Booking Terms & Conditions

Booking Terms & Conditions2020-03-11T17:40:15+00:00

BOOKING TERMS & CONDITIONS

  1. UNDERTAKING
    Sports Adventure tours (PTY) Ltd undertakes to provide all services offered subject to the terms and conditions set out herein, which terms and conditions are accepted by the traveller.
  2. CONTRACT

All bookings are made by Sports Adventure tours (PTY) Ltd. By booking a tour you acknowledge that you have read, understand and agree to be bound by these Terms and Conditions. If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept these Terms and Conditions on behalf of the other participants in your party. A contract exists between Sports Adventure tours (PTY) Ltd when you receive receipt of both registration and payment online or from email domain @sportsadventuretours.com

  1. DEFINITION
    • Sports Adventure tours and “we”, means: Sports Adventure tours (PTY) Ltd.
    • Traveller and “you” means: Individuals, groups, customers, companies or other legal persons using the services offered by Sports Adventure tours (PTY) Ltd and includes the agents of travellers.
    • Services means: The provision of accommodations and/or transportation and/or meals and/or any and all other travel services, events and activities as offered or provided by Sports Adventure tours (PTY) Ltd and accepted by the traveller. Including Packaged events/travel/tours.
    • Tour/s means: the service as in 2.3 above.
  2. TERMS OF PAYMENT
    • On confirmation of services: a preliminary payment of 50% of the quoted tour price is required with the balance payable 120 days before commencement of services. This preliminary payment is fully refundable for 14 days after which point it is non-refundable. If your booking is made within 120 days of departure, then the full amount is payable at the time of booking and is non-refundable.
    • 120 days before commencement of services full payment
    • 45 days before final rooming list and flight details are required.
    • For tours that include services of certain suppliers with more stringent policies, different payment terms may be enforceable. Details are provided on the specific event page terms & conditions when applicable.
    • Group programs may attract specific payment terms which will be provided when applicable and feature on the specific event page terms & conditions when applicable.
    • Airline reservations, if relevant and included in the tour package
      • Payment immediately on booking.
      • All airfare reservations are arranged subject to the conditions imposed by the respective airline.
    • Sports Events:
      • All sports events (such as Running and Cycling), are arranged subject to the terms and conditions imposed by respective Race Organisers and its affiliates/partners local and international. Each individual and/or group on tour must abide to the specific event terms and condition in order to partake and not be disqualified.
    • Short Lead Bookings: Bookings made within 120-45 days of commencement of services must be accompanied by full payment of the tour plus rooming list. Where circumstances do not permit the timeous receipt of funds, explicit confirmation of transfer of funds will enable us to reserve services. Services are subject to availability at time of booking request.
    • If payments are made in negotiable foreign currency, the payer will be responsible for any short payment resulting from exchange rate fluctuations. The exchange rate applied by the official bankers of Sports Adventure tours (PTY) Ltd on receipt of moneys will be accepted as the applicable rate
    • If the required preliminary payment or final payment is not received by due date, Sports Adventure tours (PTY) Ltd reserves the right to withdraw services.
    • The non-issuing of an invoice or non-payment of deposit will not exempt travellers from these payment terms.
    • Payments may be made online via website wwww.sportsadventuretours.com via the secure payment gateway for relevant packages as stated or deposited directly into the following bank account. Proof of Payment must be sent to yvonne@sportsadventuretours.com for any direct bank deposits.
    • Payment for ZAR (South African Rands) INVOICE to be made in ZAR to following Bank Account:
      • Account Name:                 Sports Adventure tours (PTY) Ltd

Bank:                      Nedbank Ltd
Account Number:            1178315428
Universal Code (Branch)    198765
Swift Code:                NEDSZAJJ
Account Type:              Current / Cheque

