Terms & Conditions

Please read through these booking conditions carefully. By making a booking with Be in Africa Tours & Safaris, and proceeding with making payment, you acknowledge that you have read and understood these terms and agree to them in full.

Quotations, Provisional bookings & Confirmed Reservations

1. Prices quoted in South African Rand (ZAR) for services inside the Republic of South Africa, is payable in South African Rand (ZAR).
2. Prices quoted in United States Dollars (USD) for some services outside South Africa, is payable also in South African Rand (ZAR).
3. For payments by credit card, your quotation will be converted to South African Rand prior to the transaction being processed due to foreign exchange regulations by the South African Reserve Bank. The rate of exchange on the day that the transaction is processed will be used to determine the equivalent Rand amount, with any resulting foreign exchange differences or bank charges being for the client’s account. The South African Reserve Bank prohibits South African companies from taking foreign credit card payments and keeping the payment in foreign currency – the payment has to be converted to South African Rand before it is credited to the recipient, the amount will be converted by your bankers.
4. Should the quotation be converted to South African Rand (ZAR), the invoice will be converted at the Dollar/Rand rate of exchange on the day that the transaction is processed.
5. All provisional accommodation and transport/airline reservations are held for approximately 7 days. We can only hold accommodation on a provisional basis to the extent permitted by each supplier.
6. On acceptance of the final itinerary quote, you will complete a Client Booking & Information Form; affirm that you have read, understand and accept these Terms and Conditions; and return the completed form to us, Be in Africa Tours & Safaris. Any bookings made by us will be considered provisional until availability has been confirmed and the required deposit has been received.
7. If for any reasons, your requested tour or the preferred accommodation or travel dates be unavailable at the time of your booking, we will try to find suitable similar alternatives for you. Rate amendments may result from such alternatives.

Rates amendments

1. Prices quoted are subject to change resulting from cost increases that may occur from time to time such as for fuel, taxes, and currency exchange rates.
2. Prices quoted are per person unless otherwise indicated.
3. Prices quoted for transport via air, water and land are subject to increases until tickets are issued.
4. We reserve the right to amend the quoted rate in the event of preferred accommodation being unavailable, fluctuations in the exchange rate, or unforeseen price increases by third party suppliers such as the National Parks Board, accommodation providers or the government.

Deposit

1. In order to confirm your reservation, we require a non-refundable 30% deposit payment at the time of you making your booking. Failure to do so will result in your reservation automatically being cancelled.
2. For certain bookings or special offers, a deposit of 50% may be required which we will inform you of.
3. If we fail to receive your deposit within 7 days, your provisional reservation will lapse.
4. On receipt of the deposit, we will proceed with confirming all aspects of your tour and we will respond in writing that the reservations are confirmed, and that everything in the itinerary has been booked. We can only confirm your booking once we have received the deposit.

Balance

1. The balance of payment is due 8 weeks / 60 days prior to the commencement date of your itinerary. Failure to pay the balance may result in your booking being cancelled and the deposit forfeited.
2. Bookings made within 8 weeks / 60 days prior to departure are subject to full pre-payment at the time of confirming the reservation.
3. Upon receipt of the balance payment, we will issue your travel documents including travel confirmations, e-tickets (if applicable), vouchers and pre-travel information, within the next 2 weeks.

Payments Methods

Credit Cards:

1. Visa, MasterCard, Diners and American Express for South African Rand (ZAR) payments are accepted. Please note that we do not charge an additional credit card surcharge, but please note all bank fees for international payments are your sole responsibility.
2. Please note that should you have been quoted in foreign currency and wish to settle payment by means of a credit card, that on the day of payment, your quotation will be converted to South African Rand prior to the transaction being processed due to foreign exchange regulations by the South African Reserve Bank. The rate of exchange on the day that the transaction is processed will be used to determine the equivalent Rand amount with any resulting foreign exchange differences or bank charges being for the client’s account. The South African Reserve Bank prohibits South African companies from taking foreign credit card payments and keeping the payment in foreign currency – the payment has to be converted to South African Rand before it is credited to the recipient, the amount will be converted by your bankers.

