Terms and conditions

These terms and conditions govern the relationship between TravelSoul LLC and you, the purchaser and/or passenger, and they apply to the tours and travel itineraries as published on this website, as well as any brochures. No alterations to these terms and conditions may be made by any TravelSoul LLC travel employee, authorized representative or agent, unless in writing by an officer of TravelSoul LLC.

All decisions and matters subject to TravelSoul LLC’s discretion shall be made by an authorized officer of Palace Travel.

                                                         Deposit & Final Payment

These terms apply to independent tours. Group tours have separate terms, which are tour-specific. To confirm a reservation the following deposit and final payment terms must be strictly adhered to and are required at the time of reservations.

Deposit Due Per Person is $500 or 25% of the cost, whichever is greater. We reserve the right to request additional deposits as required by hotels and suppliers for peak periods, such as Christmas, Easter, Thanksgiving, and New Year. This will be communicated at time of confirmation of booking. Final payments are due at least 30 days before departure. Acceptable forms of payment are: Money order, wire transfer, major credit cards, CashApp, Paypal or Zelle.

Some international airfares have advance purchase and ticketing requirements, which will be communicated at the time of reservation. Additional payment to cover such costs will be requested in order to issue the tickets. Airline carriers impose penalties pursuant to fare rules, and for any changes to post-booking air reservations. Reservations received within 60 days of commencement of travel must be paid in full upon confirmation. Reservations received within 30 days of departure date may be subject to a non-refundable rush-booking fee of not less than $225 per person to cover additional expenses incurred in expediting booking. Tours requested within 15 days of the travel date will be confirmed subject to special handling requirements, cost, and payment conditions.

The air and tours prices shown are based on tariffs, exchange rates, and air-fares in effect at the time of posting, and TravelSoul LLC reserves the right to alter prices quoted should such prices be affected by inflation, costs of fuel, labor or material, airfares or foreign exchange rate change.

We do not arrange for loyalty program/mileage free tickets or upgrades. 

                                                      Forms of Payment

Money Order, Major Credit Card: American Express, Visa, Discover Card, MasterCard, or Bank Wire Transfer, CashApp or Zelle, Paypal

Travelers making payments with a credit card will be required to complete a Credit Card Authorization Form.

Together with the completed authorization form submit a copy of the front and back of the credit card, a copy of the cardholder’s identification and list the address to which travel documents are to be sent.

Payments for tours, safaris, and airline tickets made within 30 days of departure must be with certified checks or wire transfers only.

                              Cancellation Penalties for Tour/Land Arrangement

These terms apply only to independent tours. Group tours have separate cancellation penalties, which are tour-specific. Because of the special nature of the tours we offer, suppliers impose rigid cancellation fees. TravelSoul LLC has no control over these fees and cannot make any exceptions to these charges.

ALL cancellations must be received by TravelSoul LLC in writing(can be completed with electronic signature via Acrobat or Docusign) and will be effective when the written notice has been confirmed by TravelSoul LLC.

                              The following cancellation penalties apply per person:

If a cancellation is received after TravelSoul is in possession of the initial deposit, but more than 90 days prior to departure, the cancellation fee incurred will be $500 or 50% of the deposit, whichever is higher.

90-76 days prior to departure, the cancellation charge is $600 or 50% of tour cost, whichever is higher.

75-46 days prior to departure, the cancellation charge is $750 or 75% of tour cost, whichever is higher.

30 days or less before departure, no refund. The cancellation charge is 100% of the tour cost.

Depending on the reason for cancellation, your travel insurance may cover your cancellation fees in whole or in part.

We reserve the right to impose additional penalties as imposed by hotels and other suppliers for peak periods such as but not limited to, Christmas, Easter, Thanksgiving, New Year, and such other periods which are high season for a particular destination or property.

                                        Cancellation Penalties for Air Reservations

Cancellation of air reservations is subject to airline Terms & Conditions. Once airline tickets are issued, name changes, date changes, routing changes, or cancellation of tickets are subject to a minimum of $375 per person or higher as determined by the carrier.

We strongly recommend trip cancellation insurance.

                                                             Tour Revision Fees

A revision fee of $225 per person will be charged for any alteration or revision made to a confirmed reservation once final documents have been issued. No changes are permitted whatsoever within 30 days of tour departure; any change requested during this time will be treated as a cancellation, and penalties assessed and new services provided subject to revision.

