The quote is always subject to availability at the time of
confirmation.
Confirmation of the hotels/services are initiated only upon
receiving
the formal acceptance of quotes.
In case if there are any surcharge applicable for the required
dates,
we'll be able to advise the same only at the time of confirmation.
If the proposed hotels are not available, an alternate option of a
similar category of hotels will be proposed.
The quotation might not apply to certain block-out dates falling
over
Christmas, New Year, Easter, Local School holidays, or during special events taking
place in certain cities or regions, and it is not limited to the above; applicable
surcharges may occur at the time of booking and confirmation.
Should any of the following change, a new quote shall be provided:
Date of travel
Number of pax
Accommodation type / category
Duration of stay and vehicle size.
The transfers for the tours are always booked for a certain time
period
– Half day OR Full day. It is advisable to depart strictly as per time mentioned on
the
final itinerary, any extra hours spend due to any delay from guests’ end will
attract to
supplement cost which should be paid to the driver directly)
It is advised to take care of your belongings and must not leave
anything after the completion of the tour/transfer in the vehicle. In case the
guests
leave anything and want it to be delivered to them, it will attract to a supplement
cost
which should be settled beforehand.
In case of ‘direct’ transfers, like Point to Point or Airport
transfers
– any stops or deviations enroute will attract a supplementary cost. Also no delays
will
be permitted under any circumstances.
Please be advised of the following restrictions, which might apply
during the Festive Season (roughly between 15 December and 15 January):
Block-out dates
Minimum stay periods
Surcharges on certain public holidays
Possible closures of attractions or restaurants on certain public
holidays
Contracted rates not being honoured by the hotels/lodges, resulting in
higher
package rates
The rates quoted are always subject to change without prior
warning,
should there be any increases in bed levies, airfares, park fees, fuel, sales tax or
VAT, Third Party Services, exchange rate fluctuations or any other circumstances
beyond
our control for services.
All guests must take out comprehensive travel insurance covering
them
for personal effects, personal accident, medical and emergency travel expenses,
cancellation and curtailment.
The Standard Check-in time is 2pm & Standard Check-out time is
11am.
Early check-ins & Late Check-outs can be requested however it is at the discretion
of
the hotels and cannot be guaranteed.
Foreign passport holders require a minimum of two (2) blank visa
pages
in their passport for each entry/exit for an immigration stamp. If there is
insufficient
space in the passport, entry will be denied & the person is likely to be detained
pending return to their country of origin.
Vehicle types (same as accommodation) are subject to availability
and
may be changed during the course of the tour for other similar vehicle categories
without guaranteeing any specific model or make; requests for a specific make or
model
may result in surcharges
Requests for vehicle use over and above the specified hours or use
after completion of the indicated half- or full-day allocation will result in
surcharges
From time to time, certain tourist attractions may close for
annual
maintenance, private functions, festivals or other reasons which might not be known
to
us at the time of quoting & will only be known at the time of confirmation.
We do put a request to the hotels for a Double of Twin Rooms as
per
the requirement of the guests however in certain cases it is beyond our control & is
subject to availability at the time of check-in.
The special request meals cannot always be guaranteed, as all
towns
don’t necessarily have those restaurants, or there might be a very limited selection
of
restaurants.
An additional surcharge of R500 will be applicable of on any
pick-up
or drop off transfers between 8PM to 7AM.
We provide the vehicle based on a specific amount of luggage per
Adult
i.e. One x full size and One hand luggage & one medium size luggage for the
children. In
case the guests are travelling with extra luggage, they will have to pay extra for
the
trailer or an alternate bigger vehicle.
The majority of your driver/guide’s income comes from tips.
Tipping is
therefore highly recommended in Africa. We recommend about USD 5 - 10per person per
day
for your driver/guide.
In case there any damage to the vehicle by the guests, e.g.
Spilling
of any drink which leaves a stain on the seat cover, pushing or pulling the vehicle
door
hard in a manner which affects the fitting of the door, or a dent caused while
putting
luggage inside the vehicle or any other way from the client’s end, it will charged
to
the client to fix it.
The following are obligatory requirements without which the guests will not
be allowed to have a self-drive rental car:
A driver must be over the age of 20 and have been in possession of
an
unendorsed driving license for a minimum of 2 years.
A valid unendorsed Driving license (National or International)
written
in English with a visible photograph should be furnished in original.
A valid credit card (must be on a lead drivers name), of which an
imprint will be taken and an amount put on hold for extras/refuelling/incidentals.
Whilst conducting your self-drive itinerary, there are many factors
beyond our control. Africa Incoming will therefore not accept any liability,
responsibility
or claim for compensation, for any incident or accident involving the guests,
vehicle
and/or any third party.
Please be advised that there is a limited number of properties that
allow triple share for adults.
Properties that allow triple share also differ in the way that they
allow a third adult to share. Some of the properties can accommodate the third
person on a sleeper couch whereas other properties have two queen size beds, an
extra bed.
Where properties due to its policy or non-availability, guests
would need to book a double and a single room.
