Terms and conditions

All trips operated by Cubs Expeditions. Besides this, we do have the below terms and conditions.  

Clients receive a detailed itinerary describing the different places they will go and things they will see, so they know what to expect. The safari services agreed with the client will be provided, except in the event of unforeseen circumstances, such as road closures, bad weather, problems or security considerations. In such cases the itinerary may be changed, at the discretion of the company, clients informed and alternative arrangements made as circumstances permit. Cubs Expeditions will make every reasonable effort to ensure the same quality and character of the itinerary.

Clients must accept that conditions in Tanzania are not the same as those in developed countries. In Tanzania, we are exposed to unannounced and sudden changes in government-regulated fees and taxes, such as national park fees and taxes. Cubs Expeditions has the right to pass these local taxes/fees on to their customers.

Payment terms

After clients confirm their booking they receive an invoice with all details. In order to confirm our clients’ reservations, we require a 50% deposit payment of the itinerary cost and 100% upfront payment for airline tickets. The balance of payment is due 65 days prior to the commencement date of your itinerary. Bookings made within 65 days  prior to departure are subject to full prepayment at the time of confirming the reservation.

Methods of Payment

Payments can be made by bank wire/transfer.

Cancellation policy

In the event that you cancel your booking, in full or partially, for any reason whatsoever Cubs Expeditions will levy cancellation charges as defined in the section below.

65+ days before departure: deposit non-refundable

50-65 days before departure: 50% of the itinerary cost

0-50 days before departure: 100% of the itinerary cost

After your booking has been confirmed, should you wish to make any changes to your itinerary or wish an earlier departure date, we will make every effort to accommodate your requests based on availability. However, the extra costs involved to make changes are €150,-

Website pricing

All prices published on Cubs Expeditions are per person, based on two persons (unless otherwise stated) and quoted in US dollars (US$). Cost of obtaining passports or visas, border taxes (if applicable), tips for guide, driver and hotel staff, insurances, additional excursions or personal expenses are not included in the itinerary cost. Discount rates for children or peak-rates during high/festive season are not included. All prices on the website should be used as a guideline only. Cubs Expeditions cannot be held responsible for any changes or pricing errors. Cubs Expeditions will specify all cost in their invoices. The quotations are valid for 2 weeks.

Travel documents

You receive all travel documents (vouchers, e-tickets, luggage labels, and flyers) two weeks before departure.

Insurances

It is a condition of booking, that the sole responsibility lies with the guest to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependents/travelling companions for the duration of their trip to Tanzania. This insurance should include: medical expenses and repatriation expenses. Optional insurances are cancellation or curtailment of the safari, emergency evacuation expenses (flying doctors), and damage/theft/loss of personal baggage, money and goods.

Passports and visas

It is upon the guest to ensure that passports and visas are valid for the countries visited. Most nationalities can get a tourist visa on arrival in Tanzania at the border/airport ($50 per person, US Citizens $100 per person). This tourist visa is valid for a period of three months. You can also get your visa in advance at the embassy in your home country. Check the visa rules before you go. Passports should have at least six months of validity after the final day of travel. Cubs Expeditions cannot be held liable for any visas, etc. not held by the guests, nor the cost of visas.

Check names 

Please check the names on the invoice carefully when you receive our invoice. In case we need to change a name, 3 or more days after you receive our invoice, we are obligated to charge a fee of €125,-  

Making a booking with Cubs Expeditions is taken as acceptance by the customer of above Terms and Conditions.

The following conditions will form part of your contract with Cubs Expeditions so please read them carefully before you book. Please note that payment of your deposit signifies acceptance of the below terms and conditions:

1. Contract:

Your contract is with Cubs Expeditions. We draw your attention to the following terms and conditions, which cover all brochures and correspondence and all bookings made with us. Any contract with Cubs Expeditions is subject to these terms and conditions from which no person, other than a director of Cubs Expeditions, has the authority to depart. Before making a booking with us you must ensure that you have read and understood these booking conditions (raising any queries you may have with us). By asking us to confirm your booking you are liable to be regarded as having had the opportunity to do so and to have actually done so before the contract between us comes into existence.

2. Booking Procedures

Cubs Expeditions does offer package holidays while creating a tailor made holiday to suit your personal needs. A binding contract comes into existence between us when:

(a) we receive a deposit of 50% of the quote price, or (b) when we receive full payment of the holiday when the booking is made less than 12 weeks before your departure date.

