Booking Terms & Conditions
Booking Terms and Conditions
Booking a holiday can be a large commitment and expense, and Getaway Safari Limited (we, us, the company) is dedicated to assisting you (your, Client) with your arrangements. All tour operators and suppliers have booking conditions and payment requirements which need to be adhered to, to secure your booking.
By booking your arrangement with us, you are agreeing to be bound by these Terms and Conditions and any additional Terms and Conditions of any supplier that are applicable to your booking arrangements. We shall include those additional supplier Terms and Conditions with our proposal. Where there is any conflict, these Terms and Conditions shall prevail.
The lead Client assumes the responsibility of sharing these Terms and Conditions with each person travelling in their group, including payment of all amounts when due and confirms that they are authorised to act on behalf of those others travelling in their group.
It is the responsibility of each Client to read all Terms and Conditions in their entirety. In addition, we reserve the right to modify these Terms and Conditions at any time, with written notice to you. Any such modifications will not affect bookings already confirmed and paid for in full.
Quotation & Costs
Planning any vacation takes extensive time and effort before the departure date arrives. We may charge a consulting fee for preparing a proposal which includes the time spent covering the initial consultation and research. At the time we give you a proposal we will advise you of our consulting fee and the Total Tour Cost.
Our consulting fee will be charged and payable regardless of whether or not you book a trip with us. The consulting fee is non-refundable. However, if you do book a trip with us, the consulting fee is applied as a credit towards the Total Tour Cost.
Proposals are valid for 10 days from the date of quotation. A booking is provisionally confirmed when:
(a) we receive your written acceptance of the proposal;
(b) the required deposit (or full payment where applicable) is paid; and
(c) all airfares we are booking on your behalf are paid for in full.
Upon receipt of payment of the above, we will confirm arrangements in writing to you. Upon our written confirmation, your booking is considered fully confirmed, and subject to the governing Terms and Conditions. Full confirmation does not ensure that further payment will not be required prior to your departure. We refer you to the following provision.
If your written confirmation and the required payments are not received within 10 days from the date of the quotation then the proposal and any provisional bookings will be cancelled.
Price Changes After Confirmation
Prices quoted by the company prior to or at the time of booking, are calculated with reference to a number of factors, including exchange rates, Government charges, transport costs including fuel charges, prices charged by suppliers in other countries and other matters. Getaway Safari Limited will endeavour to ensure that prices quoted prior to or at the time of booking remain valid until your departure.
However, if currency fluctuations or any of the above surcharges arise, those additional costs will be communicated to you in writing and may be imposed at any time up to the day of departure. Your travel may not commence until all additional costs are paid.he Total Tour Cost quoted is subject to these changes and to the availability of all services at the time the booking is made.
We are under no obligation to give a breakdown of costs on any booking.
Deposits & Payments
The non-refundable deposit (booking fee) required for your acceptance of the proposal is 30% of the Total Tour Cost (excluding airfares) and is required to secure the booking as set out above.
In addition to the deposit, 100% of the total value of all airfares we are booking on your behalf must be paid on the date of confirmation. This payment is non-refundable.
The balance of payment for the Total Tour Cost, or the full payment if a deposit has not been received, is required at least 8 weeks (56 days) prior to your departure date.
If the balance of the payment is not paid 8 weeks prior to your departure date we will treat this as a cancellation by you and the Cancellation Policy as set out below shall apply.
Itinerary Variations and Amendments
Amendments by the Client
You may request itinerary changes in writing, subject to availability and third-party terms. Each change will be considered on a case by case basis. We will advise you in writing of our acceptance of any requested changes.
Minor changes may include accommodation upgrades, activity swaps, or date shifts and these can be requested up to 45 days prior to departure.
If you request three amendments, or for any changes to be made within 45 days of travel, a $NZ100 administration fee per change will apply to that third and any subsequent amendments or late changes, together with any non-refundable supplier costs.