  1. CANCELLATIONS
    • GROUP BOOKINGS & SIZES
    • Group cancellations: attract specific cancellation terms which will be provided when applicable.
    • Each trip has a specific set of minimum and maximum number of participants. If a trip has not met the minimum group size by the time that balances are due (120 days prior to departure) then Sports Adventure tours reserves the right to cancel the tour. Though cancellation is a last resort, travellers should be aware of the possibility and refrain from booking flights until given confirmation that the trip is going ahead. In the event, that Sports Adventure tours cancels a trip, full credit transfers or refunds will be issued to the traveller.
    • Sports Adventure tours may cancel a tour at any time prior to departure due to terrorism, natural disasters or other external events that prevent us from safely operating the planned itinerary. If we cancel your tour, you can transfer amounts paid to an alternate tour or receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance or non-refundable flights.
    • INDIVIDUAL BOOKINGS.
    • Individual cancellations made between 120 days prior to inbound travel arrival / or outbound travel departure will result in a 50% cancellation fee being charged per preliminary payment. However; Sports Adventure tours (PTY) Ltd reserves the right to recover any costs incurred or charges received from suppliers up to the date of cancellation.
    • In the event of services being cancelled 119 days or less, prior to arrival, the following cancellation fees will apply.
    • 119 days to 90 days before commencement of services: 80% total quoted price due plus any additional charges levied by suppliers up to date of cancellation.
    • Refunds only apply to travellers who have paid their final balances on time. If you do not pay the balance by the due date and cancel after the fact, Sports Adventure tours will retain your full payment.
    • 89 days before commencement of services: 100% total quoted price due plus any additional charges levied by suppliers up to date of cancellation.
    • No shows’ will be charged 100% of the quoted tour price.
    • Airline reservations: All airfare reservations are arranged subject to the conditions imposed by the respective airline.
    • For tours that include services of certain suppliers with more stringent policies, e.g. Hotels, transport and other services, different cancellation fees will be enforceable. These will be provided when applicable.
    • The non-issuing of an invoice or non-payment will not exempt travellers from these cancellation terms.
    • We recommend that travellers take adequate personal cancellation insurance cover before departure from home.
  2. PRELIMINARY DEPOSIT TRANSFERS
    • If you wish to transfer your deposit from one trip to another (Limited to 1 transfer only) you must notify us at least 160 days prior to your original departure date. A fee of R3,000 per person will apply and will be deducted from your original deposit, Sports Adventure tours reserves the right to charge a higher fee is service providers apply a cancellation charge.
    • If you notify Sports Adventure tours less than 120 days prior to the proposed departure date the refund policy applicable to cancellations will apply.
  3. TOUR INCLUSIONS / EXCLUSIONS AND OPTIONAL ACTIVITIES
    • INCLUSIONS: Only items stated as tour inclusions are included in the tour price
    • EXCLUSIONS: Items excluded and not stated as included in the tour are for the traveller/s own account and Sports Adventure tours accepts no liability for any exclusions
    • OPTIONAL ACTIVITIES: Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your guides in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.
  4. TOUR AMENDMENTS
    • Much care has gone into the composition of programs and tours for travellers, however circumstances such as currency devaluation, fuel surcharges or price amendments by suppliers may necessitate changes in costs and tour programs. Should this occur you would be notified as soon as possible, although Sports Adventure tours (PTY) Ltd does reserve the right to change the itinerary of the tour without prior notice. Notwithstanding that deposits or complete payments have been made, any increases up until the date of departure of arrangements resulting to the above are to be paid by the traveller. If such increases are unacceptable, the traveller may cancel his/her booking, though in so doing he/she is still liable to pay any cancellation charges imposed in the way of cancellation, administration, communication charges etc.
  5. PHOTOS AND MARKETING
    • You give your permission and royalty-free license to Sports Adventure tours to use images of you taken during the trip for advertising and promotional purposes, both in print and digital mediums.
  6. INSURANCE
    • Travel insurance or a signed waiver declining coverage is mandatory for all travellers.
    • Traveller insurance is the traveller/s responsibility and all participants are urged to take out adequate travel insurance.
