By joining a waiting list, booking, paying a deposit, making any payment, or participating in any Experience Africa Tours trip, event, activity, service project, cultural visit, or itinerary item, each participant agrees to the following Terms and Conditions.

1. Agreement and Acceptance

1.1 These Terms and Conditions apply to all trips, tours, mission experiences, cultural experiences, group travel programs, impact visits, and related services organized, promoted, or facilitated by Experience Africa Tours, including but not limited to trips to Ghana, Ethiopia, Kenya, and any future destinations.

1.2 By submitting a form, joining a waiting list, paying a deposit, paying any balance, accepting an invoice, or participating in any part of a trip, the participant confirms that they have read, understood, and agreed to these Terms and Conditions in full.

1.3 If a participant is booking on behalf of another person, the person making the booking represents and warrants that they have the authority to bind that participant to these Terms and Conditions.

1.4 Experience Africa Tours reserves the right to update, revise, or amend these Terms and Conditions at any time. The version in effect at the time of booking or payment shall apply unless otherwise stated in writing.

2. Nature of Services

2.1 Experience Africa Tours organizes and coordinates group travel experiences, cultural programming, curated itineraries, local experiences, selected accommodations, selected ground transportation, and certain group activities as described in the relevant trip materials.

2.2 Experience Africa Tours is not a common carrier, airline, insurance provider, medical provider, or immigration authority.

2.3 Experience Africa Tours may use third-party providers, including but not limited to hotels, drivers, restaurants, guides, activity operators, event venues, photographers, facilitators, security providers, and nonprofit or community partners.

2.4 Experience Africa Tours acts only as a coordinator and facilitator of trip arrangements and shall not be liable for the acts, omissions, negligence, errors, delays, cancellations, defaults, injuries, losses, or failures of any third-party provider.

3. Participant Eligibility and Accuracy of Information

3.1 Participants must provide full, accurate, and current information during registration, booking, payment, and pre-departure communications.

3.2 Participants are solely responsible for ensuring that all information they provide is correct, including but not limited to their legal name, passport details, emergency contact information, medical disclosures, dietary restrictions, and travel preferences.

3.3 Experience Africa Tours reserves the right to refuse participation, remove a participant, or cancel a booking if false, misleading, incomplete, or inconsistent information is provided.

3.4 Participants must be at least 18 years old unless Experience Africa Tours expressly approves a minor in writing and receives all required parental or guardian documentation.

4. Deposits, Payments, and Non-Refundability

4.1 A participant’s space is not confirmed until the required deposit has been received and accepted by Experience Africa Tours.

4.2 Unless otherwise stated in writing, the required initial deposit is $200 per person.

4.3 Deposits are used to secure planning, administration, reservation coordination, staffing, vendor commitments, and limited capacity allocation.

4.4 All deposits are non-refundable and non-transferable unless Experience Africa Tours expressly states otherwise in writing.

4.5 Full payment deadlines, installment schedules, and remaining balances will be communicated to participants for each trip.

4.6 Failure to make payments by the stated deadlines may result in cancellation of the participant’s reservation without refund of prior amounts paid, subject to any written exceptions expressly granted by Experience Africa Tours.

4.7 Experience Africa Tours reserves the right to deny boarding, participation, room assignment, transport access, or itinerary access if payment obligations are not fully satisfied by the required deadline.

4.8 Prices are subject to change before final booking confirmation due to currency fluctuations, vendor pricing changes, taxes, fuel surcharges, inflation, government fees, lodging changes, transport changes, or force majeure events.

4.9 Any payment processing fees, wire fees, currency conversion charges, bank charges, transfer fees, or platform fees are the responsibility of the participant unless Experience Africa Tours states otherwise in writing.

5. Flights and Air Travel Responsibility

5.1 Participants are solely responsible for researching, booking, paying for, confirming, and managing their own international and domestic flights unless Experience Africa Tours expressly agrees in writing to arrange a specific flight component.

5.2 Experience Africa Tours is not responsible for airfare pricing, flight changes, flight cancellations, baggage fees, seat assignments, missed connections, denied boarding, schedule changes, lost baggage, damaged baggage, airline insolvency, strikes, air traffic disruptions, or any losses related to air travel.

5.3 Participants are solely responsible for arriving in the correct destination city, on the correct date, within the required arrival window communicated by Experience Africa Tours.