Bank Transfer/Wire Transfer:

1. You are welcome to settle payment by means of a bank Swift transfer/wire transfer (Please note IBAN’s are not utilized in South Africa).
2. In this instance the amount will be converted by your bankers on presentation of our invoice.
3. It is the client’s responsibility to inform and instruct their bankers that the net invoice/full quoted amount must equal the funds clearing into the Be in Africa Tours & Safaris bank account and that all bank charges, such as transaction fees, wire transfer costs, cash deposit fees, foreign exchange conversion fees and bank routing fees are for your account.

Flights and Payment

1. Please note that in the event of flights being booked and secured by us on your behalf, payment is required by credit card because of the time delay of securing funds to us when paying by bank/wire transfer.
2. The airlines require receipt of full payment for the tickets before they will issue the tickets.
3. In addition to this, when booking flights with us, we require a copy of all passengers’ passports, the page with your full names and picture. Airlines require the full names of passengers as printed on the passports and will not accept changes once tickets are issued. It is a security procedure which will ensure there are no discrepancies. We accept no responsibility for incorrect passport numbers or incorrect spelling of full names. Please ensure that you provide accurate information to us.

Cancellations & No-Shows

Should you need to cancel your booking or any part of it for any reason the following will apply, regardless of the reason for cancellation:

1. Cancellation requests must be in writing to us and are effective only when received by Be in Africa Tours & Safaris.
2. Any reservations cancelled after deposit payment will be liable to cancellation fees according to each service provider’s individual terms and conditions, as they may have stricter cancellation penalties, in which case the third party’s cancellation policy will apply.
3. We may charge an administration fee of R 150 per person for processing each cancellation.
4. As of the scheduled departure date, no refunds will be made for any unused or partially used services such as transport, tours, meals, or other activities.
5. Failure to travel without prior notification is considered a no-show, in which case the entire itinerary reservation is non-refundable.
6. Cancellation fees will escalate in inverse proportion to the time remaining between receipt of the cancellation request and the Client’s scheduled departure date:

Cancellation Fees

1. Cancellation 61 days or more prior to departure – 15% of the full price (half of the 30% deposit)
2. Cancellation 60 days to 49 days prior to departure – 30% of the full price (full deposit)
3. Cancellation 48 days to 31 days prior to departure – 50% of the full price
4. Cancellation 30 days to 15 days prior to departure – 75% of the full price
5. Cancellation 14 days or less prior to departure – 100% of the full price

Important Note: Any reservations cancelled after deposit payment will be liable to cancellation fees according to each service provider’s individual terms and conditions as they may have stricter cancellation penalties, in which case the third party’s cancellation policy will apply.

Refunds

Should you need to cancel your booking or any part of it for any reason; the following with regards to refunds will apply, regardless of the reason for cancellation:

1. Certain activities on your itinerary may be weather dependent, and might have to be cancelled if the weather is not suitable, or for another reason. Examples might include hot air balloon flights, shark cage diving, Table Mountain cableway, Robben Island visits, whale watching boat trips, bush dinners, etc. If it is possible to reschedule the activity to another day on your itinerary, we will try that first (in partnership with the supplier of the activity). Normally there will be no additional cost to reschedule to another day, unless there are price differences outside of our control such as a change to high season rates by the supplier.
2. If it is not possible to reschedule, we will attempt to secure a refund or partial refund from the supplier or third party operator, on your behalf.
3. If the supplier does not offer a refund, we will not be able to offer you any refund either. Some suppliers (such as Robben Island or Table Mountain for example) are known to offer no refunds at all for weather cancellations. This is one reason why you should purchase decent and comprehensive travel insurance.
4. For those suppliers where we are able to secure some kind of refund, we will refund to you whatever net amount we were able to secure from the supplier, less 5% admin fees to cover our transaction costs. Please be aware upfront that you will not receive a full refund for any cancelled activity.
5. For missed flights or transfers, late arrivals or no-shows, and last-minute cancellations or amendments requested by you, no refund will be made. Please ensure that you have comprehensive travel insurance in place with minimal excess.
6. Refunds can only be made in the currency you paid (if applicable), back to the same credit card that you paid with. Refunds by bank transfer will only be done if the trip was paid for by bank transfer, and transaction costs may be deducted by your bank. Fluctuations in exchange rate may cause the amount you receive in your currency to be less than you expected, or what you originally paid.

