eXplorAction by Inspiration Africa - 8 Daagse Beklimming van de Kilimanjaro via de Lemosho Route

Your Practical Guide to Travelling Well Prepared

PLEASE READ THIS SECTION CAREFULLY

This may not be the most exciting part of planning your journey, but it may well be one of the most useful.

Modern international travel can sometimes feel like navigating a maze of passports, visas, ETAs, electronic forms, vaccination requirements, customs declarations, insurance policies, airline rules, baggage restrictions and government procedures.

Our role is to guide you through that maze, anticipate problems and help you prepare properly.

Some responsibilities, however, ultimately remain with you as the traveller.

Our philosophy is simple:

We help you prepare, we double-check whenever we reasonably can, and we support you throughout your journey — but you must make sure that you are personally ready and legally entitled to travel.

Please ask us whenever something is unclear.

1. BEFORE DOING ANYTHING ELSE: CHECK YOUR TRAVEL REQUIREMENTS

Entry requirements change constantly.

A visa requirement may disappear and be replaced by an ETA. A health declaration may suddenly become compulsory. A customs declaration may move online. A country may introduce compulsory travel insurance. Transit rules may change between booking and departure.

For this reason, we strongly recommend that every international traveller checks their personal itinerary through both of the following resources shortly before travel:

IATA Travel Centre

https://www.iatatravelcentre.com/

TravelDoc

https://www.traveldoc.aero/

Make these two websites part of your pre-departure routine.

They are among the closest things available to an up-to-date practical picture of passport, visa, transit and health-entry requirements.

The IATA Travel Centre uses the Timatic database relied upon by airlines worldwide when deciding whether a passenger has the documentation necessary to board. It draws information from more than 1,000 official sources.

They are excellent sources — but no information system can guarantee what an individual border, immigration, customs or health officer will decide.

Where doubt exists, the competent embassy, consulate or government authority remains the ultimate reference.

We strongly suggest visiting these pages again during the final week before departure.

2. YOUR PASSPORT

Check your passport when you start planning the journey, not three days before departure.

Requirements can concern:

• passport expiry;

• minimum remaining validity;

• blank pages;

• date of issue;

• physical condition;

• biometric requirements;

• nationality;

• and passport type.

Six months' remaining validity is a common requirement, but it is not a universal rule.

Never assume that because your passport remains technically valid until after your return date, every destination will accept it.

Your name matters

The name on airline tickets and reservations must correspond properly with the passport used for travel.

Check particularly carefully:

• first and family names;

• multiple surnames;

• married and maiden names;

• hyphens;

• middle names;

• accents and spelling;

• and recently renewed passports.

A one-letter mistake can create a disproportionate amount of trouble.

3. SEND US YOUR PASSPORT DETAILS EARLY

We strongly encourage travellers to provide us with their passport details — and, where appropriate, a copy of the passport information page — early in the planning process.

We appreciate that modern data-protection advice frequently tells people not to share passport copies unnecessarily.

Travel unfortunately does not always respect such theoretical simplicity.

Passport information may genuinely be required for:

• airline reservations;

• private flights;

• gorilla permits;

• national park permits;

• cruise manifests;

• border-crossing arrangements;

• train tickets;

• certain hotels;

• insurance;

• visa support documentation;

• and numerous other travel services.

Providing the information also allows us to perform an invaluable second check of:

• spelling;

• nationality;

• passport validity;

• passport number;

• date of birth;

• and obvious documentation issues.

Two pairs of eyes are better than one.

We handle personal information in accordance with our privacy obligations and only use it where reasonably necessary for organising your travel arrangements.

4. PAPER IS NOT DEAD — HAVE A PLAN B

We love technology.

Unfortunately:

• phones get stolen;

• screens break;

• batteries die;

• roaming fails;

• passwords are forgotten;

• applications crash;

• Wi-Fi disappears;

• and internet access remains far from guaranteed in many of the places we visit.

