Booking Terms & Conditions

Please take the time to read the booking conditions below before making your reservation

 

We strongly recommend that you also read the Information relating to your trip prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking.

 

Our contract

All bookings are made with Safar Salama Tours. By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.

 

Validity

Dates and itineraries are valid until 31 December 2019. Beyond 31 December 2019 dates and itineraries are indicative only.

 

Deposit requirement

Your guided vacation will be confirmed after receipt of a non-refundable, non-transferable deposit. We reserve the right to refuse a booking without giving any reason and shall in that event return any deposit received. If not received within 3 calendar days of booking, the reservation will automatically be canceled.

 

Acceptance of booking and final payments

If we accept your booking we will issue a confirmation invoice.  A contract will exist between us from the date we issue the confirmation invoice or if you book within 30 days of departure the contract will exist when we accept your payment.

 

Please refer to your booking confirmation invoice for details regarding final payments Frequently, payment of the balance of the trip price is due 90 days before the departure date. We reserve the right to cancel the reservation and impose cancellation charges if any payment is not received as detailed above.

 

Prices & surcharges

Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions and availability.

 

Booking amendments

If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 60 days prior to the proposed departure date.

A fee of 200 € per person per change will apply (in addition to any charges levied by hotels, ground operators, etc). If you notify us less than 60 days prior to the proposed departure date the refund policy applicable to cancellations will apply.

Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period.

Amendments to any other arrangements made in conjunction with your trip will incur a 130 € administration fee per booking per change. This fee is in addition to any charges levied by hotels, ground operators or airlines.  No amendments are permitted to your booking within 10 days of departure.

 

Inclusions in Guided Vacations

The land price of your trip includes:

  • All accommodation as listed in the program
  • All transport listed in the program
  • Sightseeing and meals specified
  • The services of a tour director or group leader

 

Travel Director

The transfers will be conducted by a local guide in French and German.

Accommodation

Prices are per person, based on two persons sharing with private bath or shower. Triple rooms may be available on selected vacations in limited numbers.

Triple rooms will often feature one rollaway bed, murphy bed or sleeper sofa plus one double bed. They are generally more suitable for two adults and one child.

Safar Salama Tours shall not be responsible or liable for any claims or issues arising out of the roommate pairing. Special room requests (adjacent, connecting or lower-floor rooms, as examples) must be made at the time of booking. Special room requests are not guaranteed and are based on availability at time of check-in.

Many hotels are 100% smoke-free, including all guest rooms, restaurants, lounges, meeting rooms and public spaces. Smoking in a non-smoking room may result in a fine.

 

Meals

Meals included are specified in the itineraries. Dietary food restrictions will be considered.

 

Sightseeing

Experiences, entrance fees and an English speaking Local Specialist (when required) are included as detailed in the itinerary pages.

 

Transportation

By air-conditioned quality motorcoaches, trains and ferries. Transfers between airports, hotels, railway stations and piers are included as indicated on each guided vacation itinerary. There will be no refund for missed or unused transfers.

 

Porterage

Baggage handling of one suitcase per person, at each guided vacation hotel and porter service at airports for intra-air inclusive guided vacations, is not included.

Due to limited motorcoach capacity, a single bag is allowed with dimensions not exceeding 30x 18 x 10 inches  (76x46x25cm) and weight not exceeding 50 lbs. (23kg).

 

Exclusions

The land price of your trip does not include:

  • International or internal flights
  • Excess baggage charges unless specified
  • Visa and passport fees
  • Travel insurance
  • Optional activities and all personal expenses

Age & Health requirements

Minimum Age: For the majority of our trips the minimum age is 15 at the time of travel.  All travelers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian.  The legal guardian or their designee will be responsible for the traveler under the age of 18’s day to daycare. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.

Please note we cannot guarantee triple or adjoining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis.

Variations:  A minimum age of 18 applies to many Overland adventures, while a lower minimum age applies to Family trips and Short Break Adventures. Please check with your consultant at the time of inquiry. All bookings for our Family trips must include a child under the age of 18.

Maximum Age: For the majority of our trips we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation.     We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.

 

Your details

In order for us to confirm your travel arrangements, you must provide all requested details with the balance of the trip price. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements.

 

Travel Documents

Provided full payment has been received travel documents will be sent in electronic format no later than 60 days prior to departure. You may opt to receive hard copy documents. A documents shipment fee of 20.00 € per address will be charged for each additional delivery address.

 

Passports, Visas and other Requirements

All guests including children must be in possession of a machine-readable passport valid for 6 months after their trip return date along with applicable visas. Due to government imposed security/ immigration measures, passport and emergency contact information is required for all guests prior to the release of travel documents. It is the guest’s sole responsibility to secure and/or pay for any and all visas, reciprocity fees, affidavits, immunizations, etc. that are required to be permitted entry into each destination.

You may be subject to entry (reciprocity) fees and/or departure taxes/ exit fees which will be collected at the airports upon entry/departure by local government authorities.

Please note that entry to any country may be refused even if the required information and travel documents are complete. For up-to-date detailed information on travel documents and visas, entry/exit taxes and further information on entry and exit requirements please check with your Travel Agent or local consular services. Obtaining and carrying these documents is your sole responsibility.

Safar Salama Tours bears no responsibility for such information and will not be responsible for obtaining required travel documentation for any guest, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation.

 

Booking Changes, Cancellations & Refunds

Booking changes

A fee of 30.00 €  or more per person -costs and charges may increase the closer to the departure date that changes are made-, per change and any further cost we incur, will be charged for any revision or alteration made to a reservation after the booking is confirmed with payment unless the change increases the price of the booking.

A change of guided vacation date or itinerary within 45 days of departure date will be treated as a cancellation. Name changes will be treated as a cancellation and fees may apply.

 

Cancellation by the traveler

If you cancel some or all portions of your booking cancellation fees will apply.  A cancellation will only be effective when we receive written confirmation of the cancellation.  If you cancel a trip:

  • 56 days or more prior to departure, we will retain the deposit;
  • Between 31 and 55 days prior to departure, we will retain the deposit or 50% of the total booking cost; whichever is greater, and
  • 30 days or less prior to departure, we will retain 100% paid by you in connection with the booking.

We strongly advise to take out cancellation insurance at the time of booking which will cover cancellation fees.  If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services.  If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made.

The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees.

 

Illness or Absence

Early return expenses are the guest’s responsibility. There is no refund for absence or early departure from a guided vacation, including but not limited to missed hotels, transfers, meals or sightseeing.

 

Travel insurance

Travel insurance is mandatory for all our travelers and should be taken out at the time of booking.  Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation.

We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide your travel insurance policy number and the insurance company’s 24-hour emergency contact number on the first day of your trip; you will not be able to join the trip without these details.

If you have travel insurance connected to your credit card or bank account please ensure you have details of the participating insurer, the insurance policy number and emergency contact number with you rather than the bank’s name and credit card details.

 

Flexibility

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

 

Change of itinerary

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary.

Before departure:  If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

After departure:  We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control.   In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations or non-refundable flights.

 

Authority on tour

Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by a group leader or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.

 

Acceptance of risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.

 

Limitation of liability

We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties.  We are not responsible for the acts and omissions of these third parties.

To the fullest extent permitted by law:

– any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded;

– you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and

– any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.

To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.

Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.

 

Optional activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.

 

Claims & complaints

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

 

Severability

In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

 

Photos and marketing

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose.  You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

 

Privacy policy

Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip.  We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website).

Registered address

Calle Pez 31

Madrid 28004

Spain