior authorisation has been given.

Guests are advised to contact us promptly so we can assist to the best of our ability within the limits of our responsibility.

16. Excursions Booked During Travel

Any excursions, activities, or tours you choose to book independently while on safari, whether through your lodge or other third-party providers, are not part of your contract with Photo Safari Company.

We hold no responsibility or liability for the performance, safety, or conduct of any third-party operators not arranged through us.

17. Passport, Visa & Health Requirements

It is the responsibility of each guest to ensure they meet all entry requirements for the countries included in their safari itinerary. This includes, but is not limited to:

Possession of a valid passport (minimum six months validity beyond return date)
Obtaining required tourist visas
Fulfilling vaccination or health screening requirements (e.g., Yellow Fever, COVID-19)

Failure to comply with these requirements may result in denial of entry, delays, or cancellations, for which Photo Safari Company accepts no liability. Guests agree to reimburse the company for any costs incurred due to non-compliance.

18. Special Requests

Any special requests (e.g., dietary needs, room preferences, or mobility considerations) must be made in writing at the time of booking. While we will do our utmost to accommodate reasonable requests, we cannot guarantee they will be fulfilled. Special requests do not form part of the contractual agreement and failure to meet them will not constitute a breach of contract.

19. Guest Behaviour Policy

All guests are expected to behave respectfully and responsibly throughout their safari. Disruptive, dangerous, or inappropriate behaviour, towards other guests, staff, or wildlife, may result in immediate removal from the safari or accommodation without refund.

Guests are liable for any damages caused by their actions and agree to settle such costs directly with the affected party or through Photo Safari Company.

20. Complaints & Claims Procedure

We encourage guests to raise any concerns or complaints with our team or lodge staff as soon as possible so we can resolve the issue promptly.

If the matter is not resolved during your trip, formal complaints must be submitted in writing within 28 days of the completion of your safari.

Please include your booking reference and full details. Complaints received after this period may not be considered.

21. Medical Conditions & Fitness to Travel

Guests must inform Photo Safari Company of any medical conditions, disabilities, or special requirements that may affect their participation in the safari experience. This includes, but is not limited to, the ability to safely enter and exit safari vehicles, walk unassisted over uneven terrain, and travel in remote areas where immediate medical care may not be available.

If you are unsure whether your condition may impact your safari, please contact us prior to booking.

We are not a specialist disabled travel provider, but we will do our utmost to accommodate reasonable needs. However, if we determine that appropriate arrangements cannot be made, we reserve the right to decline the booking.

If medical or physical limitations are not disclosed at the time of booking and are later identified, we reserve the right to cancel the reservation, and standard cancellation terms will apply.

Guests may be required to submit a doctor’s certificate certifying that they are fit to travel and to participate in safari activities. If you are unable to meet the physical demands of the itinerary, we strongly recommend against booking this type of trip.

We will provide guidance to help assess suitability, but the final responsibility to ensure fitness to travel lies with the guest.

22. Conditions of Carriage

Guests agree that air and ground transport providers used during the safari operate under their own conditions of carriage, which form part of your contract with Photo Safari Company by reference. These conditions may limit liability in accordance with international conventions and local law.

We are not liable for delays, cancellations, or loss related to transportation services not directly operated by us.

Any claims must be made directly with the service provider unless otherwise agreed.

23. If We Change or Cancel

While we make every effort to operate all safaris as planned, occasionally we may need to modify or cancel an itinerary due to operational requirements, safety concerns, weather conditions, or other circumstances beyond our control.

Minor Changes

Examples of minor changes include adjustments to departure or arrival times (under 12 hours), lodge substitutions of similar standard, or rearranged activity schedules. We will notify you as soon as reasonably possible, and these changes do not entitle you to compensation.

Major Changes

Major changes include:

Significant itinerary alterations (e.g. removing a key destination)
Downgrades in accommodation standard for a substantial portion of the trip
Changes to departure dates or times by 12+ hours

If a major change is required, or if we must cancel the safari prior to departure, we will offer you the choice of:
a. Accepting the revised itinerary
b. Selecting an alternative safari of comparable value (if available)
c. Receiving a refund of all monies paid, minus any irrecoverable third-party costs

In the event that minimum participation numbers are not met for a group departure, we reserve the right to cancel the trip with reasonable notice. A full refund or credit will be provided.

Photo Safari Company is not liable for incidental expenses incurred by guests as a result of changes or cancellations, such as international flights, visa costs, vaccinations, or travel insurance premiums.

We strongly recommend purchasing flexible travel arrangements and insurance that includes trip cancellation coverage.

24. If We Change or Cancel

Where reasonable, we will accept responsibility for the arrangements we agree to provide or arrange for you, subject to these Terms and Conditions. If we negligently perform the services which we are obliged to provide under our contract with you (as set out in your confirmation invoice), we may offer a partial or full refund of the amount paid, depending on the circumstances.

Any compensation or refund amount will take into account relevant factors including, but not limited to, whether you followed the complaints procedure outlined in these terms and the extent to which our negligence affected your overall experience.

Please note: it is your responsibility to demonstrate that we have been negligent if you wish to pursue a claim.

We will not be held responsible for any injury, illness, death, loss, damage, expense, cost, or claim of any kind that results from:

a. The actions or omissions of the person(s) affected
b. The actions or omissions of a third party unconnected with the contracted services and which were unforeseeable or unavoidable
c. Unusual or unforeseeable circumstances beyond our control or that of our suppliers, the consequences of which could not have been avoided even with all due care
d. An event which neither we nor our suppliers could, even with all due care, have foreseen or prevented

In any event, the full amount will only be refundable where everything has gone wrong and you or your party has not received any benefit at all from your booking.

In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company, and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.

When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question.

It is a condition of our acceptance of liability under this clause that you notify any claim to us and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.

Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.

Please note: We cannot accept any liability for any damage, loss or expense or other sum(s) of any description which, on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen that you would suffer or incur if we breached our contract with you.

We strongly recommend that guests have comprehensive travel insurance that includes personal liability, cancellation cover, and emergency medical treatment.

25. Flight Delays & Missed Connections

Photo Safari Company does not arrange or include international flights as part of your safari package. Therefore, we are not liable for any costs, delays, cancellations, or missed connections related to your international travel.

If your flight or any independently arranged transport is delayed by more than three hours, cancelled, or missed for any reason, you must contact the airline or transport provider directly for assistance. In many cases, they may offer meals, accommodation, or compensation, and any claim should be made directly to them.

We strongly recommend booking flexible fares and allowing sufficient buffer time between international arrivals and the start of your safari.

Safari Booking Terms & Conditions