If you request Major Changes—such as altering the destination country, reducing the trip by more than 50%, or postponing travel by over 60 days—to your booking this may be treated by us as a cancellation and rebooking. The Cancellation Policy set out below will apply based on the original departure date. We will advise you of the costs which will be incurred as the result of a Major Change prior to confirming that change with you in writing. You will then need to confirm your acceptance of the change and the additional costs to us in writing.
All amendments require written confirmation from the company to be valid.
Cancellation Policy
Cancellation fees apply to all confirmed bookings. Notice must be given in writing to us for any cancellation of your booking or part of the booking and is subject to the cancellation policy and payment of the fees as set out below. Once flight tickets are issued, they are non-refundable.
If you notify us in writing of cancellation of a confirmed travel booking:
(a) more than 12 weeks prior to the departure date, the non-refundable deposit is forfeited;
(b) more than 8 weeks but less than 12 weeks prior to the departure date, the non-refundable deposit plus 50% of the balance payment is forfeited;
(c) Less than 8 weeks prior to the departure date, 100% of the travel costs are forfeited and no refund is payable.
Variation by the Company
Operational changes not caused by Force Majeure events will be managed under this clause including reasonable efforts to provide comparable alternatives. Force Majeure events will be governed exclusively by the Force Majeure clause. If the company is unable to make operational changes because of the nature of the external factors beyond the control of the company, this shall by definition constitute a Force Majeure event.
We will use reasonable commercial efforts to provide the itinerary as booked. However, due to the nature of safaris/itineraries and external factors including but not limited to weather conditions, wildlife movements, local regulations, and accommodation availability, operational changes may be necessary.
In such cases, we will endeavour to provide alternative arrangements of comparable value and quality. The Client accepts, at the time of booking, the possibility of and appropriateness of such flexible or alternative arrangements and shall make no claim against the company in respect of those operational changes.
Travel Insurance
It is mandatory for all clients making travel arrangements through Getaway Safari Limited to purchase and maintain fully comprehensive travel insurance including cover for flight cancellation/delay, medical expenses, evacuation and baggage loss with a reputable insurer to cover yourself, as well as any dependents and travelling companions.
You will be charged directly by the relevant service providers for any emergency services you may require and should you not carry the relevant insurance cover you may not be able to access such services.
The company may at any time request a copy of the travel insurance policy. You must provide your insurance details with a copy of your policy including emergency contact number and policy number to the company before departure. The company may share this information with third party providers.
The company will use its best endeavours to provide documentation to support any insurance claims. Getaway Safari Limited, their representatives, employees and agents, will take no responsibility for any costs, losses incurred or suffered by you, or your dependents or travelling companions, with regards to, but not limited to, any of the above mentioned events.
Passports, Visas & travel documentation
You must ensure you have all necessary visas prior to departure (unless these can be obtained on arrival). Getaway Safari Limited, its staff, suppliers and operators shall not be held liable should entry be denied. You acknowledge that it is your responsibility to obtain and maintain a valid passport, any valid visas, permits or certificates, including vaccination certificates, for any tour booked with the company.
All passport holders should verify visa entry requirements with the relevant consulate prior to travelling.
Passports must be valid for at least 6 months from the date of travel, and you should have a minimum of four blank pages in your passport. Entry may be denied if documents do not meet these requirements.
Additional Requirements for Minors
All passengers under 18 years of age will need to present an unabridged birth certificate as well as a valid passport when entering, departing or transiting many of the countries our clients travel to. It is the Client’s responsibility to ensure they have the right documentation. Abbreviated versions or baptismal certificates are not accepted. This requirement applies to minors of all nationalities – whether travelling unaccompanied, with both parents, with one parent or with a guardian or another adult. A sworn translation (certified/authenticated) in English should accompany all documentation that is in a language other than English.
If you are the lead Client in a group which includes one or more passengers under 18 years of age, you must acknowledge your acceptance and understanding of the above requirements to us in writing. You accept responsibility for ensuring compliance with these requirements including any costs or losses arising from non-compliance.
