Since the onset of the Covid pandemic, much has changed in the hospitality and tourism industry affecting traveling arrangements, testing procedures and quarantine protocols. In light of these changes, we have adopted more flexible terms and conditions in an attempt to be more accommodating towards our clients and other service providers.
Thank you for your support, we appreciate your understanding.
Please read through our updated Covid terms and conditions standard below and let us know if anything might be unclear or problematic.
NEWLY ADOPTED COVID RELATED TERMS AND CONDITIONS
1. If a tour/safari is postponed, we will endeavor, where possible, not to increase your quote but this does depend on assistance from our suppliers and their respective policies.
2. If the tour is postponed to the following year, there is the possibility of a small extra cost/ increase due to seasonal or annual rate increases.
3. If a tour is postponed from now, or for up to 5 years from now, your deposit will be held in trust and credited to your next booking.
3.1 Your credit voucher is calculated on your deposit paid minus any cancellation, postponement and admin fees incurred.
4. An admin fee will be charged on any postponement (of a tour outside of 60 days from the intended date of travel). This fee is calculated at 2% of the new postponed tour amount invoiced once the tour has been re-booked. This will be added to the invoice accordingly. Every postponement will incur an admin fee in similar fashion.
4.1 For tours including bookings to Botswana and Zimbabwe, the admin fee for this section of the tour is calculated at USD$20 per person per night (minimum charge of USD$ 100 per person). Not applicable to children under the age of 18.
5. Any tour that is cancelled without it being postponed, will forfeit the non-refundable deposit amount to the value of 20% of the tour price, and will not be refunded, as explained in our standard Terms and Conditions.
6. The refund on any cancellation of a fully paid tour, will depend on the specific supplier cancellation policies, but we will endeavor to refund as much as possible. Note that the 20% non-refundable deposit will be forfeited as explained above.
7. Each cancellation is treated separately, and we negotiate with suppliers to ease their cancellation policies on a case-by-case basis.
SPECIAL ARRANGEMENTS
1. Our hope is that despite of the global Covid restriction, that you will still be able to travel as you have booked. We will continue to offer assistance with the amendment of bookings, free of additional charge, once we’re within 60 days of your planned travel dates. This will remain our policy while travel bans, and quarantine regulations make travel from the originating country of travel unfeasible.
2. While we are aware that you may be anxious about your intended travel dates beyond this timeframe, we would like to encourage you to “wait” as long as possible before postponing your trip. Things change daily and you may well be able to travel as planned. If you would like to pre-emptively amend your travel dates and postpone your trip in advance of 60 days, we are happy to do so, however this will incur an admin fee, as explained. This ensures we are able to make the changes to your booking while still giving the necessary attention to the bookings originally postponed within the 60-day timeframe, as these take precedence based on being considered short notice.
3. We are happy to negotiate with suppliers on your behalf as best we can, however such postponements will be subject to their respective company policies. It is worth noting that tours postponed outside of the 60-day window, are more likely to incur a rate increases in order to move bookings, as opposed to those amended last minute due to imposed restrictions and travel bans.
4. Please note that we will require reasonable evidence, in written statements and/or documents to support the reasons given for cancelling your booking. Any other reasons for cancellation will be subject to our Standard Terms and Conditions.
5. All existing and new bookings will be treated on a case-by-case basis, and we endeavor to provide the best possible solution to ensure you are well looked after, and most importantly, to ensure you are able to enjoy your holiday after all.
Our standard terms and conditions agreement ensures that you enjoy a pleasant time with us and that we all expectations are clear and upfront from the start.
Please read through our standard terms and condition below and let us know if anything might be unclear or problematic.
CONTRACT
1.1 The contract will become effective as from the date the invoice is completed and the deposit, referred to in Clause 2.1, is received by Wings and Wheels tours, hereinafter referred to as The Company.
1.2 The contract is subject to the Namibian Law.
1.3 Any person making a reservation as per Clause 8.4 accepts the standard terms and conditions as set out in the agreement.
HOW TO BOOK
2.1 A 20% deposit of the full amount due, is required to confirm any reservation and is to be done by the agent or client (see Clause 8.1) in writing or by e-mail.
2.2 The Company must receive the balance of the contract price no later than 42 days (6 weeks) prior to departure.
2.3 If The Company does not receive the full contract price 42 days (6 weeks) before the departure date, The Company may cancel the reservation and retain whatever deposit or other funds it has already received from The Client or his agent.
PAYMENT
3.1 The payment options will be provided upon confirmation of a booking.
OUR CANCELLATION POLICY
4.1 Any cancellation of a confirmed booking must be done in writing (email) to The Company whereupon cancellation charges as per Clause 4.2 will apply.
4.2 The notice period is calculated from the date of the cancellation to the start date of the tour/safari booking.
4.3 The following cancellation fees, as a percentage of the fully quoted price, will become payable in case of any cancelled travel:
4.3.1 Notice Period: 42 days or more – Forfeit 20% (deposit forfeited)
4.3.2 Notice Period: 29 – 41 days – 50% of Full Quoted Price Payable
4.3.3 Notice Period: 15 – 28 days – 75% of Full Quoted Price Payable
4.3.4 Notice Period: 0 – 14 days – 100% of Full Quoted Price Payable
4.4 No refund will be made by The Company if, for any reason, inclusions or parts of the tour cannot be carried out / or utilized. These would include all sundries including meals, game drives, accommodation etc. This would also apply to any client who has booked a tour but fails to undertake the tour for whatever reason.
