Overlanding West Africa Terms & Conditions

Booking

These ‘terms and conditions’ should be read in conjunction with our ‘Overlanding: What To Expect’ page, the specific trip page on our website for each of the trip/s you are booking onto, as well as the ‘Frequently Asked Questions’ page. It is part of our terms and conditions that you read these pages.

Please also read the information under the ‘Kitty & Accommodation’ tab on the specific trip page/s of the trip/s you are booking onto and also the Trip Price and Kitty Explained page.

We strongly advise you to read all of the above information on our website before sending in your deposit and booking form. However, you may cancel your booking within 14 days of us receiving your deposit and booking form without penalty, if after reading these documents you feel you have misunderstood any of this information.

We reserve the right to decline any booking at our discretion.

Please note your booking will only be confirmed once a deposit or full payment has been received and cleared into our bank account, as well as a signed and dated booking form.


Payment

If you book onto a trip more than 12 weeks before the departure date, you must pay a deposit of £200 or 10% of the total trip price (whichever is the greater amount) at the time of booking.

If you are booking multiple trips with us we will treat it as a single booking. Therefore you will need to pay a deposit for all of the trips you want to book onto at the same time.

The balance of the trip price must be paid no later than 12 weeks before the departure date of the first trip booked, otherwise we are entitled to treat the booking as cancelled by you in which case the cancellation charges detailed below will be payable.

If you book onto one of our trips less than 12 weeks before departure then we must receive full payment to secure your place on the specified trip/s.

Please note that if you pay us via bank transfer, we must receive the amount we specify into our account after any transfer fees are paid. If paying via PayPal, we require you to add on 4% of the amount we specify to cover the fees that PayPal charge us.


Travel Insurance

It is your responsibility to arrange suitable adventure travel insurance for the duration of the trip with benefits that cover personal accident, medical expenses, repatriation and loss and damage to personal effects (amongst other things). We strongly advise you purchase a policy with the highest level of medical and repatriation cover as possible. In the event that you do not have suitable travel insurance you will not be allowed to join the trip.

Please note that travel insurance policies provided with your bank account/credit card is, in most circumstances, unsuitable for travelling in West Africa. You should instead obtain a policy that is specifically designed for adventure travel to more remote and challenging countries, with a travel insurance provider who is experienced in dealing with complex logistics of the developing world.

We strongly recommend obtaining insurance at the time of booking in order to cover you for losses should you/we have to cancel your trip/s. We cannot refund your deposit or subsequent payments once the cancellation deadlines have passed.


Visas & Travel Documentation

It is your own responsibility to comply with all current passport, visa and health requirements for the countries we will be visiting on the trip/s you are booked on to.

Your passport must be current with enough blank pages to complete the trip/s and be valid for at least 6 months from the last day of the trip/s.

If your passport has any evidence of having visited Israel we strongly advise you obtain a new passport before applying for visas.

We will advise you on which visas you need to obtain in advance and which ones we should be able to arrange on the road as a group (based upon the latest information we have). We will provide you with the necessary copies of our vehicle documentation/letters of guarantee/hotel reservations etc in good time. It is then up to you to obtain the visas you need in advance. Please pay particular attention to the specified dates of entry/exit we provide you with.

 We strongly advise using a travel visa service agency to assist with this process. It will cost extra but will save you endless time and stress in the long run. One such agency is Travcour, who can assist passengers in the UK (though please note we are in no way endorsing Travcour). There are numerous other companies worldwide who can assist travellers with obtaining tourist visas.

General passport and visa requirements for all of our trips are specified on our website on the Visas page. Upon booking we will send you more specific and detailed information about the visas for your trip/s with your booking confirmation documents.

You must understand and accept that all visa information given by Overlanding West Africa is given in good faith and is based upon the most up to date information we have. You must understand and accept that visa requirements often change at very short notice with little or no warning, so all visa information we provide you with is liable to change.

Overlanding West Africa will in no way be held responsible or liable for the failure of a client to obtain the necessary visas required in advance, or for the loss of passports or visa applications by an embassy/visa service agency/postal service/courier etc. We strongly advise clients send passports/visa applications by recorded mail with a tracking reference ID for peace of mind.

For sources of information on travel health and vaccination requirements, malaria prophylaxis etc please see websites listed in the ‘Inherent Risks and Hazards’ section further down this page.

All passengers must have a Yellow Fever vaccination with a certificate proving so before joining our trip/s. It is a condition of entry into all countries we visit on our trips that clients can prove they have been vaccinated against Yellow Fever.


Cancellation

Cancellation by you

Should you wish to cancel your trip, you must notify us in writing as soon as possible. If written notification of cancellation is received more than 12 full weeks before departure only your deposit will be forfeited.

If you cancel less than 12 weeks before departure the following cancellation charges will be applied:

89 to 61 days: 50% of final invoice

60 to 31 days: 75% of final invoice

30 days or less: 100% of final invoice

Please note: If the reason for your cancellation is covered under the terms of your travel insurance policy, you may be able to reclaim these charges, but it is your sole responsibility to do so and Overlanding West Africa accept no liability for any such claim.

Cancellation by us

We reserve the right to cancel your trip for any reason up to 60 days before the departure date, or after this date where we are forced to do so for reasons outside our control including Force Majeure* (please see the bottom of this page for a definition of Force Majeure). In the event of cancellation, we will tell you as soon as possible and refund any monies owed.

We will not compensate you for any money you have paid for flights, transfers, insurance, vaccinations and/or accommodation. 

Our trips require a minimum number of participants to enable us to operate them. If the minimum number of bookings required for a particular trip is not met, we are entitled to cancel it. We will notify you no later than 60 days prior to departure.


