Terms and Conditions
1. Available Hunts
- Unless otherwise stated, the hunts available, the number of days and the combination of species that may be hunted, are in accordance with government, community or tender regulations, the current price list, concession areas and expected quota for a specific year. NO price can be fixed for future seasons.
- Hunting seasons: Botswana: April to September (with the exception of auction elephant and special elephant quota).
- The Outfitter will reserve the exclusive right to allocate quota in an area of his choice for any special hunting package booked. All bookings will be dealt with on a first-come-first serve basis and no safari will be confirmed without a 50% deposit.
2. Hunting Packages & Rates Includes
- All Outfitter and government related fees are included in the Botswana package prices.
- The services of a licensed professional hunter/guide and the use of a hunting vehicle and fuel.
- Fully serviced luxury en-suite tented accommodation, all meals, drinks and laundry services during the contracted period.
- Trackers, skinners and the necessary field and camp staff.
- Field preparation of trophies and transportation thereof to our shipping agent in Maun.
- Meeting of clients at arranged venue.
- An emergency communication network and well stocked medical kit.
- Client does not pay for arrival and departure days, unless otherwise specified.
3. Hunting Packages Excludes
- Observer rates, license, trophy fees not specified in package, filming permits, bait animals, packing, dipping and shipping of trophies, CITES permits, and gratuities.
- Accommodation, flights, travel charges and meet-and-greet services outside of Botswana.
- Air and ground/water transfers to, from and between hunting camps (except where otherwise specified), additional vehicles required by hunting party, side excursions, scenic flights, airport and import taxes, and landing fees.
- Hire of rifles & shotguns, ammunition and fishing tackle. PLEASE NOTE: Firearms are the property of individuals and not the company and must be rented for the full period of the safari and paid for in advance – no refunds payable.
- Purchases on behalf of the client of a personal nature.
- Firearm transit- and import/export permits (over and above one (1) permit included per Botswana package), ammo & firearm handling and other related custom duties.
- All costs related to the clients’ change of plans/itinerary before, during or after the safari.
- African camps are situated in remote areas far from normal infrastructure and conveniences and therefore personal, trip cancellation, trophy and medical evacuation insurance is strongly recommended. The client is responsible for short term insurance against trip cancellation, theft, loss and damage of his personal property and hunting trophies. Clients agree that they will have no recourse against the Outfitter, Outfitter management, staff or Insurance for theft, loss or damage sustained, unless major negligence on the side of the Outfitter and/or the Outfitter’s staff can be proven in a Botswana court of law.
- All safaris are subject to quota availability at the time of booking. The Outfitter cannot guarantee such quotas as Government/land owners regulate these. The dates and time slots available will be in accordance with the availability of concession areas, camps and quotas on the Outfitters’ booking sheet at the time of the safari. Preference and confirmation will be given on a first-come-first-served basis once a deposit has been paid. Quotations will be valid for a period of 14 days only, unless otherwise stated. The Outfitter cannot be held responsible should the government/land owners change or withdraw quota allocations or should the Outfitter loose a particular concession area after the signing of a safari contract.
- Based on the Outfitter’s knowledge, observations and experience, the Outfitter has the exclusive right to move a client to any camp or hunting area where he feels that the client will have a better chance for success, at any time before or during a safari, at his sole discretion but will endeavor to communicate this with a client in good time. By booking any safari, clients must be prepared to share camp with other hunting parties. Under special circumstances, the Outfitter may accommodate more than one hunting party in another hunting camp.
- Should the parties fail to enter into a signed safari contract, then the terms and conditions as set out herein will apply. By paying a deposit, the client accepts, and agrees to be bound, by the terms and conditions as set out herein. The client acknowledges that such deposit secures a specific time slot in the outfitter’s booking sheet only and does not guarantee quota or the price as published herein.
- The government/authorities control taxes and custom duties, concession-, community, conservation and license fees. Increases may be announced without prior notice and such increases published after the publication of this document will be passed on to the client.
- Prices are based on the ruling exchange rate and government prices at the time of going to press. Prices are subject to change without notice and the Outfitter reserves the right to adjust the same should government or concession charges or the exchange rate between the date of entering into the contract and the last date of the safari differ drastically.
- Due to high demand, bookings are often made years in advance. The Outfitter cannot guarantee to fix or hold any price quoted, regardless of when a deposit was paid, for any period of time, unless mutually agreed upon in writing by the Outfitter and the client. A deposit secures the envisaged quota and safari dates on the Outfitter’s calendar but remains subject to change in accordance with ruling prices and available quota/concession areas at the time of the hunt. Availability and prices will be confirmed at the latest during the first quarter of the year in which the safari is to take place. Client and Outfitter will by mutual agreement have the right to cancel the safari in accordance with the Outfitter’s cancellation policy, should increases and changes vary dramatically from the original agreement.
- Clients must be in possession of a passport valid for at least 6 months AFTER the end date of his safari and with at LEAST 6 clean pages left in such passport (the latter is not compulsory but recommended in some African countries who may issue visas at the port of entry). The onus rest on clients to apply for their entry visa’s (if applicable) for all the countries they are traveling through/visiting, well in advance. It is the responsibility of clients to ensure that their flight tickets, travel documents and applicable inoculation certificates are in order. Invitation letters will be issued by the Outfitter upon request and only after receipt of the necessary payments and information from the client.
