Beyond the Map Client Terms and Conditions

Beyond the Map arranges and advises on travel. We do not own, manage, operate, or control the aircraft, vehicles, accommodation, restaurants, activities, guides, or other travel services in your itinerary. Those services are provided by independent Suppliers, whose own terms, policies, and limitations apply.

We act as an intermediary in arranging services between you and Suppliers. A reservation may be made using our own credentials, a host agency relationship, a destination management company, or another authorized booking channel. This administrative structure does not make Beyond the Map the owner or operator of the travel service.

We select and communicate with Suppliers in good faith, but we do not guarantee their acts, omissions, financial condition, safety practices, descriptions, star ratings, or continued availability. Your legal rights against a Supplier are governed by the Supplier's terms and applicable law.

The person who submits or approves a booking is the lead traveler. The lead traveler confirms that they are at least 18, that all information supplied is accurate, and that they are authorized to act for every traveler included in the booking.

The lead traveler must provide these Terms and all booking documents to every traveler, obtain each traveler's timely approval and information, and ensure that all payments are made when due. The lead traveler is responsible for amounts due for the booking unless we agree otherwise in writing.

Your approved itinerary and invoice state what is included. Anything not expressly listed as included is excluded. Common exclusions include international or domestic flights, visas, passports, vaccinations, travel insurance, gratuities, meals and drinks not listed, optional activities, personal purchases, laundry, communications, minibar charges, excess baggage, and local taxes or levies collected directly.

A proposal is an estimate until all relevant Suppliers confirm availability and we issue confirmation. Prices may change before confirmation because of availability, exchange rates, taxes, park or conservation fees, fuel charges, government action, or Supplier repricing. We may correct an obvious pricing, calculation, or typographical error before or after confirmation; if a material correction is required after confirmation, we will explain the available options.

Unless your invoice states otherwise, prices are in US dollars. When a Supplier charges in another currency, the final US dollar amount may vary with the exchange rate and card or bank charges. Your bank or card issuer may impose separate fees.

We may charge a professional planning, consultation, ticketing, change, rush, or service fee. Any such fee will be disclosed in your proposal, invoice, or payment authorization before it is charged. Our professional fees compensate us for work performed and are non-refundable once work begins, except where required by law or expressly agreed by us in writing.

Supplier deposits, reservation fees, insurance premiums, permit fees, and airfare may also be non-refundable from the time they are paid. A payment described as a deposit does not necessarily mean it is refundable.

No service is confirmed until the applicable Supplier accepts the reservation and all required funds and information have been received. A quote, courtesy hold, or proposed itinerary is not a confirmed booking. Availability may change without notice before confirmation.

The deposit and final-payment deadlines shown on your invoice are essential terms. Many Africa itineraries require substantial non-refundable deposits, and some services require full payment at booking. If a payment is late, a Supplier may release space, reprice the booking, or cancel it. We may treat an overdue payment as your cancellation and apply the cancellation provisions below.

Funds received may be transmitted to Suppliers, a destination management company, or a host agency. Once transmitted or committed, those funds are subject to the receiving party's terms. We are not required to advance funds on your behalf.

You authorize the charges shown in each payment authorization, invoice, or secure payment request. A charge may appear under the name of Beyond the Map, a Supplier, a host agency, a payment processor, or another disclosed booking party.

Please contact us promptly if you question a charge. A chargeback does not override the Agreement or a valid cancellation obligation. We may contest an improper chargeback and provide the Agreement, approvals, communications, and booking records to the card issuer. If a chargeback removes funds needed to maintain a reservation, we or the Supplier may cancel the affected services. You remain responsible for lawful amounts due and reasonable recovery costs to the extent permitted by law.

Change requests must be made in writing by the lead traveler. We will make reasonable efforts to assist, but no change is guaranteed. A change may be treated by a Supplier as a cancellation and new booking. You are responsible for any fare difference, lost deposit, cancellation charge, Supplier fee, and Beyond the Map change or professional fee disclosed in your booking documents.

Name corrections and substitutions can be restricted or prohibited, especially after airline tickets or permits are issued. A replacement traveler may need a new ticket or reservation at the then-current price.