For that reason:

ALWAYS CARRY PAPER COPIES OF IMPORTANT DOCUMENTS.

It may sound wonderfully old-fashioned.

It also works.

We recommend carrying printed copies of:

• passport information page;

• visas;

• ETA/eVisa approvals where printable;

• travel insurance;

• vaccination certificate;

• emergency contacts;

• airline itinerary;

• accommodation information;

• key vouchers;

• and important travel contacts.

Keep them somewhere different from your original documents.

Also retain digital copies stored somewhere you can access from another device.

Think in three layers:

Original document + digital copy + paper backup.

That little bit of “prehistoric technology” has rescued more than one traveller.

For the services for which we are operationally responsible, we normally provide the relevant travel documentation and, where appropriate, physical copies.

5. DIGITAL ADMINISTRATION DOES NOT NECESSARILY MEAN A PAPERLESS WORLD

Government administration does not always follow the KISS principle — Keep It Simple and Straightforward.

It is entirely possible to be required to:

1. complete an application electronically;

2. upload digital documentation;

3. receive an electronic approval;

4. and subsequently present a printed document bearing something resembling an official stamp.

Digitalisation and bureaucracy coexist remarkably well.

If an authority issues an approval, certificate, QR code, visa, permit or declaration that can reasonably be printed, print it.

Never assume that showing an email on your phone will satisfy every official you meet.

6. VISAS, eVISAS, ETAs AND ELECTRONIC AUTHORISATIONS

“Visa-free” increasingly does not mean “nothing to do.”

Countries may require:

• traditional visas;

• visas on arrival;

• eVisas;

• ETAs;

• ESTAs or similar electronic travel authorisations;

• advance arrival registration;

• immigration forms;

• proof of accommodation;

• onward tickets;

• or other pre-travel approval.

Some applications must be completed weeks ahead.

Others only become available a few days before arrival.

Some systems work beautifully.

Others appear to have been designed as a test of human patience.

We will provide reasonable guidance for the itinerary we organise.

However, obtaining and carrying the correct permission to enter remains the traveller's responsibility.

7. TRANSIT COUNTRIES COUNT TOO

Do not only investigate the country where your holiday takes place.

Transit countries matter.

Your legal situation can change if you:

• leave the international transit zone;

• have a long connection;

• stay overnight;

• collect and recheck luggage;

• change airports;

• travel on separate airline tickets;

• or unexpectedly become stranded.

This is particularly important for visa and Yellow Fever requirements.

A routing that looked straightforward can become administratively different if a flight disruption forces an overnight stay in a transit country.

Check the whole itinerary.

8. TRAVELLING WITH CHILDREN

Children may require more paperwork than adults.

Depending upon destination and circumstances, authorities can request:

• birth certificates;

• certified copies;

• proof of parenthood;

• parental consent;

• notarised authorisation;

• custody documents;

• or supporting documents explaining different surnames.

This becomes particularly relevant when:

• one parent travels alone;

• grandparents travel with grandchildren;

• children travel with relatives or friends;

• parents are divorced or separated;

• or minors travel without their legal guardians.

Tell us the family configuration when we design the trip, not at airport check-in.

9. HEALTH DECLARATIONS AND GOVERNMENT HEALTH REQUIREMENTS

The COVID period demonstrated how quickly governments can create new health-related travel requirements.

The same principle can apply during:

• Ebola outbreaks;

• Marburg outbreaks;

• Yellow Fever events;

• pandemics;

• regional epidemics;

• and other public-health situations.

A country may suddenly require:

• an online declaration;

• health screening;

• proof of vaccination;

• contact information;

• compulsory insurance;

• arrival forms;

• or other health documentation.

We monitor relevant developments and will communicate important information of which we become aware.

Nevertheless, travelers should recheck requirements before departure.

10. YELLOW FEVER — IF YOU TRAVEL FREQUENTLY, THINK PRACTICALLY

Yellow Fever deserves special attention because requirements often depend upon where you have been, rather than merely where you are going.