Client Amendments to Confirmed Reservations

1. If you wish to make a change to your booking, we will endeavour to assist you to make the change wherever this is possible and depends upon on availability of alternative arrangements, as well as the rules and amendment penalties of each supplier.
2. You will provide us with written agreement for any amendments to be made on your behalf.
3. Fares will be re-quoted at the time of amendments.
4. You will be responsible for payment of all supplier fees incurred as a result of any amendments.
5. We may charge an administration fee of R 150 per person for processing each amendment and/or cancellation.
6. Amendments and cancellations en route must be made with our operators/suppliers directly.

Minor Changes to Confirmed Itineraries

1. While we make every effort to adhere to all confirmed itineraries, changes are occasionally necessary in order to maintain your comfort and convenience. Examples of minor changes are: flight re-routing due to weather; revised flight timings of 12 hours or less; type of aircraft; move to similar accommodation due to adjacent construction operations, etc. When known in advance, we will notify you as soon as possible.
2. Minor changes are ineligible for refunds.

Delivery or Non-Delivery of Service

1. You will immediately communicate any difficulties, complaints or non-delivery of service directly to the attention of the third party supplier, as well as to us.
2. You will address any claims regarding delivery or non-delivery of service directly to the third party supplier.

Accommodations

1. Facilities, guest services and amenities are provided at the discretion of the hotel, lodge, camp, etc., and are subject to change without notice.
2. Any additional costs are your responsibility and are payable directly to the facility.
3. Room location, connecting rooms and bedding requests are not guaranteed, and are based upon availability at time of check-in.
4. Accommodation descriptions and photographs do not necessarily depict the actual room in which you will be accommodated. Maps and images may not be exact or to scale, and are for general description purposes only.
5. Room standards are the sole responsibility of the accommodation supplier.
6. Although most accommodations have been experienced by us, ratings provided are based largely on the most recent information provided by the suppliers, and client feedback.

Baggage and Personal Property

1. Baggage checked or carried on board an aircraft or vehicle may be subject to fees based on weight, number and size.
2. You are responsible for ascertaining current baggage policy from carriers.
3. All baggage fees are your responsibility and payable directly to the carrier.
4. We are not responsible or liable for any delay, loss or damage to baggage and personal property.

Travel Visas and Immigration

1. We cannot apply for travel visas on your behalf.
2. Although we will provide assistance as to what is required for any specific country, it remains your responsibility to seek verification from your local embassy/consulate as to current entry requirements, together with the necessary travel documentation based on the country of origin, destination, and any countries in which a stop is scheduled.
3. Visa policies may change at short notice and it is the traveller’s responsibility to check visa requirements. Passports and visas need to be applied for well in advance, if applicable.
4. We are not responsible for you being denied travel to or entry into any country for any reason whatsoever, and are not liable for any claims arising.
5. We are not liable for any advice whatsoever provided by embassies, consulates, travel visa companies, etc.
6. You are responsible for ensuring that passports are valid prior to departure, remain valid for a minimum of six months beyond the scheduled return travel date, and contain sufficient blank pages for attachment of any required travel visas or other official notices.
7. Please read your Tour Booking Confirmation document carefully and bring it along on your safari.

Travelling with Minors

1. If you are traveling with children under 18 on a foreign passport, they do not need an unabridged birth certificate (full birth certificate showing details of both parents) – this regulation was scrapped in November 2019.

