By registering for a Utopia Safaris Limited expedition, you agree to the following Terms and Conditions. We may update or amend these Terms and Conditions from time to time in the future, and it is your responsibility to be familiar with them.
PRICING, REGISTRATION, AND PAYMENT POLICY
Registration in Utopia Safaris is not confirmed until a deposit has been paid, as per the deposit and payment schedule below. It is the participant’s responsibility to ensure that payments are made as per the payment schedule. Deposits paid by credit cards or direct bank transfer must be received within seven (7) business days of the date of registration. If payment is not received within seven (7) business days, the registration will be canceled, and the participant will have to rebook if he/she still wishes to participate in that expedition. Such rebooking is subject to availability.
Some itineraries will have a modified payment schedule. In these cases, the payment schedule will be noted on the relevant program’s page on the Utopia Safaris website and will supersede the payment schedules below.
A 30% deposit the due at the time of registration
30% payment due 270 days prior to the expedition start date
40% payment is due 120 days prior to the program start date a registration is made less than 271 days prior to the program start date, a 60% deposit will be required If a registration is made less than 121 days prior to the program start date (or after the final payment due date in the case of a modified payment schedule), full payment will be due at the time of registration.
Please use this payment link to place your deposit and guarantee your reservation:
Email us if you wish to direct bank transfer the funds: email@example.com
Registrations by Telephone and Email
We are happy to assist with registration requests received by telephone or email. If a registration request is placed over the phone or by email, the participant will have seven (7) business days to pay the deposit invoice. If payment is not received within seven (7) business days, the registration will be canceled, and the participant will have to rebook if he/she still wishes to participate in that program. Such rebookings are subject to availability.
Registration fees are based on costs and exchange rates at the time of publication of the expedition. We reserve the right to increase the registration cost due to exchange rate fluctuations, increased costs for transport, fuel surcharges, airfares, accommodations, or other services that occur after the publication of the expedition. Modified prices will be published by Utopia Safaris website and registered participants will be notified if the cost of their trip has changed.
When a deposit is paid by credit card, future payments will automatically be charged on the payment due date to the same credit card used to make the deposit unless the participant notifies Utopia Safaris at least seven (7) business days prior to the due date that they wish to opt-out of this program or use a different payment method. If a deposit was paid by check or wire/bank transfer, the final payment should be received by our office by the final payment due date. A payment reminder will be sent prior to the payment due date.
CLIENT CANCELLATION AND REFUND POLICY
We understand that life and busy schedules can be unpredictable and that on occasion a conflict may arise that forces a client to cancel their participation in a Utopia safari itinerary. However, once you register for an itinerary and pay a deposit, we hold that spot for you and plan for your participation.
We make decisions and logistical arrangements based on the number of registered participants, we may incur financial costs and commitments in advance for your participation, and we have administrative costs in processing and managing your registration. Therefore, when you cancel your participation, it represents a loss to us, and we have to implement a sliding refund scale based on the amount of time we are left with to attempt to fill an additional vacancy on an itinerary caused by a cancellation.
The cancellation and refund schedule for international Itineraries is provided below.
Some itineraries will have a modified cancellation and refund schedule or may be non-refundable. In these cases, the cancellation and refund policy will be noted in the pricing information on the relevant itineraries page on the Utopia Safaris website and will supersede the schedule below. Please review the pricing information on the relevant itineraries page on the Utopia Safaris website to ensure that you are aware of the policies that apply to the program for which you are registering.
No partial refunds will be issued for unused portions or services of a program for any reason.
Due to the costs and commitments involved in operating these itineraries, Utopia Safaris must adhere to these cancellation and refund policies and cannot make exceptions, nor can forfeit deposits be transferred to another itinerary. We strongly recommend the purchase of trip cancellation insurance for coverage of losses due to cancellation, trip interruption, or travel delays (see Insurance section below).
As a courtesy, Utopia Safaris may, at its discretion, offer a refund of forfeited payments or a credit toward a future itinerary if the itinerary from which the client canceled is sold out as of the date that refunds are no longer offered for that itinerary. A minimum 10% administrative fee will be deducted from any refunds offered by Utopia Safaris. Utopia Safaris may have to expend resources or offer discounts to fill spaces vacated by cancellations, therefore refunds or credits are not guaranteed and, if offered, may be less than the amount paid by the client. Forfeited payments will not be refunded or credited to future itineraries for any other reason.
Expeditions within Tanzania
If a client must cancel a reservation for an itinerary taking place in Tanzania, the following cancellation and refund policies apply unless otherwise noted on the itineraries page of the Utopia Safaris website, based on the date that Utopia Safaris receives notice of the cancellation. Please note that all cancellations must be submitted in writing (e.g., via email).
121 or more days prior to the start date: Full refund of all registration fees paid, less a 20% administrative fee. The administrative fee will be waived if the registration fees are applied toward another Utopia Safaris or as a credit in place of a refund. Credits must be used within 12 months of the date of the cancellation.
120 to 91 days prior to the itinerary start date: 50% deposit payment is forfeited. We will refund any registration fees paid in excess of 50% of the total itinerary cost.
90 to 61 days prior to the start date: 75% of the itinerary cost is forfeited. We will refund payments made in excess of 75% of the total itinerary cost.
