Deposit & Final Payment
These terms apply to independent tours. Group tours have separate terms, which are tour specific. To confirm a reservation the following deposit and final payment terms must be strictly adhered to and are required at time of reservations.
Deposit Due Per Person is $500 or 25% of cost, whichever is greater. We reserve the right to request additional deposits as required by hotels and suppliers for peak periods, such as Christmas, Easter, Thanksgiving and New Year. This will be communicated at time of confirmation of booking. Final payments are due at least 60 days before departure. Acceptable forms of payment are: check, money order, wire transfer and major credit cards.
Some international airfares have advance purchase and ticketing requirements, which will be communicated at time of reservation. Additional payment to cover such costs will be requested in order to issue the tickets. Airline carriers impose penalties pursuant to fare rules, and for any changes to post booking air reservations. Reservations received within 60 days of commencement of travel must be paid in full upon confirmation. Reservations received within 30 days of departure date may be subject to a non-refundable rush-booking fee of not less than $25 per person to cover additional expenses incurred in expediting booking. Tours requested within 15 days of travel date will be confirmed subject to special handling requirements, cost, and payment conditions.
The air and tours prices shown are based on tariffs, exchange rates and air-fares in effect at the time of posting, and Palace Travel reserves the right to alter prices quoted should such prices be affected by inflation, costs of fuel, labor or material, air fares or foreign exchange rate change.
We do not arrange for loyalty program / mileage free tickets or upgrades, but we will be pleased to provide you with a detailed flight itinerary required for any of these programs.
Forms of Payment
Check, Money Order, American Express, Visa, Discover Card, MasterCard or Bank Wire Transfer.
Credit cards are accepted for final payment or payment in full.
Credit cards are not accepted for tour deposits.
Travelers making payments with credit card will be required to complete a Credit Card Authorization Form.
Together with the completed authorization form submit a copy of the front and back of the credit card, a copy of the cardholder’s identification and list the address to which travel documents are to be sent.
Please note that the prices listed are already discounted by 4% for payments made with checks, money orders or wire transfer. Payments made with credit cards will be charged the full amount including the 4% discount. Delayed payments without advance notice may result in tour cancellation, and forfeiture of all deposits. Payments for tours, safaris, and airline tickets made within 30 days of departure must be with certified checks or wire transfers only.
Cancellation Penalties for Tour/Land Arrangement
These terms apply only to independent tours. Group tours have separate cancellation penalties, which are tour specific.
Because of the special nature of the tours we offer, suppliers impose rigid cancellation fees. Palace Travel has no control over these fees and cannot make any exceptions to these charges.
ALL cancellations must be received by Palace Travel in writing and will be effective when the written notice is received at Palace Travel offices in Philadelphia, Pennsylvania.
The following cancellation penalties apply per person:
If a cancellation is received after Palace Travel is in possession of the initial deposit, but more than 60 days prior to departure, the cancellation fee incurred will be $375 or 50% of the deposit, whichever is higher.
59-36 days prior to departure, cancellation charge is $475 or 50% of tour cost, whichever is higher.
35-11 days prior to departure, cancellation charge is $750 or 75% of tour cost, whichever is higher.
Less than 11 days before departure, no refund. Cancellation charge is 100% of tour cost.
Depending on the reason for cancellation, your travel insurance may cover your cancellation fees in whole or in part.
We reserve the right to impose additional penalties as imposed by hotels and other suppliers for peak periods such as, but not limited to, Christmas, Easter, Thanksgiving, New Year and such other periods which are high season for a particular destination or property.
Cancellation Penalties for Air Reservations
Cancellation of air reservations are subject to airline Terms & Conditions. Once airline tickets are issued, name changes, date changes, routing changes or cancellation of ticket are subject to a minimum of $375 per person or higher as determined by the carrier.
We strongly recommend trip cancellation insurance.