- Clients are responsible for all health, medical evacuation, travel, trip-interruption- and cancellation insurances as well as short term insurance against theft, loss and damage of goods, including trophy shipments and should contact their insurance broker or travel agent for quotations on available packages. Clients must provide the Outfitter with medical evacuation insurance membership and service providers’ contact numbers prior to the commencement of a safari.
- Clients are responsible to obtain all inoculations and preventative medications and prophylaxis prior to their safari and should consult their doctor or travel clinic regarding the relevant health risks, regulations and requirements.
- Only male animals may be hunted. NO animal, including animals used for bait, may be hunted without a pre-issued license. All license fees are payable in advance and are not refundable. Animals wounded or lost are payable in full. All licenses are area and client specific and may not be transferred to another person. If for any reason the Outfitter has to change areas as a result of the client’s change of plans, then the client will be responsible for the re-purchase of a new license in a different area or person’s name.
- If for any reason during the period 180 days before the commencement of the safari, a client reduces the quotas booked and allocated to him/her by the Outfitter, or if he/she declines the opportunity of hunting any of the animals so allocated, then the full price of the package is payable, less 50% on the trophy fee which forms part of any package or the trophy itself, unless otherwise agreed upon at the sole discretion of the Outfitter.
- Should a client fail to take a primary trophy during a safari and should the Outfitter be able to accommodate the client and offer the client the opportunity to return later in the same season in an attempt to hunt that same trophy on the same license, provided a suitable time slot is available, in such circumstances the client will be required to pay an additional hunting fee of $850 (eight hundred and fifty US Dollars) per day in order to cover the costs of such a second safari, plus all additional expenses that may be incurred during such a second safari. The Outfitter is however not under any obligation to provide such a second safari in the same season available to a client who fails to take his primary trophy during the originally booked safari.
- No hunt booked for a particular hunting season is transferable to any future season at the same rate. The new rates applicable to the future season will then apply and the client will be liable for the difference. A safari may be rolled over to a future season once only and then only under exceptional circumstances, such as the death of a direct family member, hospitalization of the client, etc.
- Clients should make their own travel and accommodation arrangements prior to and after the contracted period. If the Outfitter is required to make such arrangements, the Outfitter will be entitled to an administrative fee.
- Clients are required to submit all relevant information necessary for the hunt, on the prescribed forms and questionnaires as may be supplied by the Outfitter from time to time. These returns must be submitted to the Outfitter by no later than 60 days prior to the commencement of the safari. For identification and application purposes, a color passport photo, notarized copies of the client’s passport and notarized written proof of firearm ownership is required. It is the client’s responsibility to ensure that both his/her and every member of the party is in possession of the necessary transit permit for their firearms, visas and health documents through all the countries to be entered/passed through en route to and from the hunting area. The Outfitter accepts no responsibility for the late issuing of documents should the required documents not be submitted within the given time frame, nor for any additional costs levied for overnight courier services etc.
- The client must deal directly with the designated trophy shipping agent and must pay all air freight, packing, dipping, documentation and shipping fees to the shipping agent direct. The Outfitter cannot be held responsible for any loss or damage once the trophies have been delivered to the shipping agent. Trophy insurance is strongly advised.
- Cinematography & Audiography:
- Written permission must be obtained from the Outfitter and in certain instances, the authorities, where a filming permit fee is also payable, to obtain video/film footage of a hunt, if such footage is intended for commercial use. The appropriate permit must then be applied for and all filming equipment duly declared. The full observer rate will be applicable to filming crew.
- The Outfitter/authorities reserve the right to sanction the authenticity and approve/prohibit the distribution/publication/screening of any footage taken in its area or jurisdiction that may be in bad taste, portraying unnecessary or prolonged suffering or which may be damaging or harmful in any way to the Outfitter, the authorities or the country in which the hunt took place.
- The Outfitter will be entitled to a high resolution copy of all film footage and photographs taken in its concessions for its own records and use, free of charge within the agreed rights to privacy as outlined in para 4.17 e) below.
- Under no circumstances may any cinematic material or images or photos or sound tracks be displayed or distributed on any social media platform nor provided to any publication, government or non-government organization or their staff members without the express written permission of the Outfitter.
- The Outfitter respects a client’s right to privacy and in the event that a client expresses the wish that no cinamatography containing images which would reveal their identity is exposed in the public or private domain, such a request must be reduced to writing and submitted with the documentation specified in para 4.15 above. Under such circumstances, it remains the client’s responsibility to ensure that the other members of his/her party are aware of this requirement and that agreement in this regard is reached between them and is not the responsibility of the Outfitter.
- It is the client’s responsibility to obtain the necessary CITES permits (where applicable), and provide the same to the Outfitter/shipping agent. Motivational letters are available from the Outfitter/shipping agent upon request.
