Booking Terms & Conditions

1. Booking Deposits and Payments

1.1 To confirm a booking, a deposit equal to 50% of the total safari price is payable, unless a different amount is clearly specified and agreed in the applicable quotation or supplier conditions.

1.2 The outstanding balance is payable no later than 60 days before the safari starts, unless earlier payment is required by disclosed supplier terms.

1.3 For bookings made within 60 days of departure, full payment (100%) is required on confirmation.

1.4 A booking is confirmed only once Beyond the Baobab has accepted the booking, received the required payment and issued written confirmation that necessary supplier arrangements have been secured.

1.5 Payment methods, due dates, bank charges, and any specific supplier payment deadlines will be set out in the proposal or booking confirmation. Failure to pay when due may lead to cancellation subject to written notice, relevant supplier terms and applicable law.

2. Cancellations and Refunds

2.1 Cancellation charges and refund conditions are linked to the individual accommodation, flight, transport and other suppliers included in the confirmed itinerary. The applicable supplier terms, and any additional Beyond the Baobab cancellation charges, will be clearly disclosed before the guest makes payment.

2.2 Guests seeking to cancel should notify Beyond the Baobab in writing as soon as possible. Beyond the Baobab will explain the charges and any available refund, credit, date change or alternative in accordance with the disclosed booking terms and applicable law.

2.3 Amounts charged or retained will be supported by applicable contractual terms and the circumstances of cancellation. Any refund will be processed in accordance with the booking agreement, supplier arrangements and mandatory legal rights.

2.4 Supplier policies do not override any mandatory rights or remedies the guest may have against Beyond the Baobab under applicable law.

2.5 The specific cancellation schedule for each safari should accompany the quotation and booking confirmation; there is no single blanket cancellation percentage in these general terms.

3. Changes to a Confirmed Safari

3.1 Guest-requested changes. Beyond the Baobab will make reasonable efforts to accommodate changes to travel dates, camps, room types or other arrangements after confirmation. Changes depend on availability and supplier conditions. Additional supplier charges or price differences will be communicated before proceeding.

3.2 Operational or supplier changes. Weather, flooding, aircraft schedules, camp closures and other circumstances may require modification of confirmed arrangements. Beyond the Baobab will notify guests as soon as reasonably possible, work with suppliers to arrange suitable alternatives, and aim to maintain the overall standard and character of the safari.

3.3 Where a change is material, any differences in accommodation or services, additional charges, applicable price adjustments and refund rights will be explained before the guest decides, where circumstances permit and subject to applicable law.

3.4 No unrestricted substitution right is created. A materially different alternative may justify a different arrangement, price adjustment or refund depending on the agreement, circumstances and the guest's legal rights.

4. Travel Insurance

4.1 All guests are required to obtain comprehensive travel insurance appropriate for their safari, effective from the time of booking and maintained throughout their journey.

4.2 The policy should provide adequate cover for emergency medical treatment, evacuation and repatriation from remote safari areas; cancellation, curtailment and interruption; travel delays and missed connections; baggage and belongings; and planned safari activities, where applicable.

4.3 Guests are responsible for ensuring coverage is sufficient for the full value of their trip, their personal medical circumstances and all planned activities.

4.4 Beyond the Baobab may request confirmation of appropriate insurance before departure.

4.5 Where legally permitted, Beyond the Baobab will not be responsible for losses that would otherwise have been covered by suitable travel insurance, except where such losses arise from its own breach of legal obligations.

5. Health, Medical Requirements and Fitness to Travel

5.1 Guests are responsible for ensuring they are medically fit to undertake their safari and participate in planned activities.

5.2 Before travelling, guests should consult an appropriate healthcare professional regarding recommended vaccinations, malaria prevention, prescription medication and other health precautions relevant to their itinerary.

5.3 Guests must inform Beyond the Baobab before confirming their booking of medical conditions, disabilities, mobility limitations, allergies, dietary requirements or other circumstances requiring arrangements or affecting safe participation.

5.4 This information will be treated confidentially and shared with relevant suppliers only where reasonably necessary to arrange appropriate services, subject to applicable privacy laws.