The lead traveler must send a cancellation request in writing to ena@beyondthemap.global or anni@beyondthemap.global. Cancellation is effective only when we acknowledge receipt. If you do not receive acknowledgement, contact us again.

Your cancellation charges are the combination of: Beyond the Map professional fees already earned or identified as non-refundable; each Supplier's cancellation, no-show, and refund terms; amounts already paid or irrevocably committed to Suppliers; bank, card, currency conversion, permit, and administrative costs that cannot be recovered; and any additional amount expressly stated in your proposal, invoice, or payment authorization.

Because each custom itinerary uses different Suppliers, there is no universal refund schedule unless one is stated in your booking documents. Cancellation charges commonly increase as departure approaches and may reach 100 percent of the trip price. A travel credit or voucher is not a cash refund and is governed by the issuer's conditions.

We will request any refund to which you are entitled, but a Supplier is responsible for returning Supplier-held funds. We do not guarantee the timing or payment of a Supplier refund and are not responsible for a Supplier's insolvency. Any refund we receive for you will be remitted after lawful deductions. Insurance premiums are governed by the insurer's terms.

Travel arrangements may change because of operational needs, wildlife movements, weather, road or air conditions, government action, security concerns, closures, overbooking, minimum participant requirements, or other circumstances. Suppliers may change routes, schedules, aircraft, vehicles, guides, activities, or accommodation.

When a confirmed service becomes unavailable, we will reasonably assist in seeking a comparable alternative or the remedy offered by the Supplier. Any refund or credit is limited to what the Supplier provides, except where applicable law requires otherwise. We are not responsible for consequential costs, including independently booked flights, visas, insurance, or accommodation.

If an alternative costs more and the change was not caused by our breach, you are responsible for the additional cost before the substitute is confirmed. A change that preserves the essential character of the trip is not, by itself, grounds for a full refund.

Comprehensive travel insurance is strongly recommended for every traveler and may be required for a particular itinerary or Supplier. Unless your booking documents state otherwise, insurance is not included in the trip price.

Consider coverage for trip cancellation and interruption, medical care, pre-existing conditions, emergency evacuation and repatriation, supplier default, baggage, delay, missed connection, adventure activities, and any destinations or risks in your itinerary. Coverage and exclusions vary. Buy promptly after your first payment if you want benefits that depend on the purchase date.

Beyond the Map is not an insurer and cannot determine whether a policy is adequate or whether a claim is covered. Questions about benefits, exclusions, and claims must be directed to the insurer or licensed insurance representative. If you travel without adequate coverage, you accept responsibility for losses that insurance might have covered.

Each traveler is solely responsible for obtaining and carrying the correct passport, visas, permits, vaccination certificates, parental consents, and other documents; meeting health, transit, and entry requirements; and confirming that names and birth dates match travel documents exactly. Requirements may change and may depend on nationality, residence, routing, criminal history, age, and health.

We may provide general information as a courtesy, but it is not legal or medical advice and does not replace confirmation with the relevant embassy, consulate, government authority, medical professional, or airline. US travelers should review current information at travel.state.gov and cdc.gov; other nationals should consult their own authorities.

No refund is due for missed or unusable services caused by incomplete, inaccurate, expired, damaged, or missing documents; denied boarding or entry; failure to meet a health requirement; or a government decision, unless required by law or allowed by the applicable Supplier.

Air travel is governed by the operating carrier's contract of carriage and applicable treaties and law. Schedules, routes, equipment, seats, and fares may change. Airline tickets are often non-refundable and non-changeable. We are not responsible for an airline's schedule change, cancellation, delay, baggage handling, refund decision, or insolvency.

Do not purchase independent airfare or other non-refundable arrangements until the relevant land arrangements are confirmed. Allow adequate connection time and reconfirm flight details directly with the airline before travel. Frequent-flyer credit, seat selection, upgrades, and special services are controlled by the airline and are not guaranteed.

You must review every ticket promptly. Tell us immediately of any error. Corrections may be impossible or may require a new ticket at your expense.

