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Terms & Conditions


Please read the following booking conditions carefully, as they set out the terms and conditions of the contract between you and Out in Africa Tours. We act as booking agents for the suppliers of the component parts of the holiday we organise, and as such, bookings for their services will form a direct contract between you and the relevant supplier, and will be subject to that supplier’s standard terms and conditions.

1) Bookings

Bookings, save for late bookings as referred to hereunder, are confirmed on the condition that a non-refundable deposit, of a minimum of 20% of the total package price, is paid to Out in Africa Tours on booking. You will be advised at the time of booking what payment is required for your particular arrangements. The balance of the cost of your travel arrangements must be paid no less than 10 weeks prior to departure. If your booking is made within 10 weeks of departure, the total cost of your travel arrangements must be paid at the time of booking.

2) Price Changes

a) The costs associated with travel arrangements are not always stable, and currency movements can fluctuate sharply. It is impossible to predict these movements in advance. When you book a package through us, we reserve the right to pass on any surcharges to you. Surcharges may be imposed to cover increases in transportation costs, including the costs of fuel and security charges, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports, or exchange rates applied to the particular package. 
b) Out in Africa Tours guarantees the price of land arrangements, only once full payment is received. 
c) Airfares are subject to the prices and conditions quoted by the particular airlines and cannot be guaranteed by Out in Africa Tours. The onus is on the passenger to check that there have been no changes in these prices before making final payment thereof.
d) Should the client make a group reservation & subsequently the group numbers deviate from the minimum number required for the booking, Out in Africa Tours reserves the right to re-cost the price and raise a surcharge. Should any client refuse to accept and pay such surcharge, it may result in cancellation of the booking and forfeiture of all payments made.

3) Method of Payment

We accept payment by bank transfer or electronic bank transfer  subject to condition that the electronic transfer transmission report or the deposit slip is provided to ourselves and such payment has been confirmed as received by ourselves.

4) Insurance

Travel insurance is mandatory for every client.  In addition, it is strongly advised that all clients take out adequate insurance cover such as cancellation due to illness, accident or injury, personal accident and personal liability, loss of or damage to baggage and sports equipment. Out in Africa Tours will not be responsible or liable if the client fails to take adequate insurance cover or at all.

5) Flight and Other Travel Timings

Flight timings are provided by airlines and are subject to Air Traffic Control restrictions. All means of transportation are subject to weather conditions, the need for constant maintenance, and the ability of passengers to check-in on time. There is no guarantee that flights, ferries, ships, trains or coaches will depart at the times stated on any itinerary or tickets which you receive. All timings are estimates only, and we do not accept any liability for any delay, however arising, or for any schedule alterations.

6) Flight Reconfirmation

It is your responsibility to ensure that you reconfirm the departure date and times of all your flights at least 72 hours prior to departure. This is particularly important in respect of subsequent journeys once leaving your home country and Out in Africa Tours hereby specifically excludes any liability for any delay and/or loss as a result of your failure to reconfirm any flight and/or connecting flight.

7) Documents

a) Documents (vouchers, itineraries, etc.) are only prepared on receipt of full payment of the package price, and signed & completed Booking Form, and will be forwarded to you approximately 10 days before departure..

b) It is important that you check all details of your travel documents (including your itinerary) before leaving. If there are any inaccuracies on any of your travel documents, or should you have any further queries, you should contact Out in Africa Tours immediately. Out in Africa Tours will not be liable for any delay and/or loss occasioned as a result of any inaccuracies on any travel documents once you are in receipt thereof and you have left your home country.

8) Unscheduled Extensions

In the unlikely event of there being an unscheduled extension to the holiday caused by flight delays, bad weather, strikes, or any other cause which is beyond the control of Out in Africa Tours, it is understood that the expenses relating to these unscheduled extensions, (hotel accommodation etc.), will be for the account of the passenger. Out in Africa Tours 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.

9) Changes by You

a) If you wish to make a change to your booking we will endeavour to assist you to make the change wherever this is possible. You will have to pay all charges, whatever kind, imposed by the suppliers providing that component part of your travel arrangements when amending a booking any time prior to departure. Fares will be re-quoted at the time of amendment.
b) An administration fee of R 100 per person will be charged for each amendment and / or cancellation.
c) After departure it is understood that extra expenses incurred as a result of any change will be for the passenger’s account, and any unused service will not be refunded.
d) Amendments and cancellations en route must be made with Out in Africa Tours directly.