Under current WHO International Health Regulations, a valid Yellow Fever vaccination certificate is valid for life.

For frequent international travellers, particularly those travelling through Africa and tropical regions, obtaining the vaccination where medically appropriate can therefore provide considerable peace of mind.

Once properly vaccinated, keep your International Certificate of Vaccination or Prophylaxis — the familiar yellow vaccination booklet — with your passport when travelling.

And once again:

Original + digital copy + paper copy.

A destination that normally does not require Yellow Fever vaccination may demand proof if you arrive from or have spent sufficient time in a Yellow Fever risk country.

This becomes particularly relevant when:

• transiting for an extended period;

• leaving the airport;

• unexpectedly staying overnight;

• or being rerouted because of airline disruption.

A simple disrupted connection can unexpectedly turn a transit country into a health-entry issue.

For frequent travelers, being appropriately vaccinated can remove one entire layer of uncertainty.

11. TETANUS — BASIC TRAVEL HOUSEKEEPING

Irrespective of whether you are travelling to Africa, Asia, Europe or elsewhere, keeping your tetanus protection up to date is basic health housekeeping.

Tetanus vaccination is commonly administered as part of a combined vaccine protecting against diphtheria, tetanus and pertussis — DTP/Tdap-type combinations, depending upon your country and vaccination programme.

Check your vaccination status with your physician.

A cut from a rusty piece of metal does not ask whether you are on safari or gardening at home.

12. OTHER VACCINATIONS — YOUR TRAVEL STYLE MATTERS

There is an enormous difference between:

• flying business class;

• staying in high-quality lodges;

• eating carefully prepared food;

• and travelling with private guides;

versus:

• camping;

• backpacking;

• eating basic local food;

• spending weeks in remote villages;

• handling animals;

• or travelling far from medical infrastructure.

Vaccination recommendations may consequently differ.

Depending upon your itinerary and style of travel, medical professionals may discuss:

• Hepatitis A;

• Hepatitis B;

• Typhoid;

• Rabies;

• Meningitis;

• Polio;

• and other destination-specific vaccines.

We can explain the nature of the journey.

Your doctor or travel clinic should advise what is medically appropriate for you.

13. MALARIA

Malaria exists in many of the destinations in which we operate.

Risk varies according to:

• region;

• altitude;

• season;

• rainfall;

• and itinerary.

Discuss malaria prophylaxis with an experienced doctor or travel clinic.

But tablets are only half the story.

THE BEST MOSQUITO BITE IS THE ONE YOU NEVER RECEIVE

Use:

• mosquito repellent;

• long sleeves;

• long trousers after dark;

• mosquito nets where appropriate;

• screens;

• fans;

• and air-conditioning where available.

Buy a repellent that actually works

Many mild insect repellents marketed in temperate countries are designed for relatively benign summer mosquitoes.

For serious tropical use, look for an effective product with an appropriate concentration of a proven active ingredient such as DEET or another medically recognised mosquito repellent.

In Southern Africa, products such as Tabard and Peaceful Sleep are widely used.

Local products are often formulated with tropical conditions in mind.

Very high concentrations of DEET require sensible use: follow the manufacturer's instructions, avoid unnecessary prolonged exposure, and take particular care with children, sensitive skin and materials that DEET can damage.

The objective is not to marinate yourself in insecticide.

It is to prevent bites during the hours when protection matters.

14. MEDICATION

Bring enough prescription medication for your entire journey plus a reasonable reserve.

Essential medication belongs in your hand luggage.

Keep medication where possible:

• in its original packaging;

• accompanied by the prescription;

• and, for controlled or unusual medication, with a doctor's letter.

Some perfectly normal medications are restricted substances in other countries.

Check before departure where relevant.

15. CPAP MACHINES — PLEASE TELL US

If you sleep with a CPAP or other respiratory assistance device, tell us at the beginning of itinerary planning.

We need to understand whether it is:

• primarily required for sleeping comfort;

• medically important;

• or absolutely essential for your health and safety.