Tour Revision Fees
A revision fee of $100 per person will be charged for any alteration or revision made to a confirmed reservation once final documents have been issued. No changes are permitted whatsoever within 30 days of tour departure; any change requested during this time will be treated as a cancellation, and penalties assessed and new services provided subject to revision.
Not Included in Tour Costs
Fees for obtaining passports or visas, excess baggage charges, inoculations, accident or baggage insurance, International airline ticket taxes, airport departure taxes that are not included in the airline ticket, optional tours, any items of a personal nature, such as phone calls, faxes or room service; excess mileage carried out at the request of the traveler or transportation not specifically listed as included. Beverages (liquor and soft drinks) and laundry are included at select properties and this will be specified.
Claims & Refund Policy
Except for verifiable documented extenuating circumstances, there are no refunds whatsoever, for any unused tour services including, but not limited to, accommodations, meals, internal flights or sightseeing.
As Palace Travel’s prices are based on contract rates, if the traveler cancels while the trip is in progress, there will not be any refund for the unused portion.
We highly recommend opting for travel insurance as it protects the traveler and the traveler’s companion(s) against cancellation penalties, if the trip is cancelled for covered reasons prior to departure. Plus it also covers trip interruption, baggage, medical expenses, and other circumstances that may occur after departure.
Details of the Palace Travel plan will be sent with pre-departure information. Individuals that choose not to purchase insurance coverage will be liable for all costs in the case of cancellation, trip delays, damage or loss of baggage and medical emergencies, howsoever caused.
Travel Documents, Passport, and Visa Requirements
Every traveler must be in possession of a current passport valid for at least six months from date of return, round-trip airline ticket, and adequate funds for the duration of the stay. Obtaining a passport is the responsibility of each passenger. All travelers must consult with the appropriate consulates to determine if any visas are needed. Securing any needed visas is the responsibility of the traveler.
A pre-departure information packet containing helpful general information on the destination booked, visa application forms, details on our trip insurance plan, and the official tour registration form will be mailed to the booking agent upon receipt of the required tour deposit and Palace Travel receiving confirmation from suppliers. Final documents including trip itinerary, emergency contact information overseas, any airline tickets, luggage tags, travel document wallet and any necessary vouchers will be sent approximately 2-3 weeks prior to departure, provided full payment has been received by Palace Travel.
Participants are limited to 2 pieces of checked luggage per person. The airlines permit economy class passengers to carry 2 average sized suitcases for which specific measurements and weight are written in their tariffs. Depending upon itinerary and air carrier, there may be an extra charge for the second piece of luggage. Carriers have specific tariffs that apply to carry-on baggage as well.
Please contact the domestic and international airline for baggage restrictions. On tour, please note that scheduled internal flights have a baggage restriction of 33 lbs per person. We recommend soft carrying baggage. Baggage and personal effects remain at the owner’s risk throughout the tour. Palace Travel and associated companies 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 Palace Travel and associated companies, including but not limited to airlines, courier services, cargo staff, and the like. One average sized suitcase will be carried on safari, however, passengers, who will be traveling by light aircraft on safari must carry medium sized soft luggage or duffel bags when flying sectors in small light aircraft which have limited space for baggage and a weight restriction to be advised. City hotels do store luggage for guests while they are out on tour/safari.
Persons not fit for long trips due to heart disease, chronic illness, physical handicap, advanced pregnancy and/or mental illness should not participate in these rigorous travel programs. Passengers who fail to notify Palace Travel of such condition(s) shall be subject to the cancellation penalties as outlined above and assume the full risk of traveling while in such condition. Palace Travel shall not be responsible for providing any medical care or special accommodations.
Palace Travel and associated companies reserve the right to disqualify a tour participant at any time if, in their sole judgment, a tour participant is not deemed by them to be medically fit for travel. Palace Travel and associated companies, assume no liability regarding provision of medical health requirements, updates, and/or medical accommodations. Our pre-departure information 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 CDC for specific requirements. Malaria is endemic to these regions of Africa and precautions must be taken. See your health practitioner for advice. Prior to travel, required inoculations, if any, must be recorded by each passenger’s health practitioner on a valid vaccination certificate, which the traveler must carry for proof of inoculation where required. If a traveler is concerned about taking any medications or receiving certain inoculations, check with your health practitioner BEFORE booking.