5.4 If a participant misses any part of the trip due to late arrival, airline delay, airline cancellation, immigration delay, customs delay, missed connection, or any other transport issue, Experience Africa Tours is not obligated to issue any refund, credit, reimbursement, or alternative arrangement.

5.5 Participants should review airline terms directly. In some cases, U.S. DOT rules require airlines to provide refunds when flights are canceled or significantly changed, and the passenger declines the alternative offered. (Department of Transportation)

6. Travel Insurance Requirement

6.1 All participants are strongly encouraged, and may be required, to obtain comprehensive travel insurance before departure.

6.2 Such insurance should include, at a minimum, medical coverage abroad, emergency medical evacuation, trip cancellation, trip interruption, baggage loss, baggage delay, and personal liability coverage.

6.3 Participants understand that many domestic insurance plans do not provide adequate coverage abroad and that medical evacuation can be extremely costly. The U.S. State Department specifically recommends travel health and evacuation coverage for international travel. (Travel)

6.4 Experience Africa Tours is not responsible for uninsured losses of any kind.

6.5 Failure to obtain travel insurance does not shift any financial or legal responsibility to Experience Africa Tours.

7. Passports, Visas, Entry Requirements, and Travel Documents

7.1 Participants are solely responsible for obtaining and maintaining a valid passport with sufficient validity, blank pages, and legal eligibility for international travel.

7.2 Participants are solely responsible for obtaining all visas, permits, vaccination records, consent letters, transit documentation, invitation letters if needed, and any other entry or exit documentation required by the destination country, transit country, airline, border authority, or local authority.

7.3 Experience Africa Tours is not responsible if a participant is denied boarding, denied entry, detained, delayed, fined, deported, or otherwise prevented from traveling due to documentation issues.

7.4 Experience Africa Tours shall owe no refund, reimbursement, or credit for losses caused by invalid, expired, incomplete, inaccurate, or missing travel documentation.

8. Health, Vaccinations, Fitness, and Medical Responsibility

8.1 Participants are solely responsible for determining whether they are physically, mentally, medically, and emotionally fit to participate in the trip and all included or optional activities.

8.2 Participants must consult their own physician or licensed healthcare provider before travel regarding vaccines, medications, allergies, activity restrictions, food concerns, and other health-related matters.

8.3 The CDC advises travelers to review destination-specific travel health information before departure, including vaccines, medicines, and health risks. (CDC)

8.4 Participants must disclose in advance any condition, allergy, disability, limitation, mobility restriction, dietary restriction, or medical issue that could affect their ability to participate safely or affect rooming, transportation, or activity planning.

8.5 Experience Africa Tours does not guarantee that accommodations, restaurants, vehicles, venues, or itinerary components can accommodate every medical, mobility, or dietary need.

8.6 Experience Africa Tours is not a medical provider and has no duty to provide medical care, medication management, specialized equipment, or professional medical supervision.

8.7 In the event of illness, injury, or medical emergency, Experience Africa Tours may attempt, but is not obligated, to assist the participant in obtaining local medical attention. Any medical costs, transport costs, pharmacy costs, hospitalization costs, evacuation costs, and related expenses remain solely the participant’s responsibility.

9. Assumption of Risk

9.1 The participant understands and acknowledges that international travel involves inherent and unforeseeable risks.

9.2 These risks may include, without limitation, illness, food related illness, allergic reaction, injury, falls, vehicle accidents, road conditions, crime, theft, loss of property, political unrest, natural disasters, weather events, public health events, transportation disruption, activity related injury, water related risks, crowd related risks, animal related risks, and actions of third parties.

9.3 Certain trips may include walking tours, uneven terrain, stairs, boats, cultural ceremonies, rural visits, city traffic, long transit times, community visits, nonprofit or orphanage visits, and volunteer or impact-related environments.

9.4 The participant freely and voluntarily assumes all risks, known and unknown, foreseeable and unforeseeable, associated with participation in the trip.

10. Release, Waiver, and Limitation of Liability

10.1 To the maximum extent permitted by law, the participant releases, waives, discharges, and holds harmless Experience Africa Tours, The Voice of Africa Group, their affiliates, owners, directors, officers, employees, contractors, volunteers, hosts, guides, coordinators, representatives, sponsors, partners, vendors, and agents from any and all claims, liabilities, demands, actions, damages, losses, costs, expenses, or causes of action arising out of or related to the participant’s travel, participation, injury, illness, property loss, delay, inconvenience, emotional distress, or death.

