Terms and Conditions
Palace Travel – Terms & Conditions (Full, Updated February 2026)
These Terms and Conditions explain how Palace Travel, Inc. (“Palace Travel”) works with you when arranging tours and safaris. They apply to trips published on our website and in our brochures. To ensure clarity and consistency for all travelers, changes to these terms can only be made in writing by an authorized officer of Palace Travel.
Deposit & Final Payment
To confirm your reservation, a deposit of $500 per person or 25% of the total trip cost (whichever is greater) is required. In peak travel periods, some suppliers may require a higher deposit, and we will let you know if that applies to your booking. Final payment is due at least 60 days prior to departure. Bookings made within 60 days of travel must be paid in full at confirmation. Requests made close to departure (within 45 days) may require a rush‑booking fee to accommodate expedited arrangements.
Forms of Payment
We accept checks, money orders, wire transfers, and major credit cards (American Express, Visa, Discover, and MasterCard). Credit card payments require a completed authorization form and supporting identification to protect all parties. For departures within 30 days, payments must be made by certified check or wire transfer to ensure timely processing.
Cancellation Penalties – Tours and Land Arrangements
Because travel services are contracted and prepaid in advance, cancellation fees apply. These fees increase as the departure date approaches and may ultimately reach 100% of the tour cost. All cancellations must be submitted in writing and become effective once received by our Philadelphia office. During peak travel periods, additional supplier penalties may apply.
75+ days before tour: 15% of tour cost or $400 (whichever is higher)
74–61 days: 20% of tour cost or $ 700
60–46 days: 25% of tour cost or $ 1200
45 days or fewer: 100% of tour cost (No Refund)
Cancellations for any reason—including, but not limited to, illness, medical issues, family emergencies, visa delays or denials, employment changes, or personal circumstances—are subject to the above cancellation penalties.
Trip cancellation insurance is strongly recommended. Travel insurance is the only protection against financial loss arising from cancellation for covered reasons. Travelers who choose not to purchase insurance assume full responsibility for any applicable cancellation fees.
Cancellation Penalties – Air Reservations
Airline tickets are governed by each carrier’s specific rules. Once issued, tickets are generally non‑refundable and carry change or cancellation fees determined by the airline.
Tour Revisions
If changes are requested after final documents have been issued, a revision fee may apply. Please note that changes are not permitted within 30 days of departure, as suppliers are already fully committed at that stage.
What Is Not Included
Items not included in tour pricing typically include passports and visas, excess baggage fees, optional activities, early check-in, late check-out, personal expenses (such as laundry or phone calls), beverages unless specifically noted, and travel insurance.
Claims and Refunds
Once travel has begun, services that are unused or declined cannot be refunded, as Palace Travel’s pricing reflects prepaid contractual arrangements with suppliers.
Travel Insurance (Strongly Recommended)
We strongly encourage the purchase of comprehensive travel insurance. Insurance can help protect you against unexpected events such as trip cancellation, interruption, medical emergencies, or baggage delays. Travelers who choose not to obtain insurance assume responsibility for any resulting costs.
Travel Documents, Passports, and Visas
All travelers must have a passport valid for at least six months beyond their return date and obtain any required visas. These arrangements are each traveler’s responsibility, and we recommend verifying requirements well in advance of travel.
Luggage
Most airlines allow two checked bags, though size and weight limits vary. Some safari and light‑aircraft itineraries have stricter baggage limits. Baggage is transported at the traveler’s own risk, and we recommend packing soft‑sided luggage for ease of handling.
Health and Fitness Requirements
Travel can be physically demanding. Travelers should consult their medical professional to ensure they are fit for travel and comply with any recommended health precautions or vaccinations for the destination.
Land Arrangements
Tour pricing generally includes accommodations, meals as specified, internal transportation, scheduled sightseeing, entrance fees, and guiding services, as outlined in your itinerary.
Tour Changes and Passenger Acceptance
Occasionally, changes to itineraries or accommodations may be necessary due to circumstances beyond our control. If adjustments are required, we will make reasonable efforts to provide suitable alternatives.
Photography
Photographs may be taken during tours for promotional purposes. If you prefer not to be included, please inform your guide at the start of the trip.
Air Transportation
Flights are arranged with licensed airlines and are subject to airline schedules, taxes, and regulations. Delays or schedule changes may occur, and while we will assist where possible, such matters remain under airline control.
Supplier Responsibility
Palace Travel works with independent airlines, lodges, and transportation providers. While we carefully select our partners, we act solely as a booking agent and are not responsible for their actions or omissions.
Force Majeure
Events beyond anyone’s control — such as weather, natural disasters, or government actions — may impact travel plans. In such cases, we will work with suppliers to explore available options, though outcomes may be limited by contractual obligations.
Single Room Policy
Single occupancy accommodations are subject to availability. If a confirmed single room cannot be provided, an appropriate refund will be issued after travel.
Solo Traveler Conditions
These Solo Traveler Conditions apply only when a booking is confirmed for one (1) traveler for the entire program. Except as expressly stated in this section, all other Terms & Conditions remain unchanged and in full force and effect. A Solo Traveler is a single individual traveling alone and not sharing accommodations or tour costs with another traveler. Solo Traveler pricing reflects the higher per‑person cost of services that are otherwise shared among multiple travelers, including but not limited to transportation, guides, and fixed operational expenses. A Single Room Supplement (SRS) does not apply to Solo Traveler programs, because the program itself is priced for one traveler. SRS applies only when there is more than one traveler on a program and an individual requests single occupancy. If, after a Solo Traveler booking is confirmed, an additional traveler joins the same tour and the total number of travelers meets the minimum required for shared‑cost pricing, Palace Travel will adjust the pricing accordingly, provided such change occurs no later than sixty (60) days prior to departure. Solo Traveler bookings are subject to the same cancellation, amendment, and refund policies applicable to all bookings, and any additional costs arising from changes shall be borne by the traveler
Airline Liability
Airline responsibility for passengers and baggage is governed by international conventions and carrier tariffs. Travel insurance is the best way to protect against airline disruptions or losses.