Safar Expeditions - Terms and conditions

Terms & Conditions

Please take a moment to read and understand the terms and conditions outlined below prior to booking a trip with us. We recommend that you carefully read all information about your trip on our website before booking to make sure you completely understand the itinerary, physical demands, and comfort level of the trip you are purchasing. If there is anything that isn’t clear to you please get in contact with us so that we can discuss it. We want you to have the best experience possible.

Booking Contract: All bookings are made with Safar Expeditions or its subsidiaries and are subject to our booking conditions. By booking with us whether electronically, in writing, by telephone, or in-person you are agreeing to our booking conditions. The services to be provided by us are those listed in your invoice of booking confirmation. If there are any inaccuracies on the invoice you will need to contact Safar Expeditions immediately for correction.

Validity: Services booked with us are valid only for the dates on your contract/invoice. Date changes will be accepted on a case-by-case basis.

Personal details: Before we confirm your booking and send an invoice we will need to receive your personal details. This includes your name as it appears on your passport, passport number, date of birth, nationality, date of passport issue and expiry date, and any health/medical conditions that would affect your trip with us.

Itinerary changes: We try our best to ensure that we are able to do everything listed on the itinerary given, but changes can and do happen and we thank you for being flexible and patient with us when we are sometimes navigating these changes in situ. Itineraries are subject to changes. Causes can range from inclement weather, poor or deteriorated road conditions, political unrest, and many other things that are completely out of our control. Changes to an itinerary are not subject to a refund.

Unfortunately, we cannot cover any additional outside expenses that may be incurred by you as a result of a change in the itinerary such as visas, non-refundable flights, etc., so this is why we suggest purchasing a travel insurance policy that will reimburse such expenses.

Deposits: A 30% deposit (unless stated otherwise) is required to reserve a spot on our departures. Deposits for reservation are on a first-come-first-serve basis. Deposits are non-refundable.

Travel insurance: Travel insurance is required in order to join any of our expeditions. The policy must cover international medical treatment, trip cancellation, and reimbursement of the tour cost if the tour has to be canceled. 

Cancellations (by passenger): Cancellation of the trip by you is not refundable. In some situations, we can apply the trip fee (minus deposit) toward a future departure of your choosing. 

Cancellations (by us): If we have to, unfortunately, cancel a trip you will be refunded your money paid to us, however other expenditures outside of the expedition will need to be settled with your travel insurance (ie: airfare, hotel bookings outside the tour, etc).

Inclusions: All of our expeditions typically include all listed accommodations, listed transport during the trip, all meals listed, entry fees to sites unless otherwise noted, and a tour guide/leader unless stated otherwise. If there is anything that isn’t abundantly clear regarding what is included or excluded get in touch so we can clarify this as soon as possible.

Exclusions: Passport fees, visa fees, permit fees if applicable, travel insurance, international or internal flights unless specified, airport transfers (unless we’ve stated them in the description), meals not listed on the day to day itinerary, optional activities not listed on the itinerary, or personal expenses.

Passports & visas: You must have a valid passport with at least 6 months of validity on it and the necessary visas and permits to enter the countries that are included on your itinerary. It is your responsibility to ensure you have obtained the correct visa/s, permits, and documents required to travel to the countries listed on your itinerary. We will send details regarding what documentation is necessary for your trip, but ultimately you are responsible for acquiring and procuring such documents. If you need assistance with acquiring necessary visas, permits, or any other documents we will assist to the best of our abilities by making recommendations or providing any necessary letters of invitation, etc.

Age requirements: Generally most of our expeditions offered are suitable for those 12 years of age and over, though some are not. Travelers under the age of 18 must be accompanied by a parent or legal guardian (or an appointed escort by the legal guardian). If your child is under 12 years old and you are interested in a departure, get in touch.

We do not have an upper age limit for our trips but know that some of our expeditions can be quite demanding so you’ll need to decide if you are in the physical condition to participate.

Health requirements: It is your responsibility to make sure that you meet the health requirements in order to visit the countries listed in your itinerary, especially in this time during the Coronavirus pandemic. You should make sure all necessary vaccines are up to date. We highly recommend visiting a travel doctor before you leave home who can offer any vaccinations or medications that may be beneficial to have.

Some of our expeditions are more physically taxing than others. On expeditions that require trekking, mountaineering, or other strenuous activity we will try to include approximate distances and elevation gain/losses on each day. It is your responsibility to determine if you are physically fit enough to join the trip you are considering. If you are unsure, get in touch and let us know your prior experience and we can make suggestions to help you get ready or decide if a trip is the right fit for you.

Dietary restrictions: We can and do try to accommodate meal requirements for passengers. Please let us know well in advance of any dietary restrictions and/or allergies so that we can plan for you.

Accommodations: Accommodations listed on the itinerary are included in your expedition cost unless stated otherwise. The majority of the time these will be in double-occupancy rooms. If you would prefer to have your own private room there is usually an additional single supplement fee.

