Standard booking terms and conditions
These conditions apply to bookings with: Asilia Africa Limited, Asilia Lodges and Camps Ltd, Asilia Lodges and Camps Southern Tanzania Ltd, Asilia Lodges and Camps Uganda Ltd and Asilia Kenya Ltd (collectively and/or individually referred to below as: “Asilia Africa”). These conditions apply to all FIT bookings made through the above entities including 3rd party suppliers of accommodation, activities and transport. If Asilia Africa has explicitly agreed, by signed agreement, to conditions that divert from the below, such explicitly agreed conditions will prevail.
Booking confirmation
By sending a booking request you confirm you have read these booking conditions and agree to be bound thereto.
Asilia Africa only accepts booking requests sent in writing/by email. Booking requests sent through telephone, skype or other forms of communication are not accepted.
A booking is made once Asilia has sent a written/email confirmation of the booking to you.
Asilia Africa reserves the right to refuse bookings at its sole discretion and all bookings and their confirmations are subject to full compliance with these terms.
Provisional bookings
At its sole discretion, Asilia Africa may accommodate a request for a provisional booking (other than gorilla and other primate permit bookings). Unless confirmed by you in writing/ by email within the relevant timelines, provisional bookings will be released automatically without further notification to you on the following terms:
- if booked provisionally 2 or more months before the date of arrival, provisional bookings expire 10 days after the provisional booking was created by Asilia; and
- if booked provisionally less than 2 months before the date of arrival, provisional bookings expires 5 days after the provisional booking was created by Asilia.
Bookings can be put on a waitlist. Provisional bookings may only be extended subject to there being no waitlisted bookings, and such extension is deemed to be a new booking subject to these terms and conditions.
Gorilla and other primate permits cannot be held provisionally and need to be purchased and paid for in full on confirmation of the booking in accordance with these terms and conditions.
The above applies to FIT requests only. We have different booking conditions for group requests (scheduled departures).
Deposit and payment:
A non-refundable deposit of 20% of the invoice amount must be received by Asilia Africa on confirmation of the booking and the balance must be received by Asilia Africa at least 60 days prior to the date of arrival (in accordance with the payment terms below).
If a booking is made within 60 days of the date of arrival, the full invoice amount has to be paid on the date of the confirmation of the booking.
Notwithstanding the cancellation policy below and any other rights it may have, Asilia Africa may release all your bookings in the event of non-compliance with the terms hereof and may charge penalty interest of 7.5% per annum on any overdue amounts (without becoming liable for damages). Any applicable bank charges are for your expense and Asilia Africa must receive the full amount stated on the invoice. Asilia Africa is entitled to set off any amounts due and owing against amounts received from, or held on your behalf.
Gorilla and other primate permits:
In addition to the 20% deposit, gorilla and other primate permits must be paid in full to secure availability. Asilia will proceed with purchasing the required gorilla or other primate permits once full payment for such permits has been received and the funds have reflected in Asilia Africa’s account. Once purchased, these permits are strictly non-refundable, non-transferable, and cannot be modified. You remain liable for the full cost of any permits secured on your behalf, irrespective of any subsequent cancellation or amendment of the booking.
Cancellation policy:
Cancellations or amendments of bookings must be received by Asilia Africa in writing/by email to be effective. The following policy will apply if a non-provisional booking is cancelled within the following timelines:
- Cancellation from the date of confirmation of the booking by Asilia up to 61 days prior to arrival: the 20% deposit is retained as a booking fee and will not be refunded.
- Cancellation within 60 to 31 days prior to arrival: 50% of the invoice amount is due and payable
- Cancellation within 30 days or less prior to arrival: 100% of the invoice amount is due and payable
If a 3rd party supplier imposes a higher cancellation penalty amount, this amount will be added to the total payable penalty amount at any stage of cancellation
No refunds will be made in case of late arrival or no show.
No amount over and above the deposit amount will be due and payable if, upon reasonable proof, the customer is unable to honour his/her booking due to death or hospitalisation of the person for whom, or for whose benefit the booking was made.
Gorilla and other primate permits are strictly non-refundable, non-transferable, and cannot be modified.
Currency:
All prices and rates are quoted and invoiced in US$ dollars ($) and all payments must be made in US dollars. Payment in other currencies will only be accepted by pre-arrangement.
