general conditions

1. Booking
Bookings can be made by filling in the booking form and sending it (through the website or by e-mail) and by making the down payment to Papillon Reizen.
Name of the guest, trip and the date of the trip should be mentioned. After reception of the booking form and the down payment, a booking confirmation with all relevant information is sent by email.

2. Payment
Upon booking a down payment of 25% of the total costs for the trip is due. The remaining sum – and additional costs if applicable – should be received by Papillon Reizen at least six weeks prior to the journey.
In case the organization of a trip requires a higher percentage for the down payment, the client will be informed timely by Papillon Reizen.
If at the time of booking less than six weeks are left till the starting date of the trip, the entire amount should be paid at once. Payments should be received by Papillon Reizen prior to the start of the journey. Papillon Reizen has the right to cancel / not execute a trip, should payment not be received in time. Costs made by Papillon Reizen for the purpose of the trip are to be paid for by the client.
Costs related to (international) bank transfers and documents needed for transfers are to be paid for by the guest. Papillon Reizen informs the client after reception of the payment about the amount received and – if applicable – about the remaining amount.

3. Costs of the trip
For each trip it is clearly mentioned what is included in the costs.
Standard the costs for (air)fare to the in the itinerary mentioned airport or starting and finishing point are not included. In case a guest chooses to arrive or depart on dates other than mentioned in the itinerary, extra costs could apply for airport transfers and/or accommodation. These additional costs will be communicated to the client and need to be paid for on forehand.

4. Organisation of the activity or trip
The organization of a trip or activity starts as soon as the (down) payment has been received by Papillon Reizen.

5. Insurances
Concluding relevant insurances, such as travel, health and cancellation insurance, is the responsibility of the traveler. It is recommended to check with the health insurer if medical costs and costs related to a(n acute) medical situation during the trip abroad will be compensated. If not, it is recommended to add this to the travel insurance.

6. Travel documents and vaccinations
It is the traveler’s responsibility to take care of the necessary and valid travel documents, visas and vaccinations. 

7. Airport transfers
When airport transfers are part of the trip all necessary information, such as dates, flight numbers and times of arrival and departure, should be sent to Papillon Reizen at least one week prior to arrival.

8. Cancellation by the traveler
In case of cancellation of the trip by the traveler, the following costs apply:
– till six weeks prior to the start of the trip: the down payment
– six weeks till two weeks prior to the start of the trip: 70% of the costs of the trip
– less than two weeks prior to the start of the trip: 100% of the costs of the trip
In case of cancellation more than two weeks prior to the trip, the difference between the amount paid and the cancellation fee will be returned after deducting applicable costs for bank services.
Papillon Reizen cannot be held responsible for costs that already have been made for (air)fares, vaccinations, visa and other products and services related to the trip.

9. Cancellation by Papillon Reizen
In case the minimum number of participants for a group trip has not yet been reached eight weeks prior to the trip, Papillon Reizen will offer the opportunity to make the trip with a smaller group, against an additional per person fee.
If not all guests agree, Papillon has the right to cancel the trip till six weeks prior to the starting date without having to pay any form of compensation. The payments made by the travelers will be returned in full.
Papillon Reizen cannot be held responsible for the costs that already have been made for (air)fares, vaccinations, visa and other products and services related to the trip.

10. Delayed arrival
In case a traveler has a delayed arrival, e.g. as the result of the airline being on strike or missing a connection, and arrives later than the date of arrival as mentioned in the itinerary, Papillon Reizen will assist in all possible ways to have the guest join the group.
Papillon Reizen cannot be held responsible for missing out on part of the itinerary and the (financial) consequences hereof.
In case additional costs apply to join the group, these costs will be paid for by the traveler to Papillon Reizen and/or third parties.

11. Health
A good health and good shape are required for traveling.
It is the traveler’s responsibility to timely get the obliged vaccinations and to be informed on additional recommendations related to the prevention of illnesses.
If prior to the start of the trip medical circumstances are known of, that possibly could influence the trip, the guest should consult a doctor and inform Papillon Reizen. Illnesses or disorders, known of in advance, may not be a hindrance to the group and or to the continuation of the trip.
Papillon Reizen’s itineraries do include places where no acute medical assistance is available. In case of an acute medical situation, Papillon Reizen will of course do all within its power – if possible in consultation with the insurance company of the guest – to arrange transport to a medical post.
Papillon Reizen cannot be held responsible or liable for the situation and possible consequences.

12. Premature completion of the journey
If a traveler due to unforeseen circumstances or as a result of one’s own wish prematurely completes the trip, this could possibly lead to additional costs. If so, these costs should be paid for immediately to Papillon Reizen or its third parties.

13. Liability
Papillon Reizen is in no case liable for the loss or theft of or damage to the traveler’s belongings. Nor for loss and/or injury as a result of supremacy, amongst which natural disasters, strikes, political turmoil, war, local situations and circumstances out of the sphere of influence of Papillon Reizen etcetera.
Papillon Reizen cannot be taken responsible for costs that could have been covered by insurances, such as travel, cancellation and health insurance.
In the case that Papillon Reizen can be taken responsible for the loss of travel enjoyment, for costs as a result of injuries or the death of the guest and/or for the harm of the guest in the exercise of his duty, the compensation will never exceed the amount paid out by Papillon Reizen’s liability insurance (covering trips in Benin, Burkina Faso, Ghana, Mali, Senegal and Togo). 

14. Itinerary
Papillon Reizen will do everything possible to give the traveler an enjoyable travel experience, according to the itinerary chosen. However, in spite of careful preparations, it can be necessary to change the itinerary prior to or during the trip, for instance as a result of weather circumstances, the cooperation with third parties and local circumstances. Traveling requires a flexible attitude. All the same when the occasion arises Papillon Reizen will decide in consultation with the traveler for the best possible alternatives and solutions.

15. Right of use of photos and videos
During a trip or activity employees and freelancers of Papillon Reizen can take photos and make videos. Papillon Reizen has the right to use these for communication, e.g. on her website or social media. If you do not want photos and videos featuring you or your underage children to be used for these purposes, please inform Papillon Reizen by e-mail before the start of the activity or trip.

16. Fair trade
Papillon Reizen works together with the local people and other third parties, based on the fair trade principle and pays a fair price for products and services, based on the price level of the country.

17. Social responsibility
Participation in or contribution to the realization of commercial sexual activities or sexual activities involving minors as well as dealing in or the use of illegal drugs is actively banned by Papillon Reizen. Taking part in these activities may result in being debarred from further trip participation..

18. Papillon Funds

Papillon Reizen values a balance between giving and receiving. Therefore all its partners can count on a cooperation based on equality, respect and trust, as well as on a fair price.
All trips and activities contribute to the Papillon emergency fund and to the Papillon project fund. The Papillon emergency fund is used to support locals in poignant situations. The Papillon project fund provides micro loans and supports (small scale) local initiatives or own initiatives for the benefit of local communities.

last updated on September 24th 2022