Terms and Conditions

Special COVID-19 Clause:

We have taken enhanced health and safety measures–for you, our other Guests, and team members at Easy Track Ghana. You must follow all posted instructions while on tour.

An inherent risk of exposure to COVID-19 exists in any public place where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death. According to the US Centers for Disease Control and Prevention, senior citizens and guests with underlying medical conditions are especially vulnerable.

By traveling with Easy Track Ghana, you voluntarily assume all risks related to exposure to COVID-19.

1. Booking Procedure:

  1. A detailed itinerary and quote will be submitted to you for the tour you have requested.
  2. Upon revision and acceptance of this itinerary, a provisional booking will be made.
  3. The provisional booking will be valid for a period indicated from the date of the tour quote. Expired provisional bookings will not be honored.
  4. Before the provisional booking expires, you will need to provide the Booking Form and a booking deposit to CONFIRM reservations. No staff, vehicle, accommodations, regional or domestic flights or equipment will be reserved for your travel before receipt of the booking deposit.
  5. At least 75% of the total tour cost must be received by Easy Track Ghana 21 days prior to the initial travel date. If booking within 21 days of travel the entire balance will be due in your final payment.
  6. Final payment must be received electronically or in cash before travel begins.

2. Prices:

Should increases be forced upon us by airlines, Government regulations, hikes in hotel fees, government mandated fuel increases, etc, we will pay these costs up to 5% of the quoted tour fare. We reserve the right to surcharge an amount equal to 80% of the increased charges above this 5% that are required to be paid by Easy Track Ghana. In no event will any price increase surcharge be greater than 10% of the quoted tour fare. Note that costs for food, fuel and accommodations may fluctuate significantly as the travel industry manages COVID-19.

3. Exchange Rate:

Due to fluctuating exchange rates, the exchange rate used for the tour records-keeping and accounting will be fixed to the rate noted on the final accepted itinerary.

4. Responsible Party:

The person making any booking will, by the making of such booking, warrant that he or she has authority to enter into a contract on behalf of the other person/s included in such a booking and in the event of the failure of any or all of the other persons so included to make payment, the person making the booking shall by his/her signature thereof assume personal liability for the total price of the all bookings made by him/her.

5. Consent:

The payment of the booking deposit or any other partial payment for a reservation on a tour constitutes consent by all guests that they agree that all the information supplied to them is correct at the time the booking was made. Upon paying the booking deposit, guests are giving their full consent to the Booking Terms and Conditions of Easy Track Ghana.

6. Guest Postponement or Cancellation:

In the event that circumstances require you to postpone or cancel your trip, written notification (which may be by email) must promptly be given to Easy Track Ghana which, upon receipt of such notice, will use best efforts to mitigate the costs and other impact of the postponement or cancellation.

In the event you elect to postpone the travel, Easy Track Ghana will retain all funds theretofore received from you and will credit these funds, less the amount of costs incurred by Easy Track Ghana as a consequence of the postponement, in a replacement tour arranged by you with Easy Track Ghana, so long as the replacement tour commences within 3 months of the scheduled starting date of the postponed tour. If the postponed trip will not commence within this 3 months, Easy Track Ghana will consider the trip canceled and process it according to the paragraph below.

If you elect to cancel your travel, Easy Track Ghana will within 10 days of notification return all funds theretofore received from you, less 1) a cancelation fee of no more than 8.5% of the quoted tour fare for the costs incurred by Easy Track Ghana in preparing for your trip, plus 2) any costs incurred as a consequence of its cancellation, such as airline tickets or hotel deposits. If there are non-returned funds, an itemized list of the non-returned funds will be provided within the same time period.

Delay in giving notice of trip postponement or cancellation will diminish the ability of Easy Track Ghana to mitigate the resultant costs.

7. Trip Modifications or Termination:

In the event a guest elects to modify any scheduled visit, accommodation or route on the itinerary during the trip, your Easy Track Ghana staff will work to their best abilities to accommodate such changes. Available travel funds for the scheduled plan will be applied to the modified plan, however it will be your responsibility to pay for any increase in costs associated with requesting program changes during your travel.

In the event of any travel being rendered impossible, illegal or inadvisable as a result of circumstances beyond the control or best efforts of Easy Track Ghana such as weather, strike, war, or government action, Easy Track Ghana shall have the right at its sole discretion to terminate the tour or any part thereof or to make any alteration in route, accommodation, or other matters, as deemed appropriate. Any additional costs incurred as a result of such events shall be considered beyond the scope of the tour and shall be paid by you. In the event Easy Track Ghana avoids any contemplated tour expenses or receives refunds for prepaid but unused accommodations, such amounts will be returned to you.

Easy Track Ghana may at its discretion, and without liability or cost to itself, cancel or terminate a tour member's booking and further participation in the tour in the event of the illness or of the unlawful or incompatible and obnoxious behaviour of the guest, who shall in such circumstances not be entitled to any refund.

8. Delays:

Easy Track Ghana cannot be held liable for, nor offer any refund for any delays or additional costs incurred as a result of airlines, trains, buses, ferries or other transportation, including vehicles owned and operated by Easy Track Ghana, not running to schedule.

9. Equipment Malfunctions:

Easy Track Ghana cannot be held liable for, nor offer any refund for any malfunctioning equipment provided for the tour, including vehicles, photographic equipment, or other travel equipment rendered, regardless of whether the equipment is property of Easy Track Ghana or another vendor. In the unlikely event of an equipment malfunction, Easy Track Ghana will secure a replacement at the earliest possible availability and with consideration to the urgency of the equipment needed for the full enjoyment of the scheduled tour.