10) Cancellation by You

If you wish to cancel your booking you must advise Out in Africa Tours immediately. Any cancellation of a booking, must be in writing and shall only be effective upon its acknowledged receipt by Out in Africa Tours. The date on which Out in Africa Tours receives the correspondence will determine the cancellation charge, if any. You will be liable to pay the following cancellation charges:

57 days or more prior to departure: 20% of the package price

56 days to 43 days prior to departure 30% of the package price

42 days to 29 days prior to departure 50% of the package price

28 days to 8 days prior to departure 75% of the package price

 7 days or less prior to departure: 100% of the package price

Out in Africa Tours reserves the right to charge a cancellation fee of up to 100% of the total package, in its sole discretion, in particular circumstances. Any monies, which you have already paid to us, will be taken by us as payment or part payment of any cancellation charges.

b)  Where your booking includes a special fare, the relevant charges are levied by the airline. In some circumstances this may be 100% of the total fare, regardless of when cancellation is effected.
c) Where your booking is for a package, you will be responsible for all cancellation charges, of whatsoever nature, imposed by the suppliers providing the component parts of such travel arrangements.

11) Our Right to Change Your Travel Arrangements

a) In the event of significant changes to your travel arrangements (such as a change to a lower standard of accommodation to that which is booked) Out in Africa Tours undertakes to advise you thereof as soon as reasonably possible before your departure date to obtain your further instructions in this regard.
b) All other changes are minor changes. A minor change can be made at any time and, if practicable, we will advise you of any such change prior to departure but we are not obliged to do so. Such minor changes may be made by Out in Africa Tours, in its discretion, who will not be responsible or liable for the payment of compensation to you as a result of such minor changes.
c) Every effort is made by Out in Africa Tours to adhere to confirmed itineraries; however, we reserve the right to make changes to your travel arrangements when it becomes necessary to do so. Local conditions in Africa and the active nature of the holidays Out in Africa Tours offers may mean that the itinerary needs to be changed before or during the holiday. This also applies to changes to itineraries as a result of continuing bad weather. The changes could within reason entail departing from a different airport, using a different means of transport, preferably of the same type, and/or a different transport supplier etc. Out in Africa Tours is bound to limit the inconvenience to you as much as possible. The changes to the itinerary referred to could in some exceptional circumstances result in different routes, excursions, accommodation and local transport compared to those stated in the itinerary (or, in the case of escorted tours, in the publication). In this case Out in Africa Tours will offer you alternatives which differ as little as possible from the holiday’s original character. Such changes shall have no consequences for the price, unless otherwise agreed, nor will Out in Africa Tours be responsible or liable for the payment of compensation to you as a result of such changes. It is also possible that Out in Africa Tours reaches a new agreement with you regarding a part of the travel agreement, in which case this agreement shall be regarded as part of the original travel agreement.
d) Should any travel component be confirmed by Out in Africa Tours and this component is cancelled by the supplier for whatsoever reason, then in such instances Out in Africa Tours will accept no liability for the cancellation thereof.
e) Out in Africa Tours reserves the right to cancel a group tour prior to departure due to insufficient numbers or other unforeseen circumstances.

12) Lost/Stolen Flight Tickets

a) The loss or theft of a ticket must be reported to Out in Africa Tours immediately. Certain airlines will not authorise Out in Africa Tours to issue a replacement ticket if such ticket is lost or stolen before the passenger leaves their home country. In the latter instance you will be required to purchase a new ticket, at your own cost, until such time as Out in Africa Tours receives authority from the airline to make any refund to you, which authority could take up to 12 months. Should the airline authorise Out in Africa Tours to issue a replacement ticket Out in Africa Tours will do so and a re-issue fee, per ticket, will be applicable.
b) Should your ticket be lost or stolen in Africa it should be noted that certain airlines will not issue a duplicate ticket and it will be your responsibility to purchase a new ticket in Africa at the local fare. Upon your return to your home country you may make application to Out in Africa Tours for a refund of the amount spent by yourself on the lost or stolen ticket, but it is specifically recorded that any refund will be entirely at the discretion of the airline concerned which may take up to 12 months to authorise.
c) It is your responsibility to report the lost or stolen ticket to the police and to provide Out in Africa Tours with the proof of such report if required.

13) Airline Refund Procedures

a) Refund policies of the various airlines vary greatly. Tickets returned to Out in Africa Tours will be presented to the relevant airline for assessment. Should a refund be authorised, such refund will be made to you, less any cancellation or administration charges.
b) Refunds may take several months to process although this time frame cannot be guaranteed by Out in Africa Tours
c) Unused tickets must be returned to Out in Africa Tours for a refund within one year from the date of issue or they will be regarded as expired by the airline and have no refund value.

14) Complaints

a) In the event that you have any reason to complain, or experience any problems with your holiday whilst away, you must immediately inform the supplier of the services in question.
b) If you are still dissatisfied, you must notify Out in Africa Tours immediately to enable us to resolve the problem. Failure to give us the opportunity to resolve any problem at the time it occurs may result in either a reduction, or complete extinction, of any rights which you may have to claim compensation.
c) If you remain dissatisfied, contact Out in Africa Tours within 28 days of the unsatisfactory service, giving your booking reference and full details of your complaint on email:
d) Whilst every effort will be made to resolve your complaint to your satisfaction, it is specifically recorded that Out in Africa Tours in no way accepts liability for any claim.

