Terms and conditions | Miles and Smiles Safaris

Terms & Conditions

Last updated: March 2025

1. Introduction

Welcome to Miles and Smiles Safaris Namibia. By booking with us, you agree to the following Terms & Conditions. Please read them carefully before confirming your reservation.

2. Booking & Payment

A non-refundable deposit of 25% is required to secure your booking.
The remaining balance must be paid 60 days before the safari departure.
In the event of bookings being affected less than 60 days before departure, the full amount charged will forthwith be payable.
Payments can be made via bank transfer or credit card - Visa or Mastercard

3. Cancellation

All cancellations of confirmed bookings must be submitted in writing. Depending on the circumstances, the following maximum cancellation fees may apply when the tour is canceled:

between the day of payment of the non-refundable deposit to 61 days before the start of the tour, Miles and Smiles Safaris charges a full non-refundable deposit paid by the Client or Client’s agent.
between 60 to 31 days before the start of the tour, Miles and Smiles Safaris charges 50% of the total cost of the tour.
between 30 to 15 days before the start of the tour, Miles and Smiles Safaris charges 75% of the total cost of the tour.
between 14 to 0 days before the start of the tour, Miles and Smiles Safaris charges 100% of the cost of the tour.
No refunds will be issued if a guest fails to attend their booked services, arrives late, or leaves early. In most cases, these situations should be covered by the guest’s personal travel insurance.

4. Travel Insurance

Clients are required to have a valid cancellation insurance policy. If a booking is cancelled for a reason covered by their travel insurance policy, any applicable cancellation fees are typically reimbursed by the insurance provider, subject to the policy’s terms and conditions.

5. Changes and Delays

By the Company: The company reserves the right to modify any tour due to unforeseen circumstances beyond its control, such as flight delays, road conditions, weather, mechanical issues, accidents, or political instability. While we will make every effort to offer suitable alternatives, Miles and Smiles Safaris cannot be held liable for any changes.
By the Client: If a client requests changes to the itinerary, the company will make an effort to accommodate them. However, cancellation fees may apply, and a revised quotation will be provided in writing.

6. Liability & Responsibility

Clients are responsible for familiarizing themselves with local customs and practices. Miles and Smiles Safaris Namibia, along with its partner agents, acts solely as an intermediary for clients and cannot be held liable for any accidents, injuries, delays, loss or damage to property, or any other unforeseen circumstances. Any legal action against Miles and Smiles Safaris Namibia must be pursued within the jurisdiction of Namibian courts. Additionally, all tours are subject to the terms and conditions of the airlines, hotels, restaurants, and other service providers involved.
The tour guide’s decision is final on any matter that may jeopardize the safety and well-being of the group. Clients must always adhere to the laws, customs, and foreign exchange regulations of the countries visited. If a client is found violating any law, custom, or exchange regulation, or if they become disruptive to the group, the guide has the right to remove them from the tour without any refund.

7. Health & Fitness

It is the client's responsibility to ensure they are in good health and physically capable of participating in the tour. We recommend getting vaccinated against Hepatitis before traveling. If tour passes through malaria zone, clients should begin taking anti-malaria precautions prior to departure and bring insect repellent for the tour.
Vaccinations and travel health precautions are the client’s responsibility.

8. Accidents

While every effort is made to ensure the safety of all participants, the client, their heirs, dependents, agents, executors, or assigns, irrevocably waive any right to seek compensation for any damages, injury, or death that may occur during or after the tour, from Miles and Smiles Safaris. Under no circumstances will Miles and Smiles Safaris be held responsible for any death, injury, or loss incurred for any reason. The client agrees to indemnify and hold Miles and Smiles Safaris harmless from any and all claims of any kind.

9. Insurance

As a condition of travel with Miles and Smiles Safaris, it is the traveler’s responsibility to obtain comprehensive travel and cancellation insurance, including medical coverage with air evacuation, as well as insurance for accidents, sudden illness, medical expenses, or death, before embarking on the tour. Our company will not be held responsible or liable for any claims, damages, or losses arising from the client’s failure to secure the necessary insurance coverage.

10. Emergency Evacuation Insurance

We provide a comprehensive Emergency Medical Evacuation Insurance policy to cover the costs of transporting any guest who becomes ill or injured to the nearest facility offering primary care, as quickly and efficiently as possible. This service does not require prior approval from the travel insurer and typically involves a private hospital in Windhoek, Otjiwarongo, Swakopmund, or Walvis Bay. This coverage remains in effect until the guest is admitted to the hospital. After that, all subsequent medical expenses will be the responsibility of the guest’s travel insurer or the guest themselves if their insurance policy does not cover these costs.

11. Visas & Travel Documents

Travel agencies and clients must ensure that passports and visas are valid for the countries visited. Miles and Smiles Safaris cannot be held liable or responsible should a passenger be refused entry into any country for any reason.
12. What to Pack
Quality sunglasses (preferably polarized)
Sun hat with wide brim
Golf-shirts, T-shirts, long-sleeved shirts
Shorts/skirts
Long trousers
Underwear (sports bra recommended on game drives as the roads can be bumpy and uneven) & socks
Good walking shoes (trainers are fine)
Sandals
Swimming costume
Warm fleece/sweater (especially in winter)
Warm wind break, scarf & gloves for the cold winter months (May to September)
Light rain gear for the summer months (November to April)
Camera equipment & plenty of memory cards
If you wear contact lenses we recommend that you bring a pair of glasses in case of irritation from the dust & dryness
Binoculars
Personal toiletries
Malaria medication (if applicable)
Moisturizing cream & lip salve
Sunscreen lotion
Insect repellent
Basic personal medical kit (aspirins, plasters, imodium, antiseptic cream, anti-histamine etc.)
Tissues/wet wipes
Torch
Waterproof/dustproof bags/cover for camera

9. Wildlife & Park Regulations

Wild animals must be treated with caution and respect – they are not tame and any attempt to approach, touch or feed them is prohibited without consent from your guide. This is especially important near lodges or campsites where animals may have become accustomed to human visitors.

Please listen to your guides. The safety precautions need to be taken seriously and strictly adhered to.

Observe animals silently and with minimum disturbance to their natural activities. Loud talking on game drives can frighten animals away.
Never attempt to attract an animal’s attention. Do not imitate animal sounds, clap your hands, whistle, pound the vehicle or throw objects.
Please respect your guide’s judgment about proximity to animals. Do not insist to take the vehicle closer!
Litter tossed on the ground (including cigarette butts) can choke or poison animals and birds as well as being unsightly.
Refrain from smoking on game drives and in vehicles.
On camping tours please keep your tent zipped up or doors to you rooms closed when you are out to prevent unwanted visitors.
Always look where you walk and wear closed shoes when walking at night in case of scorpions or snakes
Littering and off-road driving in protected areas are strictly prohibited.