Trip Itinerary

The itineraries and other information on our website and in our client literature are published in good faith as statements of intention only, and changes to the itinerary, vehicle and equipment use, etc. may be made where we deem necessary or advisable.

If any additional expenses are incurred through delays, accidents or disruption of planned itineraries because of force majeure* or considered advisable by us, such expenses are to be borne by you, the client.

You accept that Force Majeure may prevent us from supplying or performing services and/or itineraries as described. For a full description of ‘Force Majeure’ please see the bottom of this page.

No refund will be made for any unused services which are included as part of the trip cost.


Inherent Risks and Hazards

Your booking is accepted on the understanding that you realise and accept the potential risks and hazards involved with adventure travel of this kind, including death, serious injury, loss or damage to property, discomfort and inconvenience.

By completing the booking form you confirm that you are aware that standards of health and hygiene vary from country to country, and are seldom as high as they are in the ‘western’ world. The trip/s may be physically challenging and include visits to remote areas where access to medical care is often very basic and at times non-existent.

You should be aware of the risks to your health from sources such as, but not restricted to, poor local hygiene, high altitude, heat related illnesses, fatigue, physical injury and tropical diseases.

We recommend that you research your chosen destination using such resources as Fit For Travel FCO Travel Advice and NaTHNac before booking.


Your Responsibilities

You must at all times comply with the laws and customs of the countries visited. We have absolute discretion to order a client to leave the trip/s if they are found contravening such laws and customs, or interfering (or judged to have the potential to interfere) with the well-being of the group, individual member, members or themselves. In such cases, there will be no refund of the trip price and we accept no liability for expenses incurred as a result.

Overlanding West Africa will not tolerate any illegal drugs or dangerous weapons on the truck at any time. We reserve the right to remove a client from the trip if they are found to have broken this rule.

Overlanding West Africa is a ground transportation operator and do not book or ticket flights for clients. It is the sole responsibility of the client to arrange and purchase flights to meet the start and finish dates of the trip/s they are booked onto. Overlanding West Africa will not be held liable for flight bookings or the failure of an airline to get you to the starting point of the trip. Overlanding West Africa strongly advises clients to have suitable travel insurance in place when purchasing flights in case of cancellation (please refer to our cancellation policy). In addition we advise that you purchase flights which are fully refundable, or flights which can be changed for a nominal fee.

You are responsible for your own equipment and belongings during the trip and bear the sole responsibility for loss, wear and tear and incidental or accidental damage to your own equipment. We recommend that you take out adequate insurance to cover your equipment. You will be provided with a list of suggested equipment to bring on to the trip.

Before and after booking a trip with us, you acknowledge that you are responsible for making yourself aware through Foreign Office or State Department (or equivalent institution in your country of origin) travel advice/warnings/alerts with regard to the safety of countries and areas in which you will be travelling with us and to make your own decisions accordingly. The Foreign and Commonwealth Office publishes regularly updated travel information on the FCO Travel Advice Website which we strongly advise you re through before booking and in good time before departure in case of any changes/updates.

You are responsible for informing us in writing at the time of booking of any known illnesses, disabilities or medical conditions, or, if not known at the time of booking, at the earliest opportunity thereafter prior to the departure of the trip. If you are found to have an undeclared or understated medical condition you may be ordered to leave the trip with no refund of the trip price.

If you are 65 years of age or above we require you to fill out a medical self-declaration form notifying us of any medical conditions. If particularly serious, we reserve the right to refuse your booking. In such circumstances a signed letter from a medical professional (i.e. a Doctor) confirming you are fit to travel and your condition is manageable might be sufficient to book onto our trips – though please note that it is at our discretion.

The crew have the authority to make difficult decisions. Should you present or develop a medical condition whilst on the trip we reserve the right to insist that you seek medical advice. If you decline to act upon this advice, you could be putting others on the trip at risk and may be asked to leave the trip. This extends to physical, mental and behavioural conditions.

Any arrangements which you make independently which do not form part of the published trip itinerary are entirely at your own risk. In such an event all liability and responsibility that we bear to you will immediately cease.

Please note, we do not allow any animals and/or pets on the truck at any time.

At the beginning of the trip you must provide the crew with your kitty contribution, which must be paid in cash, the amount of which is specified on our website and pre-trip information dossier. Failure to do so will be deemed a breach of contract on your part and you will not be carried on the trip/s.


Our Responsibilities

The contents of this website are based on knowledge and information available to Overlanding West Africa at the time of writing. No warranty is given for the validity of the information supplied.

We cannot accept any liability for any delay or cancellation in your flight to the joining point of the trip or returning from the end point of the trip, whether the delay or cancellation is caused by adverse weather conditions, rescheduling by an airline, airport authority and/or action by air traffic controllers, mechanical breakdown or industrial action. In certain circumstances delayed departure may be covered by your travel insurance.

Overlanding West Africa will not be held responsible or liable for the failure of a client to obtain the necessary visas that we advise them are needed in advance of the trip starting. Overlanding West Africa will also not be held responsible or liable for the failure to obtain any visas we plan on obtaining en route as a group once the trip/s start. You must understand and accept that visa requirements can change with little or no notice at all.

* ’Force majeure’ is any event or circumstances which we could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, disease outbreak, industrial dispute, natural or nuclear disaster, adverse weather or road conditions, fire, bureaucratic obstacles, border closures, road conditions, changes in schedules or mode of transport by ferry companies, airlines, bus or train operators, mechanical breakdown to our vehicle and all similar events outside our control*