The following terms and conditions form part of the Client’s contract with Spotlight on Asia/Africa. By signing the required Booking Form you accept these contractual terms and conditions releasing Spotlight on Asia/Africa from any liabilities to the maximum extent permitted by law.
All prices quoted on the website, booking form or other marketing material are correct at the time of release. Price changes can take place up until the event start date. All arrangements and pricing are subject to availability at the time of booking, major fluctuations in exchange rates, and any other unforeseen changes that are beyond the control of Spotlight on Asia/Africa.
Every effort will be made to match up single travellers preferring shared accommodation. Single occupancy of a room or other tour facility, by choice or circumstance, is subject to the applicable supplement.
TERMS OF PAYMENT
A deposit as detailed in the specific booking form must be paid to secure a place on a tour. This deposit is also to be accompanied by a completed and signed booking form. Failure to do so may result in the loss of your place on the tour.
In certain instances where a tour is scheduled well in advance, a non-refundable reservation fee of AU $200 will apply to secure a place on the tour. This reservation fee is in addition to a greater deposit that is to be paid at a later date as specified on the booking form
Full payment must be received 60 days prior to the departure date of the tour unless otherwise arranged and confirmed in writing by Spotlight on Asia/Africa.
Bookings will be strictly accepted in the order they are received, and a waiting list may apply. If full and final payment is not received by the due date, you will be notified via email two times requesting final payment. If we don’t hear back, we will consider your booking forfeited and it will be offered to participants on the waiting list.
All prices are based on payment by Direct Bank Transfer or via credit/debit card payments. All credit/debit card payments will incur a 1% surcharge for Australia travellers and 2% surcharge for international travellers.
INCLUDED IN YOUR PACKAGE
Unless otherwise specified on the specific tour T&C, the complete tour as per itinerary, arrival and departure transfers, all accommodation, meals as specified (B/L/D), professional photographic leader, private ground transport with driver, local English-speaking guides, entry fees and taxes whilst on organised tour, purified drinking water.
NOT INCLUDED IN YOUR PACKAGE
Unless otherwise specified on the specific tour T&C, return international airfare, Visa fees, personal travel insurance (requirement of joining tour), any additional meals not indicated in program (B/L/D), additional beverages such as soft drinks and alcohol, activities during free time, laundry, items of
CANCELLATIONS & REFUNDS
All cancellations must be communicated in writing. Please note your cancellation is not considered official until you have received a return email confirmation acknowledging your cancellation. At the time we receive your cancellation notification, the following per person charges will be applied.
MORE THAN 90 DAYS BEFORE DEPARTURE: US $300 cancellation fee plus any additional costs incurred, as well as any fees that are charged by the suppliers providing the services included in the trip. On tours where a reservation fee applies, the $300 cancellation fee is inclusive of that payment. If your spot is filled by another participant, we will refund your deposit less payment processing fees and $100 administrative fee.
60-90 DAYS BEFORE DEPARTURE: US $500 cancellation fee, plus any additional costs incurred, as well as fees if applicable that are charged by the suppliers providing the services included in the tour. If your spot is filled by another participant, we will refund your deposit minus payment processing fees and $100 administrative fee.
60 DAYS OR LESS BEFORE DEPARTURE: NO REFUNDS WILL BE GIVEN and your deposit will be forfeited, though individual operators, hotels and airlines may offer some refunds depending upon the individual’s circumstances.
WHILST ON A TOUR: No refunds will be given after the tour has commenced. We are unable to refund any amount for unused services due to an unwillingness to participate or continue, early departure, late arrival, or missed days on a tour due to weather, disaster, sickness or any other reason.
CHANGES TO THE TOUR
Spotlight on Asia/Africa reserves the right to make changes to the itinerary and/or transport as necessary, or substitute hotels/accommodation.
In the event that minimum numbers are not met on a jointly led tour, the tour may still proceed with one tour leader without the client being entitled to a refund. The tour leader or guest photographer as originally specified may in rare circumstances be substituted without the client being entitled to a refund.
Every effort will be made to proceed with a small group, however in the event we do not sell an adequate number of seats on a photographic tour, Spotlight on Asia/Africa reserves the right to cancel the entire tour and refund all deposits and tour payments to participants that signed up.