60 days or less before the start date: No refunds will be issued
CANCELLATION OR CHANGES BY UTOPIA SAFARIS
Cancellations by Utopia Safaris
Utopia Safaris will make every effort to operate itineraries that have been advertised and for which registrations have been taken. However, Utopia Safaris reserves the right to cancel or change an itinerary due to insufficient registrations and/or reasons beyond our control that might create unsafe or undesirable travel conditions for the participants. In the case of an itinerary canceled by Utopia Safaris, we will provide a refund of deposits or fees paid to Utopia Safaris toward enrollment in that itinerary (except those forfeited due to client cancellation within the schedules outlined above). If the cancellation is due to factors beyond Utopia Safaris’ control, costs already incurred for the organization of the Itinerary that could not be recovered from suppliers or third parties will be deducted from the refund. In the case of cancellation due to widespread travel disruptions, such as those caused by pandemics, epidemics, war, or natural disasters, Utopia Safaris reserves the right to provide credit toward future itinerary in lieu of refunds. Utopia Safari is not responsible for, and will not be held liable for, any expenses incurred by the client in relation to planned participation in a canceled Utopia Safaris, including, without limitation, costs of travel, passports, visas, photographic or computer equipment, software, apparel, luggage, or supplies.
Changes by Utopia Safaris
Utopia Safaris will endeavor to operate the itinerary as per the published itinerary but reserves the right to make amendments and changes to the itinerary to enhance the participant experience, to adapt to changing weather and conditions or for local circumstances beyond our control, or for other reasons at Utopia Safaris discretion. There will be no refunds for such changes. Should there be additional costs due to weather, local conditions, or circumstances beyond Utopia Safari’s control, such costs will be your responsibility.
Utopia Safaris and its guides are committed to running each itinerary with the advertised guides, however, Utopia Safaris reserves the right to replace any guide due to illness, emergency, death, or other extreme circumstances that prevent them from leading the itinerary as planned. All Utopia Safaris guides are highly talented guides who will provide clients with a productive and enjoyable experience. A change in guides does not alter the cancellation and refund policies for the Itinerary.
MEDICAL CARE AND INSURANCE
Participants are responsible for arranging their own insurance coverage of medical care and emergency evacuation while traveling as part of a Utopia Safari. By registering and paying a deposit for a Utopia Safaris, you warrant that you have confirmed that you have coverage for the costs of any treatments deemed medically necessary during your travel, including emergency evacuation if required, or that you will arrange for supplementary coverage prior to the start date of an itinerary for which you are enrolled. Under no circumstances will Utopia Safaris, LLC or our insurers be responsible for the cost of medical treatment, emergency evacuation, or other complications due to a medical emergency.
We strongly recommend that participants purchase a travel insurance policy to cover costs related to unforeseen trip cancellations, delays, interruptions, and other unforeseen travel complications, cancellations due to circumstances beyond our control, emergency medical treatment and evacuation, and other unforeseen complications of travel. Utopia Safaris is not responsible for coverage of any such costs, nor can Utopia Safaris make exceptions to the aforementioned cancellation policies. Please note that some travel insurance coverage options are only available if purchased within 14 days of making the initial deposit on the trip.
FORMS TRAVEL DOCUMENTATION, AND PREPARATION
You are responsible for ensuring that you have the proper travel documents for the destination(s) to be visited. Valid passports are required for all international travel. You should check with the appropriate consulate(s) or visa agencies to determine whether visas are required, and review your public health authority’s recommendations for health, immunizations, and safety.
You will be requested to submit certain information in advance of a Utopia Safaris, which may include personal details, health information, passport information, insurance information, and other information that is necessary in order to arrange for travel and services. It is your responsibility to provide this information in the timeframe requested. If you do not provide this information when requested, we cannot guarantee that we can provide the full itinerary and services of that program for you. You will also be required to submit a signed waiver and release of liability and/or acknowledgment of risk form prior to the start date of the itinerary. If you do not submit the signed release of liability or acknowledgment of risk prior to the itinerary start date, you will not be able to participate in that itinerary.
You are personally responsible for being in sufficiently good health and appropriate fitness level to undertake the itinerary for which you have registered. By registering for the itinerary and paying a deposit you certify that you do not knowingly have any physical limitations or other considerations of disability that would create a risk for you or other participants. We reserve the right to request a doctor’s statement of good health as deemed necessary or required.
USE OF IMAGE, LIKENESS, AND TESTIMONIALS
We reserve the right to take photographs or videos during the operation of any Utopia Safari or part thereof and to use the resulting photography/video in whole or in part for promotional purposes, including, but not limited to advertising and publicity in print, electronic and social media. By registering and paying a deposit for a Utopia Safaris, participants agree to allow their images to be used for such purposes. If a participant prefers that their image not be used, he or she is asked to notify the tour leader(s) at the beginning of the trip.
We also reserve the right to use, in all or in part, any written reviews you may provide to us in our advertising and publicity in print, electronic, and social media.
LEAVE NO TRACE
By registering for Utopia Safaris, you confirm that you understand that Utopia Safaris adheres to a Leave No Trace ethic with regard to its activities in nature and on public lands, and you agree to follow Leave No Trace best practices or other best practices as related to the area visited during the itinerary to minimize and mitigate my impacts on places visited during Utopia activities
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