Changes in rates:
Under normal circumstances Asilia Africa wishes to respect agreed rates, but reserves the right to change the rates and terms at any time due to circumstances out of its control (such as, but not limited to, fuel prices, exchange rates, camping/concession fees, service levies or tax increases). In case of material changes caused by government bodies and/or other similar bodies that cannot be influenced by Asilia Africa that would lead to severe losses endangering economically sustainable operations, it reserves the right to also change the rates on confirmed and paid bookings. Any 3rd party rate increases after confirmation of a booking, such as, but not limited to, changes in prices of flights booked – will be fully payable by you.
Insurance & other:
By booking with Asilia Africa you specifically accept the responsibility to ensure, and warrant, that you are adequately insured (also considering the inherent risk involved in going on safari and travelling in wildlife areas) for amongst others cancellation, medical assistance, evacuation, damages and repatriation. While every care is taken to ensure the health of our guests, Asilia accepts no liability if a guest contracts COVID-19, or any other illness, during their travels in East Africa.
You hereby confirm that you have informed your clients that they are obliged to, and you guarantee that they will, sign a customary indemnity form including their medical insurance details upon arrival. You are aware of and agree to the contents of such form.
All bookings made through Asilia Africa, whether to Asilia camps or 3rd party suppliers, include a compulsory Emergency Support Cover of $35 per person. This is a multi-layered service, allowing Asilia Africa to liaise with international medical professionals, Park Doctors, in the event of any minor illnesses or injuries. In the event of a more serious situation, it gives us the best chance of keeping a patient alive through night time hours when an evacuation aircraft is unable to fly. If evacuation is required, it covers Flying Doctors evacuation to the most suitable hospital in-country or regionally. If hospital treatment is required, the Emergency Support Cover acts as a buffer, allowing treatment to begin immediately while waiting for the client’s insurance to issue approval.
Note: The Emergency Support Cover works in conjunction with the client’s own insurance and is not a substitute. Only if an agent partner has sufficient alternative cover in place and is willing to sign an agreement taking full responsibility for all aspects Asilia Africa would usually handle in a medical emergency, will we remove this for all future bookings.
Check in and departure times:
Check in is available from 2pm onwards and departure is required by 10am on the scheduled day of departure. In the event of early arrivals or late departures additional costs/fees will be incurred as set out below:
Tanzania:
Early Arrival:
If your room/tent is available before check-in time, we will of course accommodate this, but when the camp is full, guests arriving early can make use of the lounge area to relax until their room/tent is ready.
Airstrip transfers for early arrivals:
- Transfers before 10:00am can only be accommodated on request and a private vehicle might be charged
Kokoko:
- Arrivals before 10:00am can only be accommodated on request.
The Highlands:
- Due to the distance between camp and Manyara airstrip, please refrain from booking flights arriving/departing before 10:00 and after 15:00.
Late Departures:
High Season
- If guests wish to remain in camp after 10am, there is an additional fee which consists of park fees, an additional lunch (if applicable), and hire of a private vehicle.
- If guests would like to retain their room after 10am until departure we would charge of 75% of the applicable per night rate, and park fees. Subject to availability.
Low and Green season
- If availability allows, guests can use their room after 10am until departure if they pay park fees, additional lunch (if applicable), and hire of a private vehicle.
- To guarantee a late check-out in advance and retain the room until departure, we will charge 75% of the applicable per night rate as well as park fees at time of booking. Subject to availability.
Rubondo Island Camp:
- Late departures will be charged an additional lunch and park fees
- To guarantee a room until departure, we will charge 25% of the nightly rate and park fees.
Sayari Retreat & Namiri Plains Retreat:
High season
- Late check-out is not possible due to the exclusive nature of the retreats.
Low and Green seasons
- Subject to availability and approval from camp management
- Guests must check out of retreats at the above time, but can relax at the main areas of the main camp until departure (not the retreat pool/lounge areas due to new check-ins). Additional park fees must be paid for this day.
Kokoko Camp:
We are not able to accommodate late departures from Kokoko Camp, due to the exclusive use nature of the camp. If the logistics are such that a late departure is the only option, we will need to book the camp for an additional night and charge 75% of the nightly rate, plus any applicable park fees.
