Terms and conditions

These Terms & Conditions govern all bookings and services provided by Solara Safaris ("the Company"). By confirming a booking, the client ("the Client") agrees to be bound by these Terms.

1. Booking & Payment
A booking is confirmed upon receipt of a non-refundable deposit of 25% of the total booking amount.
Payment is due in two instalments, in accordance with the requirements of GGTO:
- 25% at the time of booking (non-refundable deposit)
- 75% no later than 6 weeks prior to departure
A booking fee of €35 per booking and the GGTO client contribution of €9 per person are charged in addition to the expedition price and are stated separately on the invoice.
Failure to complete payment on time may result in cancellation of the booking.

2. Pricing
Prices are subject to change prior to booking due to external factors such as exchange rates, park fees, or supplier costs. Once confirmed, prices are fixed, except in cases of circumstances beyond the Company's control.

3. Cancellation by the Client
All cancellations must be made in writing.
- More than 90 days before departure → deposit non-refundable (25%)
- 90 to 60 days before departure → 50% of total amount
- 59 to 30 days before departure → 75% of total amount
- Less than 30 days before departure → 100% of total amount
No refunds will be issued for unused services or early departure.
These cancellation terms may differ where a supplier applies non-refundable conditions, for example on flight tickets. Any such deviation is stated in writing before the booking is confirmed.

4. Substitution of the Client
A Client who is unable to travel may transfer the booking to another person, provided that person meets all conditions of the travel agreement and the Company is notified in writing no later than 7 days before departure.
The Company will charge the actual costs arising from the transfer, such as airline change fees or supplier charges. These costs are stated before the transfer is confirmed. The original Client and the substitute are jointly liable for payment of the outstanding balance and these costs.

5. Cancellation by the Company
The Company may cancel an expedition if the minimum number of participants stated on the expedition page is not reached, or in the event of unavoidable and extraordinary circumstances.
Where an expedition is cancelled for not reaching the minimum number of participants, the Client will be notified no later than 20 days before departure for journeys of more than 6 days, 7 days before departure for journeys of 2 to 6 days, and 48 hours before departure for journeys of less than 2 days.
In the event of cancellation by the Company, the Client will be offered:
- A full refund of all amounts paid, or
- Transfer to a future expedition

6. Changes & Itinerary Adjustments
The Company reserves the right to modify itineraries due to weather conditions, wildlife movement, safety considerations, or operational requirements. Such changes do not entitle the Client to compensation.

7. Travel Insurance
Clients are required to obtain comprehensive travel insurance covering cancellation, medical expenses, evacuation, and personal liability prior to departure.

8. Health & Fitness
Clients are responsible for ensuring they are medically fit to travel. The Company is not liable for any health-related issues during the journey.

9. Client Responsibility
Clients are responsible for:
- Valid passports and visas
- Required vaccinations
- Compliance with local laws and regulations
Failure to meet these requirements does not entitle the Client to a refund.

10. Assumption of Risk
Wildlife travel involves inherent risks. By participating, the Client acknowledges and accepts these risks, including but not limited to injury, illness, or loss.

11. Liability
Solara Safaris is the organiser of the package travel arrangements it sells and is responsible for the proper performance of the travel services included in the package, whether these services are performed by Solara Safaris or by third-party suppliers such as lodges, guides, and transport providers.
The Company is not liable for services the Client arranges independently, including international flights not booked through Solara Safaris.
The Company does not guarantee wildlife sightings and is not liable for the absence of specific animals.
The Company is not responsible for the provision of medical care or evacuation services; these are covered by the travel insurance the Client is required to hold under clause 7.
Liability is limited in accordance with the applicable provisions of Dutch package travel law and any relevant international conventions.

12. Force Majeure
The Company is not liable for delays or cancellations caused by events beyond its control, including natural disasters, political instability, pandemics, or government restrictions.

13. Refund Policy
Refunds are governed by clauses 3 and 5 above.
No refunds will be issued for:
- Unused services
- Missed activities
- Wildlife sightings or lack thereof
Wildlife encounters are inherently unpredictable and cannot be guaranteed.

14. Package Travel & Separate Services
The expeditions offered by Solara Safaris are package travel arrangements within the meaning of Dutch law, combining at least two categories of travel service for a single journey. The full statutory protection for package travel applies, as does the GGTO guarantee scheme.
Where the Company arranges a single, separate travel service at the Client's request — for example an additional hotel night before or after an expedition — this does not constitute a package. Such services fall outside the statutory package travel protection and outside the GGTO guarantee scheme. The Company will state clearly in writing when this is the case.

15. Guarantee Fund & Consumer Protection
Solara Safaris is a member of Stichting Garantiefonds Gespecialiseerde Touroperators (GGTO), registration number GGTO-1855, and of the Dutch association of small-scale tour operators (VvKR), membership number 26031.
The GGTO guarantee means that, should Solara Safaris become financially unable to perform the booked journey, the amounts already paid by the Client will be refunded. Where the journey has already commenced and transport is included in the package, the guarantee also covers the Client's return travel.
For every booking, a client contribution of €9 per person is charged in accordance with GGTO requirements. This amount is charged in addition to the expedition price and is stated separately on the invoice.
The GGTO guarantee is not a cancellation insurance. If the Client cancels the booking, for whatever reason, the cancellation terms in clause 3 apply and no payment is made under the GGTO scheme. Clients are advised to hold separate cancellation insurance.

16. Governing Law
These Terms & Conditions are governed by the laws of the Netherlands. Any disputes shall be subject to the exclusive jurisdiction of the competent courts in the Netherlands.

17. Acceptance of Terms
By confirming a booking, the Client acknowledges having read, understood, and agreed to these Terms & Conditions.