OUR CHANGES POLICY
5.1 If a booking is changed to an earlier date than originally reserved, The Company will endeavor to change it. If the booking is for a later date, charges as per Clause 4.3 may apply.
5.2 For Covid related travel restrictions and changes, please review our updated Covid Terms and Conditions.
PRICE CHANGES
6.1 The Company reserves the right to increase the price of any tour prior to departure due to factors beyond the control of The Company, these may include, but are not limited to increases in fuel prices, new Government legislation, accommodation price increases, fluctuations in exchange rates, etc.
6.2 If The Company announces an in increase in the tour price as stipulated under Clause 6.1, such additional amount must be paid to The Company before the departure of such tour, failing which, The Company will have the right to cancel the tour and claim the charges as explained under Clause 4.1 to Clause 4.4.
CHANGES TO ITINERARIES
7.1 The Company shall at any time have the right, in its entire discretion, to alter the terms of the booking in relation to the route, timetable, itinerary and accommodation. The Company shall, however, make every effort to offer The Client an alternative tour of a comparable standard.
7.2 Should the alternative be of a lesser standard, The Client will be refunded the difference, but should there be an increase, The Client shall have the right to either reject the alternative and obtain a refund of the relevant portion of the original contract sum, or to accept the alternative and pay the increased cost.
7.3 In the event of The Client rejecting the alternative tour and claiming a refund, such rejection will be treated as a cancellation and the refund will be calculated according to Clause 4.3 hereof.
7.4 The Client shall have no claim against The Company for any damages arising out of the alternative booking.
RESPONSIBILITY AND LIABILITY
8.1 Neither The Company, nor any person acting for or on behalf of The Company, shall be held liable for any loss or damage whatsoever, arising from any cause whatsoever and without restricting the generality of the foregoing, shall in particular not be held responsible for the loss or damage arising from any errors or omissions contained in its brochure or other literature, late or non-confirmation or acceptance or bookings, loss or damage caused by delays, sickness, injury or death, whether occasioned by negligence or not.
8.2 The Company shall have the right at any time at is sole discretion, to cancel or, for the remainder thereof, to make an alteration in the route, accommodation price or other details. This would include any event of any tour being rendered impossible, illegal, or inadvisable by weather, avalanches, strike, war, government, or other interference or due to any other cause whatsoever. The extra expenses incurred as a result thereof shall be the responsibility of The Client.
8.3 The Company may at its discretion and without liability or cost to itself at any time cancel, or terminate, a client’s booking and in particular, without limiting the generality of the foregoing, it shall be entitled to do so in the event of illness or the illegal or incompatible behavior of any client undertaking the tour, who shall in such circumstances not be entitled to any refund.
8.4 Any person making a reservation with The Company under Clause 1.1 warrants that he or she has the necessary authority to enter into this contract on behalf of the person or persons included in such a booking. The person making the reservation shall be liable for the total amount due to The Company.
CLIENT’S OBLIGATIONS
9.1 It is the onus and responsibility of The Client to obtain the necessary comprehensive insurance before departure for any possible cancellations, medical expenses, protection or personal property and money.
9.2 The onus is upon The Client to ensure that passports and visas are valid for the duration of the safari. The Company cannot be held liable for any necessary visas or other travel documents not held by clients. In the event of The Client not having the necessary documentation to enter any area or country The Company shall reserve the right to leave The Client at the point of entry of such area or country. In such an event, The Company will not be held responsible to The Client for further travel arrangements.
9.3 The onus is upon The Client to ensure that the SARS-CoV-2 PCR tests are done prior to commencement of the safari and valid on arrival in accordance with the requirements of the country of intended travel and for the airline with which The Client will travel. The same applies for any necessary testing for departure. The costs of any such COVID testing will be for The Clients own account. While The Company can assist with arrangements for testing in-country, The Company will not be held responsible to The Client for such arrangements and with regards to return time of test results.
9.4 Should The Client need to undergo mandatory quarantine once in-country with regards to the SARS-CoV-2 virus, either on arrival as called for by the authorities or due to testing positive once in-country, this will be at The Clients own expense.
HEALTH AND PERSONAL SAFETY
10.1 The Client shall be reasonably fit to undertake the tour.
10.2 Anti-malaria precautions should be commenced prior to tour departure. A medical doctor should be consulted for advice.
10.3 Tours offered by The Company cover a wide spectrum of the African landscape and neither The Company, its employees or agents can be held responsible for any injury or other related incidents whilst on the tour / safari.
10.4 The Company cannot be held responsible for any client who falls ill or contracts the SARS-CoV-2 virus while in-country. The Client accepts that travel is at own risk.
BAGGAGE
11.1 Clients are limited to one soft sports type bag per person with a maximum weight of 20 kilograms. This includes photographic equipment and hand luggage.
11.2 Due to the rugged terrain, The Company cannot be held responsible for damage or loss of any personal items including bags, contents of bags or photographic and related equipment.
11.3 The Client is responsible to ensure that all bags are dust proof.
AIRLINE AND CAR HIRE
12.1 The Company will act as the agent of The Client when booking The Client with a car hire company, an airline or air charter service. The Client therefore contracts with the ca hire company, airline, or charter service and not with The Company.
12.2 Charter flights are normally operated by smaller type aircraft such as Cessna 210. Luggage is strictly limited to 10-15 kgs (depending on terms of particular airline used) per person in soft hold all type bags. Due to the desert heat, it is not safe to overload aircraft thus this limit needs to be strictly controlled.