                                                         Not Included in Tour Costs

Fees for obtaining passports or visas, excess baggage charges, inoculations/medications/vaccinations, accident or baggage insurance, International airline ticket taxes, airport departure taxes that are not included in the airline ticket, optional tours, any items of a personal nature, such as phone calls, faxes or room service; excess mileage carried out at the request of the traveler or transportation not specifically listed as included. Lunch and Dinner services depending on what is outlined in your tour.

                                                            Claims & Refund Policy

Except for verifiable documented extenuating circumstances, there are no refunds whatsoever, for any unused tour services including, but not limited to, accommodations, meals, internal flights or sightseeing.

TravelSoul LLC's prices are based on contract rates, if the traveler cancels while the trip is in progress, there will not be any refund for the unused portion.

                                                                   Travel Insurance

We highly recommend the purchasing of travel insurance as it protects the traveler and the traveler’s companion(s) against cancellation penalties if the trip is cancelled for covered reasons prior to departure. Plus, it also covers trip interruption, luggage loss/delay, medical expenses for covered injury/illness, and other circumstances that may occur after departure.

Details of TravelSoul LLC's plan will be provided after trip confirmation. Travelers who choose not to purchase insurance coverage will be liable for all costs in the case of cancellation, trip delays, delayed or loss of baggage, and medical emergencies, howsoever caused. TravelSoul LLC can make recommendations regarding travel insurance if needed.

                                Travel Documents, Passport, and Visa Requirements

Every traveler must be in possession of a current passport valid for at least six months from the date of return, a round-trip airline ticket, and adequate funds for the duration of the stay. Obtaining a passport is the responsibility of each passenger. All travelers must consult with the appropriate consulates to determine if any visas are needed. Travel Soul will provide support regarding identifying visa requirements as needed.

                                                                     Luggage

Participants are limited to 2 pieces of checked luggage per person. The airlines permit economy class passengers to carry 2 average-sized suitcases for which specific measurements and weight are written in their tariffs. Depending upon itinerary and air carrier, there may be an extra charge for the second piece of luggage. Carriers have specific tariffs that apply to carry-on baggage as well.

Please contact the domestic and international airline for baggage restrictions. On tour, please note that scheduled internal flights have a baggage restriction of 33 lbs per person. We recommend soft carrying baggage. Baggage and personal effects remain at the owner’s risk throughout the tour. TravelSoul LLC and associated companies shall not be liable for any losses or damage to baggage and personal effects as a result of negligence by airport baggage agents, hotel staff or other personnel not employed by TravelSoul LLC and associated companies, including but not limited to airlines, courier services, cargo staff, and the like. One average-sized suitcase will be carried on safari, however, passengers, who will be traveling by light aircraft on safari must carry medium sized soft luggage or duffel bags when flying sectors in small light aircraft which have limited space for baggage and a weight restriction to be advised. City hotels do store luggage for guests while they are out on tour/safari.

                                                               Health Requirements

Persons not fit for long trips due to heart disease, chronic illness, physical handicap, advanced pregnancy, and/or mental illness should not participate in these rigorous travel programs. Passengers who fail to notify TravelSoul LLC of such condition(s) shall be subject to the cancellation penalties as outlined above and assume the full risk of traveling while in such condition. TravelSoul LLC shall not be responsible for providing any medical care or special accommodations.

TravelSoul LLC and associated companies reserve the right to disqualify a tour participant at any time if, in their sole judgment, a tour participant is not deemed by them to be medically fit for travel. TravelSoul LLC and associated companies assume no liability regarding the provision of medical health requirements, updates, and/or medical accommodations. Our pre-departure information will provide general recommendations for any inoculations or precautions required for the destination(s) booked, however, it is the responsibility of passengers to check with their medical professional, local health board or the Center for Disease Control in Atlanta CDC for specific requirements. Malaria is endemic to these regions of Africa and precautions must be taken. See your health practitioner for advice. Prior to travel, required inoculations, if any, must be recorded by each passenger’s health practitioner on a valid vaccination certificate, which the traveler must carry for proof of inoculation where required. If a traveler is concerned about taking any medications or receiving certain inoculations, check with your health practitioner BEFORE booking.

                                                                      Risks

TravelSoul LLC draws your attention to the fact that there are certain inherent risks in traveling within the continental U.S. as well as abroad, to include riding in trains, automobiles, busses as well as wildlife on safaris and the like. Your participation constitutes acceptance at your own risk.

