Terms and Conditions
The Terms and Conditions outlined govern the relationship between Beyond Tours and the purchaser/passenger. They apply to tours and safaris as presented on the website and in brochures. No modifications to these terms can be made by any employee or representative of Beyond Tours unless done in writing by an authorized officer. All decisions related to these terms are at the discretion of Beyond Tours’s authorized officers.
Deposit & Final Payment
The terms outlined apply specifically to independent tours, with separate conditions for group tours. To confirm a reservation, a deposit of 35% of the total cost per person is required at the time of booking, which may be higher during peak periods like holidays. Final payments must be made at least 60 days prior to departure. Acceptable payment methods include checks, money orders, wire transfers, and major credit cards.
For certain international flights, advance purchase and ticketing requirements may apply, and additional payments may be necessary to cover these costs. Reservations made within 60 days of travel must be fully paid at confirmation, while those within 30 days could incur a non-refundable rush-booking fee of at least $225 per person. Additionally, bookings made within 15 days will be handled based on special conditions and payment requirements.
Prices for air and tours are subject to change due to factors like inflation and fluctuating exchange rates. The company does not arrange loyalty program tickets or upgrades but can provide flight itineraries for those programs.
Forms of Payment
MasterCard, or Bank Wire Transfer. If using a credit card, a Credit Card Authorization Form must be completed, along with a copy of the front and back of the card and the cardholder’s ID. Additionally, the address for sending travel documents must be provided. Notably, payments for tours, safaris, and airline tickets made within 30 days of departure must be made using certified checks or wire transfers only.
Cancellation Penalties for Tour/Land Arrangement
The cancellation policy outlined applies exclusively to independent tours, with group tours having their own specific penalties. Due to the unique nature of these tours, suppliers enforce strict cancellation fees, which Beyond Tours cannot modify. All cancellations must be submitted in writing to Beyond Tours in Marietta, GA, and will be effective upon receipt.
Cancellation Penalties for Air Reservations
Airline cancellation policies are governed by the specific Terms & Conditions of each airline. After tickets are issued, making changes to names, dates, routing, or cancellations may incur penalties starting at $375 per person, with potential for higher fees set by the airline. We highly recommend purchasing trip cancellation insurance.
Cancellation Penalties Summary:
– More than 91 days before departure: Cancellation fee is 50% of the deposit, whichever is higher.
– 90-76 days before departure: Cancellation fee is 50% of the tour cost, whichever is higher.
– 75-46 days before departure: Cancellation fee is 75% of the tour cost, whichever is higher.
– 45 days or less before departure: No refund; cancellation fee is 100% of the tour cost.
Note: Travel insurance may cover some or all cancellation fees based on the reason for cancellation. Additional penalties may apply during peak periods (e.g., holidays)
Cancellation Penalties for Air Reservations
Airline cancellation policies are governed by the specific Terms & Conditions of each airline. After tickets are issued, making changes to names, dates, routing, or cancellations may incur penalties starting at $375 per person, with potential for higher fees set by the airline. We highly recommend purchasing trip cancellation insurance.
Tour Revision Fees
A fee of $250 per person will be applied for any changes made to a confirmed reservation after final documents have been issued. Changes are not allowed within 30 days of the tour departure; any requests for modifications during this period will be treated as cancellations, invoking penalties and new arrangements subject to revised terms.
Excluded from Tour Costs are fees for passports and visas, excess baggage charges, inoculations, accident or baggage insurance, international airline ticket taxes, airport departure taxes not covered by the airline ticket, optional tours, and personal expenses such as phone calls, faxes, or room service. Additionally, any excess mileage requested by the traveler or transportation not explicitly listed as included is also excluded. Certain properties include beverages (both alcoholic and non-alcoholic) and laundry services, which will be specified.
Claims & Refund Policy Summary
Refunds for unused tour services, such as accommodations, meals, internal flights, or sightseeing, are not available unless there are verifiable documented extenuating circumstances. Additionally, if a traveler cancels their trip while it is in progress, no refunds will be issued for any unused portions, as Beyond Tour’s prices are based on contract rates
Travel Insurance Summary
We strongly encourage travelers to buy travel insurance to safeguard against cancellation fees if a trip is canceled for valid reasons before departure. The insurance also covers issues that may arise after departure, including trip interruptions, luggage loss or delays, and medical expenses for covered injuries or illnesses.
Further details about the Beyond Tours insurance plan will be shared upon trip confirmation. Travelers opting not to acquire insurance will be responsible for all expenses related to cancellations, trip delays, lost or delayed baggage, and medical emergencies, regardless of the cause.
Travel Documents, Passport, and Visa Requirements:
Travelers must have a valid passport that remains effective for at least six months beyond their return date, along with a round-trip airline ticket and sufficient funds for their stay. Each traveler is responsible for obtaining their passport and checking with the relevant consulates to determine if a visa is necessary. It is also the traveler’s duty to secure any required visas.
Upon receiving the necessary tour deposit and confirming with suppliers, a pre-departure information packet will be sent to the booking agent. This packet includes essential details about the destination, visa application forms, information about trip insurance, and the official tour registration form. Final documents, such as the trip itinerary, emergency contact information for overseas, airline tickets, luggage tags, a travel document wallet, and any necessary vouchers, will be sent approximately 2-3 weeks before departure, provided that full payment has been completed with Beyond Tours.