Flights
You acknowledge that there may be flight delays (due to circumstances beyond the control of the company) that may lead to interference with your itinerary. We will not be responsible for any flight delays or loss of flight connections except where directly caused by the company's gross negligence or willful misconduct. This includes delays or losses caused by the Client, airlines, suppliers, weather conditions, or other circumstances beyond our reasonable control.
In the case of any loss of flight connections, whilst every effort will be made by the company to continue with the booked tour, the company will not be liable to compensate Clients for any lost part of their itinerary and the company will not be liable to pay for any additional costs that may be incurred by the Client as a result of any loss. The company strongly recommends that your insurance covers all of the travelling party for flight cancellations and delays.
You acknowledge that it is your responsibility to check in on time for your flight at any airport. Getaway Safari Limited will not be responsible for any flights that are not taken due to your late arrival at any airport. It is also your responsibility to contact the relevant airline companies at an appropriate time before any flight departure to confirm that all details relating to your flights are correct.
Medical / Health Requirements
It is your responsibility to be aware of any health requirements for intended travel destinations. Vaccinations are strongly recommended or are mandatory for certain destinations. Contact your local doctor or travel vaccination centre and they will advise you of these requirements. Please note that vaccinations may be recommended to be obtained some period in advance of travelling.
You must disclose to the company prior to, or at the time of booking a tour, any medical condition, allergies (including food allergies), physical limitation or other health issue – whether current, pre-existing or experienced within the previous 2 years – that may affect you participation or safety or the company’s willingness to accept the booking. You acknowledge that this disclosure is important and relevant because it may affect the willingness of the company to accept your booking and may affect any advice that the company would seek to give to you in relation to any proposed tour.
All clients must satisfy themselves prior to booking that they are fit and able to complete their chosen itinerary The company reserves the right to refuse or cancel a booking if it reasonably determines a Client is not suitable for the tour due to health or fitness concerns. The journeys are suitable for Clients of average fitness and mobility. Clients may be expected on occasions to carry their own luggage for short distances.
Further Material
Due to the logistics of travelling on a safari to remote areas, we strongly recommend that all Clients read the literature provided including the Terms and Conditional provided by our suppliers. Should there be any further queries, please feel free to contact us.
We provide pre-tour information relevant to all countries you will visit, and this should answer most questions you might have regarding travelling on safari. We will send this to you on confirmation with a suggested packing list. We do not provide any guarantee as to the content of any material provided to us by a third party.
Privacy
The company collects and stores personal data for the purpose of planning and delivering travel services. Your personal data may be shared with suppliers, public authorities (such as customs and immigration) and otherwise as required by law but will not be disclosed to unrelated third parties without your consent. Suppliers and other authorities may not have the same level of protection as provided by us. By making a booking, you consent to your personal data being passed to other third parties as set out above.
You may request access to or correction of your personal data at any time. We shall take all reasonable steps to protect your personal data.
Payment and Bank Details
Payments can be made into the Getaway Safari Limited USD (US Dollar) account if paying a USD invoice, or our NZD (New Zealand Dollar) account if paying an NZD invoice. You may pay the bank equivalent of the USD amount into the NZD bank account subject to the exchange rate determined by us on the day of payment. You must contact us before making such payment to confirm the applicable exchange rate. The company will provide you with bank account details for all payments and it is your obligation to verify bank account details with the company prior to such payment. The company accepts no responsibility or liability for payments made to any bank accounts other than the company’s.
All bank deposits must be received in full without any deduction for bank charges, commissions, or other fees, which shall be borne by the Client. You must pay any shortfall in payment due to bank charges or exchange rate fluctuations within 7 days of notification from us as to the amount of the shortfall.
Unless agreed to by the company in writing prior to payment being made, no credit card or debit card transactions will be accepted.
Acceptance of risk
You acknowledge that the tours offered by the company and third party providers may be considered to be, in full or in part, adventurous. The tours may involve personal risk, including illness, injury, disease, loss or damage to property, discomfort, and inconvenience. You, in making the booking, accept all risks and agree that you have made the booking upon the condition that you travel at your own risk.
