GENERAL BOOKING CONDITIONS
Travel documents: Passports and Visas.
It is the Travelers responsibility to obtain information and to have in your possession all the required documentation and identification required for entry, departure and travel to each country or region. This includes a valid passport and all travel documents required by the relevant governmental authorities including all visas, permits and certificates (including but not limited to vaccination or medical certificates) and insurance policies. Travelers must have a passport that is valid 6 months after the last date of travel with Kent Tours as set out on your itinerary. You accept full responsibility for obtaining all such documents, visas and permits prior to the start of the Tour, and you are solely responsible for the full amount of costs incurred as a result of missing or defective documentation. You agree that you are responsible for the full amount of any loss or expense incurred by Kent Tours that is a direct result of your failure to secure or be in possession of proper travel documentation. Kent Tours does not provide advice on travel documents and makes no representations or warrantees as to the accuracy or completeness of any information provided on visas, vaccinations, climate, clothing, baggage, or special equipment and you agree that Kent Tours is not responsible for any errors or omissions in this information.
Should you require assistance on this matter we will be pleased to make recommendations
Prices, Surcharges & taxes
The tour program includes hotel taxes as imposed by Kenyan governments, entrance fees to National Parks and Game Reserves, and airport taxes for domestic flights where applicable
Kent Tours offers its clients customized packages of land and / or air services using various suppliers. The price of your travel arrangements is subject to the possibility of changes and surcharges beyond our control and may occur in connection with governmental action, currency exchange rate fluctuation and increases in suppliers’ prices.
Kent Tours reserves the right to impose surcharges on any products or services booked for reasons arising from increases in transportation costs, fuel costs, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airport charges, local operator costs, currency and exchange fluctuations, increases in taxes, or government action which impacts the price of the applicable products or services; provided however, Kent Tours will only do so where the increase in question is greater than 2% of the original price paid for the products or services (excluding add-ons, insurance, and taxes). Upon learning of the necessity to impose a surcharge in accordance with this section Kent Tours will provide notice to you as soon as reasonably possible.
Where the increase in price is greater than 7% of the original price of the applicable products or services (excluding add-ons, insurance and taxes), you may choose to either:
(a) cancel the applicable booking without incurring any penalty; or
(b) accept the change of price.
You must notify Kent Tours of your choice within 14 days of receipt of notice of the increase or you will be deemed to have accepted the price change and will be liable for payment of the increase.
From time-to-time Kent Tours may offer reduced pricing on certain products or services. Reduced pricing applies only to new bookings. Bookings where payment of at least a deposit has been received by Kent Tours are not entitled to reduced pricing
Air fares: International and Domestic air bookings
Reconfirmation of flight bookings is the responsibility of the traveler. As tour arrangements may be booked to connect with international and domestic air flights it is your responsibility to keep us updated as to your flight times and numbers.
Tour prices do not include international or other airfare unless expressly mentioned in the Tour’s descriptions. Kent Tours will quote the best price available for the travel dates requested at the time the quote is prepared. Quotes provide an estimate only and are not a firm price commitment by Kent Tours or the applicable air carrier(s).
Kent Tours acts only as a sales agent for the applicable air carrier and the air carrier terms and conditions apply to the purchase and use of the air travel ticket. Please consult the air carrier’s applicable terms and conditions and conditions of carriage for complete information including
Applicable cancellation terms. Kent Tours is not responsible for changes in air itineraries or flight times and does not provide advice or alerts regarding air travel tickets, flight status or delays.
Any special requirements must be disclosed to the Kent Tours at the time of booking. Kent Tours will use reasonable efforts to accommodate special requirements or requests but this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Certain activities may be inaccessible to you if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to Kent Tours at the time of booking but Kent Tours cannot guarantee that dietary needs or restrictions can be accommodated. Any special requests or requirements do not form part of these Terms or the contract between you and Kent Tours and other service providers is not liable for any failure to accommodate or fulfill such requests.
Not Included in Quoted Tour Rates
Cost of obtaining passports, visas, travel insurance, excess baggage charges, items of a personal nature such as drinks, laundry, communication (calls, faxes, emails, etc.) international airport departure tax (to be paid in U.S. dollars or acceptable foreign currencies), deviations from the tour, and gratuities to safari directors, tour leaders, drivers, rangers and trackers.