Palace Travel draws your attention to the fact that there are certain inherent risks in traveling to areas of the third world, where wild life is prevalent, and safari camps are by their nature remote. Your participation constitutes acceptance at your own risk.
It is your sole responsibility to seek and take all appropriate medical advice relevant to your health prior to departure as to whether or not you are fit enough to undertake the trip booked. Palace Travel shall not be liable for illness, injury or death sustained on a program sold by Palace Travel, which is not due to the gross negligence of Palace Travel, its officers, employees, authorized representatives or agents whomsoever.
Items included in the tour cost are generally described in the itinerary and may include: Accommodations in deluxe, first class and/or best available or as requested by the passenger, based on two persons sharing a twin-bedded or double bedded room with private facilities (the right is reserved to substitute accommodations of similar category when necessary); hotel taxes and service charges; meals (B=Breakfast, L=Lunch, D=Dinner); tour planning, handling, marketing and all operational charges; any internal air, ground and/or water transportation; airport//boat/hotel transfers; tips for one piece of baggage per person at airports and between transfer vehicle and hotel lobby; all scheduled sightseeing arrangements; park and entrance fees; tour amenities and local guides and leadership. Air conditioning is not necessarily available at every property.
Items not included in the tour cost are generally described in the itinerary and include: airport taxes of any nature, both domestic and international.
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, trip cancellation and personal insurance; gratuities to tour guides, escorts and drivers.
Alteration to Tours and Acceptance of Passengers
Between planning time, as well as during actual travel operation, Palace Travel and associated companies reserve the right to alter any route, itinerary, or other arrangements, as well as offer substitutes, or to completely cancel the whole or any portion of a tour, if air schedule or surface transportation charges, security matters, and/or events beyond their control make such alterations necessary in the sole opinion of Palace Travel and associated companies. Palace Travel reserves the right to decline to accept any person as a member of a tour should the presence of that person be prejudicial, disruptive, or negatively affect the positive conduct of the tour, or be contrary to the prevailing laws of the country visited.
Use of Photography
Palace Travel and associated companies reserve the right to take photographs during the operation of a tour and may use the same for promotional purposes. By reserving a tour with Palace Travel, tour participants agree to allow their images to be used for the purpose stated. If a tour participant does not wish to allow his or her image to be used, he or she must advise the guide/escort at the commencement of the tour.
Palace Travel and associated companies arrange jet transportation via ARC and IATA carriers in economy (coach) class unless another class of service is requested at time of booking. All airfares are subject to the particular airline’s terms and conditions in effect as of the date of booking, and any changes made to an airline ticket after issuance are subject to any penalties imposed by the carriers. 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. Airfares are guaranteed upon receipt of the required air deposit. This airfare price guarantee does not include surcharges that are imposed due to government actions, which must be collected a time of ticketing. These surcharges include, but are limited to, fuel surcharges or any other type of surcharge imposed by government entities.
The cost of the tour may include air transportation as required in the itinerary either from/to the USA gateway or for a portion of the itinerary. Tour prices are based on special airfares that do carry change and cancellation penalties. Please be sure you understand these charges before accepting the itinerary! Palace Travel will not assume any responsibility for any air schedule changes; however, we will attempt to keep you fully informed of changes as we learn of them.
Supplemental fares for departure from all major cities are available. Please inquire for prices for First and Business class service.
Palace Travel does not arrange for loyalty program / mileage free tickets or upgrades, but we will be pleased to provide you with a detailed flight itinerary required for any of these programs.
Palace Travel and associated companies, or any supplier providing the prepaid services will not be responsible for extra expenses incurred due to flight cancellations or delays. All such expenses incurred are the responsibility of the passenger. Trip Delay Insurance is recommended.