Accommodation, room type, board basis, transfers, and included activities are as stated in your itinerary. Standards, room sizes, plumbing, power, air conditioning, internet, accessibility, and star classifications may differ from US expectations. A comparable property may be substituted when necessary.

You must provide accurate arrival and departure details by the deadline we give you and notify us promptly of changes. Missed transfers, meals, activities, or accommodation caused by delay, late arrival, early departure, or personal choice are generally non-refundable.

Dietary, mobility, bedding, adjoining-room, guide, and other special requests are requests only unless a Supplier confirms them in writing. We will communicate reasonable requests but cannot guarantee fulfillment. You are responsible for explaining allergies directly to the people preparing or serving food and for deciding what is safe to consume.

Small aircraft and safari vehicles can have strict weight, size, and soft-sided luggage limits, sometimes materially lower than international airline limits. The controlling allowance is the one in your itinerary or Supplier documents. You are responsible for repacking, storing, shipping, or leaving excess baggage and for all related costs.

Safari and remote travel involves uneven roads, dust, insects, heat, cold, water crossings, limited communications, wildlife encounters, and medical facilities that may be distant or basic. Wildlife sightings and natural events are never guaranteed. Follow all guide, pilot, ranger, lodge, park, and safety instructions.

Baggage and personal property remain at your risk. Keep valuables, medication, documents, and essential items with you when permitted and insure them appropriately.

Tell us before booking about any medical condition, disability, mobility limitation, pregnancy, allergy, dietary need, or other circumstance that may affect your safety or ability to participate. This lets us ask Suppliers about suitability and available assistance. You remain responsible for assessing fitness to travel with your medical professional.

Facilities and transportation outside the United States may not comply with the Americans with Disabilities Act and may not be accessible. Suppliers may require a capable companion, medical clearance, or restrictions for safety reasons. Any personal assistance, special equipment, private transport, medical care, or additional accommodation is at your expense unless agreed otherwise.

A Supplier may refuse or end participation when it reasonably believes a traveler's condition or conduct creates a safety or operational risk. Resulting unused services and extra costs are governed by the Supplier's terms and your insurance.

A parent or legal guardian must approve a minor's booking and provide required supervision. Age restrictions may apply to lodges, game drives, walking safaris, flights, and other activities. Countries may require birth certificates, consent letters, or additional documents when a minor travels with one parent, without both parents, or with another adult.

Travelers must comply with applicable laws and with reasonable instructions from Beyond the Map and Suppliers. Conduct that is dangerous, abusive, discriminatory, illegal, disruptive, or damaging may result in removal from an activity, property, vehicle, or trip without refund. The traveler is responsible for resulting damage, loss, fines, alternative arrangements, and other costs.

Travel, particularly safari, wildlife, adventure, marine, remote, and cross-border travel, involves inherent and sometimes serious risks. These may include vehicle or aircraft incidents, wildlife, insects, water, terrain, falls, crime, political instability, terrorism, disease, food or water illness, weather, altitude, limited medical care, delayed evacuation, and acts or omissions of independent Suppliers or other travelers.

To the fullest extent permitted by law, you voluntarily accept the ordinary and inherent risks of the itinerary you select. Nothing in the Agreement waives a right or remedy that cannot lawfully be waived, or excludes liability to the extent an exclusion is prohibited by law.

Beyond the Map is not liable for delay, change, cancellation, loss, or expense caused by circumstances beyond our reasonable control. These may include severe weather, natural disaster, wildfire, flood, volcanic activity, epidemic or pandemic, quarantine, war, terrorism, civil unrest, strike, labor disruption, government order, border or airspace closure, infrastructure failure, cyber incident, Supplier failure, wildlife conditions, or transportation disruption (a "Force Majeure Event").

During a Force Majeure Event, we will provide reasonable assistance within our role, but the remedies available depend on Supplier terms and applicable law. You are responsible for additional accommodation, transport, meals, evacuation, or other costs unless a Supplier, insurer, or applicable law covers them. Amounts actually recovered for you will be remitted after lawful deductions.