10. Refunds:

Whilst Easy Track Ghana will use best efforts to ensure that all anticipated accommodation is available as planned, you shall have no claim or right against Easy Track Ghana for a refund either in the whole or part, if any accommodation is unavailable. In the event of such unavailability, Easy Track Ghana will use best efforts to arrange reasonably equivalent accommodations.

While appropriate substitutions for skipped events may be made during your tour if possible, under no circumstances will refunds be issued for unused fuel, unattended meals or missed excursions to scheduled sites or activities.

11. Liability:

Neither Easy Track Ghana nor any person or agent acting for, through or on behalf of Easy Track Ghana shall, in the absence of its or their recklessness, gross negligence, or intentionally harmful acts, be liable for any loss, damage or expense arising from any cause whatsoever and, without restricting the generality of the foregoing, shall specifically not be responsible for loss or damage arising from any errors or omissions contained in its brochure or other literature, loss or damage caused by delays, sickness, theft, injury or death.

12. Travel Insurance:

It is the sole responsibility of the guests to ensure that they obtain the desired comprehensive travel and medical insurance to cover themselves, as well as any dependents/traveling companions for the duration of their trip to Africa. This insurance should cover in respect of, but not limited to, the following eventualities: cancellation and curtailment of the tour, emergency evacuation expenses, medical expenses, repatriation expenses, damage/theft/loss of personal baggage, money and goods. Easy Track Ghana, including their representatives, employees and agents will take no responsibility for any costs, losses incurred or suffered by the guest, or guest's dependants/traveling companions, with regards to, but not limited to, any of the abovementioned eventualities. Guests will be charged directly by the relevant service providers for any emergency services they may require, and may find themselves in a position unable to access such services should they not be carrying the relevant insurance coverage.

13. Baggage:

For safety and because space is restricted, baggage carried on tour is restricted to a maximum of 32kg/50lbs per person in soft manageable bags. This excludes camera equipment and carry-on baggage. Should guests arrive with excess baggage without prior warning, their baggage could be delayed as baggage may have to be managed separately at considerable extra cost. However, should the guest know in advance that their baggage will exceed this limit, extra space can be booked for the bags, at an additional cost. Note that this limitation is waived for all bags carried as part of our "One Extra Bag" program.

14. Non-Compete / No Poaching:

No employee of staff of Easy Track Ghana shall be solicited for employment either for travel-related services or any non-competing activity without the express consent of Easy Track Ghana, Ltd.

15. Applicable Law:

This agreement is made subject to and shall be governed by and construed according to the laws of the country or state in which the booked travel provided by Easy Track Ghana will commence.

16. Entire Agreement:

This document, the purchase order, if any, used in connection herewith, the final accepted tour plan, and email correspondence constitute and expresses the entire agreement and understanding between the parties concerning the subject matter. This Contract supersedes all prior and contemporaneous discussions, promises, representations, agreements and understandings relative to the subject matter of this contract made in any of the other referenced documents.

17. Severability:

If any provision of this Contract shall be declared invalid or unenforceable, the remainder of the Contract shall continue in full force and effect.

18. Privacy:

Easy Track Ghana will keep your personal information strictly confidential and no information will be distributed, sold or otherwise made available to third parties, unless obliged to do so by law or legal process. When you forward personal information including your name, e-mail address, mailing address, emergency contact information, medical conditions or flight details to us, Easy Track Ghana will protect such information from unauthorized access and use.

Your Booking Form will be deleted from our computer systems and back-ups three weeks after the completion of your travel unless we receive consent to keep your data on file for future travel.

19. Out-of-Pocket Expenses:

Depending on the inclusions on your proposal, there are various out-of-pocket expenses that may be your responsibility during the tour.
Accommodations: For any overnight where your accommodations are not inclusive in your travel, it is expected that you have arranged your accommodations, made and confirmed your own reservations and that you will pay your hotel bill in full. For all overnight stays, any hotel incidentals accrued will be paid by the Responsible Party.
Taxis and Local Transportation: If public transit is not included in your travel plan, then for any supplemental local or public transportation that is desired to be used beyond the scope of your scheduled activities, your guide will make the arrangements for such transit and you will pay the transit fees for yourself and for your guide if they accompany you.
Meals: Unless you have made arrangements for your guide to join you for some or all meals, your guide will be paying for their own meals from their salary. Therefore it is generally not possible for your guide to join you at restaurants. Your guide will be happy to take you to a local chop bar for African food, but realize that if you invite your guide to join you at a sit-down restaurant, it will necessarily be at your expense. Note also that between meal beverages and drinks as well as alcoholic beverages are at your own expense. Under no circumstances will there be any refund issued for unattended meals.
Fuel: If you have elected to pay for fuel out-of-pocket, you will be requested at the end of your travel to refill the fuel to the same level as when your vehicle was received. Under no circumstances will there be any refund issued for unused fuel.
Unscheduled Visits: Your travel plan may be inclusive of visits to scheduled sites and activities. Activities not explicitly defined on your itinerary are not included and must be paid out-of-pocket, including extra fuel if necessary. However, if there are scheduled sites that you do not visit, those budgeted funds will be applied towards any unscheduled activity.

Acceptance of these Terms & Conditions is indicated by your Booking Deposit.

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