Terms of service

IC Africa Safaris

General Information & Booking Conditions

These Terms & Conditions govern the relationship between IC Africa Safaris and all clients and partners engaging in our travel services.

For the purpose of this document:

  • “IC Africa” / “the Company” refers to IC Africa Safaris, a travel company operating within the Republic of South Africa.

  • “Client” refers to the individual making the booking (Lead Traveller) and all persons included in the booking.

  • “Agent” refers to any third party or travel partner authorised to make bookings on behalf of a Client.

1. Booking Contract

1.1 Client Bookings

A binding agreement between IC Africa and the Client is established only once all of the following conditions have been met:

  • A completed and accepted booking confirmation

  • Payment of the required deposit

  • Acceptance of these Terms & Conditions

1.2 Agent Bookings

A binding agreement between IC Africa and an Agent is established once:

  • A formal agreement or partnership arrangement is in place (where applicable)

  • These Terms & Conditions have been accepted

  • The required deposit has been paid (unless otherwise agreed in writing)

2. Payments

2.1 Deposit

A non-refundable deposit of 30% of the total booking value is required to secure a reservation, unless otherwise agreed in writing.

2.2 Final Payment

  • The remaining balance must be paid no later than 30 days prior to departure.

  • Full payment is required before the commencement of any services.

  • IC Africa reserves the right to cancel any booking where payment has not been received in full within the required timeframe.

In such cases:

  • Cancellation terms may apply.

  • Deposits paid may be forfeited.

Late bookings may be accepted subject to availability and full immediate payment.

2.3 Currency & Exchange Rates

  • All invoices issued in foreign currencies must be settled by the due date stated.

  • If payment is delayed, the Client or Agent is responsible for requesting an updated invoice.

  • IC Africa reserves the right to adjust pricing to reflect currency fluctuations.

Any differences arising from exchange rate changes will be payable by the Client or Agent.

2.4 Payment Methods

Where payments are made via credit card:

  • A surcharge may apply to cover processing fees.

  • The applicable fee will be communicated at the time of payment.

3. Cancellations

3.1 Cancellation Process

All cancellations must:

  • Be submitted in writing.

  • Be acknowledged by IC Africa to be considered valid.

The effective cancellation date will be the date on which written notice is received.

3.2 Cancellation Fees

The following cancellation charges will apply:

  • 46 days or more prior to departure: 10% of total booking value

  • 21–45 days prior to departure: 30% of total booking value

  • 14–20 days prior to departure: 50% of total booking value

  • 8–13 days prior to departure: 80% of total booking value

  • Less than 8 days prior to departure: 100% of total booking value

3.3 Third-Party Services

Additional cancellation fees may apply for:

  • Flights

  • Lodges

  • Special experiences or third-party services

These are subject to the terms of the respective providers.

4. Changes, Amendments & Force Majeure

4.1 Force Majeure

Force Majeure refers to any event beyond the reasonable control of IC Africa, including but not limited to:

  • Natural disasters

  • Weather conditions

  • War, civil unrest, or political instability

  • Government restrictions or regulations

  • Health emergencies or pandemics

4.2 Liability Under Force Majeure

IC Africa shall not be held liable for:

  • Delays

  • Changes

  • Failure to perform any part of the itinerary

Where such circumstances arise from events beyond our control.

4.3 Itinerary Changes

IC Africa reserves the right to:

  • Modify or adjust itineraries

  • Substitute services or accommodations

  • Cancel arrangements where necessary

All decisions will be made in the interest of safety and operational feasibility.

4.4 Refund Policy Under Force Majeure

No refunds will be issued for:

  • Changes required due to circumstances beyond our control

  • Alternative arrangements made to ensure continuation of travel

4.5 Operational Adjustments

In the event of unforeseen disruptions (e.g. vehicle breakdowns or logistical delays):

  • IC Africa will take all reasonable steps to resolve the issue.

  • Alternative arrangements will be made where necessary.

  • Itineraries may be adjusted accordingly.

4.6 Company Cancellation

IC Africa reserves the right to cancel any tour or service.

In such cases:

  • A full refund of monies paid will be issued.

  • No further liability will be accepted.

5. Travel Insurance

5.1 Mandatory Cover

Comprehensive travel insurance is mandatory for all clients travelling with IC Africa.

Each client is solely responsible for ensuring that their policy provides adequate cover for the full duration of their journey, including but not limited to:

  • Medical expenses and emergency treatment

  • Emergency evacuation and repatriation

  • Trip cancellation and interruption

  • Loss, theft, or damage to personal belongings (including valuables and electronic equipment)

IC Africa accepts no liability for any costs incurred due to inadequate or absent insurance cover.

5.2 Personal Belongings

All personal items, luggage, and equipment are carried entirely at the Client’s own risk.

IC Africa shall not be held liable for:

  • Loss

  • Theft

  • Damage to personal belongings

Clients are strongly advised to ensure that all valuables are insured for their full replacement value.

6. Liability

Clients acknowledge that travel within Africa, particularly safari and adventure travel, involves inherent risks.

By confirming a booking, the Client:

  • Accepts full responsibility for participation in all activities.

  • Understands and accepts the nature of travel conditions in remote and wilderness areas.