It is your sole responsibility to seek and take all appropriate medical advice and precautions relevant to your health prior to departure as to whether or not you are fit enough to undertake the trip booked. It is also important that you remain viligante and follow advisements and information provided by TravelSoul LLC. TravelSoul LLC shall not be liable for illness, injury or death sustained on a program sold by TravelSoul LLC, which is not due to the gross negligence of TravelSoul LLC, its officers, employees, authorized representatives, or agents whomsoever.

                                                            Land Arrangements

Items included in the tour cost are generally described in the itinerary and may include: Accommodations in deluxe, first class and/or best available or as requested by the passenger, based on two persons sharing a twin-bedded or double bedded room with private facilities (the right is reserved to substitute accommodations of similar category when necessary); hotel taxes and service charges; meals (B=Breakfast, L=Lunch, D=Dinner); tour planning, handling, marketing and all operational charges; any internal air, ground and/or water transportation; airport//boat/hotel transfers; tips for one piece of baggage per person at airports and between transfer vehicle and hotel lobby; all scheduled sightseeing arrangements; park and entrance fees; tour amenities and local guides and leadership. Air conditioning is not necessarily available at every property.

                                                               Costs Not Included

Items not included in the tour cost are generally described in the itinerary and include airport taxes of any nature, both domestic and international.
Internal air transportation on some programs; excess baggage charges as imposed by airlines; forwarding of baggage and purchases; cost of obtaining passport and visa; medical charges for inoculations; any items of a personal nature such as laundry, beverages, mineral water, some meals not included on programs, trip cancellation and personal insurance; gratuities to tour guides, escorts and drivers.

                                   Alteration to Tours and Acceptance of Passengers

Between planning time, as well as during actual travel operation, TravelSoul LLC and associated companies reserve the right to alter any route, itinerary, or other arrangements, as well as offer substitutes, or to completely cancel the whole or any portion of a tour, if air schedule or surface transportation charges, security matters, and/or events beyond their control make such alterations necessary in the sole opinion of TravelSoul LLC and associated companies. TravelSoul LLC reserves the right to decline to accept any person as a member of a tour should the presence of that person be prejudicial, disruptive, or negatively affect the positive conduct of the tour, or be contrary to the prevailing laws of the country visited.

                                                            Use of Photography

TravelSoul LLC and associated companies reserve the right to take photographs during the operation of a tour and may use the same for promotional purposes. By reserving a tour with TravelSoul LLC, tour participants agree to allow their images to be used for the purpose stated. If a tour participant does not wish to allow his or her image to be used, he or she must advise the guide/escort at the commencement of the tour.

                                                              Air Transportation

TravelSoul LLC and associated companies arrange jet transportation via CLIA and IATA carriers in economy (coach) class unless another class of service is requested at the time of booking. All airfares are subject to the particular airline’s terms and conditions in effect as of the date of booking, and any changes made to an airline ticket after issuance are subject to any penalties imposed by the carriers. All airfares and/or add-on quotes are from selected U.S. gateways as indicated in the tour program.

Applicable U.S. airport taxes will be added to fares and must be paid by each passenger. Airfares, air taxes, and airline schedules are subject to government approval and may be altered without prior notice. Airfares are guaranteed upon receipt of the required air deposit. This airfare price guarantee does not include surcharges that are imposed due to government actions, which must be collected a time of ticketing. These surcharges include, but are limited to, fuel surcharges or any other type of surcharge imposed by government entities.

The cost of the tour does not include air transportation either from/to the USA gateway or for a portion of the itinerary. It must be requested by individuals on the tour. If you do not request flight info, the responsibility will be yours to book your own airfare to the destination. TravelSoul LLC will not assume any responsibility for any air schedule changes; however, we will attempt to keep you fully informed of changes as we learn of them if airfare is booked on your behalf. 

Supplemental fares for departure from all major cities are available. Please inquire for prices for First and Business class service. TravelSoul LLC does not arrange for loyalty programs/mileage free tickets or upgrades. TravelSoul LLC and associated companies, or any supplier providing the prepaid services will not be responsible for extra expenses incurred due to flight cancellations or delays. All such expenses incurred are the responsibility of the passenger. Trip Delay Insurance is recommended.