The client is encouraged to purchase airfare cancelation insurance and to communicate with Spotlight on Asia/Africa prior to purchasing airfare to ensure there are sufficient numbers to proceed. Spotlight on Asia/Africa cannot be held responsible for fees or lost monies associated with airline and other travel agencies due to the cancellation of a tour.
If you have a personal emergency, please contact us immediately; we are willing to work with you to reschedule on a case-by-case basis.
All participants are required to take out comprehensive travel insurance as a condition of joining the tour. The travel insurance should cover you for medical costs associated with hospitalisation, emergency travel and repatriation back to your country of origin. A copy of the travel insurance policy is to be sent to Spotlight on Asia/Africa at least two weeks prior to departure.
It is advised to take out travel insurance as early as possible and ensure that it covers you for any cancellation fees and lost deposits. Also confirm that your destination country is in fact covered by the insurance policy, particularly in the case of Cuba.
NOTE: Standard insurance policies will often only cover Camera equipment partially, or not at all. Please check these details and if required, pay a higher fee to obtain further camera equipment cover.
TRAVELLERS HEALTH ADVICE
Some areas of the world have special vaccination and health requirements. Spotlight on Asia/Africa are not medical experts, so it’s recommended that you contact your family doctor or visit the nearest Travellers Medical Centre for professional advice.
If you have any medical conditions, these must be detailed in the booking form. If your health condition changes prior to, or during travel, you must advise us. Whilst an extensive first-aid kit will be available, ensure you travel with a personal small kit with sufficient medication. Spotlight on Asia/Africa cannot be held responsible for sickness arising during travel, regardless of the nature.
Spotlight on Asia/Africa is not a travel agent or travel service provider. Our obligation is to make arrangements with various suppliers for the tour on your behalf. Spotlight on Asia/Africa has no responsibility for the services of the supplier and does not provide warranty for them, nor are we a representative of the supplier. All bookings are subject to the terms and conditions set out by the relevant supplier. Should you be unhappy with the product, your legal recourse is against the supplier, not Spotlight on Asia/Africa. Spotlight on Asia/Africa accepts no liability for suppliers.
Spotlight on Asia/Africa shall not be held responsible or pay compensation where Force Majeure occurs, where Force Majeure means any unusual and unforeseeable circumstances beyond the Company’s control, the consequences of which neither the Company nor its suppliers could avoid, including but not limited to war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, fire, flood, adverse weather conditions or the threat of any of these.
Safety and health will always be a high priority during a tour. You are however travelling to a geographical area where amongst other things, the standard of accommodation, transport safety, hygiene, cleanliness, medical facilities, communication and infrastructure development may not be of the standard you are used to at home or at other more conventional travel destinations. This by no means will have any impact on your enjoyment during your trip. In joining this tour, you understand that travelling may involve unforeseen risks.
If you have any special requests, such as dietary requirements or hotel room type, please communicate them with us and we will make every effort to accommodate your request. You however must understand and accept that some requests may not be possible to accommodate.
It is the responsibility of the client to ensure that their passport is valid and that it has the correct visa or re-entry visa for the travel arrangements. Australian passports are valid for travel to and from Australia until their expiry date however some countries may refuse entry to persons with less than six months validity on their passports beyond the period of intended stay. Please ensure you have sufficient blank pages in your passport. Spotlight on Asia/Africa cannot be held responsible for any fines, penalties or fees if your passport is incorrect for the country of travel. Passports are required for all international travel.
It is the sole responsibility of the client to make sure they have full and correct documentation to undertake their journey. Spotlight on Asia/Africa does not arrange visas, however will provide details and instructions to facilitate in the visa application process. Some countries grant Australian passport holders a “visa free” stay for tourism purposes.
If travelling on any passport other than Australian, please review whether you need to obtain a re-entry visa for Australia.
Visa Link is an Australian company providing visa services. Further details can be found via the following link: www.visalink.com.au.
Spotlight on Asia/Africa does not book international flights, however will provide recommendations and are more than happy to pass on details to a business partner who will assist in making all relevant arrangements. Please do not book flights before confirming that the tour will definitely proceed.
PHOTOGRAPHS & VIDEO
Spotlight on Asia/Africa reserves the right to take photos of participants during tours to use for marketing and social media purposes only. Group images will be sent to all participants soon after conclusion of the tour.