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Terms and Conditions

The following booking conditions and other details within this website form the basis of your contract with us. They map out our obligations to you, your obligations to us and both of our respective rights.

For clarity ‘You’ means all parties included within a booking. ‘We /Us’ refers to the Big 5 Safari Company

( a trading division of Weekend a la Carte Ltd ).

1. MAKING A BOOKING AND PAYMENT

  1. The holidays advertised in this web site and any accompanying literature are offered subject to availability at time of booking.
  2. Once you complete and send us an online booking form and we have taken your deposit you have accepted our offer and a contract exists between both parties. You are authorising us to book the relevant services related to your holiday and any changes or cancellation after this will incur additional costs. This contract is subject to English Law and we both agree that any dispute or claim which arises in connection with this contract will be dealt with by the Courts of England and Wales.
  3. The party leader is responsible for all payments to us but we would recommend that all travelling party members check the details of the correspondence between you and us and contact us immediately if there is any variation as it may not be possible to change things at a later date.
  4. Our terms of travel are that we take the flight costs and a 30% deposit at time of booking and the balance 8 weeks before travel.
  5. If your final payment is received less than 8 weeks prior to departure we reserve the right to charge to cancel your booking, at which point you will lose your deposits and be liable to any outstanding amounts we have committed to on your behalf.
  6. We accept debit cards and credit card payment, and bank transfers. However due to the fees levied on us by the card companies a 1.75% charge will be levied on credit cards and 2.5% charge will be levied on Amex card payments.

 

2. PASSPORTS, VISAS, INNOCULATIONS

a)     You must ensure that all members of your party have a valid acceptable passport and all visas and all inoculations and health certificates for all countries to be visited.

b)     Passengers must hold a passport which is valid for at least six months following the return date of your holiday.

c)     We will advise  where necessary in obtaining visas for those destinations where this is required but we are not responsible for any application declined by the issuing authority.

d)     For foreign office advice on any destination please call the information line on 0845 850 2829 or visit www.fco.gov.uk/travel

 

3. THE COST OF YOUR HOLIDAY

  1. The prices quoted in our web site are our nearest estimates, applicable at the time, for the safari advertised. Due to the tailor made nature of our service the final cost will not be advised until we have worked with you to create the exact holiday you require. All prices are quoted in Sterling and apply where at least two passengers are travelling.
  2. All advertised prices or prices quoted by our staff before booking confirmation are for guidance only and may be subject to change prior to the booking being confirmed.  We reserve the right to increase (surcharge) the price of your experience after your booking has been made.  Such price increases will be limited to those resulting from increases in transportation costs (including fuel and airfares), dues, taxes (including VAT), fees chargeable for services (including landing taxes and embarkation and disembarkation and security fees at airports), Government action or exchange rate variation. As we have a diverse range of products purchased at different times, we will inform you of the purchasing exchange rate if any surcharge is due to adverse currency fluctuation.

4. CHANGES TO YOUR HOLIDAY

Changes by us:

  1. We promise to ensure that that the holiday arrangements you entrust with us both match your expectation and your contractual rights. However from time to time situations may arise which require us to make changes to your holiday booking. In the very unlikely event that we need to make a MAJOR change or indeed cancel your holiday we will offer you the following options:

i. Accepting the changed arrangements or

ii. Purchasing an alternative holiday from us, of a similar value to that originally booked if available (If less expensive we will refund the difference and if more expensive we would ask you to pay the difference) or

iii. Cancelling in which case you will receive a full refund of all monies you have paid to us (except flight costs) within 7 days.

  1. If during your holiday an activity is cancelled or changed due to unforeseen circumstances resulting in you not being able to undertake the activity then we will offer you an alternative programme of similar value. If you accept this then we will not be in a position to make a refund. If you choose instead to have a refund upon your return then the cost of the activity, less any administration charges, will be repaid within 7 days of your return to the United Kingdom.
  2. To avoid unnecessary risk to our customers, our colleagues providing the services on your holiday, reserve the right to modify the holiday of any participant who they believe could pose a threat to either themselves or to others if allowed to undertake the activity in question.