5.5 Beyond the Baobab will make reasonable efforts to accommodate individual needs in consultation with suppliers. Remote facilities and medical assistance may be limited, and particular activities may have fitness or safety requirements.

5.6 Guests must carry sufficient prescribed medication and obtain necessary medical documentation.

5.7 Beyond the Baobab cannot guarantee access to particular medical facilities or the suitability of every activity for every traveller. Restrictions and alternative arrangements will be discussed before confirmation wherever reasonably possible.

6. Passports, Visas and Entry Requirements

6.1 Guests are responsible for holding valid passports, visas, permits and any other documentation required for entry into, transit through and departure from Botswana and any other countries on their itinerary.

6.2 Guests must check requirements applicable to their nationality, passport and itinerary with relevant embassies, consulates or official immigration authorities sufficiently before departure.

6.3 Passport validity rules, visa regulations and immigration procedures may change; guests must ensure their documents comply throughout the journey.

6.4 Guests travelling with children must obtain additional documentation, birth certificates, parental consent letters or other permissions where required.

6.5 Beyond the Baobab may provide general guidance but does not provide immigration or visa advice and cannot guarantee entry into any country.

6.6 If boarding or entry is refused because documentation requirements are not met, resulting charges, expenses and losses are handled under the booking agreement and applicable law.

6.7 Beyond the Baobab will provide reasonable assistance where possible but cannot override airline, immigration or government decisions.

7. Safari Activities, Wildlife and Inherent Risks

Guests acknowledge that remote wilderness travel and safari activities involve inherent risks that cannot be eliminated entirely, even where appropriate safety measures are followed. Risks may include wild animals, uneven terrain, adverse weather, changing water conditions, limited communications, delayed emergency assistance, and road, boat or light-aircraft transport.

7.1 Wildlife encounters. Wild animals roam freely in many safari areas, including near accommodation. Guests must follow all safety instructions from lodge staff, guides, pilots and authorised personnel, must not approach, feed or disturb wildlife, and must comply with camp movement rules, especially after dark.

7.2 Safari activities. Game drives, guided walks, mokoro excursions, boating, scenic flights and other experiences may carry additional risks. Guests must comply with safety requirements, age restrictions and instructions. Operators may reasonably restrict activities for safety or operational reasons.

7.3 Activity availability. Activities are subject to weather, water levels, wildlife conditions, local regulations and operations. Where modification, postponement or cancellation materially affects a booking, Beyond the Baobab will work with suppliers on alternatives and explain any applicable adjustments or refund rights.

7.4 Responsibility and liability. Independent suppliers conduct their respective services safely under applicable laws. Beyond the Baobab will exercise reasonable care in selecting and coordinating suppliers and provide reasonable assistance where problems arise. Nothing excludes liability that cannot legally be excluded, including liability for Beyond the Baobab's own negligence, breach of contract or other obligations. Guests do not waive rights that cannot lawfully be waived.

8. Liability, Independent Suppliers and Limitations of Responsibility

8.1 Role. Beyond the Baobab designs, arranges and coordinates safari itineraries using accommodation providers, airlines, ground transport companies, guides and other specialist providers. Booked services are identified in the confirmed itinerary and documentation. Beyond the Baobab will exercise reasonable care and skill in selecting suppliers, arranging reservations, communicating details and assisting guests.

8.2 Independent providers. Independent suppliers are responsible for delivering their services lawfully, safely and in line with their contracts. Relevant supplier terms are disclosed before confirmation. Their involvement does not remove obligations Beyond the Baobab has under applicable law or its guest agreement.

8.3 Disruptions beyond our control. Severe weather, flooding, natural disasters, government restrictions, civil unrest, airstrip closures or significant operational disruptions can affect safaris. Beyond the Baobab will communicate promptly where practicable, coordinate alternatives and address costs, refunds and remedies under the booking agreement and applicable law.

8.4 Limitations. To the extent legally permitted, Beyond the Baobab is not liable for losses that are too remote or were not reasonably foreseeable when the booking was made, except where the law requires otherwise. Financial limitations apply only where expressly stated, lawful, fair and enforceable. Nothing excludes or restricts liability for death or personal injury caused by negligence, fraud, deliberate misconduct, or other non-excludable liability.