Payments & acceptance of the booking
If full payment is not received by the applicable due date, Kent Tours may, at its sole discretion, change the rate payable for the booking, or treat the booking as cancelled and retain the deposit paid on booking as a cancellation fee. If a booking is made less than 60 days before the departure date of the first product included in the applicable booking, then the full amount must be paid at the time of booking. If, for any product or service booked, payment terms differ from those outlined in this section, the applicable terms will be communicated to you prior to booking and will also be detailed on the applicable invoice.
Kent Tours is not responsible for any charges levied by third parties or financial institutions and payable by you as a result of credit card or other payment transactions and will not refund or return any fees charged by third parties or financial institutions in connection with payments made by you to Kent Tours.
Mode of payments
We accept payment by credit card (Visa or Mastercard) through our secure online payment system. Once your booking is confirmed & your sales consultant has emailed you the invoice, you will then receive an email from Kent Tours which will have a link that directs you to our secure online payment system, where you can enter your details and process your payment.
Your credit card company may add their own handling fee for processing a payment outside your home country. If the final balance is paid by credit card then a transaction fee of 5% is added to the amount of the balance to cover the credit card processing charges. Payment can also be made by debit card in the same way as credit cards but the banks in Kenya apply the same transaction fee for debit cards as for credit cards, so a fee of 5% is also added for payment of the final balance by debit card.
Other local mode of payments includes and not limited to Mpesa, Paybill, Cash, cheque, bank transfer etc
If you make changes to your reservation that affect departure city, or make changes to your departure date or destination, it will be treated as a cancellation and the relevant cancellation charges will apply. Traveler substitutions are considered reservation cancellations and are subject to the above cancellation charges.
All traveler requests, preferred air schedules, and special accommodations, are subject to availability and are not guaranteed, and charges may apply. If Kent Tours & Travel cancels any optional extension which you have purchased, you will receive a refund of the amount you paid for the extension.
However, if you subsequently decide to cancel the base (main) portion of your trip, cancellation charges will apply. Kent Tours reserves the right to cancel or shorten a trip without notice, in which event your sole remedy shall be a prorated refund for any unused portion of the trip.
Cancellation by Participants
You may cancel your booking by notifying Kent Tours. Cancellation fees, if any, will be determined with reference to the date on which notice of cancellation is received by Kent Tours and are expressed as a percentage of the total price paid for the cancelled Tour, product or service (excluding any insurance products).
Cancellation of a Tour: Hotels, Lodges & Camps Cancellation Policy
Hotel/ camps/ Lodges Reservation Bookings are confirmed upon receipt of a 50% deposit of the quoted reservation cost. Balance payable in full 45 days prior to arrival date. Full Payment is required if less than 45 days.
- Cancellation Policy
More than 120 days prior to reservation, the deposit is returned less of bank charges
120 days to 45 days – 20% deposit forfeited
44 days to 31 days – 50% forfeited
Less than 30 days (and no shows) – 100% forfeited
- If there is a no-show, if you cancel your day tour/ trip or safari after the departure date, or if you leave a trip already in progress, you will not receive any refund for any unused portion of your trip. There is no right to a refund for any unused services
Cancellation by Kent Tours & Travel Ltd
A departure date for a Tour offered by Kent Tours will become a guaranteed departure when at least one booking secured by a valid deposit has been made on that departure.
Kent Tours guarantees that all scheduled Tour departures booked and secured with a valid deposit will depart as indicated on the applicable confirmation, subject to reasonably itinerary changes as described in these Terms or good faith health and safety concerns. This guarantee is not applicable in the case of Force Majeure.
If a Tour is cancelled by the Kent Tours before the date of departure for reasons other than Force Majeure and the cancellation is not caused by your fault or negligence, you will have the choice of accepting from the Tour Operator:
(a) A substitute Tour of equivalent or superior value; or
(b) A substitute Tour of lesser value if no Tour of equivalent or superior value is reasonably available and to recover from Kent Tours the difference in price between the price of the Tour originally purchased and the substitute Tour; or
(c) A full refund of all monies paid for the cancelled Tour.
Kent Tours is not responsible for any incidental expenses or consequential losses that you incur as a result of the cancelled booking including visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, Kent Tours reserves the right to issue a full refund in lieu of the choices above, in its sole discretion. Where a significant element of a Tour as described cannot be provided after departure, Kent Tours will make suitable alternative arrangements where possible. If it is not possible to provide a suitable alternative or if you reasonably reject any suitable alternatives, Kent Tours may provide you with a refund for unused products or services as determined in its discretion.