As many of these expeditions take place in remote parts of the world there are times that the entire group may be sleeping in one room in a homestay, guesthouse, or in a yurt. Usually, in these cases, there is no option for a single supplement.

Note that for families joining our expeditions, it may not be always possible to secure adjoining rooms at accommodations in certain locations. We will try our best to accommodate your needs.

Acceptance of risk: You acknowledge that Safar Expeditions and its subsidiaries and the products and services offered by us may involve significant risk to your health and safety. By traveling with Safar Expeditions you acknowledge that you have considered the potential risks to your health and safety. You are hereby assuming the responsibility for any and all risks and release Safar Expeditions from all claims arising from any losses, injuries, damages, or death resulting from the risks involved with the nature of travel, foreign destinations, and adventure activities included in the expedition itinerary or offered by the operator. You will be required to sign a waiver prior to the start of your expedition that you confirm your assumption of responsibility and risk.

You acknowledge that the nature of personal risk involved depends on the itinerary and/or services booked and the location/s in which your expedition operates and that there may be a significant degree of personal risk involved in participating in the expedition such as but not limited to participating in physical activities and extreme sports, travel to remote locations, carriage by watercraft, or other high-risk activities, or travel to countries with limited and/or developing infrastructure. Standards of hygiene, transport, and accommodation in certain countries where our expeditions take place are usually lower than the standards you expect in your home country or region. We do our best to provide guidance but you agree that Safar Expeditions is not responsible for providing information/guidance on safety concerns, weather conditions, physical challenges, local customs, or laws in effect where an expedition or service is operated. You acknowledge you have considered the potential risks and dangers associated and your own personal capabilities and needs, and you explicitly assume the risks associated with travel under these conditions.

At all times during your expedition, you must comply with all applicable laws and regulations in the countries you will be visiting as part of the itinerary. If you fail to comply with laws and regulations and commit any illegal act when on an expedition or your behavior is causing or is likely to cause danger or disruption, we reserve the right to terminate your travel arrangements immediately at your expense and without any liability on Safar Expeditions part. You will not be entitled to any refund for any of your total expedition costs incurred as a result of the termination of your travel arrangements, including, without limitation, return travel, accommodations, meals, and incidentals.

You are responsible for any costs incurred by us or our suppliers for damage, destruction, or theft caused by you while on an expedition. You must agree to report any pre-existing damage to a representative of the expedition or to the staff of the accommodation, transportation service, or facility as soon as possible.

Safar Expeditions nor its third-party suppliers are liable for losses or damages caused by failure to comply with safety instructions or warnings. By joining an expedition you agree to take all measures relating to your own safety while on the expedition including, but not limited to, proper use of safety devices such as seatbelts, harnesses, flotation devices, helmets, etc., and obeying all posted signs and/or oral or written warnings regarding safety. Neither Safar Expeditions nor its third-party suppliers are liable for loss or damages caused by your failure to comply.

You agree to bring any complaints directly to your tour leader/guide or any other representative as soon as possible in order to provide us to address the said complaint. Safar Expeditions assumes no liability for complaints that are not properly brought to our attention and cannot resolve or attempt to resolve complaints until the complaint is provided. Any complaint made after the completion of an expedition must be received in writing or electronically within 30 days of the last day of travel on the expedition.

Liability: Safar Expeditions, its subsidiaries/partners/parent companies, and its employees, representatives, and affiliates shall not be held liable for:

(a) Any damages or loss of property. (b) Loss or damages due to delays, cancellations, or any other disruption caused by laws/regulations, natural disasters, war, terrorism, illness, quarantine, theft, or any other cause beyond our control. (c) Injuries or death caused by any of the above-mentioned causes.

You hereby waive any claim against Safar Expeditions for any such loss, damage, injury, or death.

Carriage of passengers and their luggage by sea is governed by the Athens Convention which is expressly incorporated into these terms. Any liability of Safar Expeditions and the carrier for death or personal injury or for loss or damage to luggage arising out of carriage by sea will be determined solely in accordance with this Convention. The Athens Convention limits the carrier’s liability for death or personal injury or loss or damage to luggage.

For claims not involving personal injury, death, or illness or which are not subject to the conventions referred to above, any liability Safar Expeditions may incur for the negligent acts or omissions of its suppliers will be limited to a maximum of the price which you paid for the applicable expedition, not including insurance premiums, outside costs, or other additional charges. Safar Expeditions will not at any time be liable for any loss of or damage to valuables, luggage, or personal items.

Optional activities: Optional activities not included in the expedition price are not considered to be a part of the contract. Safar Expeditions is not liable for anything that may occur during or as a result of an optional activity in any way. If you choose to book an optional activity that will form a new contract between you and the activity provider.

Updates to our terms and conditions: We reserve the right to update our terms and conditions at any time and it is your responsibility to be familiarized with them before booking and before embarking on your expedition. You can always find our most up-to-date terms and conditions on this page. Updated terms and conditions will supplant any previous version.