                                            Tour Operator Responsibility and Liability

TravelSoul LLC acts as a booking agent for disclosed principal hotel/lodge/camp accommodations, airlines, air charters, bus companies ground transportation, board purveyors or owners, and other independent contractors providing transport and conveyance, on the express condition that they shall not be liable for any injury, damage, loss, accident, delay or irregularity which may be occasioned by reason of any defect in any vehicle, or through the acts of defaults of any vehicle, or through the acts of defaults of any Company or person engaged in conveying the traveler or in carrying out the arrangements of the tours, or otherwise in connection therewith, or any hotel/lodge proprietor, employee, agent, servant or contractor. TravelSoul LLC and associated companies reserve the right to employ sub-contractors to carry out all, or part of the services provided and in the event of such right, the terms and clauses above relating to the Company’s liability shall apply.

TravelSoul LLC and associated companies accept no responsibilities for losses or additional expenses due to delays or changes in train, steamer, motor, air or other services, sickness, weather, strikes, civil disturbances, war, quarantine, force majeure, or other causes. All such losses or expenses shall be borne by passenger. All bookings are accepted by TravelSoul LLC, as agent for independent overseas ground and air operators. The transportation, accommodations and other services provided by the ground and air operators offered are subject to the terms and conditions contained in the tickets, exchange orders or vouchers issued by them and/or their suppliers. Because TravelSoul LLC does not have the right to control the operations of the independent operators and their suppliers, IT CANNOT BE LIABLE FOR ANY PERSONAL INJURY OR PROPERTY DAMAGE which may arise out of these services.

TravelSoul LLC reserves the right to cancel any itinerary or any part of it, to make such alterations in the itinerary as it deems necessary or desirable, to refuse to accept or to retain as a member of any program any person at any time, and to pass on to program members any expenditure occasioned by delays or events beyond its control.

In case of any appreciable variation in its cost, TravelSoul LLC reserves the right to adjust its rates.

                                                             In An Emergency

Any circumstances beyond the reasonable control of TravelSoul LLC (including, but without limitation, acts of God, explosion, flood, tempest, fire or accident, war or threat of war declared or undeclared, sabotage, insurrection, civil disturbance, requisition, sickness, quarantine, government intervention, weather conditions or other untoward occurrences), if TravelSoul LLC is affected by Force Majeure it shall immediately notify travelers of the nature and extent thereof. TravelSoul LLC shall not be deemed to be in breach of these terms and conditions or otherwise be liable to the traveler, by reason of delay in performance, or by non performance, of any of its obligations hereunder to the extent that any such delay or non performance is due to any Force Majeure.

If TravelSoul LLC, and/or any of its’ travel suppliers, are affected by Force Majeure, they shall be entitled to, and may in their sole and absolute discretion, vary or cancel any itinerary or arrangement in relation to the trip. Payment of any refund by TravelSoul LLC to the traveler as a result of the non-performance of any of TravelSoul LLC obligations hereunder shall remain in its sole and absolute discretion althoughTravelSoul LLC shall use its reasonable endeavors to reimburse the traveler where possible. However, TravelSoul LLC shall be entitled to deduct from any refund recoverable the reasonable actual and potential costs to TravelSoul LLC of the Force Majeure.

Regarding civil unrest, once TravelSoul LLC has investigated the prevailing situation, as it deems fit, it shall remain in TravelSoul LLC's sole and absolute discretion whether to proceed with the trip. You may in such circumstances cancel the trip. However, if, after having made all reasonable and proper inquiries, TravelSoul LLC is of the opinion that the trip may proceed, no refund will be payable to the traveler and the provisions stated under Cancellations shall apply.

                       Single Room Policy and Shared Rooms for Single Participants

Due to intermittent shortages of accommodations on safari and other trips, a single room cannot always by guaranteed, even if paid for in advance. If single accommodations are not provided, an appropriate refund will be made upon your return. If you are traveling alone and wish to share accommodations, TravelSoul LLC does not locate roommates on your behalf.

                                                         Airline Responsibility and Liability

Airlines tariffs specify they are not to be held responsible for any act, omission or event during the time passengers are not on board their planes. The passage contract, when issued constitutes the sole contract between the airlines and such purchasers of these tours and/or passengers, and shall be governed by applicable tariffs and the provisions of the Warsaw Convention, if applicable. Carrier liability for passengers’ baggage is clearly stated on the traveler contract included on all tickets or can be inspected at the offices of the carrier. Carrier’s liability for baggage shall in no event exceed the actual loss incurred by the passenger, subject to proof of the amount of the loss, and laws limiting the amount of damages available.

TravelSoul LLC is not responsible for airline or other third party supplier bankruptcy, flight cancellation, flight delay, or lost luggage. In order to be protected against airline or other supplier non-performance, travelers must purchase travel insurance before the trip commences.