8.5 Guest assistance. For serious problems, Beyond the Baobab will make reasonable efforts to coordinate with suppliers and identify alternatives. Responsibility for additional expenses depends on the circumstances, booking terms and applicable law.

9. Pricing, Currency, Taxes and Additional Charges

9.1 Quoted prices. Unless otherwise stated, quotations are in USD and identify whether prices are per person, room or party, alongside dates and inclusions. A quotation does not confirm availability or a booking. Quotations are valid for seven days from issue, subject to supplier availability, any shorter validity expressly specified, and revised pricing before confirmation.

9.2 Inclusions and exclusions. Each proposal identifies included services. Unless expressly included, international flights, visas, insurance, personal purchases, gratuities and optional activities are guests' own expenses.

9.3 Currency and exchange rates. Where payment uses a different currency, the rate and charges will be disclosed before payment where reasonably practicable. Guests pay charges imposed by their own financial institutions unless otherwise agreed.

9.4 Taxes and charges. Known applicable taxes, park fees, conservation levies and mandatory charges will be included or identified. New or changed governmental charges after confirmation will be explained; adjustments are subject to the booking agreement and law.

9.5 Before confirmation. Prices and availability may change; any revised price requires an updated proposal for acceptance.

9.6 After confirmation. Confirmed prices will not be increased except for adjustments expressly permitted in a lawful booking agreement, such as specified mandatory government charges. Adjustments must be explained, supported and communicated before becoming payable; rights to reject, cancel or obtain refunds are preserved where applicable.

9.7 Additional services. Guest-requested added accommodation, private vehicles, activities, transfers or services will be quoted separately and arranged after acceptance of the price and conditions.

10. Complaints, Problems During Travel and Dispute Resolution

10.1 During travel. Guests should notify the relevant provider and Beyond the Baobab of any issue as soon as reasonably possible, allowing an opportunity to investigate and resolve it during the trip. Assistance contacts will be supplied before departure.

10.2 Assistance. Beyond the Baobab will make reasonable efforts to resolve issues through communication with suppliers, alternatives and itinerary coordination. Refunds, compensation and remedies for contracted failures are assessed under the agreement and law.

10.3 After travel. Written complaints should preferably be submitted within 30 days of return, describing the issue, dates, services and evidence. Beyond the Baobab will acknowledge complaints within five business days and aim for a substantive response within 15 business days, updating guests if supplier investigations take longer. The suggested period does not limit statutory rights or legal claim periods.

10.4 Good-faith resolution. Complaints will be treated fairly, professionally and in good faith. Refunds, credits, alternatives and compensation depend on the circumstances, contractual obligations and law.

10.5 Disputes. The parties may consider mediation or mutually agreed dispute resolution before legal proceedings. Governing law and jurisdiction are identified in the agreement subject to mandatory consumer protections. Nothing prevents lawful access to courts or dispute bodies.

11. Force Majeure and Extraordinary Circumstances

11.1 Events beyond control. Beyond the Baobab will not be considered in breach to the extent performance is prevented or materially affected by extraordinary events beyond reasonable control that could not reasonably be avoided or overcome. Examples include severe weather, exceptional flooding, wildfire, natural disasters, war, civil unrest, terrorism, epidemics, pandemics, border closures, emergency restrictions, unexpected essential transport closures and major infrastructure disruptions. Ordinary seasonal weather, foreseeable operational difficulty, insufficient availability or routine supplier failures are not automatically force majeure.

11.2 Notification and assistance. Guests will be notified as soon as reasonably practicable. Beyond the Baobab will work with suppliers to assess alternatives and minimise disruption.

11.3 Alternatives. Alternatives may include changes to dates, camps, routes, transport or activities. Material differences and extra costs will be explained. No guest is required to accept a materially different itinerary where law permits rejection.

11.4 Cancellation, refunds and credits. Rights concerning refunds, cancellations, postponements and credits are governed by the booking agreement and law. Supplier terms do not override mandatory guest rights. Credits or postponements in lieu of refunds require agreement where legally required.

11.5 Mitigation. Parties will take reasonable steps to limit avoidable losses and guests should contact insurers promptly where coverage may apply. Non-excludable rights and remedies remain intact.

