Contract & Acceptance. By booking a safari with Onaluru Safari and Tours (“the Company”), you (“the Client”) agree to these Terms & Conditions. A binding contract forms once the Company issues written confirmation and receives the required deposit. The person making the booking warrants authority to accept these terms on behalf of all travelers and is responsible for all payments due. This agreement is governed by the laws of the Republic of Namibia.
1) Booking & Payment
Deposit (50%). A non-refundable 50% deposit of the total tour price is required to confirm any booking. Paying the deposit signifies acceptance of these Terms.
Balance (60 days prior). The remaining 50% is due no later than 60 days before the tour start date. Bookings made within 60 days of departure require 100% payment upon booking. If any payment is late, the Company may cancel the booking and retain amounts paid according to the Cancellation Policy.
Currencies & methods. Payments are accepted in USD, EUR, NAD, ZAR (NAD and ZAR at par). The invoice states the currency of account; all bank, card, and conversion fees are the payer’s responsibility. Details for bank transfers and card payments will appear on your invoice. The Company will not request payment to an account outside Namibia. Card payments may attract a small processing surcharge.
Booking confirmation. A booking is confirmed only after funds clear and a confirmation invoice is issued. The Client must check all details (traveler names, dates, itinerary, rooming) and notify the Company promptly of any discrepancies.
2) Cancellation & Refunds
How to cancel. Cancellations must be made in writing and are effective when acknowledged in writing by the Company. No-shows or trip abandonment are treated as cancellation on the day of departure.
Client cancellation fees (per booking):
61+ days before start: 50% of total tour price (i.e., deposit forfeited).
60–45 days: 50% of total tour price.
44–31 days: 75% of total tour price.
30 days or less (incl. no-show): 100% of total tour price.
If amounts already paid are less than the applicable fee, the balance becomes immediately due. If more, any refund due will be paid less bank/processing charges and any unrecoverable third-party costs.
Unused services. No refunds for any unused portion after a tour has commenced (e.g., missed activities, early departure).
Supplier terms. Some suppliers (airlines, lodges, permits) have stricter or different rules. Any supplier-imposed non-refundable amounts or cancellation penalties are payable by the Client in addition to the above.
Refund timing. Where a refund is due, the Company will process it as swiftly as practicable, generally to the original payer in the original payment currency, net of charges.
3) Changes & Amendments
Client-initiated changes. Submit requests in writing as early as possible. Minor amendments are subject to availability and supplier consent. Significant changes (e.g., date shifts close to departure, substantial itinerary revisions, reductions in nights or travelers) may be treated as cancellation and rebooking.
Amendment fees. Approved changes may incur an admin fee. Significant alterations may attract an amendment fee up to 20% of the booking value, plus any supplier charges and cost differences. For substitutions of travelers, all reissue/name-change costs apply; the original Client remains jointly liable for balances and fees.
Company-initiated changes. The Company may make minor changes (e.g., equivalent lodge substitution). For major changes, the Client may accept the change or cancel the affected portion for a refund of recoverable costs. If the change arises from force majeure or events beyond control, the Force Majeure clause applies.
4) Prices, Surcharges & Exchange
Price basis. Quoted prices are based on prevailing supplier tariffs, taxes, park fees, fuel, and exchange rates at the time of quoting.
Surcharges. The Company may increase prices before departure for material changes outside its control (e.g., tax/park-fee increases, fuel surcharges, currency shifts, airline/lodge price rises, or regulatory changes). Any increase will be notified in writing and becomes payable before travel. If an increase is substantial and no acceptable alternative exists, the Client may cancel under the Cancellation Policy.
Currency choice. The invoice currency governs your obligation. If you opt to pay in a different currency, the Company will advise the applicable exchange and any conversion fees at time of payment.
5) Inclusions & Exclusions
Your invoice/itinerary governs. Specific inclusions and exclusions are set out in your quote. Unless specifically listed as included, an item is excluded.
Typical inclusions by tour type:
Guided safaris (private or group):
Professional guide/driver and safari vehicle; fuel and vehicle costs included.
Lodging as specified; meals per itinerary.
Park/conservancy entry fees and listed guided activities.
Drinking water in vehicle during drives.
Self-drive safaris:
Rental vehicle (insurance per rental contract) and pre-booked accommodations (often B&B).