No contract will exist between the parties until such monies have been received. We require full payment to be made for your holiday 12 weeks prior to the departure date. If full payment is not received 12 weeks prior to the departure date, we reserve the right to cancel your holiday and apply the cancellation charges set out in paragraph 5. Cancellation will be without penalty to us and we will have no further liability to you. If however, you have already provided us with your credit or debit card details whether this was to make a payment on account or not, and you do not specifically notify us in writing to the contrary prior to the date upon which any balance becomes payable by you, you agree that we may use such credit or debit card details to obtain payment of any balance due by you under this agreement. The lead booking name is liable for making full payment for all persons in the booking party and all those in the booking party agree to be bound by conditions (including anyone added or substituted at a later stage). It is the responsibility of the lead booking name responsible for making the booking to ensure all in their party are aware of and have read these terms and conditions. If you accept our quote in respect of your holiday you must make a payment of 25% of the total price of the quote within 14 days. A delay in acceptance of the quote may result in a variation of the holiday price. Where the proposed departure date is within 12 weeks of the quote being given we require full payment at the time of your written acceptance of the quote.

3. Medical conditions and disabilities

If you or any member of your party have any medical problem or disability that may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline the booking or, if full details are not given at the time of booking, cancel when we become aware of these details.

4. Documentation

Please carefully read your confirmation invoice, tickets, and all other documentation we send you as soon as you receive them. Contact us immediately if any information appears to be incorrect as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy in any documentation within 14 days of our sending it out. You will be responsible for any costs and expenses involved in rectifying any inaccuracies except where we made the mistake.

5. Cancellation by you

Cancellation of a holiday must be made in writing and is effective from the date we receive the written notification. In all cases of cancellation the deposit and any amendment charges will be forfeited. Please note that any costs of international flights are 100% non-refundable. Cancellation charges are expressed at a percentage of your quoted price (excluding international flights) as follows:-

Matters influencing a surcharge would include, but are not limited to, increases in transportation costs e.g. fuel, scheduled air fares and any other airline surcharges, taxes or fees payable for services such as landing taxes, or embarkation or disembarkation fees at ports or airports, or increases in park fees, reserve fees or concession fees.The price of your itinerary will be based on known costs at the date of issue of the itinerary. At any time before a full payment of your holiday has been made Cubs Expeditions reserves the right to levy a surcharge where costs have changed since the date of issue of the itinerary. Cubs Expeditions will absorb amounts up to 2% of the total holiday price and surcharge any amount greater than 2%. Should the surcharge exceed 10% of the total holiday price you are entitled to cancel the holiday and receive a full refund of all monies paid. We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any errors of which we are aware and of the then applicable price at the time of booking.

7. Amendments by you

If you wish to change your itinerary after a deposit has been made we will do our utmost to make the changes required, provided that notification is received in writing. The change fee is $75 per person (or $100 per person for US). We cannot make alterations to your itinerary within 12 weeks of departure and any such request will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out in paragraph 5.

8. Cancellation by Cubs Expeditions

We reserve the right in any circumstances to cancel your holiday for any reason at any time before full payment has been received. Whilst we always endeavour to avoid changes and flight cancellations, we must reserve the right to do so. In these circumstances we will return to you all monies paid or offer an alternative holiday of a comparable standard. In this event we will pay compensation of $75 per person. We may cancel your confirmed holiday if you fail to comply with any requirement of these booking conditions entitling us to cancel.

We cannot accept liability or pay compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you suffer any damage or loss as a result of force majeure. In these booking conditions force majeure means any event which we or the supplier of services in question could not even with all due care foresee or avoid. Such events are likely to include, but are not limited to, war, threat of war, civil strife, riot, civil disorder/unrest, industrial dispute, actual or threat of terrorist activity, natural or nuclear disaster, fire, breakout of an epidemic or pandemic disease, technical problems with transport, cancellation or amendment to any scheduled flight, closure or congestion of airports or ports, adverse weather conditions and all similar events outside our control. In circumstances amounting to force majeure we will not refund any money to you although if we can recover any monies from our suppliers we will refund these to you.

9. Amendments by Cubs Expeditions

It is unlikely that we will have to make any changes to your holiday although we reserve the right to make changes at any time. Most of these changes are minor and we will advise you of these in writing at the earliest possible date. When a major change is necessary such as the alteration of your outward or return flights by more than 12 hours or a significant change in the standard of accommodation, provided it does not arise from conditions amounting to force majeure or as a result of an amendment to a scheduled airline timetable, you will have the choice of accepting the new arrangements, taking another holiday with us or cancelling your holiday and receiving a full refund of all monies paid. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual or unforeseen circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable and the above mentioned options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, or if the change is a minor one. A minor change is a change which, taking into account the information you give us at the time of booking or which we can reasonably be expected to know as a tour operator, we would not reasonably expect to have a significant affect on your confirmed holiday. No compensation is payable for children aged 2 and under. Please note we cannot accept any liability for any damage, loss, expense or other sums of any description, which:

(a) on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you, or (b) did not result from any breach of contract or any other fault by ourselves or our employees, or where we are responsible for them our suppliers. Additionally we cannot accept liability for any sums which relate to any business losses.