2. If you are travelling with a child under 18 on a South African passport, please be aware that they will need an unabridged birth certificate (full birth certificate showing details of both parents). Please apply for this in advance if you don’t have their unabridged birth certificate. In addition, for South African passport holders, a minor travelling with only one parent will need written consent from the other parent in the form of an affidavit, or a court order granting full custody, or a valid death certificate. Adopted children require official proof of adoption.

Health requirements

1. Travel visas and immunisation requirements vary from country to country and you will obtain up-to-date information from its local health department, consulate, etc.
2. No compulsory vaccinations are required for travel to South Africa, but if you are visiting other destinations in Africa before South Africa as well, please consult with your travel clinic or doctor regarding vaccinations. A Yellow Fever vaccine certificate may be required to enter South Africa if you have travelled to countries in Africa where Yellow Fever occurs.
3. The risk of not being able to commence or continue an itinerary as a result of defects or deficiencies in visas or immunization rests exclusively with you.
4. We accept no responsibility for any medical conditions, illnesses, allergic reactions or related incidents that may occur during your tour, even if we have been fully informed about your condition/s.

Indemnity / Insurance

1. Be in Africa Tours & Safaris and its staff accept no liability or responsibility for any damage, injury or loss of any kind whatsoever, including but not limited to death, trauma, disability, injury, property theft or damage, financial loss, emotional trauma, missed flights, missed accommodation; cancellation of your tour or any other such incident as may arise on your tour.
2. By completing our Client Booking & Information Form and booking your tour with us, you agree that you are aware of the inherent risks associated with travel and you further agree to indemnify Be in Africa Tours & Safaris from any claim or liability which may result from any kind of loss, injury or accident which may occur during or after or as a result of your tour. You are participating on this tour entirely at your own risk.
3. All clients are required to arrange their own comprehensive travel insurance and medical emergency insurance. Failure to do so will not influence our cancellation and refunds policy. We advise you to take note of the details of your insurance policy to ensure that it has adequate cancellation and curtailment limits and covers any eventuality, especially for CANCEL FOR ALL REASONS – see this link for important information https://www.forbes.com/advisor/travel-insurance/cancel-for-any-reason/
4. Please add your insurance details on your Client Booking & Information Form. For your peace of mind, we are covered by General Public Liability and Passenger Liability Insurance. We only make use of transport suppliers who are covered by Passenger and Public Liability Insurance.
5. There are several companies providing online travel insurance and emergency medical/accident coverage, please see this Forbes website for tier latest information on companies with the best corona insurance https://www.forbes.com/advisor/travel-insurance/best-pandemic-travel-insurance/ – you can also contact worldnomads.com

Excluded items and spending money

1. Please take careful note of what is included and what is excluded from the price. Your quote and booking confirmation will stipulate which items are included and excluded in the price. There are no hidden fees. Unless otherwise stated, items that are normally excluded are your international flights, airport taxes, visas and border crossing costs, certain meals, alcoholic drinks, curio and personal expenses, gratuities and optional extra activities.
2. Please ensure that you have enough spending money in cash to pay for these items as needed. Payment for optional extras can be made in cash or in most cases by credit card.
3. Credit cards are accepted widely but not everywhere. Foreign currency can readily be exchanged at the airport and in most banks. USD is accepted almost everywhere but not in South Africa, credit cards are accepted almost everywhere in South Africa.
4. Tipping is optional and will be left to your own discretion; it is customary to tip if you received good service. Your Booking Confirmation and Tour Information sheet will contain guidelines and more details.

Physical Disabilities

1. Clients requiring special facilities, services or accommodations must disclose such needs to us at the time of your enquiry.

Behaviour & Governing Law

1. You are expected to act within the confines of the law and take your fellow travellers into consideration. If you behave in such a way as to endanger our staff, other passengers or other guests or cause damage to property, we reserve the right to terminate your tour without further liability.
2. The laws of The Republic of South Africa will apply to the agreement between you the Client and Be in Africa Tours & Safaris.