Arrival briefing; maps/route notes or GPS; 24/7 local support.
Pre-booked activities only where stated.
Fly-in safaris:
Light-aircraft transfers per itinerary; meet-and-greet and lodge transfers.
Premium lodges/camps on full board (often with house beverages).
Daily guided activities provided by the lodge.
Relevant park/conservancy fees for included services.
Common exclusions (all types unless stated otherwise):
International flights; visas; travel insurance; vaccinations; health tests.
Meals and drinks not stated; premium/imported beverages; minibar.
Personal expenses: laundry, calls, tips, shopping.
Optional/extra activities not listed in the itinerary.
Self-drive: fuel, tolls, security deposits, damage excesses, traffic fines.
6) Force Majeure (Unavoidable Events)
Neither party is liable for failure or delay due to circumstances beyond reasonable control, including acts of God, natural disasters, epidemics/pandemics and related restrictions, war, civil unrest, terrorism, strikes, industrial action, government orders, border closures, material supplier failure, or major utility/transport disruption.
If force majeure prevents operation as planned, the Company may modify, postpone, reroute, or cancel all or part of the tour. The Company will seek reasonable alternatives or date changes. Refunds/credits are limited to recoverable fundsfrom suppliers; non-recoverable costs are not refundable. Extra costs arising during disruption (e.g., additional nights, meals, private transfers) are for the Client’s account. Travel insurance is strongly recommended to cover such events.
7) Liability, Risk & Indemnity
Inherent risk. Safari travel involves inherent risks (remote locations, wildlife encounters, uneven terrain, variable standards, light aircraft, weather). Participation is voluntary and at the Client’s own risk. A separate indemnity/waiver may be required.
Limitation of liability. The Company, its owners, employees, and agents are not liable for any loss, damage, injury, illness, death, delay, inconvenience, or expense to person or property, from any cause, including acts/omissions of third-party suppliers, wildlife incidents, weather, or force majeure, to the maximum extent permitted by law. No warranty is made regarding fitness/safety of any service, transport, accommodation, or activity.
Third-party suppliers. The Company arranges services provided by independent suppliers (airlines, lodges, rental car companies, activity operators). The Company does not control their operations and is not liable for their acts/omissions. Claims, if any, must be pursued against the relevant provider under its terms. The Company will reasonably assist communications.
Client indemnity. The Client agrees to indemnify and hold harmless the Company from claims, damages, losses, and expenses (including legal fees) arising from the Client’s own acts/omissions, breach of these terms, or participation in activities.
Consequential loss. The Company is not liable for indirect/consequential damages (loss of enjoyment, profits, etc.). If liability is established notwithstanding the above, it is limited to the amount paid by the Client to the Company for the tour (excluding insurance premiums and international airfares), except where such limitation is prohibited by law.
Optional/high-risk activities. Activities such as ballooning, quad biking, skydiving, walking safaris, scuba, or similar carry additional risk and may require separate waivers. Participation is at the Client’s risk and with the provider’s terms.
8) Travel Insurance (Mandatory)
Comprehensive travel insurance is mandatory for all travelers and must cover at least:
Trip cancellation/interruption/postponement.
Medical expenses (including COVID-19 if required).
Emergency evacuation and repatriation (suitable limits for remote areas).
Accidental death & disability.
Baggage loss/damage/theft.
Travel delay/missed connections.
Purchase as soon as you book. The Company may request proof of cover (insurer, policy number, emergency contact). The Company is not responsible for any loss that would have been covered by adequate insurance.
9) Health & Safety
Fitness to travel. By booking, you confirm you are reasonably fit for the itinerary and have disclosed any material medical conditions or mobility limitations. The Company may require a doctor’s note for certain conditions or ages. Non-disclosure that creates safety/operational issues may result in termination without refund.
Medical advice. Consult a travel clinic regarding vaccinations and malaria prophylaxis where applicable. Carry personal medications and a basic kit. The Company does not provide medical care; emergency arrangements will be made where possible, but all costs are the Client’s responsibility.
Compliance. Follow all safety instructions of guides and suppliers, especially around wildlife and in vehicles/aircraft. The Company is not liable for incidents arising from failure to follow instructions.