Tour Operator Responsibility and Liability
Palace Travel acts as a booking agent for disclosed principal hotel/lodge/camp accommodations, airlines, air charters, bus companies ground transportation, board purveyors or owners, and other independent contractors providing transport and conveyance, on the express condition that they shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned by reason of any defect in any vehicle, or through the acts of defaults of any vehicle, or through the acts of defaults of any Company or person engaged in conveying the traveler or in carrying out the arrangements of the tours, or otherwise in connection therewith, or any hotel/lodge proprietor, employee, agent, servant or contractor. Palace Travel and associated companies 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.
Palace Travel and associated companies accept no responsibilities for losses or additional expenses due to delays or changes in train, steamer, motor, air or other services, sickness, weather, strikes, civil disturbances, war, quarantine, force majeur, or other causes. All such losses or expenses shall be borne by passenger. All bookings are accepted by Palace Travel, as agent for independent overseas ground and air operators. The transportation, accommodations and other services provided by the ground and air operators offered are subject to the terms and conditions contained in the tickets, exchange orders or vouchers issued by them and/or their suppliers. Because Palace Travel does not have the right to control the operations of the independent operators and their suppliers, IT CANNOT BE LIABLE FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE which may arise out of these services.
Palace Travel reserves the right to cancel any itinerary or any part of it, to make such alterations in the itinerary as it deems necessary or desirable, to refuse to accept or to retain as a member of any program any person at any time, and to pass on to program members any expenditure occasioned by delays or events beyond its control.
In case of any appreciable variation in its cost, Palace Travel reserves the right to adjust its rates.
“Force Majeure” means, in relation to Palace Travel, any circumstances beyond the reasonable control of Palace Travel (including, but without limitation, acts of God, explosion, flood, tempest, fire or accident, war or threat of war declared or undeclared, sabotage, insurrection, civil disturbance, requisition, sickness, quarantine, government intervention, weather conditions or other untoward occurrences).
If Palace Travel is affected by Force Majeure it shall immediately notify travelers of the nature and extent thereof. Palace Travel shall not be deemed to be in breach of these terms and conditions or otherwise be liable to the traveler, by reason of delay in performance, or by non performance, of any of its obligations hereunder to the extent that any such delay or non performance is due to any Force Majeure.
If Palace Travel, and/or any of its’ travel suppliers, are affected by Force Majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to the trip. Payment of any refund by Palace Travel to the traveler as a result of the non performance of any of Palace Travel’s obligations hereunder shall remain in its sole and absolute discretion although Palace Travel shall use its reasonable endeavors to reimburse the traveler where possible. However, Palace Travel shall be entitled to deduct from any refund recoverable the reasonable actual and potential costs to Palace Travel of the Force Majeure.
Regarding civil unrest, once Palace Travel has investigated the prevailing situation, as it deems fit, it shall remain in Palace Travel’s sole and absolute discretion whether to proceed with the trip. You may in such circumstances cancel the trip. However, if, after having made all reasonable and proper inquiries, Palace Travel is of the opinion that the trip may proceed, no refund will be payable to the traveler and the provisions stated under Cancellations shall apply.
Single Room Policy and Shared Rooms for Single Participants
Due to intermittent shortages of accommodations on safari, a single room cannot always by guaranteed, even if paid for in advance. If single accommodations are not provided, an appropriate refund will be made upon your return. If you are traveling alone and wish to share accommodations, Palace Travel does not locate roommates on your behalf.
Airline Responsibility and Liability
Airlines tariffs specify they 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 constitutes 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. Carrier liability for passengers’ baggage is clearly stated on the traveler 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, and laws limiting the amount of damages available.
Palace Travel is not responsible for airline or other third party supplier bankruptcy, flight cancellation, flight delay, or lost luggage. In order to be protected against airline or other supplier non-performance, travelers must purchase travel insurance before the trip commences.