Kent Tours acts only as a Co-ordinator for all passengers with respect to services provided by underlying operators, including hotels, lodges, restaurants, professional guides, air charter services, boating, rafting, kayaking, bush walking, trekking and climbing activities. . All bookings with Kent Tours are therefore subject to the limitations of liability imposed by the underlying operators involved in the trip
Kent Tours and its parents, subsidiaries and their respective employees, affiliates, officers, directors, successors, representatives, and assigns shall not be held liable for (A) any damage to, or loss of, property or injury to, or death of, persons occasioned directly or indirectly by an act or omission of any other provider, including but not limited to any defect in any aircraft, watercraft, or vehicle operated or provided by such other provider; and (B) any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond their control. You waive any claim against Kent Tours for any such loss, damage, injury, or death.
In the event that any loss, death, injury or illness is caused by the negligent acts or omissions of Kent Tours or of the Third Party Suppliers of any services which form part of the booking contract then Kent Tours limits its liability, where applicable by all applicable international conventions.
All scheduled airline flights are occasionally subject to overbooking, delay or cancellation. If this occurs, Kent Tours will use its best efforts to assist clients in finding alternative arrangements. Kent Tours, however, is not responsible for any such events and the costs associated therewith.
Booking on behalf of others
By booking on behalf of other participants, you are deemed to be the designated contact person for every participant included on that booking. This means that you are responsible for making all payments due in connection with your Tour booking, notifying the Kent Tours or your travel agent if any changes or cancellations are required and keeping your party informed.
By booking on behalf of another person or persons, you represent and warrant that you have obtained all required consents. You are responsible for verifying that any information you provide on behalf of another participant is complete and accurate and Kent Tours will under no circumstances be liable for any errors or omissions in the information provided to complete a booking.
Anyone under the age of 18 on the date of first travel is considered to be a minor. Minors must always be accompanied by an adult. One adult may accompany up to two minors. Unless otherwise indicated in the Tour description or by Kent Tours, the minimum age for minors travelling on any Tour is 12 years old.
All bookings with a minor are subject to review and approval by Kent Tours. If the consent of a parent, guardian or any other person is required by applicable law for any minor to travel, the accompanying adult is responsible for securing all consents, documentation and ensuring that they and the minor(s) meet all legal requirements to travel, to enter into and depart from applicable countries and regions. Kent Tours will not be responsible for any fees, damages, or losses incurred as a result of any failure to secure necessary consents, permits, and approvals.
Each adult on a booking with a minor or minor(s) is jointly and severally responsible for the behavior, wellbeing, supervision and monitoring of such minor(s), and jointly and severally accepts these Terms for and on behalf of any minor(s) on their booking, including all assumptions of risk and limitations of liability. Kent Tours does not provide care services for minors and expressly disclaims any responsibility for chaperoning or controlling any minor(s).
Most trips offer a limited number of single rooms, subject to availability and hotel space, single room Supplement will be charged accordingly.
Guests are urged, to travel with only one medium-size suitcase. On certain flights within Africa, strict luggage restrictions apply; details are provided in tour documentation. Luggage and personal effects are at owner’s risk throughout the tour unless insured.
It is a condition of booking one of our tours that the travelers is adequately insured for the full duration of the tour in respect of illness, injury, death, loss of baggage and personal items, cancellation and curtailment. The choice of insurer is the sole discretion of the client. Kent Tours & Travel highly recommend travel insurance
You must advise Kent Tours in writing, at or prior to booking, of any physical, emotional or mental condition which (a) may affect your ability to fully participate in the trip; (b) may require professional attention during the trip; or (c) may require the use of special equipment. If any such condition arises after the trip is booked, you must advise Kent Tours in writing immediately.
Kent Tours reserves the right to decline or cancel your reservation, or to remove you from a trip in progress, if Kent Tours reasonably determines your condition would adversely affect the health, safety, or enjoyment of you or of other participants. If Kent Tours removes you from a trip in progress pursuant to this paragraph, you will not be entitled to any refund of your Trip Price and Kent Tours shall have no further liability.
Most Kent Tours trips are not wheelchair-accessible, as wheelchair assistance or accessibility in our safari destinations cannot be guaranteed. If you require a wheelchair, you must provide Kent Tours with your requirements in advance and also may need to bring your own small, collapsible wheelchair.