    • Travel insurance it should cover against personal accident, death, medical expenses and emergency repatriation. We also recommend that it covers cancellation, lost luggage baggage, loss of deposit through cancellation and/or default of the individual principal service providers and participation in relevant sports events, such as ultra-marathon running, cycling or adventures.
    • You must provide proof of travel insurance or a signed waiver declining coverage prior to the trip start date or you will not be permitted to participate in the tour.
    • You acknowledge that the nature of sports tours and adventures are active and participation involves a degree of personal risk and physical fitness capabilities. You may be visiting places where the politics, culture and geography present dangers and physical challenges greater than those present in your daily life and should opt for personal insurance cover, as you deem necessary to cover all risks.
  7. HEALTH
    • Please consult your doctor/pharmacist for specific medical advice, relevant to countries. We strongly suggest that travellers take anti-malarial medication prior to commencing travel to malarial destination
    • Please note that if you are arriving from a yellow fever zone then you will need to provide proof to authorities of the country that you have had a yellow fever inoculation.
    • Clients with specific health problems or specific requirements must notify Sports Adventure tours (PTY) Ltd in advance.
  8. VISAS AND PASSPORT
    • Travellers and/or Agents are required to ensure that all such requirements are attended to as Sports Adventure tours accepts no responsibility in this regard.
    • The Traveller must carry a valid passport and obtain all the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip, or for the length of time specified by your country or the country you are entering. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
    • Passports should also have a minimum of two blank passport pages per country visited. The blank pages cannot include the “endorsement” page at the back of the book. If there is insufficient space in the passport, entry into a country could be denied. If you require a visa, you must ensure that your passport has two blank facing pages – one for the visa and one for the entry stamp. Visitors who intend on travelling back and forth to countries are advised to apply for multiple entry visas.
  9. TRAVELLING WITH CHILDREN
    • AGE REQUIREMENTS
    • Minimum Age: Our Sports Adventure trips are intended as adult trips for all group travel bookings, though exceptions may be made for certain trips for travellers under the age of 18 (minor) who are active in relevant sports and comfortable in an adult environment. Sports Adventure tours reserves the right to approve or deny a spot to a minor, based on GROUP travel profile. All travellers under the age of 18 must be accompanied by a legal guardian who will be responsible for the minor’s day to day care.
    • Maximum Age: We have no maximum age limit though our trips are physically active and participants must ensure that you are capable of participating fully and safely. It is your responsibility to obtain proper and detailed medical advice prior to travel for the latest health requirements and recommendations for your destination.
    • South African law: All children under the age of 18 leaving and entering South Africa will be required to have an unabridged birth certificate to accompany their passport. If the child is travelling with only one of their parents, the parent will be required to provide a passport and unabridged birth certificate, as well as an affidavit or court order stating that they have permission to travel with their child. Should one of the parents be deceased, a death certificate must be produced. An unaccompanied child requires a passport, unabridged birth certificate, affidavit or court order signed by both parents stating that the child has their permission to travel. In addition, certified copies of the identity document or passport of the person the child is staying with in the destination, as well as contact details and physical addresses are required.
  10. FLIGHT BOOKINGS
    • Flight bookings are only made by Sports Adventure tours, when stated as a package inclusion, if not stated as included the traveller is responsible to book their own international or internal flights to coincide with the tour program arrangements.
    • Fares and seat availability are subject to changes and increases at any time prior to a booking created and issue of tickets.
    • For Airlines bookings made by Sports Adventure tours, we require the full names of the passengers as printed on the passports and won’t accept changes once the tickets are booked. For this reason, we require a copy of all passenger’s passport. Sports Adventure Tours does not accept responsibility for incorrect spelling of names, therefore please ensure that you provide us with the accurate information.
    • Group bookings subject to specific policies and payment terms and conditions.
    • Airlines and Charter planes have specific luggage rules and limitations, it is the responsibility of the traveller to adhere to all airline rules, regulations, terms and conditions and ensure adequate insurance coverage relating to all airline flights.
  11. CAR RENTAL

