Booking Form (Adult)
Where should we send your travel documents?
Which is your primary phone?
Who is your Luxury Trips consultant?
Have you booked your international flights?
Do you have a valid passport?
Please be aware that your passport must NOT expire for at least 6 months AFTER you return home from your trip.
Name on passport:
Date of birth:
Date of issue:
Date of expiration:
Copy of passport:
Do you smoke?
Please indicate any dietary needs:
Please indicate any medical conditions:
Please indicate any mobility restrictions:
Preferred room type:
Preferred airline seat:
Frequent flier number:
Global Entry number:
TSA Pre-check number:
I hereby acknowledge and agree that I will be charged according to the following payment terms and cancellation penalty:
30% of land costs +100% of internal airfare +100% of insurance (if applicable)
90 days prior to travel
90+ days prior to travel
0-89 days prior to travel
*Depending on your itinerary, there may be other items that need to be included as part of your non-refundable deposit, such as gorilla trekking permits, concert tickets, etc. We will let you know if this is applicable to your itinerary.
I acknowledge that I have read, fully understand, and agree to be bound by Luxury Trips's terms and conditions, as stated below:
Prices indicated in written quotations for our customized trips are quoted in US Dollars and they are subject to availability; based upon prevailing tariffs and exchange rates at the time of preparing the proposed itinerary. In the event of severe currency fluctuations, increases in fuel costs or tariff rates, the cost is subject to adjustment and any such increases are to be paid by the traveler.
Luxury Trips (whose office is located at 190 E. Morse Blvd. Winter Park, FL 32789) may be referred to as ‘we’, ‘us’, and ‘our’. ‘You’ and ‘your’ refers to any persons named on the booking, and any that are added or removed hereafter.
Luxury Trips reserves the right to request additional deposits if required by hotels and suppliers. This will be communicated at time of confirmation of booking.
Luxury Trips reserves the right to impose additional penalties as imposed by hotels and suppliers. This will be communicated at time of confirmation of booking. Luxury Trips strongly recommends trip cancellation insurance.
International and in-country or regional airfares have advance purchase and ticketing requirements which will be communicated at time of reservation. Additional payment to cover the costs of airline tickets will be requested in order to issue the tickets. Airline tickets carry penalties per rules of the fare. Penalties are also imposed for any changes to the air reservations made after ticketing. Luxury Trips strongly recommends trip cancellation insurance.
For reservations received within 90 days of departure date, the entire amount is to be submitted at time of confirmation.
Reservations received within 30 days of departure date are subject to a non-refundable rush-booking fee of no less than $150 per person to cover additional expenses incurred in expediting bookings and preparing final documentation.
Final payments not completed by the due dates will result in trip cancellation, and forfeiture of all payments with no further obligations by Luxury Trips.
AIRLINE RESPONSIBILITY & LIABILITY. Airlines concerned are not to be held responsible for any act, omission or event during the time passengers are not on board their planes. The passage contract, when issued, shall constitute the sole contract between the airlines and such purchasers of these tours and/or passengers and shall be governed by applicable tariffs and the provisions of the Warsaw Convention, if applicable. Such air conveyances are likewise being conveyed by them, subject to the laws of the countries involved. All tours, services, and transportation, exclusive of air transportation, are furnished by contractors that are independent and that do not act for or on behalf of the carrier, nor are servants of the same, and neither do they have any business relationship with the carrier, as joint ventures or otherwise. Air carriers shall not be responsible or liable in any way for the accuracy of any representations of the tour operator and its agents on tours or tour services other than those contained in the tour brochures, or tour itineraries. Carrier liability for passengers’ baggage is clearly stated on the passenger contract included on all tickets or can be inspected at the offices of the carrier. Carrier’s liability for baggage shall in no event exceed the actual loss incurred by the passenger, subject to proof of the amount of the loss.