10.2 This release includes claims arising from negligence of third party providers and ordinary negligence to the fullest extent allowed by applicable law.

10.3 In no event shall Experience Africa Tours be liable for any indirect, incidental, special, punitive, consequential, or exemplary damages, including loss of enjoyment, lost profits, lost business opportunity, emotional distress, missed events, missed activities, or reputational harm.

10.4 If liability is imposed despite these Terms and Conditions, the maximum aggregate liability of Experience Africa Tours shall not exceed the total amount actually paid directly to Experience Africa Tours by the participant for the specific trip giving rise to the claim.

10.5 Nothing in these Terms and Conditions is intended to waive rights that cannot lawfully be waived under applicable law. This document should be reviewed by counsel for state-specific enforceability.

11. Participant Conduct and Removal

11.1 Participants must conduct themselves respectfully, lawfully, and professionally at all times.

11.2 Participants must comply with instructions from trip leaders, coordinators, hosts, local guides, drivers, venue staff, and safety personnel.

11.3 Experience Africa Tours reserves the right to remove, exclude, or deny continued participation to any participant whose behavior, in the sole judgment of Experience Africa Tours, is disruptive, abusive, threatening, unsafe, illegal, intoxicated, dishonest, discriminatory, sexually inappropriate, culturally disrespectful, or harmful to the group, local partners, children, host communities, or the reputation of the trip.

11.4 No refund, reimbursement, credit, or compensation shall be owed to any participant removed from the trip for conduct-related reasons.

11.5 Participants are responsible for any damages, fines, penalties, legal fees, replacement costs, or losses caused by their behavior.

12. Personal Belongings and Valuables

12.1 Participants are solely responsible for their passports, phones, cameras, laptops, money, jewelry, medication, baggage, and all other personal property.

12.2 Experience Africa Tours is not liable for theft, loss, damage, confiscation, delay, or disappearance of personal property at any time, including during hotels, transport, group activities, site visits, restaurants, community visits, or airport transfers.

12.3 Participants are encouraged to secure valuables at all times and not bring unnecessary high-value items.

13. Accommodations, Rooming, and Shared Spaces

13.1 Experience Africa Tours may offer private or shared room options depending on availability, destination, and package level.

13.2 Room assignments are made at the discretion of Experience Africa Tours and may change for logistical reasons.

13.3 Experience Africa Tours does not guarantee specific room layouts, views, bed types, building locations, or roommate compatibility unless expressly confirmed in writing.

13.4 Participants choosing shared accommodations accept the risks and inconveniences of shared living arrangements and agree to behave respectfully.

13.5 If a participant requests a room upgrade, private room, or different arrangement after initial confirmation, any increased costs shall be the sole responsibility of that participant.

14. Ground Transportation and Schedule Timing

14.1 Ground transportation included in a trip, if any, is limited to the components expressly stated in the relevant package or itinerary.

14.2 Participants must arrive on time for all scheduled departures, transfers, check-ins, meetings, and activities.

14.3 Experience Africa Tours is not responsible for missed activities, missed transfers, or additional costs resulting from a participant’s lateness, absence, noncompliance, or personal scheduling choices.

14.4 No refund or credit shall be issued for unused transportation, skipped activities, missed meals, missed tours, or voluntarily missed portions of the itinerary.

15. Itinerary Changes, Force Majeure, and Operational Discretion

15.1 All itineraries are subject to change.

15.2 Experience Africa Tours reserves the right to modify, substitute, postpone, shorten, extend, reroute, or cancel any part of the itinerary, accommodation, transport, activity, meal, guide, venue, or country component as necessary or advisable.

15.3 Reasons for change may include, without limitation, safety concerns, weather, road conditions, airline changes, political developments, security concerns, low participation, public health concerns, vendor failure, local closures, force majeure events, or strategic and logistical needs.

15.4 Force majeure includes, without limitation, acts of God, weather events, storms, flood, fire, epidemic, pandemic, outbreak, war, civil unrest, terrorism, strike, labor shortage, border closure, government restriction, transportation failure, utility failure, or other events beyond reasonable control.

15.5 Experience Africa Tours shall not be liable for losses, delays, missed opportunities, or out-of-pocket expenses arising from force majeure or itinerary changes.