Changes by you:

Should you wish to make a change to your booking we should be notified in writing as soon as possible by the party leader. While we can offer no guarantees of being able to make any changes we will endeavour to assist. Where we can an amendment fee of £50 per person will be applied in addition to any cost changes brought about by the change to your booking.

5. CANCELLATION

If you need to cancel your booking then there is the charging structure:

  1. 30% cancellation is applicable on confirmation until 59 days prior to departure
  2. 100% cancellation is applicable 60-0 days prior to departure
  3. We recommend taking out travel insurance at the time of booking to cover any cancellation costs due to health reasons.
  4. Flight purchased at time of booking are not refundable.

6. EVENT CANCELLATION
a. Cancellation or curtailment of a major event or sporting fixture is an unusual occurrence and we accept no responsibility to refund or compensate where changes to an event are made for reasons beyond our control. Every effort will be made to offer alternative arrangements and in the unlikely event of cancellation any refund obtained will be passed on to you.

7. OUR RESPONSIBILITY TO YOU
a. We take care to ensure that we use all reasonable skill and care in our selection of the parties involved in the preparation and supply of your experience. Please remember that the appropriate standards will be those prevalent in your experience destination
b. We accept responsibility for ensuring all parts of the inclusive holiday you have booked with us are supplied to you as described and performed with reasonable skill and care. This means that subject to these booking conditions we will accept responsibility if your contracted holiday arrangements are not provided as promised as a result of failure by our employees, agents or suppliers. Please note that it is your responsibility to show that insufficient skill or care has been has been made by us. We are not able to accept responsibility for non contracted 3rd Parties and force majeure as described below.
c. Where excursions and/or activities are booked and paid for in advance, and detailed on our confirmation invoice, these will form part of the experience package. We undertake to use all reasonable skill and care in our selection of excursion and activity suppliers. Any excursions and/or activities purchased in the experience destination will not form part of the experience package and your contract for such excursions/activities will be made with the relevant supplier, even where the excursion/activity is booked via, and/or payment is made to, our representatives or local agency staff.
d. If any part of your holiday is not provided as advertised we will pay you appropriate compensation as long as you have taken reasonable steps to inform us or the supplier locally and given us/ them the opportunity to mitigate your loss. This clause is subject to force majeure
e. Our liability for any claim (excluding personal injury, illness or death) will be limited to twice the cost of your holiday.
f. The promises we make to you about the services we have agreed to provide or as part of our contract, and the laws and regulations of the country in which your complaint occurred, will be the basis for deciding whether the service in question had been properly provided.
g. Where we are found liable for loss and damage to property the maximum we will pay is £1000 per person as you are assumed to have taken adequate insurance cover at the time of booking.
h. In all cases, and where appropriate, our liability to you and your party is limited in accordance with, and as if we were a hotel, airline or other transportation provider governed by various international conventions. This limitation of liability applies to claims for, but not limited to, death, injury, illness, and loss, damage, delay in the transportation of luggage and personal belongings. Copies of applicable conventions will be provided upon request. Some of thosethat apply are:
The 1929 Warsaw Convention (as amended by the 1955 Hague Protocol and 1975 Montreal Protocol of 1975),
The 1999 Montreal Convention,
The 1961 Berne Convention,
The 1973 Geneva Convention,
The 1974 Athens Convention,
The 1962 Paris Convention.
In all cases our liability will be limited also in accordance with the relevant supplier’s conditions of carriage, copies of which will be provided upon request.