No refund is due for services you miss or choose not to use after travel begins, including because of late arrival, early departure, illness, conduct, or a change in personal circumstances, unless the Supplier agrees or applicable law requires it. Beyond the Map is not responsible for services you book independently or for their effect on the itinerary we arrange.

To the fullest extent permitted by law, Beyond the Map is not liable for an independent Supplier's act, omission, negligence, breach, delay, cancellation, insolvency, or failure to perform, or for loss arising from a Force Majeure Event. Where Beyond the Map is found liable, our liability is limited to direct, proven compensatory damages caused by our own breach and will not include indirect, incidental, special, exemplary, punitive, or consequential damages, lost enjoyment, or lost opportunity, except where such a limitation is prohibited by law.

Any recovery may also be limited by a Supplier's terms or an applicable international convention governing air, sea, rail, road, hotel, or baggage services. Nothing in these Terms limits liability for fraud, willful misconduct, or another liability that applicable law does not permit us to limit.

To the extent permitted by law, you agree to reimburse and hold harmless Beyond the Map and its owners, employees, and agents from third-party claims, losses, and reasonable legal costs arising from your material breach of the Agreement, unlawful conduct, or damage you cause, except to the extent caused by Beyond the Map's negligence or willful misconduct.

We collect and use information reasonably needed to advise you, make and service bookings, process payments, respond to emergencies, comply with law, and communicate about your trip. This may include identity, contact, passport, payment, dietary, medical, mobility, and preference information.

You authorize us to disclose relevant information to Suppliers, host agencies, destination management companies, payment processors, insurers, professional advisers, and government or border authorities, including recipients outside the United States, where reasonably necessary for these purposes. The lead traveler confirms authority to provide the personal information of everyone in the booking.

Do not send full card details by ordinary email. To request access, correction, or deletion where applicable, or to opt out of marketing, contact ena@beyondthemap.global or anni@beyondthemap.global. Operational communications about an active booking cannot be opted out of while the booking remains active.

Beyond the Map will not use an identifiable photograph or video of you for advertising merely because you booked a trip. If we ask to use traveler-created or Supplier-created media, we will obtain permission or rely on a separate written license. This does not control photography by Suppliers, other travelers, or members of the public; their policies and applicable law apply.

You consent to receive booking documents, notices, approvals, and signatures electronically at the contact details you provide. Electronic acceptance and signatures have the same effect as handwritten acceptance to the extent permitted by law. You must keep your contact information current and monitor messages relating to your trip.

Report a service problem promptly while traveling to both the Supplier and Beyond the Map so there is a reasonable opportunity to assist. Keep receipts and supporting evidence. After travel, send any unresolved written complaint to ena@beyondthemap.global within 30 days after the trip ends. A failure to report promptly may limit the ability to investigate or obtain a Supplier remedy, but does not waive a right that applicable law does not permit you to waive.

The Agreement is governed by the laws of the State of Georgia, without regard to conflict-of-law rules, except where another law mandatorily applies. Before filing a claim, the parties will make a good-faith effort for at least 30 days to resolve it through written notice and direct discussion.

Unless mandatory law requires another forum, any legal proceeding must be brought in a state or federal court with jurisdiction in the Georgia county where Beyond the Map has its principal office. To the fullest extent permitted by law, each party waives trial by jury, and each traveler agrees to bring claims only in an individual capacity and not as a plaintiff or class member in a class, collective, or representative action.

The Agreement is the entire agreement concerning the booking and replaces prior discussions on the same subject. A change to the Agreement must be in writing and agreed by an authorized representative of Beyond the Map, except that Suppliers may change their services or terms as permitted by their contracts.

If a provision is unenforceable, it will be enforced to the maximum lawful extent or severed, and the remaining provisions will continue. A delay in enforcing a right is not a waiver. Provisions concerning payment, risk, liability, indemnity, privacy, claims, and disputes survive completion or cancellation of the trip.

Beyond the Map Global LLC d/b/a Beyond the Map

www.beyondthemap.global

Ena Richards · ena@beyondthemap.global · 678 628 1017

Anni Hoffmann · anni@beyondthemap.global · 762 448 4568