Terms and Conditions

Africa Events & Incentives Travel Ltd Terms & Conditions

Last Updated: 09 September 2025

Scope and General Terms

These Terms and Conditions govern all travel services provided by Africa Events & Incentives Travel Ltd Investments Limited ‘‘Africa Events’’ whether booked through our online platform (www.africaeventstravel.com) or directly via our travel advisors through phone, email, or other communication channels. By booking through any method, you agree to these Terms and Conditions.

Definitions

• Booking Confirmation & Payments

Bookings are confirmed only upon receipt of specified deposits or full payments:

• Flights, Standard Gauge Railway (SGR) tickets, event tickets (such as F1, sports events, concerts): Full payment required at booking.
  • Accommodation and Packages: Minimum 25% deposit at booking; full payment due at least 7 days prior to travel for domestic destinations, and 14 days prior to travel for international destinations.
  • Customized/Group packages: Payment schedule provided at booking confirmation.

Payment methods include bank transfers, M-Pesa, credit/debit cards, or cash.

Africa Events & Incentives Travel Ltd may charge a service fee for services rendered, including but not limited to visa application assistance, flight bookings, document processing, and other administrative tasks. These charges will vary depending on the nature and complexity of the request and will be clearly communicated to the customer prior to the provision of the service.

Visa & Immigration Assistance

Africa Events & Incentives Travel Ltd provides visa assistance services solely as facilitators. Final visa approval decisions rest with the respective embassies or consulates. Customers must provide accurate, complete, and timely documentation. Visa fees are non-refundable under all circumstances, including cancellations or visa rejections. Possessing a valid visa does not guarantee entry; final admission is at the discretion of immigration authorities in the destination country. Africa Events & Incentives Travel Ltd shall not be liable for entry denial or associated costs.

Travel Insurance

Travel insurance is strongly recommended for all travel bookings. Customers bear sole responsibility for arranging adequate insurance covering health, cancellation, loss, damage, and disruptions. Africa Events & Incentives Travel Ltd works with pre-qualified insurance providers and can assist customers in sourcing appropriate coverage, subject to customer approval. For packages where travel insurance is included or destinations where travel insurance is mandatory, Africa Events & Incentives Travel Ltd will advise customers accordingly.

Customer Responsibilities

Customers must ensure possession of valid passports, visas, vaccinations, and other travel documents. Customers are responsible for compliance with travel advisories, arrival times, and airline check-in requirements.

Health and Safety Requirements

Travelers are responsible for meeting all destination-specific health requirements, including vaccinations, COVID-19 protocols, and medical documentation. Africa Events & Incentives Travel Ltd will advise when known requirements exist but cannot guarantee compliance enforcement at airports or border controls.

Cancellations and Refunds

Cancellation conditions:

• Over 30 days before travel: Full refund (excluding non-refundable services such as visa fees, event tickets like F1, transport tickets like SGR).
  • 16–30 days before travel: 30% cancellation charge.
  • 8–15 days before travel: 50% cancellation charge.
  • Less than 7 days before travel: 100% cancellation charge.

Note:

• Some travel packages may be classified as non-refundable and non-modifiable, meaning no changes or refunds will be possible once booked. Customers will be clearly informed at the time of quotation or booking if a package falls under this category.
  • Flight cancellations subject to airline-specific terms.
  • Customized and group packages may incur stricter cancellation conditions.
  • Supplier-specific terms may supersede general cancellation terms.
  • Refunds do not apply once a trip or journey has begun, as costs have already been allocated for the trip.
  • Where refunds are applicable, processing timelines may vary depending on the supplier or service provider but will typically be completed within 30 to 45 working days.
  • Africa Events & Incentives Travel Ltd reserves the right to apply administrative fees for amendments or cancellations.

Amendments & Changes

Amendments after confirmation may incur additional costs or fees. Customers must request amendments in writing (via email or official communication platforms) at least 7 days before travel for domestic destinations, and 14 days before travel for international destinations. Availability and confirmation of amendments are subject to approval by the supplier and governed by their policies.

Force Majeure

In circumstances beyond control (natural disasters, pandemics, civil unrest), Africa Events & Incentives Travel Ltd is not liable for cancellations or disruptions. Refunds or credits are subject to individual supplier policies. Africa Events & Incentives Travel Ltd will endeavor to provide alternative arrangements or solutions when possible.

Liability & Responsibility

Africa Events & Incentives Travel Ltd acts as an intermediary between the customer and travel service providers. Africa Events & Incentives Travel Ltd does not directly operate, or control services provided by third-party suppliers. Africa Events & Incentives Travel Ltd shall not be responsible for personal injury, property loss or damage, delays, or disruptions caused by third-party providers or due to circumstances beyond Africa Events & Incentives Travel control, including but not limited to missed flights, denied boarding, baggage loss, weather disruptions, or itinerary changes.

Intellectual Property

All content provided by Africa Events & Incentives Travel Ltd (website, itineraries, promotional materials) is protected by intellectual property rights. Unauthorized reproduction or commercial use is prohibited.

Complaints & Dispute Resolution

Complaints regarding services must be raised within 30 days after service completion. Africa Events & Incentives Travel Ltd will mediate to resolve complaints amicably. If unresolved, disputes will be settled by arbitration under Kenyan law.

Data Protection & Privacy

Your personal data is collected and processed according to Kenya’s Data Protection Act (2019) and our Privacy Policy. By using ‘Africa events Travel’ services, you consent to data collection and processing outlined therein.

Modification of Terms

Africa Events & Incentives Travel Ltd reserves the right to modify these Terms and Conditions. Continued use of services constitutes acceptance of updated Terms and Conditions.

Errors and Omissions

Africa Events & Incentives Travel Ltd strives for accuracy in all travel descriptions, pricing, and itineraries. However, inadvertent errors may occur. We reserve the right to correct such errors and will inform customers as soon as reasonably possible. Africa Events & Incentives Travel Ltd shall not be liable for any changes or inaccuracies caused by third-party providers or updates to service availability.

Governing Law

These Terms and Conditions are governed by the laws of the Republic of Kenya.

For further assistance, contact us at info@africaeventstravel.com  or +254 0720727881