AIR TRANSPORTATION. Luxury Trips and associated companies (which includes its vendors and subcontractors) arrange jet transportation via ARC and IATA carriers in economy (coach) class unless otherwise requested at time of booking. All airfares are subject to airline Terms & Conditions in effect at of the date of booking, and any changes made to an airline ticket after issuance are subject to carrier penalties. All airfares and/or add-on quotes are from selected U.S. gateways as indicated in the tour program. Applicable U.S. Airport taxes will be added to fares, and must be paid by each passenger. Airfares, Air taxes and airline schedules are subject to government approval and may be altered without prior notice. Flight times may change even after flight tickets are issued. Luxury Trips will contact you as soon as possible if this occurs. If you arrive late for your flight’s check-in and miss your flight through no fault of Luxury Trips and associated companies (which includes its vendors and subcontractors), you will be responsible for any loss and/or additional charges. Airfares are guaranteed only after tickets are issued. This airfare price guarantee does not include surcharges imposed due to government actions, which must be collected at time of ticketing. These surcharges include, but are not limited to, fuel surcharges, security surcharges, insurance surcharges or any other surcharge imposed by government entities. Luxury Trips and associated companies (which includes its vendors and subcontractors), or any supplier providing the prepaid services will not be responsible for extra expenses incurred due to flight cancellations or delays. All such expenses are the responsibility of the passenger. Trip Delay Insurance is recommended.
ARBITRATION. Any and all controversies or claims arising out of or relating to these Terms and Conditions or the performance by Luxury Trips, including without limitation any claim related to illness, injury or death, shall be settled by binding arbitration in Winter Park, Orange County, Florida, with the law of the State of Florida controlling, in accordance with the rules of the American Arbitration Association then existing, and judgment on the arbitration does not waive or modify the liability release contained in the following paragraphs.
BAGGAGE. Participants are limited to 1 piece of checked luggage and 1 carry on per person. At destination, please note that scheduled internal flights have a baggage restriction of 44 lbs. per person except in East Africa which is 33 lbs. per person. On charter flights on tour, your luggage is strictly limited to between 33 and 44 lbs. per person. We recommend soft carrying baggage. Baggage and personal effects are at owners risk throughout the trip. Luxury Trips and associated companies (which includes its vendors and subcontractors) shall not be liable for any losses or damage to baggage and personal effects as a result of negligence by airport baggage agents, hotel staff or other personnel not employed by Luxury Trips and associated companies (which includes its vendors and subcontractors), including and not limited to airlines, courier services, cargo staff, and the like.
BOOKING FORM. A Booking Form must be fully completed, signed and submitted no later than final payment date. Correct passport names must be provided at time of reservations and on the Booking Form. Luxury Trips will not be responsible for any errors as a result of misspelled names on these lists. Name changes are not permitted on airline reservations as name changes will result in automatic cancellation of the existing air reservation by the airline. Re-booking will be subject to availability and new fares shall apply. Any action by the airline is entirely beyond the control of Luxury Trips.
Re-issuing of tickets will be subject to airline Terms & Conditions and no exception penalties will apply. Final documents will not be issued if the signed Booking Form is not received by Luxury Trips, as this constitutes acceptance of the customized trip program and rate confirmed, and also an acceptance of these trip Terms & Conditions by the traveler(s).
CHANGES & CANCELLATION OF AIR RESERVATIONS. Cancellation for air reservations are subject to airline fare rules. Once airline tickets are issued, name changes, date changes, routing changes or cancellation of ticket are subject to $75 administrative fee per ticket plus penalties assessed by airline which can include (but not limited to), ticket being nonrefundable and changes of any kind not permitted. Luxury Trips strongly recommends trip cancellation insurance.
CLAIMS & REFUND POLICY. Except for verifiable extenuating circumstances, there are no refunds for any unused trip services including but not limited to accommodations, meals, flights or sightseeing. Refunds for unused tour services shall be issued at the sole discretion of Luxury Trips. Any adjustment considered will be based on the actual cost of the service involved and not on a per diem basis. Any refund claims must be made in writing to Luxury Trips within 15 days of tour termination. A statement from the overseas tour operating company must accompany all claims. Luxury Trips will not consider requests received after 15 days of trip termination.
CONCERNS OR COMPLAINTS. If you have any concerns or complaints regarding your travels, you must bring them to the attention of our local representative or tour leader immediately. Most concerns or complaints can be easily dealt with on the spot. If you fail to report a concern or complaint that could have been easily rectified at the time it occurred, we cannot accept responsibility. Emergency numbers will be provided in your final documentation should you need to refer to them. If you are unable to contact us for any reason, you will have 14 days from the date of your return to write up a summary of your concern or complaint in full detail. If you fail to do so, the claim you may have been entitled to may be affected or lost entirely.