Children between the ages of 0 – 17 are welcome to travel with
Africa Incoming on a request basis and must be accompanied by an adult.
Children between the ages of 18 - 21 are welcome to travel with
Africa Incoming independently but we will need a letter of consent signed by a
parent.
A child of 12 years and older will be charged the full applicable
adult per person rate.
If a child shares with only 1 adult, the child will pay the full
applicable adult sharing rate.
Some accommodation establishments refuse permission to children
under 12 years of age, e.g. certain private game lodges.
Some accommodation establishments only accept children in family
units. These units are often in limited supply and subject to availability.
Acceptance of any child on discounted conditions is therefore subject to
availability and confirmation of such units.
At some lodges, Children under 6 years of age are not allowed to go
on game drives. Some of the lodges do offer baby-sitting facilities at an additional
charge if required Guests need to arrange the baby-sitting services upon arrival at
the lodge and need to settle the service directly.
Parents must carry an original birth certificate of their children
(below 18 years) who are travelling along as it might be asked at the immigration on
arrival.
Upon booking a deposit of 50% of the total Land Package cost &
100% for the local flights cost (if booked through us) is immediately payable to us.
Final payment is due no less than 30 days prior to arrival.
Full payment is due immediately for all bookings made less than 30
Days prior to arrival.
We accept EFT transfers, Credit Cards Payment or cash deposited
into one of our bank accounts, subject to the condition that such payment has been
confirmed as received by ourselves.
All Bank charges to be borne by the Payee.
A bank service fee of 1% will be applicable on Bank transfers.
A charge of 3% will be applicable on all VISA/MASTERCARD Credit
card payments.
A charge of 4% will be applicable on all AMEX Credit card
payments.
Failure to remit final payment on the due date will result in
cancellation of reservations, forfeiture of deposits and will result in cancellation
fees.
In some proposals, where the rates are given in a currency other
than ZAR (South African Rand) are subject to change in case of substantial variation
of the exchange rate. This shall be considered at the time of every payment.
All cancellations must be made in writing either by hand, post or
electronic
mail to Africa Incoming. The following fees will apply in the event of the
cancellation.
Less than 60days prior to departure - 30% of total cost
Less than 45days prior to departure - 50% of total cost
Less than 30days prior to departure - 75% of total cost
Less than 14days prior to departure - 100% of total cost
In some cases, more strict cancellation conditions apply, for e.g.
Game lodges,
Luxury Hotels & Villas. Travel arrangements in these cases are subject to booking
conditions and cancellation provisions of the supplier. No refunds will be provided
for no-shows.
Domestic or Regional Flights are non-refundable & therefore if we
cancel it, no
refund will be provided.
The payment of bank fees for credit card payments and/or bank
transfers are the
responsibility of the customer and are strictly non-refundable
> In the case of death or serious illness, special cancellation
terms can be
negotiated if Africa Incoming is presented with an officially approved
death/sickness
certificate, this may not always result in a refund and is subject to our supplies
or independent contractor’s terms and conditions.
In case of any Refunds, you will get a credit note which will be
adjusted in
future bookings
If you need the refunds to be processed in your bank, it will be
actioned within
three weeks after receiving a written email request from your end. In some cases,
it might take a few more days depending on the case.
In cases of cancellation/postponement of the confirmed tours due to
Covid Restrictions, it will be determined on a case to case basis & only a credit
note shall be
provided by Africa Incoming. However, if you would like to cancel the trip, the
booking amount shall be forfeited and the balance will be refunded to your
account.
Each tour package comprises one or more service components: the organization of transport, meals, entrance fees, accommodation and/or other facilities or services. Africa Incoming has no direct day-to-day control over its suppliers. Accordingly Africa Incoming accepts no responsibility for any injury, damage, loss, accident, delay, irregularity and/or inconvenience which may be occasioned by any defect in any object (including a vehicle) utilised by any supplier for the supply of any service or by an act or omission of any supplier or its servants or agents. Africa Incoming shall not be liable for any loss or expense arising from the loss of property, cancellation or curtailment of the tour however caused, save only to the extent that such loss of baggage, cancellation or curtailment was caused by the Africa Incoming negligence. If sickness or accident interrupts a tour, Africa Incoming shall not be liable for any cost or expense arising there from, save only to the extent that such sickness or accident (beyond any reasonable doubt) was caused by Africa Incoming wilful act or gross negligence. Africa Incoming shall not be liable for any refund, either total or partial, of passage money paid.
Africa Incoming recommends the travellers to take out necessary insurance to protect against such eventuality. Africa Incoming needs to receive any claim in writing within 28 days after the end of our services under the contract. Where any payment is made, you will assign to Africa Incoming or our insurers any right you may have to pursue any third party in relation to the claim and provide us with your full cooperation.
In respect of air, sea and rail carriers, land vehicles and hotel owners Africa Incoming liability is in all cases limited as if Africa Incoming were carrier/hotelier within the relevant and appropriate international conventions. Furthermore, all transport is provided subject to the relevant carrier’s conditions of carriage, some of which may limit or exclude their liability to you, often in accordance with international conventions.