Why does this matter?

Many beautiful remote camps and lodges still operate with:

• solar power;

• generators switched off overnight;

• limited inverter systems;

• restricted plug availability;

• or no conventional 24-hour electricity.

That may be perfectly adequate for ordinary guests but completely unsuitable for someone dependent upon a powered medical device.

We can plan around this if we know in advance.

Depending upon the journey, you may need:

• a suitable battery;

• a 12V vehicle-type adapter;

• a portable CPAP power solution;

• or accommodation with guaranteed overnight electricity.

ALWAYS CARRY THE CPAP AS HAND LUGGAGE.

Do not place an essential medical breathing device in checked luggage.

A lost suitcase should not become a medical emergency.

Also check the airline's procedures for carrying medical devices and batteries.

16. TELL US ABOUT HEALTH AND PHYSICAL LIMITATIONS EARLY

The right moment to tell us about a condition affecting your travel is:

WHILE WE ARE DESIGNING THE JOURNEY.

Not after we have selected the camps.

Not a week before departure.

And certainly not when standing at the foot of a mountain.

Please tell us early about anything that may affect:

• walking;

• climbing stairs;

• climbing into safari vehicles;

• altitude;

• hiking;

• horse riding;

• boating;

• small aircraft;

• heat;

• cold;

• remote accommodation;

• food;

• allergies;

• medication;

• or access to electricity.

We are not judging your condition.

We simply need to design a journey that works.

The earlier we know, the more options we have.

17. TRAVEL ASSISTANCE INSURANCE IS COMPULSORY

This is one area where we do not compromise.

Every traveller must have comprehensive travel assistance insurance appropriate to the journey.

We particularly require adequate protection for:

• emergency medical treatment;

• hospitalisation;

• emergency assistance;

• medical evacuation;

• repatriation;

• and serious medical emergencies abroad.

Money can be replaced.

A life-threatening medical emergency is a completely different matter.

18. WHAT WE NEED FROM YOUR INSURANCE

Before departure, please provide us with:

• name of insurer;

• policy number;

• 24-hour emergency assistance number;

• and any other relevant emergency information.

We also require an emergency contact person:

• full name;

• relationship where relevant;

• email address;

• and mobile telephone number including international country code.

Ideally, this should be somebody not travelling with you.

If something serious happens, we want to know exactly whom to contact without searching through phones, emails or paperwork.

19. CANCELLATION AND CURTAILMENT INSURANCE — PROTECT THE MONEY TOO

Medical travel assistance protects you.

Cancellation and curtailment insurance protects much of the financial investment in your journey.

We strongly recommend adequate insurance covering risks such as:

• cancellation;

• curtailment;

• serious illness;

• family emergencies;

• airline cancellation;

• missed connections;

• major delays;

• natural disasters;

• severe weather;

• extraordinary events;

• unexpected accommodation;

• replacement transport;

• and lost prepaid services.

Travel can be expensive.

The cost of proper insurance is generally small compared with the financial exposure of an uninsured long-haul journey.

20. BE VERY CAREFUL WHEN RELYING ON CREDIT-CARD INSURANCE

Many travelers believe:

“I paid with my premium card, so everything is insured.”

Sometimes that is true.

Sometimes it is very far from the truth.

Credit-card insurance varies enormously, and unpleasant surprises tend to appear when somebody actually makes a claim.

Understand precisely:

• who is insured;

• whether the trip must be paid entirely with the card;

• what percentage must be paid with it;

• cancellation limits;

• medical limits;

• evacuation;

• repatriation;

• curtailment;

• airline disruption;

• age restrictions;

• trip-duration limits;

• activity exclusions;

• pre-existing conditions;

• geographical exclusions;

• excesses;

• and the actual emergency assistance provider.

Do not rely only upon what a salesperson at your bank tells you.

Read the insurance policy.

The person selling banking products is not necessarily the person who will coordinate an emergency evacuation from a remote destination.