Specific renter terms & conditions apply to each car rental company, read the Car Rental companies T&C’s carefully and ensure adequate insurance coverage.  The renter will be required to supply the following on collection of the rental vehicle.

  • Valid Car Rental Voucher
  • Valid Credit Card.
  • Please note that a rental deposit in the form of a credit card authorisation will be taken at the time of rental to cover any additional charges incurred during the rental. The renter needs to produce a recognized bank credit card. No Debit Cards, including Maestro and Electron are accepted.
  • Passport (International Visitor)/Passport or Identity Document (SA and SADC Residents).
  • Valid unendorsed driver’s licence and International Driving licence as applicable.
  • Foreign Driving licences are acceptable provided the language used (printed thereon) is English and there is a photograph present. Should a licence be in any other language, other than English, we require an International Driving Licence to be produced at commencement of the rental or an official translation by a consulate / embassy.).
  • Home Address and Telephone Number.
  • Local contact details.
  • Drivers under the age of 23 years are permitted, provided they have been in possession of a valid unendorsed driver’s licence for a minimum of 2 years. A Young Driver Daily Surcharge will apply. South African residents must be a minimum of 23 years of age.
  1. AIRPORT TRANSFERS
    • In the event of flight number change or incorrect flight details received from the agent/traveller. Sports Adventure tours will endeavour to amend transfer arrangements but will not be held responsible for loss of service or additional charges occurred should the service be unavailable due to late notification.
  2. GUIDED TOURS, AURTHORITY AND EXCURSIONS
    • These may be conducted by multilingual Tour Guides.
    • AUTHORITY ON TOUR
    • Our group tours are run by at least one and typically two experienced group leaders with one serving as the Tour Leader. The decision of the Tour Leader is final on all matters related the safety or well-being of all trip participants. If you fail to comply with a decision made by the Tour Leader or interfere with the well-being of the group, the Tour Leader may direct you to leave the trip immediately, with no right of refund or compensation. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited.
  3. PRIVACY POLICY
    • I confirm I have read and agree to Sports Adventure tours privacy policy protecting traveller rights for data usage
  4. INDEMNITY AND DISCLAIMER
    • Sports Adventure tours (PTY) Ltd, its affiliated companies, agents, and sponsoring organizations act only as agent for the suppliers of transportation, accommodations, events, food, and other goods and services provided to the traveller. All arrangements for transport, accommodations, and services are made upon the express condition that Sports Adventure tours (PTY) Ltd shall not be liable for any direct, indirect, consequential, or incidental damage, injury, loss, accident, death, delay, or irregularity of any kind occasioned by reason of any act or omission beyond its control, including, without limitation, any act of negligence or breach of contract of any third party such as a sports event, airline, cruise line, train, hotel, restaurant, transport, activity provider, ground handler, etc., who is to or does supply any goods or services for the tour. Without limiting the foregoing, Sports Adventure tours (PTY) Ltd is not responsible for any losses or expenses due to delay or changes in schedule, overbooking of accommodations, default of any third parties, sickness, weather, strikes, acts of God, acts of terrorism, war, quarantine, criminal activity, or for any other cause beyond its control.