ELECTRICITY. Most camps/lodges are located in remote areas and have to generate their own electricity. This is done in a number of ways; usually each camp has a generator running for about 6-7 hrs./day (split between morning and afternoon when guests are out on activities) which charges a bank of batteries known as an inverter system to provide 220v power in each tented room for lighting and ceiling fans.
Remember to bring spare batteries to use while the others are being charged. A power converter may also come in handy; Africa’s domestic electricity is supplied at 220 volts. While some camps can supply adaptors (3 prongs round, 3 prongs square, 2 prongs round and 2 prongs flat) we recommend carrying your own to ensure the ability to charge your equipment.
It may not be possible to use appliances such as hairdryers or electric shavers in the tented rooms at most camps in Africa as they have low wattage fuses which will trip.
EXCURSIONS. Any activities not listed in your itinerary and their related costs will be your responsibility.
FILM/CAMERAS. Digital camera is a must! With the advance of cameras there is quite a range to choose from, but a minimum of 300mm zoom is essential! It is also recommended to invest in some good binoculars.
FLIGHT CHECK-IN TIMES. Please check in early at all airports (at least one hour prior for domestic flights, three hours for all flights to the USA and two hours for regional and other international flights) due to additional security which now affects international travel around the world.
Please be aware that during peak season, delays are often encountered on scheduled flights. Remember that you are on holiday... relax and enjoy the ambience, which sometimes has no sense of urgency at all!
FORMS OF PAYMENTS ACCEPTED. Luxury Trips accepts travel agency or personal checks, American Express, Discover, Visa and MasterCard credit/debit cards and/or bank wire transfer. Luxury Trips does not accept travel agency corporate charge cards or any credit/debit cards of travel agents making payments on behalf of clients. Travelers making payments by credit/debit card will be required to complete a Credit Card Authorization Form and agree not to request any charge backs on their Credit/Debit card until any disputed matters are resolved with Luxury Trips. Payments made within 30 days of trip departure must be made by certified check or Credit/Debit Card.
HEALTH REQUIREMENTS. In order to enjoy the trip, passengers must be in general good health. Therefore, it is imperative that persons with medical problems make them known to us as soon as possible prior to departure. Luxury Trips and associated companies (which includes its vendors and subcontractors) reserve the right to disqualify a trip participant at any time if, in the sole judgment of such entities, a trip participant is not deemed by them to be medically fit for travel. Such entities assume no liability regarding provision of medical care or any special medical accommodations. Our Destination Travel Planner will provide general recommendations for any inoculations or precautions required for the destination(s) booked, however, it is the responsibility of passengers to check with their medical professional, local health board or the Center for Disease Control in Atlanta for specific requirements.
HOTEL CHECK-IN AND CHECK-OUT TIMES. The hotel check-in time is generally 2.00 pm in the afternoon. If you arrive early, you may be able to leave your luggage at the hotel. We may be able to arrange an early check-in time if your room is available. Generally the Hotel check-out time is 11 am, but in some hotels you can stay longer if you request it. If you wish to use your room on a day basis until your evening flight, please let us know as soon as possible as this can often be arranged.
The additional charge is from 50-100% of the room tariff. Otherwise the hotel or lodge can keep your luggage in a safe deposit area.
INSURANCE. It is your sole responsibility to have the correct comprehensive travel and medical insurance to cover yourself and any dependents/ traveling companions for the duration of your trip. This is the sole responsibility of the traveler. This insurance should include coverage in respect of, but not limited to, the following eventualities:
Luxury Trips and its subsidiary companies, and any person/agent acting for, through or on behalf of said companies, will not take responsibility for any costs, losses incurred or suffered by the guest, or guests’ dependents or travelling companions. This is with regards to, but not limited to, any of the above mentioned eventualities.
Guests will be charged directly by the relevant providers for any emergency services they may require, and may find themselves in a position of being unable to access such services should they not be carrying the relevant insurance cover.
LIGHT AIRCRAFT TRANSFERS. Your journey with us may include non-scheduled airline flights, on shared light aircraft (i.e. you will be flying with other guests).