Kenya:
Early Arrival:
If your room/tent is available before check-in time, we will of course accommodate this, but when the camp is full, guests arriving early can make use of the lounge area to relax until their room/tent is ready.
Airstrip transfers for early arrivals:
Rekero/ Naboisho/ Encounter Mara:
- In high season transfers before 11am are on request only and a private vehicle might be charged
Late Departures:
High Season
- If guests wish to remain in camp after 10am, there is an additional fee which consists of park fees, an additional lunch (if applicable), and hire of a private vehicle.
- If guests would like to retain their room until departure after 10am, we charge 75% of the applicable per night rate, and park fees. Subject to availability.
Low and Green seasons
- If availability allows, guests can use their room until departure if they pay park fees, additional lunch (if applicable), and hire of a private vehicle.
- To guarantee a late check-out and retain the room until departure, we will charge 75% of the applicable per night rate as well as park fees at time of booking. Subject to availability.
Uganda:
Early Arrival:
If your room/tent is available before check-in time, we will of course accommodate this, but when the lodge is full, guests arriving early can make use of the lounge area to relax until their room/tent is ready.
Late Departures:
Please note that gorilla trekking on your day of departure is not recommended. If a gorilla trek is booked for the day of departure, guests will need to retain their room until departure at 75% of the applicable nightly rate. Subject to availability.
High Season
- If guests wish to remain in the lodge after check out, there is a charge for an additional lunch (where applicable).
- If guests would like to retain their room until departure, we will charge 75% of the applicable per night rate. Subject to availability.
Itinerary changes:
Asilia Africa will do its utmost to assist in minimizing the disruption of itineraries booked through Asilia Africa in case of cancellations, changes or delays due to any of its 3rd party service providers, however any costs incurred in relation thereto will be borne directly by you or your client.
Force Majeure:
Asilia Africa will notify you as soon as practicable when it is affected by a Force Majeure (as defined below). Asilia Africa shall not be deemed to be in breach of your booking or these conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance of any of its obligations hereunder to the extent that any such delay or non-performance is due to any Force Majeure. If Asilia Africa is affected by Force Majeure it shall be entitled to, on its sole discretion, cancel or vary any arrangements or itinerary in relation to your booking. Payment of any refund by Asilia Africa as a result of the non-performance of any of its obligations hereunder shall remain its sole and absolute discretion. It being understood that Asilia Africa shall use its reasonable endeavors to reimburse you where possible.
“Force Majeure” means, in relation to Asilia Africa, any circumstances beyond its reasonable control (including, but without limitation, war or threat of war, sabotage, civil disturbance, or requisition, acts of God, fire, accident, flood or explosion, sickness, quarantine, government intervention, weather conditions or other untoward occurrences).
Family Travel:
- High season: Families (less than 5 pax) with children aged 5-12 years old must pre-book a private vehicle as per availability in the reservations system and this is charged at normal rates. If a private vehicle is not available we may not be able to accommodate the booking.
- Low and Green season: Families (less than 5 pax) with children aged 5-12 years will receive a private vehicle free of charge, but this is subject to availability and individual camps will be contacted by the sales team to ask if this booking can be accommodated.
- Year round: Families with children aged 5-12 years old will receive a private vehicle free of charge for every 5 pax in the family. This vehicle must be pre booked and is subject to availability.
- Retreats: We welcome families at the Retreats and can accommodate children age 5 years and upwards at time of travel. Each retreat has two bedrooms, both ensuite, and we can add two additional rollaway beds for children, accommodating a total of up to six people per unit. Also included in each Retreat is a private chef, a host (waiter, barman, housekeeping and more) and a safari guide and vehicle.
Airlines and Ballooning: baggage allowance and weight limits
Most airlines operating in Tanzania, Kenya, and Uganda impose a standard baggage allowance of 15kg per passenger (inclusive of hand luggage and camera equipment). Additional baggage allowance may be purchased upon request, subject to airline policies and availability.
Furthermore, airlines reserve the right to levy additional charges, including the cost of an extra seat, should a passenger’s body weight exceed 100kg or as deemed necessary for safety and operational considerations.
Balloon companies reserve the right to require the purchase of an additional seat for passengers exceeding 120kg, in accordance with safety regulations and operational requirements.