5. Deposits and Payments
- A 50% deposit calculated on the total hunting package (Botswana), is required within 7 (seven) days from accepting a quotation in writing. By paying such deposit the client acknowledge that he is reserving a time slot on the Outfitter’s booking sheet only and is accepting the terms and conditions as set out herein, irrespective of whether a written contract has been entered into or not. No safari will be confirmed or valid, and the Outfitter may at its sole discretion decide not to allow the safari to commence, unless payment of the full required deposit has been received.
- The balance of the hunting package or hunting rate, observer rates, license fees, air charters, additional ground transport, meet-and-greet fees and additional firearm import/export permits, is payable 120 days prior to the commencement of the safari.
- If plains-game is added to a hunting package, or if trophy fees are specified separately, or a special quotation on a combination hunt or otherwise, the entire amount due, excluding trophy fees, is payable 120 days prior to the commencement of the safari. Trophy fees are payable on the last day of the safari on all animals shot or wounded/lost. If payment is not practically possible, then payment must be made within 14 days after the last day of the safari, without any deductions.
- Any additional expenses incurred during the safari, such as purchases on behalf of clients, staff gratuities, ammo tax etc., are payable on the last day of the safari or immediately upon request. The Outfitter reserves the right to charge a handling fee.
- Any refund on non-shot trophies will be paid to the client by check or wire transfer within 30 days from the last day of the safari.
- All overdue amounts shall bear interest from the last day of the safari until final payment has been received, at the rate of 2% per month, which said interest shall be payable on demand. Accounts outstanding in excess of three months from the last day of the safari will be handed over to an Attorney for collection and in such event the client will be responsible for all
tracing, collection, attorney and client fees. The Outfitter reserves the right to retain trophies as security until the final invoice has been settled in full.
- All payments may be made by direct wire transfer, bank guaranteed cheque or cash in favor of: JOHAN CALITZ SAFARIS at such bank account as the Outfitter may advise from time to time, or as may be agreed between the client and the Outfitter. Proof of payment must be submitted in writing before it will be acknowledged. NO credit card facilities are available. The
client is liable for wire transfer fees.
- All payments must be done in US Dollars at the ruling exchange rate on the last day of the safari.
- Cancellation policy: If a safari is cancelled more than 365 days prior to the commencement of the safari, all payments made to date, less a 10% administration fee and less all expenses incurred to date, may be refunded. If cancelled between 180- and and 365-days prior to the commencement date of the safari, a 50% refund of all payments made to date and all expenses already incurred, may be made. If a safari is cancelled within a 180 days prior to the commencement of a safari, no refund will be made, unless a substitute can be provided for the exact contracted period that has been cancelled. If a safari is rolled over to a following year for whatsoever reason and then cancelled, no refund will be made unless a substitute can be provided for the exact contracted period that has been cancelled.
- The Outfitter will be entitled to retain trophies as surety, if any amount due and payable on a completed safari is still outstanding.
- Whilst every effort is made by the Outfitter, his professional hunters, guides and staff to ensure the client’s safety and comfort, no responsibility can be accepted for any illness, accident, injury, theft, damage or loss whatsoever, or any expenses arising from such illness, accident, injury, theft, damage or loss.
- The Outfitter, his professional hunters, guides and staff will not accept any responsibility for any personal goods left behind in camp, aircraft or vehicles.
- The Outfitter, his professional hunters, guides and staff will not accept any responsibility for trophies after their delivery to the shipping agent. The onus rests on the client to give clear and unambiguous skinning instructions in accordance with his trophy mounting requirements and make sure that the hunting register is duly completed and signed in accordance with his requirements.
- The Outfitter will at all times endeavor to sub-contract reputable, reliable and duly licensed and authorized service providers, i.e. charter companies, shipping agents, support agencies etc., but will not accept any responsibility for any acts, omissions or negligence committed by such sub-contracted service providers, resulting in loss of whatsoever nature to the client.
- In paying the required deposit, the client accepts the terms and conditions as stipulated herein, irrespective of whether a written agreement has been entered into or not. The onus rests on the client to ascertain the contents, meaning and legal implications of such terms and conditions.
- The client certifies that he/she is in good health of body and mind and that he/she has no physical or psychological limitations, which would preclude his/her safe participation in the safari or associated activities. The client accepts all responsibility for ensuring that any medical, physical or psychological limitation is disclosed on the documentation specified in para 4.15 above including the need for or use of any specialized equipment associated with the limitation stated.
- The client furthermore certifies that he/she has full knowledge of the nature and extent, as well as the risk inherent in the participation in hunting/safari activities, and the remote, rugged and harsh areas in which such activities take place and that he/she is voluntarily assuming such risks.
- It is agreed by the client, his/her agent, the Outfitter, his professional hunters, guides and staff that this agreement shall be governed, interpreted and enforced pursuant to the Laws of the Country, State, Province or locality in which the safari takes place. The parties hereto further agree to the jurisdiction of the magistrate’s court and adhere to the laws of that particular country and management authority at all times, which laws will apply, should any dispute arise as a result of any agreement reached between the client and the Outfitter. The Outfitter reserves the right to refer any dispute to SCI or any other suitable professional hunting organization for conciliation/arbitration.