Terms and conditions
TRADING TERMS & CONDITIONS
These terms and conditions are legally binding between the
traveller(s) and Abercrombie & Kent Safaris (Pty) Ltd trading
as Sanctuary Retreats Limited, herein after referred to as
ACCEPTANCE OF THESE TERMS
Acceptance of a quotation from Sanctuary constitutes acceptance
of these Terms and Conditions which take effect immediately.
A non-refundable deposit of 10% is required at the time of
booking. Alongside this, and in order to fully secure the air
fare(s), Sanctuary will also require full payment of all air
tickets. The remainder of the tour cost is payable 60 days prior to
departure. If the reservation is made within 60 days of departure,
the entire tour price must be paid at the time of confirmation.
Please contact your Sanctuary
Retreats travel consultant or Travel agent for payment
All cancellations must be received in writing.
Cancellations received between the date of booking and 60 days
prior to arrival will result in the loss of the deposit.
Cancellations received 59 - 31 days prior to arrival will be
subject to a cancellation charge of 50% of the tour price.
Cancellations received 30 - 0 days prior to arrival will be
subject to a cancellation charge of 100% of the tour price.
Cancellation of airline tickets will be subject to the refund
policy of each individual Airline, particularly when low cost/net
based fare are used. Please note most air tickets are 100%
non-refundable (fare(s) and tax(es)).
Cancellation of gorilla permits is non-refundable.
The purchase of special event tickets is subject to the refund
policy of each individual event. Please refer to the specific event
policy for details.
Sanctuary reserve the right to charge for financial penalties,
fees and losses incurred as a result of cancellation.
CLAIMS AND REFUNDS
Refunds are not made for any missed services, except for
verifiable extenuating circumstances. Please see our LIMITS ON
ABERCROMBIE & KENT, trading as SANCTUARY RETREAT's
RESPONSIBILITY clause below. For verifiable claims to be
considered, they must be received in writing within 30 days of the
termination of the program. Any adjustment considered will be based
on the actual price of the services involved and not on a per diem
basis. Adjustments will not be made for unused sightseeing trips or
meals. Sanctuary will not accept any liability for any claims that
are not received within 30 days of the termination of your program.
All claims for days missed while travelling should be made in
writing within 30 days of the program.
LIMITS ON ABERCROMBIE & KENT'S
Abercrombie & Kent (Pty) Ltd, trading as Sanctuary Retreats,
its employees, shareholders, officers, directors, successors,
agents and assigns (collectively A&K), does not own or operate
any entity which is to or does provide goods or services for your
trip with the exception of a limited number of vehicles. It
purchases transportation (by aircraft, coach, train, vessel or
otherwise), hotel and other lodging accommodations, restaurant,
ground handling and other services from various independent
suppliers (including from time to time other affiliated Abercrombie
& Kent companies). All such persons and entities are
independent contractors. As a result, A&K, trading as Sanctuary
Retreats, is not liable for any negligent or willful act of any
such person or entity or of any third person.
In addition and without limitation, A&K, trading as
Sanctuary Retreats, is not responsible for any injury,
financial or physical loss, death, inconvenience, delay or damage
to personal property in connection to the provision of any goods or
services whether resulting from but not limited to acts of God or
force majeure, illness, disease, acts of war, civil unrest,
insurrection or revolt, animals, strikes or other labor activities,
criminal or terrorist activities of any kind, overbooking or
downgrading of services, food poisoning, mechanical or other
failure of aircraft or other means of transportation or for failure
of any transport mechanism to arrive or depart on time.
There are many inherent risks in adventure travel of the type
involved here, which can lead to illness, injury or even death.
These risks are increased by the fact that these trips take place
in remote locations, far from medical facilities. Passenger assumes
all such risks associated with participating in this
In the event of a cancellation or material alteration to the
trip as a result of the circumstances as described in this clause
Sanctuary may in their sole and absolute discretion:
a) offer the traveller(s) alternative
travel arrangements or products of comparable standard as may be
appropriate in the circumstances; or
b) if alternative travel arrangements or
products are not offered by Sanctuary, Sanctuary will make a
prompt proportional refund of monies paid by the
Sanctuary may charge a reasonable fee to cover the
administration costs associated with providing alternative travel
arrangements or products.
If a material alteration becomes necessary within 90 days of the
departure date for any reason other than the circumstances
described in this clause, Sanctuary will endeavor to offer
comparable products or a full refund of all monies paid by the
All accommodation, room type(s) and specification are as shown
in the itinerary
Meals are as shown in the itinerary.
Return transfers are provided on arrival and departure from
airstrip to lodge/camp and only where specified in the
Accommodation and arranged sightseeing are subject to change at
any time due to unforeseen circumstances or circumstances beyond
Sanctuary's control. Every effort will be made to operate tours as
planned, but alterations may occur after the final itinerary has
been issued. Sanctuary also reserves the right to withdraw a
tour or any part of it, to make such alterations to the itinerary
or the tour inclusions as it deems necessary or desirable, and to
pass on to tour members any expenditures or losses caused by delays
or events beyond its control.
