Booking Terms

1. Costs

All costs are correct at time of quotation but may be subject to amendment in the event of unforeseen increases outside our control, such as alterations in government legislation. Net Unit Rates include VAT but are exclusive of any commission

Meal costs are for standard meals, unless otherwise specified in the proposal. Drinks are not included in any meal costs and are to be settled directly

2. Availability

Southern  Africa has a quality, but limited tourism infrastructure and demand for flights, accommodation, transfers, venues and activities often exceeds capacity. It is therefore essential to provide us with confirmed dates and numbers as soon as possible so that we may secure and guarantee required services well in advance.

3. Bookings & Payment Policy

Provisional bookings made:

Will be held for 14 days
Whereafter we will endeavour to extend it as required. During peak seasons / high demand dates, we may not be able to extend provisional booking
A 20% - 30% non-refundable deposit for confirmation of a booking. The balance of payment should reach us 8 weeks prior to arrival in South Africa. No documents will be handed over if we have not received full and final payment before client’s arrival in South Africa.  The % is based on which lodges are booked as some properties require up to a 50 % deposit to secure a booking.  We then average out the deposit value.
Groups: 20% 30%of the estimated total revenue is payable as a deposit to secure all bookings. The outstanding balance is due 75 days prior to the arrival of the group. A service fee of 10% will be charged on outstanding extras incurred during the programme not settled on-site.

We require a SWIFT transfer directly to our Bank Account as payment

In case of a block/group booking, the final rooming list must be supplied 60 days prior to arrival.

Our offer is based on the information given; deviations may result in a change in our offer. We furthermore advise that our offer is based on currently known prices and is only valid for quoted period unless the travel date that is booked falls within a different season (i.e. low or high) to the originally quoted season. We reserve the right to adjust our offer, should there be any increases in costs which are beyond our control.
Please consult your General Practitioner concerning Malaria Prophylactics.

4. Cancellation Policy

Please take out additional adequate insurance to cover cancellation fees and all eventualities.      

In the event of cancellation of part or the whole programme the following applies:  

Individual lodges, hotels and guesthouse polices are stipulated on your quotation
At all times we will endeavour to keep cancellation fee’s as low as possible.
Cancellations are only effective on receipt of written notification. 
Reservations become the full responsibility of the booking agent, if not cancelled in writing and will be subject to the above cancellation policy.            
 

PLEASE NOTE that certain areas and Lodges have less lenient refund conditions as well as Community and Conservation levies that will not be refunded. We will, wherever possible, advise our guests thereof and will use our best endeavours to recover as much of such moneys as possible.
In the event of a group booking, when numbers drop, the scale of costs will be charged at the new and final passenger count PLUS the relevant scale of cancellation fee costs on accommodation and services. Please factor this in when working out cancellation fees.

5. Fuel / Oil Policy

Pricing is linked to fuel prices and is based on currently known rates. We reserve the right to charge a fuel levy should the price of fuel increase.

6. Includes and excludes

Self drive tour includes: Accommodation as specified, Meals as specified, Info pack
Self drive tour excludes: Meals other than specified, Activities other than specified, Guide and Driver, Park Entrance Fees and recommended tours and activities, Items of a personal nature, Gratuities (Out and About Travel considers gratuities to be at the discretion of the client),Flights, Drinks and Laundry
Guided tour includes: Accommodation as specified, Meals as specified, Vehicle and Guide with, Park Entrance Fees, Cold Water while travelling
Guided tour excludes: Meals other than specified, Items of a personal nature, Gratuities (Out and About Travel considers gratuities to be at the discretion of the client), Flights, Drinks and Laundry
Coach tour includes: Accommodation as specified, Meals as specified, Coach and English driver / guide with unlimited game viewing Park Entrance Fees, Cold Water while travelling
Coach tour excludes: Meals other than specified, Items of a personal nature, Gratuities (Out and About Travel considers gratuities to be at the discretion of the client), Flights, Drinks and Laundry
Notes:

PLEASE CHECK YOUR CLIENTS' VISA REQUIREMENTS. OUT AND ABOUT TRAVEL CAN NOT BE HELD RESPONSIBLE FOR REFUSAL OF ENTRY INTO SOUTH AFRICA or any Country FOR ANY REASON WHATSOEVER
Baggage allowance is restricted to 20kg per person in a SOFT BAG does this refers to small aircraft flights or regular flights as well. This does not include a reasonable amount of camera equipment.

7. Charter Flight Conditions

Please check the conditions as well as luggage conditions carefully.  Separate luggage transfers can be arranged if required
What is very important is soft bags as hard shell suitcases do not fit into the hull of small aircraft. 
Luggage restrictions vary but are more restrictive than your International flight. 
Our proposal and all its creative elements remain the property of Out and About Travel. We request you to treat the proposal as confidential and for your exclusive use - not be to distributed to a third party without our permission. This is an ethical position, which we are sure you will understand.

9. General Force Majeur

The performance of this Agreement by either party is subject to acts of nature, government authority, disaster, strikes, acts of terrorism, war, civil disorders, or other emergency in the country of residence and / or destination any of which make it illegal or impossible to provide the facilities and / or services for this program. It is provided that this agreement may be terminated for any one or more of such reasons by written notice from one party to the other. In the event that the group cancels, all monies received will be carried forward to the same group and the same number of participants, provided travel falls within a 12 month period. Should you be in agreement please let us have an official confirmation on your letterhead and signed by the legal representative of your company.