Welcome to African Encounter!
Terms and Conditions
Below is an outline of the Terms and Conditions of your booking and stay with us as well as
some basic guidelines to consider when preparing for, and during your time travelling with us.
This is to ensure that you are able to get maximum enjoyment and fulfilment from your time
with us, as well as to ensure your safety and that of others involved in your placement with
you.

On any African Encounter tour we ask you to consider the aims and objectives of the project
that you have chosen to be part of, and to make every effort to support the other Travellers
and our African Encounter staff and coordinators in the work that we are doing.

General Rules and guidelines
Because we want African Encounter to grow and flourish along with the African countries /
communities in which we work, it is important that you follow these rules and guidelines.

1. We ask that you do not carry, or use any illicit substances or non-prescription drugs for the
duration of your stay in your host country.

2. We ask that you do not bring yourself or African Encounter into disrepute nor involve any
other employee or Traveler in any behaviour that might amount to disrepute. If your
behaviour is found to be detrimental to the programme that you are involved with, you may
be asked to leave immediately without compensation (please see our refund policy
contained in Clause 9 under Booking Conditions further along in this document).

3. Please, at all times, remain presentable and well dressed. We expect you to behave with a
level of courtesy consistent with the situation and, of course, the local customs.

4. If you would like to make changes to your tour schedule or any other arrangements please
do not do so until you have consulted directly with your African Encounter Guide or Coordinator.
Only when you have had written confirmation of acceptance of your request will
that change be put into action. Please also note Clause 10 regarding transfers between
projects further along under Booking Conditions in this document.

5. We ask you to be considerate of fellow Travellers by being punctual for your activities and
duties to the best of your ability.

6. Please do not take time away from the group unless you have agreed with the tour leader
prior.

7. If your behaviour, words or actions are thought to be disruptive by African Encounter staff
or if you are thought to be a bad influence on others then after one warning, either verbal
or written, you may be removed from the Tour without compensation.

8. On most tours your rooms will be cleaned by the staff at the various projects. Please treat
them with courtesy and keep your room tidy. Respect your accommodation and show
consideration for others.


Flights
If you are booking your own flights you might like to consider booking a changeable / flexible
return ticket. If any circumstances arise which lead to you needing to leave the tour at a date different to
your original booking and additional costs are incurred because you have purchased a nonchangeable
ticket, you will be solely responsible for these expenses.

Booking Conditions
1. Please note that each booking carries an administration fee (deposit) of
GB£ 150.00 / US$ 300.00 which is non-refundable in all instances.

2. If you do not pay your fee 90 days prior to the commencement of your
placement, without making prior arrangements with us, we reserve the right to cancel
your booking. If you book less than 90 days prior to the commencement of your
placement, you will be asked to make full payment within one week of your provisional
booking.

3. In the highly unlikely event of us having to cancel your placement (due to
circumstances beyond our control) we will refund all programme payments made to us
less the GB£ 150 / US$ 300 administration fee. Please note that we will not be liable to
refund you for any incidental expenses that you may have incurred as a result of your
booking, such as visas, vaccinations, non-refundable connecting flights, etc.

4. Any information or advice provided by African Encounter on matters such as
permits, visas, vaccinations, climate, clothing, baggage, etc. is given in good faith, but
without responsibility on the part of African Encounter, and the passenger accepts
responsibility for obtaining any necessary visas and travel documents required for your
placement.

5. Insurance - Before you travel on your tour you must be covered by insurance, which
must include adequate cover for baggage, medical expenses and the cost of repatriation.
Should you not have adequate cover prior to the commencement of your placement you
may not be allowed to continue on the programme and will have no right to a refund. Any
claims concerning matters for which you are insured must be directed to your insurers. It
is often the case that African Encounter will put forward the costs of medical expenses in
an emergency situation. You will be required upon arrival to sign an agreement that
African Encounter has a right to claim from your medical insurance for any expenses that
we may incur on your behalf.

6. Your booking is accepted on the understanding that you realise the potential
hazards that may arise in this kind of travel, including injury, disease, loss or damage of
property, inconvenience or discomfort. This type of travel is one that should allow for
alternatives and a substantial degree of flexibility. The outline itineraries given for each
placement must therefore be taken as an indication of what each volunteer should
accomplish, and not as a contractual obligation on the part of African Encounter. Changes
in itinerary may be caused by circumstances beyond our control. No refunds will be given
for services not utilised.

7. Disclosure of important information – African Encounter and its staff reserve the right
to terminate a Travellers placement, without recourse, if it comes to light that the
volunteer failed to provide or provided inaccurate/incomplete booking information,
particularly with reference to medical conditions and current medication.

8. Cancellation policy – at no time does any refund include travel or extraneous expenses
as part of your trip plan:
· If you cancel your placement up to 91 days before the start of your placement, we
will refund 100% of the cost of the programme, excluding the GB£ 150 / US$ 300
administration fee.
· If you cancel your placement between 61 – 90 days before your start date we will
return to you 75% of the cost of the programme.
· If you cancel between 31 - 60 days from your start date we will return to you 30%
of your original payment.
· If you cancel within 30 days of departure, we are sorry but we cannot return any
payments to you.
· Please check when you arrange travel insurance that a cancellation clause is part of
the policy.

9. Refund policy once on your placement
· If your placement is terminated by African Encounter at the start of your
placement because of an infringement of the code of conduct There will be no
refund for the first month of your placement on the tour.
· If you terminate your placement at any time during your placement you will not
be entitled to claim any refund.
· You will not be entitled to claim any other expenses applicable to your placement,
and any costs relating to change of tickets, etc. will be for your account.
If, having read all these terms and conditions, you find you do not agree with them or
cannot accept them, please inform us immediately. If we have not heard from you within 7
(seven) working days it will be deemed that you have read and accepted the Terms and
Conditions above. You will be required to sign a copy of these terms and conditions when you arrive at the
project.

We look forward to welcoming you to Africa soon!

Best wishes,

THE AFRICAN ENCOUNTER TEAM AND BEN PIPE PHOTOGRAPHY