In case of any appreciable variation in the tour price due to
these circumstances, Sanctuary reserves the right to make
adjustments to the tour costs as necessary.
Specific requests should be advised at time of booking. Please
note that every effort will be made to secure special requests,
however; they cannot be guaranteed. Certain special requests
may require upfront payments.
Transportation will be as specified in the itinerary.
Sanctuary provides handling of baggage only as specified in the
quotation. Weight restrictions for baggage on some routes on
internal/domestic flights may apply; details of which will be
provided with pre-tour documentation. Baggage and personal effects
are at the owner's risk throughout the tour and Sanctuary assumes
no liability for lost or damaged baggage. Baggage insurance is
Please check with your international carrier for other baggage
restrictions applicable to your international flight.
TAXES AND GRATUITIES
Hotel taxes as imposed by city and state governments are
included. Airport taxes are included where specified in the
Gratuities for guides, drivers, porters, camp staff, ship crew
and Tour Managers are not included and are at the discretion of the
PRICES & ARRANGEMENTS
The tour price includes planning, handling and operational
charges and is quoted based on the current rates of exchange and
tariffs. Entrance fees as part of scheduled sightseeing tours are
also included in this price. This price is subject to
revision in line with significant changes in foreign currency,
tariff rates, taxes etc.
The cost of obtaining passports, visas, excess baggage charges,
items of a personal nature such as drinks, laundry, telephone
calls, fax charges and excess baggage charges unless expressly
included in writing, are not included in the tour price.
Sanctuary reserves the right to take photographs during the
operation of any program or part thereof and to use them for
promotional purposes. By booking a program with Sanctuary,
travellers agree to allow their images to be used in such
photographs. Travellers who prefer that their images not be used
are asked to identify themselves to Sanctuary prior to final
payment and they will be exempted from this photography waiver
Please ensure that you consult your personal physician about
anti malaria precautions and other inoculations and vaccinations
before travel. Where applicable, please ensure that whilst
travelling you carry a valid Yellow Fever certificate.
It is the responsibility of travellers to become informed about
the most current travel advisories and warnings by referring to
their respective government agencies. In the event of an active
State Department or government agency Travel Warning against travel
to specific destination location(s) of the trip, should the
traveller still choose to travel, notwithstanding any travel
advisory or warning, the traveller assumes all risk of personal
injury, death or property damage that may arise out of the events
like those advised or warned against.
Traveller(s) represent(s) that neither he nor anyone traveling
with him has any physical condition or disability that could create
a hazard to himself or other members of the tour. Sanctuary
reserves the right to remove from the trip, at the sole expense of
the traveller, anyone whose condition is such that he or she could
create a hazard to himself or others, or otherwise impact the
enjoyment of other passengers on the trip.
Airlines concerned are not to be held responsible for any act,
omission or event occurring while passengers are not on board their
aircraft. International air carriers are also subject to
international air conventions limiting their liability. These
limitations of liability are explained on the e-ticket or on the
reverse of the airline ticket and when issued, this constitutes the
sole contract between the respective air carrier(s) and their
PASSPORT & VISAS
Please note that passport holders are responsible for obtaining
the required documentation applicable for entry. Please note
also that passports must be valid for six (6) months before
departure and should also have sufficient blank pages for visas and
immigrations stamps. Sanctuary cannot be held responsible should
you be denied entry to a country due to non-compliance with these
Sanctuary strongly recommend all clients take out comprehensive
travel insurance prior to date of travel. This insurance
should cover cancellation and curtailment, all medical expenses
including evacuation/repatriation, personal baggage, personal
liability, death and permanent disability and travel document
insurance. Sanctuary cannot be held responsible for any costs
arising from such loss or injury.
Any claim arising out of or relating to these Terms and
Conditions, to the Limits on Abercombie & Kent, trading as
Sanctuary Retreat's Responsibility clause, to the brochure, to any
information relating in any way to the trip, to the trip itself or
to any products or services related to the trip, shall be settled
in the first instance by binding arbitration in the applicable
legal forum as detailed in clause 26 of these Terms and Conditions.
In lieu of a personal appearance at arbitration the arbitration may
be conducted by telephonic means. Arbitration is the exclusive
forum in the first instance for dispute resolution and except as
otherwise provided by statute, each party shall bear its own costs
and expenses and an equal share of the arbitrator and
APPLICABLE LAW AND FORUM
This agreement shall be construed, interpreted and enforced in
accordance with, and shall be governed by the laws of South Africa
It is agreed between Sanctuary and the travellers that all lawsuits
against Sanctuary arising under, in connection with, or incidental
to the tour shall be filed, if at all, in the courts of South
Africa to the exclusion of the courts of or in any other country or