If you are unable to travel without assistance, you must be accompanied by an able companion. If you have a condition which requires special equipment or treatment, you must bring and be responsible for all necessary items related to your condition. Kent Tours cannot accommodate motorized scooters of any kind.
If you have a condition as contemplated herein, you travel at your own risk. Kent Tours is not liable for any injuries or damages you may suffer relating to such a condition, including without limitation loss of special equipment, lack of assistance with or accommodation of special needs, and unavailability of medical assistance or treatment.
Pregnancy is considered a medical condition and must be disclosed to Kent Tours at the time of booking. Kent Tours may refuse to carry pregnant women over 24 weeks. Kent Tours may refuse to carry anyone with certain medical conditions if reasonable accommodation or alternatives cannot be arranged.
You are responsible for assessing whether a Tour is suitable for you. You should consult your physician to confirm your fitness for travel and participation in any planned activities. You should seek your physician’s advice on vaccinations and medical precautions. Kent Tours does not provide medical advice. It is your responsibility to assess the risks and requirements of each aspect of the Tour based on your own unique circumstances, limitations, fitness level and medical requirements.
Travel with Kent Tours may involve visiting remote or developing regions, where medical care may not be easily accessible and medical facilities may not meet the standards of those found in your home country. The condition of medical facilities in the countries you may visit on your Tour varies and the Kent Tours makes no representations and gives no warranties in relation to the availability or standard of medical facilities in those regions.
Kent Tours is not responsible for the costs of any medical treatment you may require during the trip. Under no circumstances is Kent Tours responsible for the quality of medical care, or lack thereof, you may receive while on the trip.
Kent Tours may take photographs or film of its trips and trip participants, and participant grants Kent Tours express permission to do so and for Kent Tours to use such for promotional or commercial use.
Images & Marketing
You agree that, while participating in any Tour, images, photos or videos may be taken by other participants, Kent Tours or its representatives that may contain or feature you. Your consent to any such pictures being taken and grants a perpetual, royalty-free, worldwide, irrevocable license to Kent Tours, its contractors, sub-contractors and assigns, to reproduce for any purpose whatsoever (including marketing, promotions and the creation of promotional materials by or with sub-licensees), in any medium whatsoever, whether currently known or hereinafter devised, without any further obligation or compensation payable to you.
Kent Tours will not be liable in any way for death, bodily injury, illness, damage, delay or other loss or detriment to person or property, or financial costs both direct and indirect incurred, or for Kent Tours failure to commence, perform or complete any duty owed to you if such death, delay, bodily injury (including emotional distress or injury), illness, damage or other loss or detriment to person or property is caused by Act of God, war or war like operations, mechanical breakdowns, terrorist activities or threat thereof, civil commotions, labor difficulties, interference by authorities, political disturbance, howsoever and where so ever any of the same may arise or be caused, riot, insurrection and government restraint, fire, extreme weather or any other cause whatsoever beyond the reasonable control of Kent Tours; or an event which Kent Tours or the Third Party Supplier of services, even with all due care, could not foresee any and all of which, individually and collectively, constitute “Force Majeure”.
Law & regulations Measures
You must at all times strictly comply with all applicable laws and regulations of all countries and regions. Should you fail to comply with the above or commit any illegal act when on Tour or, if in the opinion of Kent Tours (acting reasonably), your behavior is causing or is likely to cause danger, distress or material annoyance to others, Kent Tours may terminate your travel arrangements on any product or service immediately at your expense and without any liability on Kent Tours part. You will not be entitled to any refund for unused or missed services or costs incurred as a result of termination of your travel arrangements, including, without limitation, return travel, accommodations, meals, and incidentals.
You agree to take all prudent measures in relation to your own safety while on Tour including, but not limited to, the proper use of safety devices (including seatbelts, harnesses, flotation devices and helmets) and obeying all posted signs and oral or written warnings regarding health and safety. Neither Kent Tours nor its Third Party Suppliers (as defined herein) are liable for loss or damages caused by your failure to comply with safety instructions or warnings.
Any and all disputes concerning this contract or your trip shall be resolved solely and exclusively by binding arbitration according to the then current rules of the Kenyan Government in Nairobi Kenya, and any such arbitration must take place in Nairobi. In any such arbitration, the substantive law of Kenya will apply.