21. CONSIDER AN ANNUAL TRAVEL INSURANCE POLICY

For people who travel regularly, we strongly favour considering a comprehensive annual travel insurance policy.

It provides year-round protection rather than tying cover to one specific payment card or transaction.

For eligible European Clients, we can facilitate subscription to annual travel insurance packages designed around the realities and cost of long-haul travel.

Options may include cancellation protection of approximately:

• EUR 8,000 per person, with

• the possibility of increasing this to approximately EUR 15,000 per person,

subject, of course, to the insurer's current policy conditions, eligibility and premiums.

For further details, please consult our:

Travel Insurance Vademecum

Insurance conditions should always be read carefully before subscription.

22. INTERNATIONAL AIRLINE BOOKINGS — LET US DOUBLE-CHECK

Even where your scheduled flights are booked directly with an airline or an external IATA travel agent, we strongly recommend sharing the final itinerary with us.

Better still, allow us to review the flight options before purchasing them.

We can check:

• passenger spelling;

• routing;

• connection times;

• airport changes;

• overnight connections;

• baggage arrangements;

• arrival timing;

• departure timing;

• and compatibility with the land itinerary.

Whenever possible, provide your passport details when booking flights.

The amount of trouble generated by a small booking error is entirely disproportionate to the few minutes required for a second check.

23. CHECK FLIGHTS AGAIN BEFORE DEPARTURE

Airline schedules change.

Check your reservation:

• after ticketing;

• periodically before travel;

• several days before departure;

• the day before;

• and again before leaving for the airport.

Make sure the airline has your:

• correct mobile number;

• email address;

• and passenger information.

Do not automatically assume your travel agent will receive every operational airline message before you do.

24. SMALL AIRCRAFT BAGGAGE — THE LIMIT EXISTS FOR A REASON

Safari aircraft, bush flights, private charters and helicopters frequently have strict baggage limits.

These restrictions concern safety and physics, not customer-service enthusiasm.

A small aircraft has limited:

• payload;

• take-off performance;

• weight-and-balance tolerance;

• cargo volume;

• and storage space.

Some aircraft also have extremely small baggage doors.

A rigid suitcase that physically cannot pass through the cargo opening cannot be persuaded by charm, status or an excess-baggage payment.

That is why soft-sided bags are frequently compulsory: they can be compressed and shaped to fit the available cargo compartment.

25. THE MOST RESTRICTIVE FLIGHT DETERMINES YOUR BAGGAGE

If your itinerary includes:

• an international flight allowing 30 kg;

• a regional airline allowing 23 kg;

• and a bush aircraft allowing 15 kg in soft bags,

then for practical purposes your travel baggage allowance is 15 kg in soft bags.

The most restrictive transport sector usually dictates what you can carry for the entire journey.

There are exceptions.

Sometimes we can:

• store excess baggage at a hotel;

• leave luggage behind while completing a loop;

• transport luggage separately by road;

• arrange for it to catch up with you later;

• or create another logistical solution.

Ask us while planning.

26. PLEASE DON'T ASK US TO NEGOTIATE WITH GRAVITY

We understand that travelling light is difficult for some people.

What we cannot do is persuade a pilot that aircraft safety limits should not apply to our Client.

Weight, balance and cargo-volume restrictions exist for your safety.

Please do not ask us repeatedly to obtain “just another few kilos” when an operator has confirmed a strict safety limit.

But there are often solutions.

Depending upon the airline/operator, we may be able to:

• pre-purchase excess baggage;

• purchase additional weight;

• buy an additional seat;

• arrange separate luggage transportation;

• or store excess luggage temporarily.

If you know you cannot travel light, tell us early and we will find the most sensible solution available.

27. YOUR OWN BODY WEIGHT MAY ALSO MATTER

For small aircraft, helicopters, hot-air balloons and certain activities, passenger weight matters.

This is not personal.

It is physics.

We may therefore request your actual weight before travel for:

• light aircraft;

• helicopters;

• balloon flights;

• microlights;

• and other weight-sensitive operations.