8. FLIGHTS AND DELAYS

a)     The choice of airlines and destinations has eased the cost and increased the convenience for travellers. We offer all our customers the opportunity to buy their own flight tickets to accompany any combination of ground arrangements made through us.

b)     If we book the flights for you then please be aware that timings are for general guidance only. The actual flight times will be those printed on your tickets. It is possible that flight times could be changed after a ticket is issued, in which case we will advise you as soon as possible.

c) Flight schedule times are subject to change by the airline which we have no control over.  Should they advise us of any changes to their schedule time beforehand, we will let you know.  Any flight delays on the day will be advised at the airport by the airline.  When you check in online, please can you cross check the flight times are as per the e-ticket and Travel Plan we will have sent you.  Sometimes airlines change flight schedules without notifying us and it is a good last minute check to ensure your holiday goes smoothly.  Please note it is your responsibility to check flight times at on-line check-in as we are not held liable for flight changes.

d)     If you book your own flights then you assume liability to ensure that you are able to reach the destination of your holiday booked through us. Unfortunately we will not be able to offer a refund for ground arrangements made with us and not used due to you forgetting or making an error in your flight booking.

e)     Our recommended insurance policy provides some cover in the event of delays in any of your flights.

f)      Air transportation will be economy class unless otherwise stated. The airfare and airport tax, which are quoted, are current and are subject to change without prior warning should the airline impose an increase in rates for any reason. Should the fare quoted not be available at the time of booking the next applicable fare will be booked and amended costs advised accordingly. Please note that fares may increase between time of booking, time of payment and the ticket being issued. Any increase in air fares shall be payable To Big 5 Safari Company by the client.

g)      We cannot be held responsible should airlines discontinue flights on certain routings or change scheduled timetables resulting in missed connections. Should an amendment in routing or itinerary be necessary, any additional costs incurred will be borne by the client and shall be payable to the Big 5 Safari Company.

h)      Due to recent international events, many airlines / airports have extended the check in times of both domestic and international flights. We cannot be held responsible for any delays or circumstances that may result in a client missing their flight or subsequent transfers. Throughout the entire booking process, it is the responsibility of the client to ensure that enough time has been calculated in order not to miss connecting flights and transfers.

i)     Where a flight is changed, delayed or cancelled or you are denied boarding of an aircraft for any other reason which would provide entitlement to compensation under Regulation (EC) 261/2004, you are obliged to claim compensation from the relevant carrier.  We are not an air carrier and will have no liability to you in relation to the above Regulation.

9. YOUR RESPONSIBILITY TO US

  1.  Whilst on holiday you will inform us immediately by calling our main line 01722 445925 during office hours or 07766 772059 outside of office hours if:

i. A tour or service is not delivered or does not meet with your expectation. This will allow us to rectify matters that we will not be in a position to do upon your return.

ii. If, whilst on your holiday, you have any accident requiring medical attention, whether the accident was your fault or not. This will allow us to advise you as to the best course of action. We reserve the right to advise you to return home or seek medical assistance locally.

2. It is essential that you do this to enable us to put matters right immediately, where possible. Failure to do this may mean that any claim for compensation will be affected.

10. HEALTH, AGE, FITNESS AND MEDICAL REQUIREMENTS

  • It is the traveller’s responsibility to ensure that all precautions are taken and medical advice has been sought prior to departure. Malaria, yellow fever and other potential diseases are prevalent when travelling to Africa. You must take all necessary vaccinations and precautions, as are required in the prevention of these diseases. The Big 5 Safari Company does not accept any responsibility whatsoever for any client being refused entry to any country due to incorrect or incomplete health documentation or vaccinations. For up to date medical advice you may wish to use the Medical Advisory Service for Travellers Abroad (MASTA). MASTA Traveller’s Health Brief Before travelling abroad, you can visit www.masta-travel-health.com to obtain a ‘Health Brief’ specifically tailored to your journey. Your brief will give information about immunisation and malaria as well as any Foreign Office advice and the latest health news. Other health information services are available, including www.nathnac.org and www.fitfortravel.nhs.uk
  • If you or any of your party has any medical conditions or disability which may affect your holiday  or has any special requirements as a result of any medical condition or disability, please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements.
  • You must also promptly advise us if any medical condition or disability which may affect your holiday develops after your booking has been confirmed
  • It is the traveller’s responsibility to ensure that all precautions are taken and medical advice has been sought prior to departure. Malaria is a fact of life in certain parts of Africa. It is essential that in discussions with your medical practitioners that you mention where you will be travelling to. Some countries also require a certificate of vaccination against certain diseases. More information can be obtained from embassies and advisors of infectious diseases.
  • Travellers undertake that they have  made themselves aware of and accept the potential hazards related to travel, including injury, disease, loss or damage to property, inconvenience and discomfort; and satisfied themselves prior to booking that they are fit and able to complete the itinerary of their chosen tour.