10) Passports, Visas & Entry Requirements
Clients are solely responsible for possessing a valid passport (typically 6 months’ validity post-travel, with sufficient blank pages), visas, health/vaccination proofs, minor-travel documents, and any other entry/transit requirements. Denial of boarding/entry due to documentation issues is treated as Client cancellation. The Company can provide general guidance but requirements can change; verify with relevant authorities.
11) Guest Conduct, Children & Special Needs
Children & age restrictions. Minors (under 18) must travel with a parent or responsible adult guardian who assumes full responsibility. Certain lodges/activities impose minimum ages (e.g., game drives, walking safaris). The Company will advise known restrictions; compliance remains the guardian’s responsibility.
Special needs. Please disclose any disability or special requirement before booking. We will advise suitability and feasible accommodations. Remote settings may limit accessibility. Where continuous personal assistance is required, an accompanying assistant is mandatory.
Behavior. Illegal, dangerous, disruptive, or offensive conduct is grounds for removal without refund. Clients must respect local laws, communities, wildlife, and fellow travelers; follow guide instructions.
Damage. Clients are liable for damage they cause to property (vehicles, rooms, equipment) and must settle repair/replacement costs.
12) Luggage & Baggage
Guided/overland: Generally 1 soft bag up to 20 kg (44 lbs) per person plus a small daypack.
Fly-in: Strictly soft bags 10–15 kg (22–33 lbs) total per person for light aircraft. Excess may require storage or purchase of an extra seat at Client cost.
Excess & storage. The Company can assist with storage at start/end points subject to availability; storage is at owner’s risk.
Loss/damage. The Company is not responsible for baggage loss/damage/theft. Use robust soft luggage; protect delicate equipment against dust and vibration. Insure valuables.
13) Air Travel & Transport
International flights. Usually excluded. Book flexible fares or ensure insurance coverage. The Company is not liable for airline delays/cancellations/misconnections; extra costs to rejoin a tour are for the Client’s account.
Charters/light aircraft. Pilot safety decisions are final. Weather/operational changes may require rerouting or ground transfers without refund of the flight portion if safety dictates.
Transfers & road transport. Delays can occur due to traffic/conditions; reasonable efforts will be made to assist. The Company is not liable for minor delays.
Self-drive rentals. The rental contract is between the Client and the rental company; comply with its terms (license, insurance, accident reporting, off-road restrictions). Select maximum cover where available. Fines are the driver’s responsibility.
14) Photography & Marketing
The Company may capture photographs/video during tours for legitimate marketing. By participating, you grant permission to use your likeness without compensation in print and digital media. If you prefer not to be featured, inform us before or at tour start; we will make reasonable efforts to accommodate. Content you voluntarily share with the Company (photos, testimonials) may be used with credit where appropriate. We will avoid compromising imagery and respect privacy laws.
15) Flexible Booking
If a government travel ban, border closure, or similar uncontrollable event prevents travel, the Company may allow one free postponement to new dates (typically within 12–18 months). Rate differences for new seasons/years and any supplier rebooking fees may apply. If postponement is impracticable, a time-limited credit may be issued for recoverable funds. Cash refunds may be unavailable where suppliers hold non-refundable prepayments. Health-entry rules (e.g., vaccinations/tests) are the Client’s responsibility; failing to meet them is treated as Client cancellation.
16) Sustainable Tourism
Onaluru Safari and Tours strives to minimize environmental impact and support local communities and conservation. We encourage responsible travel behaviors (respect wildlife, reduce waste, follow park rules, seek permission for people photography). Some itineraries may include a small conservation/community levy; details appear on your quote.
17) Disputes, Governing Law & Entire Agreement
These Terms, together with your invoice/itinerary and any written variations signed by the Company, constitute the entire agreement. Any dispute arising out of or relating to these Terms or the tour is governed by Namibian law and subject to the exclusive jurisdiction of the Namibian courts. Before escalating, notify your guide/our office promptly of any issue so we can attempt an on-the-spot resolution. Formal complaints must be submitted in writing within 30 days of tour end.
Arbitration. If not resolved amicably, disputes may be referred to binding arbitration seated in Windhoek, conducted in English, under applicable Namibian arbitration rules. Each party bears its own legal costs unless otherwise awarded.
Severability. If any provision is invalid or unenforceable, the remainder remains in force.
Acceptance. By paying the deposit, signing a booking form, or digitally accepting these Terms, you confirm you have read, understood, and agree to be bound by them on behalf of all travelers on your booking.