Some operators require an additional seat above a particular passenger weight, commonly around 100 kg, although the exact limit differs by operator and aircraft.

Others work according to the combined average weight of the travelling group.

Please give us an honest figure.

A pilot needs reality, not optimism.

28. HORSE RIDING AND WEIGHT LIMITS

Horse-riding operators normally impose maximum rider weights for animal welfare and safety.

Many specialist riding operations use limits around 90 kg, although exact limits vary according to the horses, terrain and type of ride.

We may therefore ask your weight when arranging riding activities.

Again, this is not judgement.

It is about matching the rider safely and humanely with an appropriate horse.

29. PREPARE FOR 48 HOURS WITHOUT YOUR CHECKED LUGGAGE

Delayed luggage happens.

Your hand luggage should therefore contain enough essentials to survive approximately 48 hours reasonably comfortably.

Think about:

• underwear;

• socks;

• basic toiletries;

• a lightweight change of clothing;

• medication;

• glasses/contact-lens supplies;

• charging equipment;

• essential documents;

• and anything difficult to replace locally.

Dress intelligently when flying

Wear the things that would be hardest to replace.

If you are climbing Kilimanjaro, wear or carry your hiking boots on the aircraft.

A missing suitcase is inconvenient.

Starting a mountain expedition without broken-in hiking boots can ruin the journey.

The same principle applies to specialist footwear, prescription glasses or crucial technical equipment.

30. AIRPORT SECURITY, BATTERIES AND POWER BANKS

Lithium batteries, power banks and electronic equipment are subject to airline safety rules.

Power banks and spare lithium batteries usually require particular treatment and commonly belong in cabin baggage rather than checked baggage.

Check current airline requirements for:

• power banks;

• camera batteries;

• drone batteries;

• CPAP batteries;

• professional equipment;

• and unusually large battery systems.

Different equipment may require airline pre-approval.

31. DRONES — CHECK BEFORE YOU PACK

Drone regulations vary enormously.

Before travelling with a drone:

1. check whether drones may legally be imported;

2. check whether advance registration is required;

3. obtain permits where necessary;

4. investigate protected-area rules;

5. check national park regulations;

6. check aviation regulations;

7. understand photography restrictions;

8. and complete registration before travelling where possible.

Several specialist websites maintain useful country-by-country drone summaries, but regulations change, so verify important information against the competent civil aviation or government authority.

Do not discover the import rules while standing at Customs.

Some countries may confiscate an unapproved drone even if you never intended to fly it.

32. BINOCULARS, TELEPHOTO LENSES AND OTHER INNOCENT-LOOKING EQUIPMENT

Something completely ordinary to a wildlife traveller can look very different to a security authority.

Binoculars, telescopes, powerful telephoto lenses, satellite communication equipment and drones can be treated as sensitive or controlled equipment in certain countries.

For example, Ethiopia currently requires prior approval for importing or exporting binoculars, satellite phones or drones.

Other countries place restrictions or licensing requirements on optical equipment, particularly close to:

• military installations;

• government buildings;

• airports;

• strategic infrastructure;

• and border areas.

Saudi Arabia, for example, advises that binoculars and long telephoto lenses may require licensing.

Egypt has historically been particularly sensitive about certain optical, photographic and drone equipment, so current requirements should be specifically checked before travelling there.

Do not assume that because an item is harmless at home, every customs authority sees it the same way.

If you are travelling specifically for birding, photography or wildlife observation, tell us what equipment you intend to carry.

33. CUSTOMS DECLARATIONS

Customs requirements are becoming another increasingly important part of travel administration.

You may need to declare:

• cash;

• professional camera equipment;

• drones;

• binoculars;

• satellite equipment;

• specialist sports equipment;

• medication;

• food;

• animal products;

• high-value equipment;

• or temporary imports.

Some customs declarations must now be submitted electronically before arrival.

Check beforehand.

Being a tourist does not exempt you from customs regulations.