PASSENGER WEIGHT ON LIGHT AIRCRAFT TRANSFERS. Passengers weighing 220 lbs. or more, or, two guests travelling together whose combined weight is 390 lbs., must inform us in advance, as an extra seat must be purchased for safety and comfort.
PREGNANCY. Pregnant passengers must notify Luxury Trips of their ability to travel at time of reservations and submit a statement from their physician stating they are allowed to travel. Passengers who fail to notify Luxury Trips of their pregnancy will be subject to the cancellation penalties as outlined above. Please note that trip insurance does not usually cover normal pregnancy. Luxury Trips will not accept passengers who are past their fifth month of pregnancy prior to start of the trip. A pregnant passenger assumes full risk of traveling while in such condition. Luxury Trips will not be responsible for providing any medical care or special accommodations for such condition.
RESPECTING WILDLIFE & SAFETY WHEN STAYING AT SAFARI CAMPS/LODGES. Your safety is of utmost concern to us; we request you take note of the following guidelines:
REVISION FEES. A revision fee of $75 per person, per revision, is charged for any alteration or revision made to a confirmed reservation. This fee also applies once final documents have been issued. However, no changes are permitted within 30 days of tour departure as any change requested during this time will be treated as a cancellation with full penalties assessed and new services requested subject to availability. Trip rates will then be subject to revision as well.
SAFETY GUIDELINES. It's sensible to take some basic precautions whilst travelling anywhere in the world. Below are recommendations that we feel hold true for travel in general and which we thus suggest are followed during an African itinerary – they apply mostly to travel in the major cities and towns but elements are also relevant for stays in camps in conservation areas.
It is advisable to lock your luggage with a suitable lock or at least with cable ties when flying both locally and internationally. Please do not check-in any valuables. Valuables and any chronic medication should be kept in your carry-on luggage.
Always drive with your doors locked and your windows closed. Please store handbags, parcels, and valuables out of sight, perhaps in the trunk of the car. Keep mobile phones, wallets and cameras well hidden and avoid wearing expensive jewelry. Never leave your luggage unattended (e.g. don’t leave handbags under tables, on the backs of chairs or on restroom hooks). Please report any stolen property and/or any incident involving your safety and security to the establishment where you are staying.
Separate your cash and credit cards and don’t carry all your cash with you. Avoid counting cash in the open. Do not allow strangers to assist you in your transactions at automated bank teller machines (ATM's). Store valuables and additional cash in your hotel’s safety deposit box or camp safe. Keep your room locked at all times and hand in room keys or cards whenever you leave your hotel. Take note of and abide by any warnings posted in public areas and parks.
SUN. The sun can be dangerous. You will be wise to wear hats in the heat of the day and make use of a good sun block and reputable sun tan lotion or cream.
TOUR ALTERATION AND ACCEPTANCE OF PASSENGERS. Luxury Trips and associated companies (which includes its vendors and subcontractors) reserve the right to alter any route or other arrangements, offer substitutes, or to completely cancel the whole or any portion of a trip, should conditions necessitate. Luxury Trips and associate companies (which includes its vendors and subcontractors) reserves the right to decline to accept any person as a member of a trip should the presence of that person be prejudicial to the good conduct of the trip, or be contrary to the prevailing laws of the country visited.
TOUR OPERATOR RESPONSIBILITY AND LIABILITY. Luxury Trips and associated companies (which includes its vendors and subcontractors) make arrangements for hotel/lodge/camp accommodations, for transport and conveyance by whatever means, as Agents, on the express condition that they shall not be liable for any injury, damage, death, loss (including loss of employment), accident, delay or irregularity which may be occasioned by reason of any defect in any vehicle, or through the acts of defaults of any company or person engaged in conveying the passenger or in carrying out the arrangements of the tours, or otherwise in connection therewith, or any hotel/lodge proprietor, employee, agent, servant or contractor.
Luxury Trips and associated companies (which includes its vendors and subcontractors) accept no responsibilities for losses or added expenses due to delays or changes in train, steamer, motor, air or other services, sickness, weather, strikes, civil disturbances, war, quarantine, force majeure, or other causes. All such losses or expenses must be borne by passenger. Such conveyance is subject to the country laws in which the tour takes place and all claims are subject to the jurisdiction of the country courts in which the cause arises.