IC Africa, its employees, representatives, and partners shall not be held liable for:

  • Injury, illness, or loss of life

  • Loss or damage to personal property

  • Delays, disruptions, or consequential damages

Unless such loss or damage is directly caused by proven negligence on the part of IC Africa.

7. Health & Fitness Requirements

Clients are required to:

  • Be in good physical and mental health.

  • Be capable of participating in the selected itinerary.

Any pre-existing medical conditions must be disclosed prior to travel.

Failure to disclose relevant medical information may result in:

  • Cancellation of the booking

  • Refusal to participate in certain activities

Age Guidelines

  • Certain itineraries may have age recommendations or limits depending on the level of activity involved.

  • Clients of advanced age may be required to provide medical clearance prior to travel.

IC Africa reserves the right to assess suitability for travel based on health, safety, and operational considerations.

8. Claims & Complaints

IC Africa is committed to delivering exceptional service. In the unlikely event of a complaint:

  • Clients must notify IC Africa immediately during the tour to allow for prompt resolution.

  • Any unresolved matters must be submitted in writing within 30 days of the tour’s completion.

Failure to follow this process may affect the Company’s ability to investigate and respond to the claim.

9. Company Responsibility

All itineraries, descriptions, and travel information are provided in good faith and based on the most current information available.

However:

  • Travel conditions may change.

  • Services, accommodations, or transport may be substituted where necessary.

IC Africa reserves the right to make such adjustments without liability, provided that reasonable alternatives are offered.

10. Authority on Tour

The designated guide or IC Africa representative has full authority during the tour.

Their decisions regarding:

  • Safety

  • Conduct

  • Operational matters

Are final and binding.

IC Africa reserves the right to:

  • Remove any client whose behaviour is disruptive, unsafe, or unlawful.

  • Refuse further participation where a client poses a risk to themselves or others.

No refunds will be issued in such circumstances.

11. Client Responsibilities

11.1 Travel Documentation

Clients are fully responsible for ensuring that all required travel documents are valid and in order, including:

  • Passports

  • Visas

  • Health certificates and vaccinations

IC Africa shall not be held liable for any consequences arising from incomplete or incorrect documentation.

11.2 Compliance

Clients are responsible for:

  • Familiarising themselves with these Terms & Conditions.

  • Adhering to all travel requirements, timelines, and policies.

11.3 Travel Advisories

Clients are encouraged to stay informed of relevant travel advisories and entry requirements for all destinations included in their itinerary.

12. Luggage Policy

Due to the nature of safari travel and vehicle capacity:

  • Luggage is limited to one main bag (maximum 15kg) per person.

  • One additional small carry-on or camera bag is permitted.

These restrictions are essential for:

  • Safety

  • Comfort

  • Efficient operations

Excess luggage may not be accommodated.

13. Scheduled Departures & Safari Operations

13.1 Group Size

IC Africa specialises in small group travel, typically accommodating a limited number of guests.

This ensures:

  • A more personal and immersive experience

  • Greater flexibility and comfort throughout the journey

13.2 Transport

Transport is selected based on:

  • Comfort

  • Safety

  • Suitability for terrain and safari conditions

Vehicles are designed to enhance:

  • Game viewing

  • Passenger comfort

  • Overall travel experience

13.3 Participation

Depending on the type of safari selected:

  • Fully Serviced Safaris: No participation required

  • Semi-Participation Safaris: Clients may assist with light camp duties

Flexibility and a positive attitude are essential to fully enjoy the safari experience.

13.4 Accommodation

Accommodation varies by itinerary and may include:

  • Safari lodges

  • Tented camps

  • Hotels or guesthouses

  • Camping setups (where applicable)

All accommodation is selected to align with the experience and destination.

13.5 Pricing & Inclusions

IC Africa ensures full transparency in pricing.

Tour costs typically include:

  • Accommodation

  • Transport

  • Meals (as specified)

  • Activities and excursions as per itinerary

  • Professional guides

In some cases, certain costs (such as park fees or local expenses) may be structured separately and communicated clearly prior to travel.

14. Promotions & Discounts

From time to time, IC Africa may offer promotional rates or discounted travel experiences. The following conditions apply to all such offers:

14.1 Non-Combination of Offers

  • Only one promotion or discount may be applied per booking.

  • Offers may not be combined with any other specials, promotions, or negotiated rates.

14.2 Payment Requirement

  • “Book & Pay” promotions require full payment at the time of booking to secure the discounted rate.

14.3 Scope of Discounts

  • Discounts apply only to the base tour price per person.

  • The following are excluded unless otherwise stated:

    • Flights and airfare

    • Airport taxes

    • Single supplements

    • Park fees or local charges

    • Special permits or additional services

14.4 Availability

  • All promotions and discounted rates are subject to availability.

  • IC Africa reserves the right to withdraw or amend offers at any time without prior notice.

14.5 Returning Client Benefits

Where applicable, returning client offers are subject to the following:

  • Previous travel must have been completed as a separate booking.

  • The prior journey must have been a minimum of 5 nights.

  • Eligibility is verified at the time of booking.

14.6 General Terms

All promotions remain subject to IC Africa’s full Terms & Conditions, which continue to apply in all circumstances.

Final Note

By confirming a booking with IC Africa, you acknowledge that you have read, understood, and agreed to these Terms & Conditions.