12. Guest Conduct and Supplier Rules

12.1 Conduct. Guests must act respectfully towards travellers, guides, lodge staff and communities, and comply with reasonable safety and operating instructions. Appropriate action may be taken where conduct poses serious safety risks, materially disrupts others, or is unlawful, abusive or threatening.

12.2 Wildlife and environment. Guests must not feed, approach, provoke or interfere with wildlife, litter, damage vegetation or disregard park and concession rules or guides' instructions.

12.3 Communities. Guests must respect customs, privacy and dignity. Photographing community members, especially children, requires appropriate permission, and applicable village and community rules must be followed.

12.4 Alcohol and behaviour. Alcohol must be consumed responsibly. Operators may restrict activity participation where a guest is intoxicated or unsafe. Illegal drugs and unlawful conduct are prohibited.

12.5 Serious misconduct. An operator may restrict activities or apply proportionate measures for serious safety or operational risks; removal from activities or accommodation may occur in exceptional justified cases. Beyond the Baobab will reasonably assist with alternatives where practicable. Costs and refunds are determined under the circumstances, supplier terms and law.

12.6 Property damage. Guests may be liable for damage caused by deliberate misconduct or negligence, subject to law. Claims must be evidenced and costs explained.

13. Personal Information, Privacy and Guest Data

13.1 Collection. Beyond the Baobab processes personal information reasonably necessary to respond to enquiries, prepare itineraries, arrange travel and provide services, potentially including names, contact details, nationality, dates, passport details, dietary and other booking requirements.

13.2 Use. Information may be used for enquiries, proposals, bookings, guest communications, payments, legal compliance and travel assistance, in accordance with applicable law and the Privacy Policy.

13.3 Suppliers. Necessary information may be shared with lodges, airlines, transfer providers and other suppliers to provide booked services. Sensitive medical or other information is shared only with appropriate safeguards and a valid legal basis.

13.4 International transfers. Appropriate measures will be taken where information is processed outside Botswana or the guest's country, as required by applicable law.

13.5 Marketing. Optional promotional messages are sent only in line with consent and direct-marketing requirements. Guests may unsubscribe at any time. Withdrawal of marketing consent does not prevent lawful essential booking communications.

13.6 Security and retention. Reasonable technical and organisational safeguards will be used. Information will be retained only as long as reasonably needed or legally required.

13.7 Rights. Guests may exercise their data protection rights under applicable law. The separate Privacy Policy describes practices including cookies and tracking. Privacy enquiries: james@beyondthebaobab.com.

14. General Contractual Provisions

14.1 Formation. A booking agreement is formed when Beyond the Baobab accepts a booking, receives payment due and issues written confirmation of secured arrangements. Enquiries, Design Sessions and quotations alone do not confirm a booking.

14.2 Documents. The agreement includes these terms, accepted safari proposal, written confirmation and specifically agreed conditions. Disclosed supplier terms apply to relevant services subject to law. Specific written terms prevail over general terms where lawful and enforceable.

14.3 Guest information. Guests must provide accurate information and notify changes. Reasonable extra amendment costs may apply with disclosure where practicable and subject to law.

14.4 Amendments. Material changes require written agreement except where the booking agreement or law permits otherwise. Updated standard terms do not automatically replace terms governing confirmed bookings.

14.5 Electronic communications. Quotations, confirmations, invoices and travel documents may be exchanged electronically, including email and mutually agreed electronic channels.

14.6 Severability. An invalid provision may be limited or severed where permissible, preserving remaining provisions unless doing so fundamentally changes the agreement or undermines legal rights.

14.7 No waiver. Failure or delay exercising a right does not automatically waive that right.

14.8 Governing law and jurisdiction. Intended to be governed by Botswana law subject to mandatory consumer protections and jurisdictional rules that apply to the booking. Competent courts and dispute bodies are determined by applicable law. Non-excludable rights remain intact.

14.9 Business identity. Beyond the Baobab is a trading name of Bots Individual Travel Proprietary Limited, a company registered in Botswana. Company registration number: BW00006308115. Business address: Plot 133 Independence Avenue, Gaborone, Botswana. Contact: james@beyondthebaobab.com; www.beyondthebaobab.com.