34. MONEY AND PAYMENT CARDS

Never rely upon one card.

Travel with:

• at least one major payment card;

• ideally a second card kept separately;

• and some appropriate emergency cash.

Make sure that:

• your cards work internationally;

• your transaction limits are sufficient;

• you know your PIN;

• your bank has your current telephone number;

• and you know how to block the card quickly.

We recommend considering disabling contactless/tap payments while travelling.

Using the PIN provides an additional deliberate authentication step and reduces the usefulness of a stolen physical card for small fraudulent transactions.

Modern banking applications usually allow contactless functions to be activated or deactivated quickly.

Check what your bank provides.

35. YOUR PHONE IS IMPORTANT — BUT HAVE A LIFE WITHOUT IT

Your smartphone has become:

• a boarding pass;

• wallet;

• map;

• camera;

• communication centre;

• authentication device;

• travel library;

• and sometimes your only connection to your bank.

Now imagine losing it.

Have a backup plan.

Before travelling:

• know how to access your email from another device;

• know important passwords or have a secure password recovery method;

• keep emergency numbers on paper;

• carry physical payment cards;

• have printed travel documentation;

• know how to contact your mobile provider;

• know how to remotely lock/wipe your phone;

• and consider carrying a secondary device on longer or more complex journeys.

Technology is wonderful until it stops working.

36. USE AIRTAGS OR OTHER LUGGAGE TRACKERS

We strongly recommend placing a Bluetooth/location luggage tracker, such as an Apple AirTag or equivalent compatible device, in each significant piece of luggage.

Consider one in:

• your main checked bag;

• additional checked luggage;

• valuable equipment cases;

• and even hand luggage.

These inexpensive devices have repeatedly proved extremely useful.

They can help determine whether luggage:

• reached the connecting airport;

• remained at departure;

• went onto the wrong aircraft;

• is sitting in a baggage warehouse;

• or is somewhere inside the infamous mountain of luggage created during major airport disruption or industrial action.

A tracker does not force an airline to deliver your suitcase.

But knowing where the suitcase actually is can be enormously helpful when dealing with baggage services.

Ensure trackers and batteries comply with current airline rules.

37. IF YOUR LUGGAGE DOES NOT ARRIVE

Report missing luggage before leaving the baggage hall.

Obtain the airline's official baggage irregularity report — commonly known as a PIR, Property Irregularity Report.

Keep:

• the reference number;

• baggage tags;

• boarding passes;

• receipts for essential replacement purchases;

• and screenshots of tracker locations where useful.

Contact us as well.

We can often assist with the practical logistics of getting delayed luggage to you once the airline locates it.

38. CONNECTIVITY AND OUR WHATSAPP GROUP

For most tailor-made journeys, we create a dedicated WhatsApp group approximately one week before travel.

It becomes our principal rapid operational communication channel.

We use it for:

• transfer information;

• meeting times;

• operational updates;

• changes;

• questions;

• and rapid problem-solving.

Please:

• join the group;

• verify that we have your correct number;

• check messages;

• keep your device charged;

• and maintain connectivity where reasonably possible.

Of course, many of the wonderful places we send people are wonderful precisely because there is no signal.

We understand that.

Check messages when you reconnect.

39. IF SOMETHING IS WRONG — TELL US NOW

This is perhaps the most important paragraph in the entire Travel Guidance.

BEFORE TRAVEL, WE CAN FIX IT.

DURING TRAVEL, WE CAN CHANGE OR CORRECT IT.

AFTER TRAVEL, WE CANNOT GIVE YOU THE MISSED EXPERIENCE BACK.

If something is wrong, tell us immediately.

The room is not what was agreed?

Tell us.

The guide has misunderstood something?

Tell us.

A transfer did not arrive?

Tell us.

The dietary arrangements are wrong?

Tell us.

You are unhappy with a service?

Tell us.

Do not remain silent for five days and tell us after returning home.

Most operational travel problems can be solved remarkably quickly while they are happening.