15) Passports, Visas and Health

It is entirely the clients duty to ensure that all passports & visas are current, valid, obtained on time and that any vaccinations, innoculations, prophylactics (e.g. for malaria) and the like, where required, have been obtained. Passports must be valid for a number of months after return to your home country. Please check the requirements before travelling. Out in Africa Tours will endeavour to assist the client but such assistance will be at Out in Africa’s discretion and the client acknowledges that in doing so, Out in Africa Tours is not assuming any obligation or liability and the client indemnifies Out in Africa Tours against any consequences of non-compliance. It is the clients duty to familiarise him/herself with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements. The client must ensure that the details supplied to Out in Africa Tours mirror those details shown on their passport for international travel.

16) General Information

a) Taxes: Out in Africa Tours will advise you of all mandatory taxes, which you must pay before departure. However, many countries charge departure taxes that can only be paid locally. It is therefore recommended that you retain sufficient local currency to meet such charges. Details of departure taxes can be obtained from the relevant airline when you reconfirm your flight details.
b) Special requests: We can pass on any special requests that you may wish to make at the time of  booking, but acceptance of such requests is at the discretion of the airline or other supplier and in no circumstances are special requests guaranteed. Confirmation that a special request has been noted or passed on to the supplier, or the inclusion of the special request on your confirmation invoice or any other documentation, is not confirmation that the request will be met..
c) Medical Problems: If you or any member of your party has any medical problem or disability which may affect your holiday, you need to give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation. We reserve the right to cancel the reservation should we become aware of any such medical problem or disability which has not been disclosed.
d) Renovations: Hotels undergo renovations from time to time and take all possible steps to limit disruption to their guests. We will not entertain complaints or requests for refunds if a hotel is carrying out renovations whilst a guest is resident. If we are specifically advised of renovation  work, dates may be provided. It is important to remember that these are subject to change and we are not always notified..
e) Charges to your credit card: Any charges made to your credit card whilst away are your responsibility. Out in Africa Tours will not be responsible, nor accept responsibility for having these charges reversed or corrected upon return to your home country.
f) Drivers Licence: Even if you have obtained an international drivers licence, please take your national driver’s licence with you.
g) Confidentiality: Subject to statutory constraints or compliance with an order of court, Out in Africa Tours undertakes to deal with all client information of a personal nature on a strictly confidential basis.

17) Force Majeure

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected, or you otherwise suffer any damage or loss, as a result of “force majeure”. In these Booking Conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.

18) Responsibility and Limitation of Liability

Out in Africa Tours act as agents only for local suppliers and airlines and accordingly accepts no liability whatsoever for any loss, damage, injury, accident, delay, or any other irregularity howsoever arising. Out in Africa Tours makes every effort to ensure that all the arrangements and services connected with a passenger’s itinerary will be carried out as specified in the most efficient and effective way possible. However, we do not have direct control over the provision of services by suppliers and, whilst they are in all cases selected with the utmost care, we do not accept liability for errors and omissions of such suppliers. The contract in use by such suppliers (which is often constituted by the ticket issued by the Principal), shall constitute the sole contract between the supplier and the client and any right of recourse the client may have, will be solely against the supplier.

19) Jurisdiction of the Magistrate’s Court

Out in Africa Tours shall be entitled, at its option to institute any legal proceedings arising out of or in connection with this contract in any Magistrate’s Court having jurisdiction in terms of Section 29 of the Magistrate’s Court Act No 32/1944 as amended, notwithstanding that the amount in issue may exceed the limits of such jurisdiction.

20) Legal

This document together with Out in Africa Tours’ standard booking form and Out in Africa’s invoice / itinerary constitutes the sole record of the agreement between the parties. No party shall be bound by any representation, warranty, and promise of the like not recorded herein. Client acknowledges that he/she has not relied on any matter or thing stated on behalf of Out in Africa Tours or otherwise that is not included herein. No addition to the Out in Africa Tours standard booking conditions shall be of any force or effect unless in writing and signed by or on behalf of the parties. All costs and disbursements, including legal costs on the attorney and client scale incurred by Out in Africa Tours in recovering any damages and payments payable by the passenger to Out in Africa Tours shall be for the passengers’ account. This agreement shall in all respects be governed by and construed in accordance with the laws of the Republic of South Africa. The passenger hereby consents to the jurisdiction of the Magistrates Court having jurisdiction over its person in respect of all proceedings in connection with this agreement.

21) The Client and Authority

The person requesting such quotations or estimates or making such booking or to whom any service is rendered, is deemed to have read and accepted the Conditions and to have the authority to do so on behalf of the person in whose name the estimate or quotation or reservation is requested and/or provided and/or the person to whom the services are rendered (collectively referred to as “the Client”)