You warrant that you will not make any claim against Getaway Safari Limited, its employees, agents, or contractors for injury or loss, howsoever caused, arising out of the acceptance of all risks, except in cases of gross negligence or willful misconduct by the company.
It is your responsibility to be informed about any travel advisories or warnings issued by any Government Department. If a travel advisory or warning is issued by a Government Department in relation to a destination included in the tour you have booked, then you may elect, at your discretion, either to cancel the booking (in which case the cancellation provisions referred to above will apply) or proceed. If you decide to proceed with the booking, then you acknowledge and agree that you have decided to do so at your own risk and will not make any claims against the company in respect to that booking.
‘Force Majeure’ in these Terms and Conditions means, in relation to our company, any circumstances beyond our reasonable control, (including, but without limitation, to acts of God, explosion, flood, forceful wind, fire or accident, war or threat of war declared or undeclared, acts of terrorism, sabotage, insurrection, riots, strikes, civil disturbance, sickness, epidemics, pandemics, quarantines, government intervention, weather conditions, defects in machinery and vehicles, delays or other unforeseeable event).
If our company, and/or any of our travel suppliers, are affected by a Force Majeure event, we and they shall be entitled to, and may in our sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to your trip.
We shall not be or deemed to be in breach of these Terms and Conditions or otherwise be liable to you for any damages, compensation, costs, expenses or other losses whatsoever, and shall not provide any refund, by reason of delay in performance, or by non-performance, of any of our obligations hereunder or for any variation or cancellation to the extent that any such delay, non-performance, variation or cancellation is due to any Force Majeure event.
Liability
‘Products’ in this Agreement means the travel arrangements, tours and services organised or facilitated by the company including, but without limitation, tours, accommodation, meals, transfers, park permits, domestic/international flights and guides.
You acknowledge and agree that Getaway Safari Ltd acts solely as a booking agent for the suppliers of Products and accepts no liability for any injury, loss, damage, accident, delay, or irregularity that may arise to any customer or third party resulting from the customer or third party’s use of the Products.
All bookings are made on your behalf subject to the Terms and Conditions, including conditions of carriage and limitations of liability, imposed by these service providers. We can provide you with copies of the relevant service provider’s terms and conditions on request.
Your legal rights in connection with the provision of travel services are against the specific provider and, except to the extent a problem is caused by the company’s gross negligence or willful misconduct, are not against us. Specifically, if for any reason (excluding fault on our part) any travel service provider is unable to provide the services for which you have contracted, your rights are against that provider and not against us.
To the maximum extent permitted by law, neither Getaway Safari Ltd nor any of its related companies, employees, directors, officers or agents accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by the acts, omissions or default, whether negligent or otherwise, of third party providers over whom we have no direct control, Force Majeure or any other event which is beyond our control or which is not preventable by reasonable diligence on our part.
Release and Indemnity
The client releases and discharges Getaway Safari Limited from and against all actions, suits, demands, claims, costs, damages, interest or losses of whatever nature sustained or incurred by the client in connection with or related to the provision of Products by the company. The client further indemnifies and agrees to keep indemnified the company from and against all such claims and liabilities including third party claims made against the company.
General
These Terms & Conditions shall be governed in all respects by the laws of New Zealand. The parties irrevocably submit to the exclusive jurisdiction of the courts of, New Zealand sitting in Napier for all claims or disputes arising out of or in connection with this agreement. The client waives any objection to venue or jurisdiction in Napier, New Zealand.
By making any payment (including a deposit) to Getaway Safari Limited, you expressly acknowledge and agree that you have read, understood, and accept these Terms and Conditions in their entirety.
If you do not accept any part of these Terms and Conditions in their entirety, you must not use or book any of our travel services. Any use or booking of our services constitutes acceptance of these Terms & Conditions.
Revised May 2026