Please note our responsibilities and obligations apply only in respect of those services, which Africa Incoming agrees to arrange or provide on your behalf. Africa Incoming cannot accept any liability for any services arranged on your own.
Please note our responsibilities and obligations apply only in respect of those services, which Africa Incoming agrees to arrange or provide on your behalf. Africa Incoming cannot accept any liability for any services arranged on your own.
We will under no circumstances be liable for any claim whatsoever, unless such claim is due to the gross negligence of the Operator and such claim is lodged in writing with us within 30 (thirty) days after the end of the tour program. Under no circumstances will we be liable for any indirect or consequential loss or damage.
Africa Incoming shall not be responsible in case the guests will get stopped at the immigration for interrogation & due to this there might be an extra waiting time (more than one hour) for the driver, the extra cost of which is to be borne by the guests.
In case there is a delay or cancellation in arrival of your International flight, we shall not be responsible for any loss in regards to any missed tours or no show in the hotel (as both will be non-refundable)
In case there is a delay in arrival of your local flight, we shall not be responsible if you miss any tours due to that delay (as tours are non-refundable) & also you might have to bear the extra cost if the driver’s waiting time is more than one hour.
Similarly, in case of the cancellation of your local flight, we shall not be responsible for any losses:
If you will have to buy another flight ticket
If you miss any tours (as they are non-refundable)
If there is no other flight operating on that sector that day, we shall not be responsible for any loss due to no-show in the hotel
There will be an extra cost if you want to book the transport in all the above cases.
Depending on flight arrival times, traffic holdups outside of our control or delays caused by guests not adhering to set departure times, it might not be possible to fit in certain visits, in which case the transport section (and in some cases also the entrance fees) will not be refundable.
Please always consult with us before booking any flights (international, regional or domestic) as you may have to change the routing to suit hotel availability. We will not be held responsible if they do not fit the logistics of the itinerary, and the agent/guests will have to bear the cost of additional arrangements necessary to make logistics work.
If any tour/activity/flight missed due to such delay from the guests end, no refunds will be provided and alternative arrangements will be at an extra cost to be borne by the guests.
Should a problem occur, please advise both Africa Incoming and the service supplier in question immediately, as most problems can be solved on the spot. Should you remain dissatisfied, please write to us setting out the complaint in detail within 28 days of the end of our services under the contract. Africa Incoming cannot accept responsibility for any complaints that are not notified entirely in accordance with this clause. Should any legal dispute arise it must be settled in Johannesburg and depending on which Africa Incoming booking office(s) was/were used for the rendered services.
In the unlikely event of there being an unscheduled extension to the holiday caused by flight delays, bad weather, strikes, epidemic, pandemic or any other cause which is beyond the control of Africa Incoming, it is understood that the expenses relating to these unscheduled extensions, (hotel accommodation etc.), will be for the account of the guests. Africa Incoming accepts no liability for changes, omissions or delays before or during the course of any holiday occasioned by technical difficulties, weather conditions, strikes or communication breakdowns or the like.
The guests must at all times comply with the laws, customs and foreign exchange regulations of all countries visited during the tour. In addition, the guests acknowledge that any disruptive, dangerous or potentially dangerous behaviour during the tour shall not be tolerated and that Africa Incoming, its employees, representatives, agents and/or contractors being so authorised, reserve the right to exclude the guests from the tour at any point therein in such circumstances. Africa Incoming shall not be liable for any costs and/or expenses for the guests resulting from exclusion as aforesaid, and the guests shall not be entitled to a refund or rebate of the tour price or any additional compensation in such instances.
Force Majeure means those circumstances where the performance of our contract with you is prevented or affected by reasons of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, government actions and all similar events beyond our control. In these circumstances, Africa Incoming shall not be liable for any compensation or otherwise responsible for any expenses or losses the guests might incur.
Africa Incoming reserves the right to use any photographs and video taken during the tour for use in marketing or any other advertising material, and the guests hereby consents to such use. The guests further agree that Africa Incoming shall retain copyright over any such photographs and videos taken during the tour and/or used in its brochures and, to the extent necessary, the guests hereby assign copyright in such photographs and/or videos to Africa Incoming.
It is entirely the guests’ duty to ensure that all passports & visas are current, valid, obtained on time and that any vaccinations, inoculations, prophylactics (e.g. for malaria) and the like, where required, have been obtained. Passports must be valid for 6 months and include at least two black pages. Please check the requirements with your travel agent before travelling. Africa Incoming will endeavour to assist the guests but such assistance will be at our discretion and the guests acknowledge that in doing so, Africa Incoming is not assuming any obligation or liability and the guests indemnifies Africa incoming against any consequences of non-compliance. It is the guests’ duty to familiarise him/herself with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements. The guests must ensure that the details supplied to Africa Incoming mirror those details shown on their passport for international travel and ID documents for local travel.