10. Our responsibilities

Cubs Expeditions accepts responsibility for ensuring your holiday is supplied as described prior to your departure and services provided will reach a reasonable local standard, however we draw your attention to paragraph 12. Please note we cannot accept responsibility for any services which do not form part of our contract. This includes for example any additional services or facilities, which your hotel or other supplier agrees to provide for you where the services or facilities are not advertised in our brochure and we have not agreed to arrange them.

The information contained in our brochure and website is correct to the best of our knowledge at the time.

Our brochure descriptions and other information provided or made available in a resort, often refers to “other activities and excursions”, which are available in the resort. These activities and excursions are not run nor controlled in any way by Cubs Expeditions. They do not form any part of your contract with Cubs Expeditions, even where we suggest or recommend particular operators/centres/trips and assist you in booking such activities or excursions in any way. Accordingly we regret Cubs Expeditions cannot accept any liability in relation to these outside activities and excursions. Where we make or take any bookings for or from you in respect of any activity or excursion available, we do solely as booking agents. This is the case regardless of whether the activity is advertised or mentioned in our brochure, resort, on our website or elsewhere. Your contract for any such activity or excursion will be with the supplier or operator of that activity or excursion. Cubs Expeditions has no liability for any such activity or excursion or for any acts or omissions of the supplier or operator or for of it/their employees or agents or any other persons connected with the activity or excursion. If we are found liable in any respect for any such activity or excursion for example in our capacity as booking agent, that liability is limited to the cost of the particular activity or excursion concerned. We do not limit or exclude our liability for death or personal injury arising from our negligence.

We would remind customers that the infrastructure in developing countries may not be up to the same standard as the UK. Some resorts may experience the occasional power cut or water shortage. Please note that we will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following: a) The fault of the persons affected or any members of their party, or b) The fault of a third party not connected with the provision of your holiday, which we could not have predicted or avoided, or c) An event or circumstances which we or the supplier of the services in question could not have predicted or avoided, even after taking all reasonable care (see force majeure), or d) The fault of anyone who is not carrying out work for us (generally or in particular) at the time.

In addition we will not be responsible where you do not enjoy your holiday or suffer problems because of a reason you did not tell us about when you booked your holiday, or where any problems you suffered did not arise from any breach of our contract, or other fault of ourselves or where we were responsible for them, our suppliers or agents or where any losses, expenses, costs or other sum you have suffered relate to any business. We accept responsibility for the negligent acts of our employees, agents and direct suppliers, which results in death, injury or illness. Our liability shall be limited to 200% of the holiday price for any claim other than those involving injury or death arising from our negligence. Our suppliers, such as accommodation or transport suppliers, have their own booking conditions or conditions of carriage, and these conditions are binding between you and the supplier. Some of these conditions may limit or remove the relevant transport providers or other suppliers liability to you. You can get copies of such conditions from any offices of the relevant suppliers. If you or any member of your party is killed, injured or becomes ill as a result of transport by aircraft, ship, train or coach, the amount of compensation we will pay is limited in line with the Warsaw Convention, the Athens Convention, the Berne Convention, and the Geneva Convention. You should also note that these conditions may limit or remove the carrier’s liability to you and the amount the carrier has to pay you. You should also note the carrier will rely upon its conditions of carriage, which may limit or remove the carrier’s liability to you and limit compensation under international conventions. Cubs Expeditions accepts liability as above only if a claim is notified to us in writing no later than one month after your return.

11. Carriers

Carriage by air and sea is subject to the terms and conditions of the carriers with whom you are travelling and to international conventions. Cubs Expeditions accepts no liability whatsoever for cancellations, strikes, timetable changes, diversions, technical issues unrelated to Cubs Expeditions, lost or mislaid luggage, rescheduling costs, missed accommodation, or delays which result from any operational decision of the carrier concerned. Cubs Expeditions accepts no liability for death, injury or illness that derives from carriage by air or sea.

14. Waiver of Claim against Introducer

If you have been referred to us by another part (for example a travel agent) you agree to hold them blameless and waive any and all claims against such party. Any issues you may have must be directed to us and dealt with under the terms of our contract.

15. Problems

If you have a problem during your holiday, please inform the relevant organiser (camp/hotel manager/Safari provider) immediately and he will endeavour to put things right. If your problem cannot be resolved locally you must send full details to Cubs Expeditions in writing within 28 days of your return to the Netherlands. If you fail to follow this procedure, we will not accept liability as we have been deprived of the opportunity to investigate and rectify the problem.