    • South African Safari programs may take travellers into close contact with wild animals. Rangers and guides should brief travellers accordingly, however, neither Sports Adventure tours (PTY) Ltd nor their officers and employees and guides can be held responsible for any injury or accident while on safari.
    • We strongly urge travellers to take adequate personal travel insurance cover before departure from home.
  5. RELEASE OF LIABILITY
    • I, FOR MYSELF, MY PAST, PRESENT AND FUTURE AGENTS, ATTORNEYS, REPRESENTATIVES, PREDECESSORS, SUCCESSORS, ASSIGNS, HEIRS AND EXECUTORS, DO HEREBY WAIVE, RELEASE AND DISCHARGE Sports Adventure tours, ITS PAST, PRESENT AND FUTURE OFFICERS, DIRECTORS, AGENTS, ATTORNEYS, AND ANY MEMBERS OTHER THAN MYSELF, PARENTS, SUBSIDIARIES, PREDECESSORS, SUCCESSORS, AFFILIATES, ASSIGNS AND SPONSORS, AND REPRESENTATIVES (OF SPORTS ADVENTURE tours) FROM ANY AND ALL MATTER OF LIABILITY, CLAIMS FOR DAMAGES, CAUSES OF ACTION, SUITS, PROCEEDINGS, COMPENSATION, ATTORNEYS’ FEES, COSTS AND EXPENSES OF SUITS, CLAIMS AND DEMANDS WHATSOEVER, WHICH MAY ARISE FROM MY PARTICIPATION IN ANY ACTIVITY OR EVENT WITH IS IN ANY WAY AFFILIATED WITH Sports Adventure tours, INCLUDING, BUT NOT LIMITED TO ANY AND ALL CLAIMS. LOSSES OR LIABILITIES FOR DEATH, PERSONAL INJURY, PARTIAL OR PERMANENT DISABILITY, PROPERTY DAMAGE, MEDICAL OR HOSPITAL BILLS, THEFT OR DAMAGE OF ANY KIND, INCLUDING ECONOMIC LOSSES, WHICH MAY ARISE OUT OF OR RELATE TO MY PARTICIPATION IN OR TRAVELING TO AND FROM A Sports Adventure tours EVENT OR ACTIVITY. I HEREBY ASSUME ANY AND ALL OTHER RISKS ASSOCIATED WITH PARTICIPATING IN Sports Adventure tours events, activities and/or services, INCLUDING CONTACT OR EFFECTS OF OTHER PARTICIPANTS AND EFFECTS OF WEATHER INCLUDING COLD, HEAT AND HUMIDITY. I AGREE NOT TO SUE ANY OF THE Sports Adventure tours PARTIES FOR ANY AND ALL CLAIMS MADE OR LIABILITIES ASSESSED AGAINST THEM AS DISCHARGED HEREIN. I FURTHER INDEMNIFY AND HOLD HARMLESS THE Sports Adventure tours PARTIES FROM ANY AND ALL CLAIMS MADE OR LIABILITIES ASSESSED AGAINST THEM AS A RESULT OF (I) MY ACTIONS OR INACTIONS (II) THE ACTIONS, INACTIONS OR NEGLIGENCE OF OTHERS INCLUDING THOSE PARTIES HEREBY INDEMNIFIED (III) THE CONDITIONS OF THE FACILITIES, EQUIPMENT OR AREAS WHERE THE EVENT OR ACTIVITY IS BEING CONDUCTED AND (IV) AND OTHER HARM CAUSED BY AN OCCURRENCE RELATED TO A Sports Adventure tours EVENT OR ACTIVITY. I GRANT PERMISSION FOR THE USE OF MY NAME AND/OR LIKENESS RELATING TO MY PARTICIPATION IN A Sports Adventure tour AND I WAIVE ALL RIGHT TO ANY FUTURE COMPENSATION TO WHICH I MAY OTHERWISE BE ENTITLED AS A RESULT OF THE USE OF MY NAME OR LIKENESS. I HEREBY AFFIRM THAT I AM EIGHTEEN (18) YEARS OF AGE OR OLDER, I HAVE READ THIS DOCUMENT, I HAVE HAD THE OPPORTUNITY TO CONSULT WITH MY PERSONAL LEGAL COUNSEL SHOULD I SO DESIRE, THAT I WAS NOT FORCED OR COERCED INTO AGREEING TO THIS DOCUMENT, AND THAT I UNDERSTAND, ACKNOWLEDGE AND AGREE WITH CONTENTS HEREIN.
  6. JURISDICTION
    • The law of the Republic of South Africa shall govern the relationship between Sports Adventure tours (PTY) Ltd and the traveller and the Courts of the Republic of South Africa shall have sole jurisdiction in respect of any claims and/or disputes which may arise between Sports Adventure tours (PTY) Ltd and the traveller, or Agent.

 

 

 

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