Please find below a summary of our main booking terms and conditions. These terms and conditions are designed to cover the conditions as laid out by the individual lodges and hotels.
The Client/Traveller shall be responsible for informing African Sojourns (Pty) Ltd (“the Company”) of any bookings, changes, amendments, cancellations in writing to enable the Company to make the required itinerary arrangements. The onus on proof of delivery will be on the Client/Travellers.
Please note:
- That payment of services as arranged by the Company, on presentation of invoice, reflects acceptance of the Company’s terms and conditions.
- At the time of payment, we require a copy of every traveller’s passport.
- We do insist that you take out suitable travel insurance to cover any medical issues and medical evacuation whilst travelling and any unforeseen cancellation.
- Travel in Africa and to safari destinations can mean you are in close proximity to wild animals, including mammals, reptiles, and insects, some of which may be venomous or dangerous. While attacks by such animals are rare, they are inherently unpredictable, and the Company cannot guarantee that such incidents will not occur. The Company, its employees, and agents do not accept responsibility for any injury, loss, or damage that may be caused by any wild animal, reptile, or insect. Guests are advised to follow all safety instructions provided by guides and staff and exercise caution at all times in wildlife areas.
- We confirm that we do store and share relevant personal information to professionally facilitate your holiday arrangements. All parties agree that they will comply with POPI regulations and process all the information and/or personal data in respect of the services being rendered.
Payment terms for flights (and other transport providers):
- The Company’s payment terms are consistent with Airline and other transport providers, requiring full payment at the time of booking.
- Each transport provider has slightly different terms and conditions relating to cancellations and changes initiated by the traveller. This is also dependent on the class of travel. At the time the booking is made, the Company will ensure that you are made aware of these terms and conditions.
- In the event of an airline-initiated cancellation or change, the Company will attempt to ensure that any refunds or flight credits are passed on as efficiently as possible.
- Air tickets must reflect the exact names of the travellers as per their passports. It is the traveller’s responsibility to ensure that the names provided are correct.
Payment terms for Accommodation:
- To secure the accommodation a non-refundable 30% deposit is required on confirmation (50% for groups of 8+).
- Full payment is due 8–12 weeks prior to travel.
- Terms vary depending on season and group size and will be advised at booking.
- Failure to pay on request can result in cancellation even if a deposit has been paid.
- If arranged within 8 weeks of travel, 100% payment is required at booking.
Methods of Payment:
- Payment can be made by EFT or by credit card (Amex, Visa, MasterCard).
- EFT payments must be made into the Company’s official bank account as listed on invoices.
- The Company will not be liable for payments made into fraudulent accounts; verify any requests for changes by phone.
- Payment indicates acceptance of the Company’s booking terms and conditions.
Cancellation terms for accommodation:
- From confirmation to 56 days prior to travel: deposit forfeit.
- From 55 days prior to travel to date of travel: 100% cancellation charge.
- Cancellations during travel: 100% charge.
- Bookings within 30 days of travel: 100% cancellation charge.
Cancellation relating to infectious diseases:
Each hotel has its own terms for cancellation. In some cases, full credit may be offered for future travel; in others, refunds may apply. African Sojourns will charge a 10% service fee on the total booking value for any cancellation due to infectious diseases, even where the lodge provides a refund.
- Government restrictions on non-essential travel.
- Travel advisories for the destination.
- Entry restrictions, border closures, or quarantine requirements.
- Cancelled international flights without alternatives.
- Travellers prevented from boarding due to failed health screening.
- Travellers contracting an infectious disease prior to arrival.
- Hotel closure due to infectious disease restrictions.
Note: Cancellations due to fear of infection or comorbidities are not valid grounds for fee waivers.
Force Majeure:
The Company shall not be held liable for failure to fulfil obligations when prevented by circumstances beyond its control, including natural disasters, war, terrorism, epidemics, strikes, or other unforeseeable events.
Changes to the itinerary after final payment:
Changes after final payment incur a $250 administration fee plus any additional supplier costs, payable before changes are made.
Light aircraft flights:
Light aircraft are commonly used in Africa and are not pressurised. Passengers must disclose medical conditions or weights over 90kg in advance, as this may affect aircraft type or luggage allowances.
Passports and visas:
- Clients are responsible for ensuring passports, visas, and health certificates are valid.
- Passports must be valid for at least 6 months from return date and have at least 2 blank pages.
- Names on tickets must exactly match passports.
- Families travelling with children under 18 to/from Botswana and Namibia should carry birth certificates and supporting documents if parents are not present.
Health:
- Consult your doctor for malaria prevention.
- Yellow fever vaccination is mandatory for East Africa.
Travel insurance:
Comprehensive travel insurance is mandatory. Cover should include cancellation, medical evacuation, and pre-existing conditions. Some private hospitals may require deposits even with insurance; ensure your insurer is recognised by hospitals in Africa. Provide your policy number and emergency contact before departure.
Luggage and weight limitations:
Light aircraft require soft-sided bags within set dimensions. Body weight must be declared. Passengers over 90kg may need to book an additional seat.
Wild Animals:
Trips may bring guests close to wild animals. The Company accepts no liability for injury, loss, or damage caused by wildlife. Guests must follow all safety instructions.
Adrenalin sports and adventurous activities:
Optional activities may carry inherent risks. Participation is at the client’s own risk and the Company accepts no responsibility.
Cell phone and WIFI coverage:
Many areas have limited or no coverage. Satellite phones may be available if booked in advance.
Indemnity:
On arrival at safari camps, guests must sign an indemnity form. Safety briefings and rules must be followed.
Data Protection:
The Company may collect, store, and use personal information for booking purposes in compliance with applicable laws. The Company is not liable for damages resulting from transmission of information over the Internet, except in cases of its own negligence or misconduct.
Company:
The Company is a booking agent and does not own or manage transport, accommodation, or catering services. Information is believed to be accurate, but the Company is not liable for inconvenience, loss, or damage unless due to its proven negligence.