Luggage
Participants are allowed a maximum of two checked bags each, with economy class passengers permitted to bring two standard suitcases, subject to specific size and weight limits as outlined by the airlines. Additional fees may apply for the second bag, depending on the itinerary and airline. Carry-on baggage is also subject to airline-specific regulations.
For detailed baggage restrictions, please consult both domestic and international airlines. While on tour, there is a weight limit of 33 lbs per person for scheduled internal flights, and we recommend using soft-sided luggage. Responsibility for baggage and personal items lies with the owner at all times during the tour. Boyond Tours and its affiliates will not be accountable for any loss or damage caused by negligence from airport baggage handlers, hotel personnel, or others not directly employed by Boyond Tours and its affiliates, including airlines and cargo services.
Health Requirements
Individuals with heart disease, chronic illnesses, physical disabilities, advanced pregnancy, or mental health conditions should refrain from participating in these demanding travel programs. Passengers who do not inform Boyond Tours of these conditions may face cancellation penalties and must accept the risks associated with their health status while traveling. Boyond Tours is not responsible for providing medical care or special accommodations.
Boyond Tours and its affiliates retain the right to disqualify a participant at any time if they determine that the individual is not medically fit for travel. They do not take on any liability related to medical health requirements or accommodations. Pre-departure information will include general recommendations for vaccinations or precautions specific to the booked destinations, but it remains the responsibility of travelers to consult their healthcare provider, local health board, or the Centers for Disease Control (CDC) for detailed requirements. As malaria is prevalent in certain regions of Africa, appropriate precautions should be taken. Passengers must carry a valid vaccination certificate for any required inoculations, which must be recorded by their healthcare provider. If there are concerns regarding medications or vaccinations, travelers should consult their healthcare provider before making any travel arrangements.
Risks
Beyond Tours highlights that traveling to remote areas in the developing world, where wildlife is common and safari camps are often situated, carries inherent risks. By participating in these activities, you accept these risks.
It is your responsibility to obtain all necessary medical advice regarding your health before your trip to ensure you are fit for the journey. Beyond Tours will not be held liable for any illness, injury, or death occurring during a program, unless it results from the gross negligence of Beyond Tours or its representatives.
Land Arrangements
The tour cost typically covers items outlined in the itinerary, which may include: 24/7 Armed Police ,accommodations in deluxe or first-class lodgings, or the best available option as requested by the passenger, based on double occupancy in a twin or double room with private facilities (substitutions of similar quality may occur if needed); hotel taxes and service charges; meals (B=Breakfast, L=Lunch, D=Dinner); tour planning and operational expenses; any internal air, ground, or water transportation; transfers between airports, boats, and hotels; tips for one piece of luggage per person at airports and during transfers; all scheduled sightseeing arrangements; park entrance fees; tour amenities; and local guides. Please note that air conditioning may not be available at all properties.
Photography Policy
Beyond Tours and its affiliated companies may take photographs during tours for promotional use. By booking a tour with Beyond Tours, participants consent to the use of their images for this purpose. If a participant prefers not to have their image used, they must inform Beyond Tours in advance.
Tour Operator Responsibility and Liability
Beyond Tours operates as a booking agent for various travel services, including accommodations, airlines, ground transportation, and other independent contractors. It explicitly states that it is not liable for any injuries, damages, losses, or delays resulting from issues such as vehicle defects or the actions of the independent service providers involved in traveler transportation and tour arrangements. Beyond Tours and its affiliates may utilize subcontractors for service delivery, in which case the aforementioned liability limitations will also apply.
Beyond Tours and its associates disclaim responsibility for any losses or extra expenses that may arise due to delays or changes in transportation, sickness, weather conditions, strikes, civil unrest, war, quarantine, force majeure, or other unforeseen circumstances. The transportation and services offered by independent operators are governed by their respective terms and conditions, and since Beyond Tours does not control these operators, it cannot be held liable for any personal injury or property damage incurred.
Additionally, Beyond Tours reserves the right to cancel or modify itineraries as necessary, to refuse service to any participant, and to pass on any costs incurred due to delays or unforeseen events. In the event of a significant change in expenses, Beyond Tours retains the right to adjust its rates accordingly.
In An Emergency
Beyond Tours is not liable for circumstances beyond its reasonable control, including natural disasters, wars, civil disturbances, government interventions, and other unforeseen events (collectively referred to as Force Majeure). If a Force Majeure event occurs, Beyond Tours will promptly inform travelers about its nature and impact. In such cases, Beyond Tours will not be considered in breach of its terms or responsible for delays or non-performance of obligations caused by Force Majeure.
Beyond Tours and its travel suppliers may choose to alter or cancel trip itineraries as a result of Force Majeure. While the decision to issue a refund is at Beyond Tours’ sole discretion, they will strive to reimburse travelers where feasible, though reasonable costs incurred due to Force Majeure may be deducted from any refunds.
In situations of civil unrest, Beyond Tours will assess the circumstances and retain the discretion to proceed with the trip. Travelers have the option to cancel; however, if the trip is deemed safe to continue after thorough inquiry, no refund will be provided, and standard cancellation policies will apply.
Single Room Policy and Shared Accommodations for Individual Travelers:
Due to occasional shortages of available accommodations during safari trips, we cannot guarantee a single room, even if payment has been made in advance. In the event that a single room is unavailable, a suitable refund will be issued upon your return. If you are traveling solo and prefer to share accommodations, please note that Beyond Tours does not facilitate roommate arrangements on your behalf.