- Out & About Africa

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

South 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:

12 or more months before date of travel will be held for 60 days
6 - 12 months before travel, it will be held for 30 days
fewer than 6 months prior to travel it will be held for 2 weeks.
A 20% 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.

Groups: 20% 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 insurance to cover cancellation fees.

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

More than 8 weeks notice: deposit forfeited
Less than 8 weeks notice: 50%
Less than 4 weeks notice: 100%
All cancellations are effective only on receipt of written notification
At all times we will endeavour to keep cancellation fee’s below this scale

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 endeavors 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.

The following cases are examples of Lodges excluded in the above scale, and cancellations are charged as below.
Please request individual lodge and hotel cancellation conditions if you require more information.

On receipt of your confirmation a 20% non-refundable deposit is payable. This will secure your booking.
The balance is payable 56 days prior to arrival date.
Cancellations are only effective on receipt of written notification. The following cancellation fees apply:
More than 8 weeks 100% of the deposit,
Less than 8 weeks 100% of the deposit plus 25% of the tour price
Less than 4 weeks 50% of the tour price, less than 3 weeks 60% of the tour price
Less than 2 weeks 100% of the tour price.
In case of a block booking, the final rooming list must be supplied 60 days prior to arrival
Reservations become the full responsibility of the booking agent, if not cancelled in writing and will be subject to the above cancellation policy.

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 unlimited game viewing, 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. This does not include a reasonable amount of camera equipment.

7. Charter Flight Conditions

Included: Aircraft Hire, Included Fuel except stated otherwise, Pilot Fees, Landing Fees, Cross boarder charges applicable to all quoted routes outside Namibia,
Passenger Tax per person at all Airports landed where such tax applies, Pilots’ accommodation and meal
Excluded: Any diversions, for reasons that may affect the safety of the aircraft and its occupants or due to bad weather or any amendment of routes and cost arising thereof for changes requested by clients or booking agent during booked and confirmed flight.
Administration Fees of 20% of the total quoted and confirmed rate will be charged if relevant flight is cancelled within 24 hours prior to departure.
This quotation is subject to aircraft availability upon confirmation. We reserve the right to substitute the confirmed aircraft with a similar standardised aircraft in case of circumstances beyond our control.
Passengers are restricted to NOT MORE than 18kg of soft luggage per person inclusive of their hand luggage on any flights. This is subject to revision and dependant on aircraft type and runways used for your itinerary

8. Proposal

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 you letterhead and signed by the legal representative of your company.