Expert Travel Planners – Published programs/Itineraries
All our selected itineraries published or tailor made are based on different accommodation levels. The properties are well scrutinized in order to maintain quality and costs.

In order to serve our clients better, we highly recommend that you choose accommodation category according to the published standards on our website – budget, Standard, Deluxe and superior.

Any request for a Tour Package or a selected itinerary will be offered with full rates as per the listed standard based on the following terms and conditions

Air Transportation
Your travel agent will arrange international flights, and where requested, Expert Travel Planners will arrange for internal/domestic flights as part of safari package.

Luggage – on Internal Flights
Majority of domestic Airlines offer 15Kgs baggage allowance including hand luggage
Excess luggage will be carried at the stipulated rates as per each carrier/Airline

The tour program includes hotel taxes as imposed by city and state governments, entrance fees to National Parks and Game Reserves, and airport taxes for intra-country flights. International airport taxes are not included.

Quotations and Tour Arrangements
Quotations and Tour arrangement will be based on the requested period of travel, including all the prevailing Taxes, entrance fees to National Parks and Game Reserves, any airport taxes for domestic and regional flights.   Rates will include planning, handling and operational charges, based on the current/prevailing rate of exchange and tariff. In the event of any increase in foreign exchange or tariff rates, Flights or Government Levies, or other increases, etc, rates will be subject to revision up to the time of your final payment to Expert Travel Planners

Passports & Visas
Passports should reasonably have a validity of at least six months longer than your stay. Visas are required for Foreign Passport holders for Kenya, Tanzania, Uganda and Rwanda,. They can be purchased on arrival into each country. Visa fees are payable in US Dollars cash only.

Not Included in Quoted Tour Rates:
Cost of obtaining passports, visas, travel insurance, excess baggage charges, items of a personal nature such as drinks, laundry, communication (calls, faxes, emails, etc.), international airport departure tax, and any costs arising from deviations from the tour

Booking Registration
A non refundable deposit of 30% at the time of booking will be required upon confirmation. Some Tours do impose higher deposit guidelines.  Please check this policy at the time of booking. The balance or final payment of the Tour Package is due 90 days prior to departure. This policy will vary according to the suppliers terms and conditions which will be communicate to the clients

All cancellations must be received in writing and will take effect from the date received by Expert Travel Planners. The following guidelines on cancellation charges will apply to the confirmed tours.  Some suppliers do have different cancellation policies and Expert Travel Planners will be obliged to communicate the same to her esteem clients

35% if cancelled between 60 and 45days prior to arrival
50% if cancelled between 44 and 15 days prior to arrival.
100% if cancelled within 14 days or in the case of a ‘No Show’

We regret we can make no exception to the charges and strongly recommend that insurance is taken out to cover cancellation fees. These cancellation charges can vary subject to the trading terms of our contracted suppliers.

Changes on confirmed itineraries:

Every effort will be made to maintain the confirmed itinerary, however should the supplier/s change due to reasonable cause that may avoid any inconveniences, Expert Travel Planners may be obliged to sporadically change routes on safaris as dictated by changing conditions.

Such conditions may range to seasonal rainfall that may lead to impassable roads in the parks, clogged up Airstrips and overflow streams/Rivers in the National Parks cutting of the access to various Lodges and Camps, move of game from one area to another etc
Expert Travel Planners will communicate such changes in writing and cooperate with her clients to find a lasting solution devoid of any inconveniences

Guaranteed Departures

Expert Travel Planners guarantees departure of all categories will be operated with clients bookings from different regions. We will however ensure we meet all the clients’ requirements and comfort.  The programs will be based on a minimum number of clients per departure.

Vaccinations against Yellow Fever is compulsory in some countries in East Africa, specifically Tanzania & Uganda. It is also highly recommended that you take anti-malaria medication. Please consult your GP or Travel Doctor for up-to-date medical information on the countries you are visiting

Unused Services/Refunds
Expert Travel Planners will not guarantee the refund of un used services and will be guided by the terms and conditions as contracted by the suppliers.

 Force Majeure
 “Force Majeure” means, in relation to the Company, any circumstances beyond the reasonable control of the Company (including, but without limitation, war or threat of war, sabotage, civil disturbance, or requisition, acts of God, fire, accident, flood or explosion, sickness, quarantine, Government intervention, weather conditions or other unseemly occurrences).

If the Company is affected by Force Majeure it shall as soon as practicable notify you of the nature and extent thereof.

 The Company shall not be deemed to be in breach of these terms and conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance of any of its obligations hereunder to the extent that any such delay or non-performance is due to any Force Majeure.

 If the Company is affected by Force Majeure it shall be entitled to and may in its absolute and sole discretion, cancel or vary any arrangements or itinerary in relation to the safari. Payment of any refund by the Company as a result of the non-performance of any of the Company’s obligations hereunder shall remain in its sole and absolute discretion although the Company shall use its reasonable endeavors to reimburse you where possible. However, the Company shall be entitled to deduct from any refund recoverable the reasonable actual and potential costs to the Company of the Force Majeure.

 Regarding Civil unrest, once the Company has investigated the prevailing situation as it deems fit, it shall remain in the Company’s sole and absolute discretion whether to proceed with the safari. You may in such circumstances cancel the trip. However, if, after having made all reasonable and proper inquiries, the Company is of the opinion that the trip may proceed, no refund will be payable to you and the provisions under refunds will apply.

Although Expert Travel Planners have no plans to levy surcharges, it reserves the right to do so on the invoiced amount should this become necessary due to increases forced or arising from the suppliers as well as through exchange rate fluctuations, new government levies or taxes, changes in Park, Reserve, Conservation Area or Community fees. Expert Travel Planners  will endeavor to notify all clients  in writing as soon as it is aware of any likely surcharge. This surcharge will apply to all confirmed and invoiced safaris, regardless of whether payment has been received or not by Expert Travel Planners

Expert Travel Planners reserves the right to make use of any photography or film taken on the safari by our staff or client for general publicity purposes without payment or permission from the client

In the event of any dispute, controversy or claim (a “dispute”) as to the rights and obligations of the Parties or as to any other matter arising from or out of or that in any way is related to the trading terms, including any question as to its existence, validity or termination, the Parties shall attempt in good faith to resolve the dispute between themselves.

If the Parties are unable to resolve a dispute by mutual agreement within 15 (fifteen) days after the dispute is first communicated in writing by any Party to the others, then the dispute shall be submitted to and decided by arbitration in accordance with the rules of the Arbitration laws in the individual East African Country, by an arbitrator agreed upon between the Parties. Unless otherwise agreed by the Parties in writing the arbitration shall be held in the recommended venue as per individual East African State

The arbitrator shall be obliged to give in writing the reasons for any decision made by him/her in the course of the arbitration.

The terms and conditions of this Agreement shall be governed by, and shall be construed in accordance with the laws of the East African Countries of domicile of the relevant legal entity through which the booking of services are  made or facilitated.