Luxury Trips and associated companies (which includes its vendors and subcontractors) reserve the right to employ sub-contractors to carry out all, or part, of the services provided and in the event of such right, the terms and clauses above relating to the Company’s liability shall apply.
We are not to be held liable if you do not enjoy your travels due to reasons beyond our control, or experience problems due to reasons that were undisclosed at the time of booking.
TRAVEL DOCUMENTS. Every passenger must be in possession of a current passport valid for at least six months from date of departure, round-trip airline ticket and adequate funds for the duration of the stay. Obtaining a passport is the responsibility of each passenger. Details of any visa requirements (for US citizens only) will be given at time of reservations. Non U.S. citizens must consult with the appropriate consulates to determine if any visas are needed. Securing any needed visas is the responsibility of the tour participant. A comprehensive Document package, including detailed trip itinerary, emergency contact information, any airline tickets and pre-departure information will be sent out about 3 weeks prior to departure, if full payment has been received by Luxury Trips.
International visitors require a valid passport together with onward travel documents. Your passport should have a minimum of 2 (but we recommend 3 especially if you are visiting more than one country on your journey) blank VISA pages (not endorsement pages) in it because if there is insufficient space in the passport then entry into a country could be denied.
Note: If a parent/guardian is travelling alone with a minor child/ren (aged 18 years or younger) to South Africa then the parent/guardian must be in possession of a certified letter of consent from the non-accompanying parent or guardian.
USE OF PHOTOGRAPHY. Luxury Trips and associated companies (which includes its vendors and subcontractors) reserve the right to take photographs during the operation of a trip and may use the same for promotional purposes. By reserving a trip with Luxury Trips, participants agree to allow their images or likeness to be used for promotional purposes including website entries, without payment or any other compensation. If a trip participant does not allow his or her image to be used, he or she must advise the guide/escort at the start of the trip.
WHAT IS INCLUDED IN LAND ARRANGEMENTS? Accommodations in deluxe and/or best available based on single, double, or triple occupancy as requested by the passenger, with private facilities when available (the right is reserved to substitute accommodations of similar category when necessary); hotel taxes and service charges; meals (B=Breakfast, L=Lunch, D=Dinner); trip consultation and planning, handling, marketing and all operational charges; any internal air specified as included, ground and/or water transportation; airport/boat/hotel transfers; baggage handling and porterage at airports (where possible); all scheduled sightseeing arrangements; park and entrance fees; local guides and leadership.
WHAT IS NOT INCLUDED? Items not included are generally: Airport taxes of any nature, both domestic and foreign; international airfare; internal air transportation on some programs; excess baggage charges as imposed by airlines; forwarding of baggage and purchases; cost of obtaining passport and visa; medical charges for inoculations; any items of a personal nature such as laundry, beverages, mineral water, some meals not included on programs, and telephone / email / satellite / cable / internet / fax charges; baggage, trip cancellation and personal insurance; and gratuities to tour guides, escorts, drivers, vessel/hotel staff including porters.
YOUR RESPONSIBILITY. If your behavior causes distress, danger, or annoyance to other clients and/or any third party or damage to property, we reserve the right to terminate your contract and neither we nor the providers of any of the services in question will have any further contractual obligations to you. This will include any expenses, compensation, or refunds, and your return home.
You accept responsibility for any loss or damage you may cause during your travels, and agree to pay the supplier directly at the time the loss or damage occurs. If you fail to do so, you will be responsible for meeting any resulting claims made by us.
You are responsible for obtaining and paying for all of your travel documents such as passports with sufficient blank pages, visas, vaccination certificates, currency, and travelers checks prior to your departure. We will not be responsible if you are denied entry due to insufficient documentation. We are able to provide general information for US passport holders. Non-US citizens are encouraged to check with the appropriate embassy for acceptable documentation. If you do not have the correct documentation, you may incur additional fees and surcharges.
The name on your airline tickets must match the name on your passport.
If you have any special requests, please notify us in writing at the time of booking. Your requests are not guaranteed, but we will make every effort to fulfill them.
If you have any medical or mobility problems that may affect your trip, please let us know in writing before you confirm your booking.
If we feel we are unable to accommodate your specific wants or needs at the time of booking or if details provided later lead to the same conclusion, we reserve the right to cancel the booking and you will be responsible for any associated fees.
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Document Name: Booking Form (Adult)
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