15.6 Experience Africa Tours may, but is not obligated to, offer substitute services, credits, or partial adjustments at its sole discretion.

16. Cancellations by Participant

16.1 All participant cancellations must be made in writing by email to info@experienceafricatours.org.

16.2 The effective date of cancellation is the date on which written notice is received.

16.3 Deposits are non-refundable.

16.4 Additional cancellation penalties may apply based on vendor commitments, reserved lodging, transport, staffing, event access, and trip preparation expenses already incurred.

16.5 Unless otherwise stated in the specific package terms, any refund beyond the deposit, if any, is at the sole discretion of Experience Africa Tours and may be reduced by all non recoverable costs, transaction fees, foreign exchange losses, administrative costs, and supplier penalties.

16.6 No refunds shall be given for no shows, unused services, missed departures, voluntary withdrawal, removal for misconduct, immigration denial, visa issues, documentation failures, flight issues, illness after departure, or early departure from the trip.

17. Cancellations or Postponement by Experience Africa Tours

17.1 Experience Africa Tours reserves the right to cancel or postpone any trip at its discretion, including due to low enrollment, safety concerns, vendor issues, operational constraints, force majeure, or strategic reasons.

17.2 If Experience Africa Tours cancels a trip before departure and the cancellation is not caused by the participant, Experience Africa Tours may offer one of the following at its sole discretion:
a. transfer of payments to a future trip
b. travel credit
c. partial refund
d. full refund of amounts paid directly to Experience Africa Tours, less any expressly non-recoverable external costs where legally permitted

17.3 Experience Africa Tours is not responsible for any consequential losses resulting from cancellation or postponement, including flights, visas, insurance premiums, missed work, childcare, or other personal expenses.

18. Special Provisions for Impact Work, Service Visits, and Orphanage Visits

18.1 Certain trips, including Kenya and future impact focused programs, may include visits to orphanages, nonprofit organizations, schools, churches, community projects, or vulnerable populations.

18.2 Participants must conduct themselves with dignity, humility, sensitivity, and respect in all service and community environments.

18.3 Participants may not exploit, disrespect, misrepresent, or interfere with children, staff, beneficiaries, or local community members.

18.4 Participants may not independently promise money, sponsorship, gifts, relocation, adoption, employment, visas, or long-term support to any child, family, or institution unless expressly authorized in writing by Experience Africa Tours and the host organization.

18.5 Participants may not distribute money, goods, gifts, medicine, candy, clothing, or donations directly to children or community members unless directed by the trip leader and approved by the host institution.

18.6 Participants must comply with all child safeguarding rules, privacy expectations, local customs, and photography restrictions.

18.7 Experience Africa Tours reserves the right to immediately remove a participant from any impact activity or from the full trip for conduct that it believes may place children, communities, or partner institutions at risk.

19. Photography, Video, Media, and Publicity Consent

19.1 Participants grant Experience Africa Tours, The Voice of Africa Group, and their affiliates the irrevocable right to photograph, film, record, and otherwise capture their image, likeness, voice, statements, and participation during the trip.

19.2 Participants grant a worldwide, perpetual, royalty-free, transferable right to use such media in any format for promotional, editorial, documentary, commercial, marketing, social media, website, advertising, or archival purposes.

19.3 Participants waive any right to inspect, approve, or receive compensation for such uses.

19.4 Participants who do not wish to appear in promotional content must notify Experience Africa Tours in writing before the trip. Experience Africa Tours will make reasonable efforts but cannot guarantee complete exclusion from incidental group content.

19.5 Participants are prohibited from capturing or publishing media in restricted environments, sensitive impact settings, orphanage environments, private ceremonies, or any setting where Experience Africa Tours or local hosts prohibit photography.

20. Intellectual Property and Brand Protection

20.1 All itineraries, trip names, package names, written descriptions, graphics, logos, media content, branding, and promotional materials remain the intellectual property of Experience Africa Tours, The Voice of Africa Group, or their licensors.

20.2 Participants may not reproduce, sell, copy, republish, or commercially exploit these materials without prior written permission.

20.3 Participants may not present themselves as official representatives, staff, partners, agents, or media for Experience Africa Tours unless expressly authorized in writing.