11. CHILD TRAVELLER POLICY

We will accommodate wherever possible the requests for clients wishing to travel with children. However please note:

a)     A child of 12 years and older will automatically be regarded as an adult and charged the full adult rate for all services provided.

b)     Certain suppliers offer a discounted rate to children under 12 years old, however rates will be advised according to the itinerary requested at the time of booking.

c)     Certain accommodation establishments refuse permission to children under the age of 12 years, such as certain private game lodges. Acceptance of children is therefore subject to the availability of family units and specific conditions implemented by the supplier.

d)     Suppliers, which allow children under 12, may have restrictions regarding activities, in which children may partake. This is at the discretion of the supplier and needs to be confirmed with Big 5 Safari Company at the time of booking. We cannot be held liable for any changes to the suppliers’ child policy.

12. TRAVEL INSURANCE

  1. All travellers with Weekend a la Carte Ltd are required to have adequate travel insurance. Due to the nature of many of our holidays you will need to check any existing policies to make sure you are covered. If you are already covered or wish to make other arrangements then you need to provide us the details of your alternative policies.
  2. We will send you details of our carefully selected travel partner, TAG connect at the time of booking

13.  FORCE MAJEURE

  1. Very rarely we may be forced to change or terminate your holiday before or during your holiday. We regret that we cannot accept liability or pay any compensation where the performance of our contractual obligations is prevented or affected by Force Majeure. Force Majeure means any event which we or the supplier of the services in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity, industrial dispute, natural disaster, adverse weather conditions, fire and all similar events outside our control.

14. COMPLAINTS

  1. If you have any complaint or problem whilst away, you must inform us, our representatives or the relevant supplier as soon as possible to give us the maximum opportunity to rectify it.  Any unresolved complaints must be notified to us in writing within 30 days of your return.  If you do not notify your complaint at the earliest opportunity and/or formalise your complaint in writing within 30 days of your return, our ability to investigate your complaint will be affected and your right to compensation may be reduced or lost.
  2. If a complaint cannot be amicably settled, it may be referred to the arbitration scheme devised for the travel industry by the Chartered Institute of Arbitrators

15. FINANCIAL SECURITY

Air holiday packages shown are ATOL protected by the Civil Aviation authority. Our ATOL number is 6578. When you buy an ATOL protected air holiday package from The Big 5 Safari Company you will receive a confirmation invoice and an ATOL certificate confirming your arrangements and your protection under our Air Travel organisers License 6578. Please check to ensure that everything you booked is listed on it.

 

In the unlikely event of our insolvency the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking. For further information please visit the ATOL website at www.atol.org.uk

 

16. WEBSITE

Whilst we make every effort to ensure that the information on our website is accurate and not misleading, it is published many months before your experience takes place and may be subject to change. We reserve the right to make changes to the website and any information it contains at any time.  Where material changes are made to website content after your experience has been booked, every effort will be made to inform of such changes prior to travel.

17. DATA  PROTECTION

We will store and use the personal data supplied by you as part of your booking form for the purposes of fulfilling the contract between us. We will never pass on your information to third parties other than to fulfill the contract between us. We will use the information provided to keep you informed of services and special offers that we feel might be of interest to you. Please inform us at the time of booking if you do not wish us to use your information in such ways.

18. JURISDICTION

This contract is governed by English Law and is subject to the exclusive jurisdiction of the courts of England and Wales.

19. REGISTERED OFFICE

Weekend à Carte Ltd –  Registered in the United Kingdom

Company Registration No. 4976338

Registered Office: 19 Kingsbury Square Wilton Wiltshire SP2 0BA

Trading Office: 4 North Street Wilton Wiltshire SP2 0HE

VAT Reg. No. 861 8725 95

Dated: February 2013