If you become aware that a client’s luggage or weight exceeds the above, please consult with your Asilia Africa sales representative for further guidance.
Health and Travel Documents:
You ensure and warrant that each of your clients has complied with the necessary visa and health requirements to cover all countries and dates the client is travelling with or booked through Asilia Africa. It is the sole responsibility of you and your client that required travel documents and health precautions are obtained.
Photography and Marketing:
You hereby grant Asilia Africa a worldwide, irrevocable, perpetual, non-exclusive, royalty-free licence to use, store, modify, copy, adapt, publish, reproduce, and distribute for general publicity purposes any photographs or films produced by Asilia Africa that contain images or footage depicting yourself or your clients.
You hereby confirm that you have informed your clients of such licence, and that they may be asked to sign a customary release form consenting to the use of their image.
You shall market Asilia Africa subject to these booking conditions and other conditions agreed. Asilia Africa will not be liable for any damages suffered by any guest due to a misrepresentation by you or any of your employees, irrespective of whether such misrepresentation was made intentionally or negligently.
You hereby confirm that you have informed your clients of such licence, and that they may be asked to sign a customary release form consenting to the use of their image.
General:
Failure of Asilia Africa to enforce any provision of these booking conditions shall not constitute a waiver of such provision or affect Asilia Africa’s right to enforce that or any other provision in the future. If any provision of these booking conditions is rendered void, illegal or unenforceable in any respect under any law, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.
If there are any provisions in these booking conditions that may qualify as a penalty in terms of any applicable law in relation to any act or omission by you or your clients, Asilia Africa expressly reserves its right to recover damages in lieu of the relevant penalty.
Disputes and governing law:
To the extent permitted by applicable law, these booking conditions and each booking are governed by the law of the country of incorporation of the Asilia Africa entity in whose name you have to make payments in accordance with these conditions. Any claims in relation to a booking or these conditions (including reservations, payments) should be made in writing/email to Asilia Africa as soon as possible, but in any case within 10 days of its occurrence, to allow us to assist in solving the issue jointly in good faith. Additionally, any claims or complaints in relation to our service need to be made immediately upon its occurrence by you or your client to camp management or your contact at our sales office, to allow for an adequate solution of the matter.
To the extent permitted by applicable law, any disputes in relation to these conditions or a booking that cannot be resolved amicably will be brought to the competent court of the country of incorporation of the Asilia Africa entity in whose name you have to make payments in accordance with these conditions.
The Asilia Edit
The following Ts & Cs apply in conjunction with the Asilia Africa Standard Bookings Terms and Conditions.
Rates
All rates are quoted on a per person basis.
Pricing is based on a minimum of 4 guests. Any reduction in guest numbers below the minimum may result in loss of group rates.
The group departure is contingent upon at least 4 guests being confirmed by 6 months prior to travel. A booking is only considered confirmed once the required deposit has been received and written confirmation has been issued by Asilia Africa. If the minimum number of guests is not confirmed by this date, Asilia Africa will contact the guest to discuss alternative options available.
All rates are subject to change without prior notice due to fluctuations in park fees, foreign exchange rates, fuel prices, local taxes (including VAT or sales tax), third-party supplier adjustments, or other unforeseen factors outside Asilia Africa’s control in the destination countries.
Flights may require a minimum number of guests to proceed. If minimum thresholds are not met, alternatives will be discussed, and any necessary rate adjustments will be communicated accordingly.
Single Travellers
No single supplement applies for The Asilia Edit bookings. All solo travellers will be accommodated in single rooms.
A maximum of two single rooms will be allocated per trip. This may be increased solely at the discretion of Asilia Africa.
Gorilla Permits
The purchase of Gorilla permits is contingent upon final confirmation of the departure. Such permits will only be secured once the departure has been confirmed to proceed as scheduled. Once secured, the permits are non-refundable, non-transferable and cannot be modified.
Accommodation
Accommodation in the city hub is subject to availability and may be substituted with a similar standard alternative, if required, at the sole discretion of Asilia Africa.
Family Travel
The minimum age requirement varies between 5 and 12 years, depending on the itinerary and the camps included.
The minimum age requirement for primate-related activities is 15 years.