21. No Guarantee of Business, Investment, Employment, or Opportunity

21.1 Experience Africa Tours provides cultural, educational, networking, and experiential access only.

21.2 Participation in any trip does not guarantee business deals, investment outcomes, employment, internships, media exposure, sponsorship, partnerships, visas, residency outcomes, or personal introductions.

21.3 Any networking outcomes, collaborations, or future opportunities are speculative and outside the control of Experience Africa Tours.

22. Dietary Preferences and Special Requests

22.1 Experience Africa Tours will attempt to communicate dietary restrictions and preferences to relevant vendors when disclosed in advance.

22.2 However, Experience Africa Tours cannot guarantee allergen-free environments, cross-contamination prevention, specific ingredients, or meal availability in all destinations.

22.3 Participants with severe allergies or medical dietary requirements travel at their own risk and remain solely responsible for carrying any required medication, including emergency medication.

23. Independent Activity and Deviation from Group Program

23.1 If a participant leaves the group, misses the group, books separate activities, travels independently, changes hotels, uses independent transport, or otherwise deviates from the official itinerary, they do so entirely at their own risk and expense.

23.2 Experience Africa Tours shall have no responsibility for the participant during such independent activity.

23.3 Rejoining the group later is subject to feasibility and may involve extra costs payable by the participant.

24. Emergency Contact and Authority to Act

24.1 Participants must provide a valid emergency contact before departure.

24.2 In the event of emergency, accident, illness, or incapacity, Experience Africa Tours may attempt to contact the listed emergency contact, but is not liable for the inability to reach them.

24.3 If urgent circumstances arise and the participant is unable to make decisions, Experience Africa Tours may take reasonable steps it considers appropriate to protect the participant or group, including arranging local transport or medical referral. All related costs remain the responsibility of the participant.

25. Complaints and Claims Procedure

25.1 Participants must promptly notify the trip leader or Experience Africa Tours in writing during the trip of any complaint, issue, or concern so that there is an opportunity to address it in real time.

25.2 Experience Africa Tours is not responsible for complaints first raised after the trip where the participant failed to give timely notice and a reasonable opportunity to respond.

25.3 Any claim arising from the trip must be submitted in writing to info@experienceafricatours.org within 14 days after the participant’s return date.

25.4 Failure to submit a timely written notice may constitute waiver of the claim to the fullest extent permitted by law.

26. Indemnification

26.1 The participant agrees to indemnify, defend, and hold harmless Experience Africa Tours, The Voice of Africa Group, and their affiliates, officers, directors, contractors, volunteers, partners, and agents from and against any and all claims, liabilities, damages, losses, penalties, fines, costs, and expenses, including reasonable legal fees, arising from:
a. the participant’s breach of these Terms and Conditions
b. the participant’s negligence, misconduct, or unlawful acts
c. damage caused by the participant to persons or property
d. claims brought by third parties arising from the participant’s actions
e. the participant’s violation of local rules, child safeguarding expectations, or community protocols

27. Governing Law, Venue, and Dispute Resolution

27.1 These Terms and Conditions shall be governed by and construed in accordance with the laws of the state in which Experience Africa Tours is legally organized or principally operates, without regard to conflict of law principles.

27.2 Any dispute, claim, or controversy arising out of or relating to these Terms and Conditions, the booking, or participation in the trip shall first be submitted to good faith informal resolution by written notice to info@experienceafricatours.org.

27.3 If informal resolution is unsuccessful, Experience Africa Tours may require mediation or binding arbitration in its home jurisdiction, to the extent permitted by law.

27.4 The participant waives, to the fullest extent permitted by law, any right to participate in a class action, group action, or representative action against Experience Africa Tours.

27.5 This section should be reviewed by counsel in your operating state before publication because dispute clauses are jurisdiction sensitive.

28. Severability

28.1 If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect to the maximum extent permitted by law.

29. Entire Agreement

29.1 These Terms and Conditions, together with any written itinerary, invoice, booking confirmation, waiver, and trip-specific payment terms issued by Experience Africa Tours, constitute the entire agreement between the participant and Experience Africa Tours.

29.2 No oral statements, social media posts, informal messages, or prior discussions shall modify these Terms and Conditions unless confirmed in writing by Experience Africa Tours.

30. Contact Information

For all questions, notices, cancellations, and claims, contact:

Experience Africa Tours
Email: info@experienceafricatours.org