Give us that opportunity.

40. WILDLIFE, NATIONAL PARKS AND SAFETY

Wildlife is wild.

Animals do not know that you paid for a safari.

Sightings cannot be guaranteed, animals cannot be instructed to pose, and wild environments contain inherent risks.

Follow instructions from:

• guides;

• rangers;

• pilots;

• camp managers;

• boat captains;

• and activity specialists.

Never disregard instructions because you believe an animal looks harmless.

41. FOOD, WATER AND DIETARY REQUIREMENTS

Water quality varies by destination.

Follow local guidance and drink bottled, filtered or treated water where recommended.

Tell us about serious:

• food allergies;

• intolerances;

• medical dietary restrictions;

• vegetarian/vegan requirements;

• religious restrictions;

• or other essential needs

during itinerary planning.

Remote camps cannot necessarily acquire specialised products at 24 hours' notice.

42. CLOTHING AND WEATHER

Do not pack according to the temperature you imagine a country should have.

Look at the actual regions you will visit.

A single African journey can involve:

• freezing dawns;

• hot afternoons;

• desert wind;

• tropical humidity;

• rain;

• altitude;

• and very strong sun.

Layers work.

Follow destination-specific packing advice provided with your itinerary.

43. LOCAL LAWS, PHOTOGRAPHY AND CULTURAL AWARENESS

The law of the country you are visiting applies to you.

Pay particular attention to rules regarding:

• photography;

• drones;

• binoculars;

• government buildings;

• military installations;

• border areas;

• airports;

• medication;

• alcohol;

• dress;

• religion;

• public behaviour;

• wildlife products;

• and cultural heritage.

Do not photograph police, military personnel, border installations or sensitive infrastructure unless you know it is permitted.

When unsure, ask.

44. SECURITY AND VALUABLES

Travel sensibly.

Avoid displaying unnecessary:

• cash;

• expensive jewellery;

• watches;

• phones;

• and photographic equipment.

Use safes where appropriate.

Do not store:

• passport;

• all cards;

• all cash;

• and your backup documents

in the same bag.

If one item disappears, you do not want your entire travel life to disappear with it.

45. HIGH-RISK DESTINATIONS

Certain specialist expeditions may travel to destinations or regions subject to official government travel warnings.

We will discuss this specifically before confirmation.

A separate High-Risk Destination Acknowledgment & Informed Consent may be required.

Check insurance particularly carefully.

Many policies become invalid or severely restricted when you voluntarily travel to a destination against official government advice.

Being insured does not automatically mean being insured there.

46. FINAL PRE-DEPARTURE CHECK

During the week before departure, please confirm:

• Passport checked

• Passport copies printed

• Visa/eVisa checked

• ETA/online registration completed

• IATA Travel Centre checked

• TravelDoc checked

• Transit requirements checked

• Health forms completed

• Vaccination certificate packed

• Insurance confirmed

• Emergency contact supplied to us

• Flights reconfirmed

• Baggage rules checked

• Medication packed in hand luggage

• 48-hour emergency clothing packed

• CPAP/medical equipment packed in cabin baggage

• Drone/optical-equipment rules checked

• Payment cards working

• Backup card carried separately

• Paper emergency information packed

• Luggage trackers activated

• WhatsApp group joined

• Travel documents downloaded for offline use

Then you can stop thinking about administration and start thinking about the journey.

THE GOLDEN RULE

Modern travel rewards travellers who are prepared without becoming paranoid.

Our job is to help you make informed decisions, identify potential problems and support you throughout the journey.

Your job is to:

provide us with accurate information, carry the required documents, comply with health and entry requirements, maintain adequate insurance, tell us about relevant personal requirements early, remain reachable where reasonably possible, and inform us immediately when something is not right.

Do those things, and most of the administrative maze becomes manageable.

And always remember:

ORIGINAL + DIGITAL + PAPER BACKUP.

Sometimes the most sophisticated travel solution is still a folded piece of paper in the bottom of your hand luggage.