Great Plains Conservation

Standard Booking Terms and Conditions

The Standard terms and Conditions for Booking with for Great Plains Conservation are as follows

Bookings are accepted on the condition that guests have their own comprehensive travel insurance cover (please refer to the relevant section below)

Provisional reservation enquiries are held for 14 days from date of enquiry. Should we not be advised to confirm the reservation, we reserve the right to automatically release the provisionally held space without prior notice. If another booking is waitlisted against the original enquiry being held provisioanlly, we reserve the right to request that the orginal provisionally held reservation is either confirmed or released within 48 hours.

Reservations are only confirmed with the payment of your non-refundable deposit of 20% of the total reservation costs. On receipt of your confirmed reservation notification and deposit, we will confirm your request as per your enquiry in writing to you. Upon issue of our confirmation invoice, your booking is confirmed, accepted by us and subject to the governing terms and conditions. The balance of your reservation is payable in full no later than 45 days prior to arrival date.

We reserve the right to review published rates in the event of currency exchange rate fluctuation, increases in costs or taxes, which are beyond our control. Specifically, flights costs are subject to change with fuel surcharge.

Room / Tent check out time is 10:00 am on the day of departure and check in is 14:00 pm on day of arrival.

Cancellation penalty schedule

  1. More than 8 weeks prior to arrival, the non-refundable deposit will be forfeited;
  2. Between 8 and 4 weeks prior to arrival – 50% of the full value of the reservation will be forfeited;
  3. Less than 4 weeks prior to arrival and No Shows – 95% of the full value of the reservation is forfeited

Cancellations are only effective on receipt of written notification and applicable to the scale of cancellations above. Should a guest fail to join a safari, join after a set departure or leave it prior to its completion, no refund can be made and full cancellation fees apply. For any change in itinerary by guests whilst on safari, there will be no refund for any services not utilised, and all new arrangements will be for the guest’s account.

Changing a Booking

After the booking has been confirmed, should the guest wish to change to an alternative departure date, we may at our discretion, charge a change fee of US$25 per person.

Normal cancellation fees apply for postponing departures plus the US$25 per person admin fee.

Payment terms

All prices quoted exclude any financial transaction charges. Please note that you are responsible for the cost of any and all bank charges incurred in any of the payment processes. All payments must be made in the currency in which the quotation was accepted, or in which the invoice is made out. All payments should be made through Electronic or Telegraphic Bank transfer – TT. Cheque payments are not accepted.

Confirmation of payment with the SWIFT code including the reservation number is required to be e-mailed or faxed to Great Plains Payments Department debtors@greatplainsconservation.com and copied to your relevant reservations consultant. Without this information we will not be able to credit the account/booking and the account/booking will continue to show as unpaid in our records and on your statements which may cause delays in confirming the booking, and you will be required to re-send the proof of payment with the necessary details.

Please ensure that the relevant reservation number is quoted on any correspondence pertaining to booking, or a payment to ensure that the Payments Department can allocate the money correctly. For all bulk payments, please provide a schedule which details which reservations the payment must be allocated against.

In the rare event that payment is made by a credit card, please note the following:

Amounts taken off the credit card will be in Botswana Pula for Botswana reservations, US Dollars for Zimbabwe reservations or Kenyan Shillings for Kenyan reservations at the relevant bank’s rate of exchange. Rate of exchange fluctuations and fees charged are beyond our control. Depending on what currency your credit card is issued in, there can be further rate of exchange discrepancies, and we strongly suggest that if you want to avoid this, you arrange for a direct bank transfer.

Liability

In the event that Great Plains Conservation books third party properties on behalf of the guest these bookings are accepted on the specific condition that Great Plains Conservation acts only as the reservations office for the third party properties, and assumes no liability whatsoever for an injury, damage, loss, accident or delay to person or property. All reservations for these third party properties and suppliers are also governed by their respective cancellation policies, terms and conditions, copies of which are available at the time of reservation.

Baggage restrictions

For safety and because space is restricted on aircraft, baggage in charter aircraft is restricted to a
maximum of:

  • 20kg per person in a soft bag in Botswana and Zimbabwe; and
  • 15 kg per person in a soft bag in Kenya.

This includes camera equipment and carry-on baggage. Should guests arrive with excess baggage without prior warning their baggage could be delayed, as baggage may have to be flown into camp at a later stage at considerable extra cost to the guest. However, should the guest know in advance that the baggage will exceed the limit; an extra seat can be booked for the bags on the aircraft, at an additional cost.

Wild Animals and the wilds

Please be aware that these safaris may take guests into close contact with wild animals. Please note that all our camps are unfenced. Attacks by wild animals are rare, but no safari into the African wilderness can guarantee that this will not occur. Please also note that these safaris will take you over dirt tracks and across remote plains in some of the most remote parts of Africa. Neither the company, nor their employees, nor agents can be held responsible for any injury or incident on the safari.

Age Limits

We welcome children on our safaris in Botswana and Kenya when sharing with up to two adults in a tent. Families will be combined with other families and/or guests on all scheduled wildlife viewing activities.

  1. At Mara Plains Camp, Zarafa Camp, Selinda Camp, Duba Explorers Camp and/or Duba Plains, children are welcome from 8 years. At Zarafa Dhow Suite, children are welcome from 6 years.

  2. At Selinda and Selinda Explorers Camp we have a family room that have two bedrooms under one roof which is perfect for families. Zarafa Dhow Suite is sold on an exclusive use basis and as such is perfect for all family groups.

  3. Botswana’s Selinda Adventure Trail welcomes children form the age of 14 years, however families who travel with children between the ages of 10 – 13 years, will be required to book at private group departure to allow the guide and crew to adjust the daily mileage to suit a family needs.
  4. ol Donyo Lodge welcomes children from 5 years. Child rates are applicable for up to two children aged 15 and younger sharing with two adults in the Sambu suite. Should the Sambu suite be unavailable, child rates are applicable for up to one child 15 and younger sharing with two adults in an applicable pool suite. Children 16 and older pay the applicable adult rates and will be accommodated in a separate suite.

  5. Mara Plains Camp is suitable for children from 8 years. Child rates are applicable for up to two children aged 15 and younger sharing with two adults in the family tent. Should the family tent be unavailable, child rates are applicable for up to one child aged 15 and younger sharing with two adults in a tent. Children 16 and older will pay applicable adult rate and be accommodated in a separate tent.

  6. Mara Expedition Camp is suitable for children from 8 years. Child rates are applicable for up to one child aged 15 and younger sharing with two adults in a tent, when available. Children 16 and older will pay applicable adult rates and be accommodated in a separate tent. Families with be combined with other guests for all game viewing activities.

  7. The Greater Mana Expedition encourages children to join these set, scheduled departure safaris from 12 years old due to potential walking & canoeing activities that this experience includes. Children cannot share with parents and will be accommodated in own room.

  8. Mpala Jena Camp welcomes children from 6 years. Child rates are applicable for one child aged 15 and younger sharing with two adults in a tent. Children 16 and older will pay applicable adult rates and be accommodated in a separate tent. Families will be combined with other guests on all activities.

Private Vehicles

It is strongly encoraged that for guests who are travelling with children and families or enjoy privacy and their own routine while on their game drives that they hire a private vehicle and guide at an additional cost per day per vehicle and guide at the time of their initial reservation. This is on a first come first served basis and must be booked in advance and is subject to availability of the extra guide and vehicle.

Health

Please consult your doctor for specific advice in relation to malaria medication. If you are a contagious disease carrier, you must let us know when booking your safari.

Not included in the camp’s daily tariff

These include but are not limited to the cost of getting to our camps and inter-camp air transfers; having compulsory insurance to cover for cancellation and curtailment, medical, baggage, lost money and emergency evacuation back home; imported beverages; gratuities to guides and to staff; any excursion not related to the safari (e.g. Hot Air Ballooning, a day trip to Amboseli and its related Park fees etc); costs of photographing Maasai villagers; cost of spa treatments and any Kenyan National Park fees or conservancy levies.

Responsibility

Neither Great Plains Conservation, nor any person or agent acting for, through or on behalf of the Group shall be liable for any loss or damage whatsoever arising from any cause whatsoever and, without restricting the generality of the foregoing, shall specifically not be held responsible for loss or damage arising from any errors or omissions contained in its brochure, website or other literature, nor loss or damage caused by delays, sickness, theft, injury or death.

In the event of any safari being rendered impossible, illegal or inadvisable by weather, strike, war, government or interference or any other cause whatsoever, the extra expenses incurred as a result thereof shall be the responsibility of the guest.

The Group may at its discretion and without liability or cost to itself at any time cancel or terminate the guest’s booking and in particular without limiting the generality of the foregoing it shall be entitled to do so in the event of the illness or the illegal or incompatible behaviour of the guest, who shall in such circumstances not be entitled to any refund.

The person making any booking will, by the making of such booking, warrant that he or she has authority to enter into a contract on behalf of the other person/s included in such a booking and in the event of the failure of any or all of the other persons so included to make payment, the person making the booking shall by his/her signature thereof assume personal liability for the total price of all bookings made by him/her.

Consent

The payment of the deposit or any other partial payment for a reservation on a safari constitutes consent by all guests covered by that payment to all provisions of the conditions and general information contained in our brochure / website whether the guest has signed the booking form or not. The terms under which the guest agrees to these safaris cannot be changed or amended except in writing signed by an authorised director of the Company.

Photography

The Group reserves the right without further notice to make use of an photograph or film taken on the safari with guests by our staff or photographers without payment or permission. We guarantee that no photographs of a compromising nature will be used.

Changes

Although every effort is made to adhere to schedules, it should be borne in mind that the Group reserves the right and in fact is obliged to occasionally change routines as dictated by changing conditions.

Insurance

It is a condition of booking, that the sole responsibility lies with the guests to ensure  that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependants/travelling companions. This insurance should include cover in respect of, but not limited to, the following eventualities: cancellation or curtailment of the safari, emergency evacuation expenses medical expenses, repatriation expenses, damage/theft/loss of personal  baggage, money and goods. The company, their representatives, employees and agents will take no responsibility for any costs, losses incurred or suffered by the guest, or guest’s dependants or travelling companions, with regards to, but not limited to, any of the abovementioned events.

Guests will be charged directly by the relevant service providers for any emergency services they may require, and may find themselves in a position unable to access such services should they not be carrying the relevant insurance cover.

Air charters and air transfers

Please note that we subcontract the flying services to independent charter operations and they are responsible for the flying. There is a daily flight schedule into and out of our camps from the respective regional airports in Botswana, Zimbabwe and Kenya. Guests can also arrange direct, private charters with our reservations office from these airports, or other safari camps and locations to our camps at an additional cost should they wish to travel in this fashion.

Delays

We cannot be held liable for any delays or additional costs incurred as a result of airlines not running to schedule.

General

To the best of our knowledge the information on our website, in our brochures, reservations documentation and publicity material is correct on this date. We cannot be held responsible for any inaccuracies or change that may occur hereafter.