Booking Terms, Conditions, and Cancellation Policy

These Booking Terms and Conditions, together with our Privacy Policy (available on our

website), our Indemnity C Waiver Agreement, and any other written information brought to your attention before confirming your booking, form the basis of your contract with Trisport. Please read them carefully, as they set out our respective rights and obligations.

In these Booking Conditions, references to “you” and “your” include the first-named person on the booking and all persons on whose behalf a booking is made, or any other person to whom a booking is transferred or added.

References to “arrangements,” “travel arrangements,” “holiday,” “trip,” “package,” “safari,” or “tour” mean the services we have agreed to provide to or for you under your booking with us.

By making a booking, the first-named person on the booking agrees on behalf of all persons

listed that: a. They have read these terms and conditions and have the authority to and do agree to be bound by them; b. They agree with our Indemnity C Waiver Policy; c. They consent to our use of information in accordance with our Privacy Policy; d. They are over 18 years of age and, where services have age restrictions, declare that they and all members of the party are of the appropriate age to purchase those services; e. They accept financial responsibility for the payment of the booking on behalf of all persons listed.

 

1.  Booking and Payment for Your Arrangements

A booking is made with us when: a. You inform us that you wish to accept our written or verbal

quotation; b. You pay us a deposit (or full payment if booking within 90 days of departure); and c. We issue a booking confirmation.

 

We reserve the right to return your deposit and decline to issue a confirmation at our absolute discretion. A binding contract between you and us is formed once we have issued you with a booking confirmation detailing your arrangements. Please check this confirmation and any other documents carefully. If any information appears incorrect or missing, notify us

immediately, as changes at a later stage may not be possible. It is important to notify us of any inaccuracies within ten days of our sending the documents to protect your rights.

 

The balance of the total cost (including any applicable surcharge) is due no less than 90 days prior to the scheduled departure. If we do not receive the full payment by this date, we reserve the right to treat your booking as canceled, and the cancellation charges outlined in Clause 8 will apply.

2.  Accuracy

We endeavour to ensure that all information and prices on our website and in our advertising are accurate. However, occasional errors and changes may occur, and we reserve the right to

correct prices and details accordingly. You should verify current prices and details before confirming your booking.

3.  Insurance

Adequate travel insurance is a condition of your contract with us. You must ensure your insurance covers all personal requirements, including cancellation, curtailment, medical

expenses, baggage, and repatriation. Traveling without appropriate insurance releases us from liability for any losses that would otherwise be covered.

4.  Pricing

Prices are quoted and payable in South African Rand (ZAR). We reserve the right to amend the prices of unsold tours and correct errors in confirmed bookings. The price of your confirmed tour may vary due to:

Changes in transportation costs, including fuel;

Dues, taxes, or fees such as landing taxes or port charges; Exchange rate fluctuations.

Any increase exceeding 8% of the total confirmed price (excluding insurance premiums, amendment charges, or additional services) may be accepted by you, or you may choose to:

Accept the price increase and pay the additional amount;

Switch to another tour of equivalent or higher quality (if available) without extra charge, or with a refund if of lower value;

Cancel your booking for a full refund (excluding insurance premiums and amendment charges), provided you notify us within 14 days of the invoice date.

If the price decreases due to these factors, any due refund will be paid to you. No changes or refunds will be made within 20 days of departure.

5.  Jurisdiction and Applicable Law

These Booking Terms C Conditions and any related agreements are governed by South African law. Any disputes arising will be subject to the exclusive jurisdiction of South African courts.

6.  Cutting Your Tour Short

If you return home early, we cannot refund unused services. If you do so without reasonable

cause regarding the standard of services, no refund will be provided for uncompleted parts, nor will we be liable for associated costs. Travel insurance may cover curtailment; please claim directly with your insurer.

7.  Changes by You

Any requested changes after confirmation must be made in writing. We will do our best to

accommodate but cannot guarantee it. An administration fee of R1000 per person per change applies, along with any additional costs or rate changes. Closer to departure, costs may increase. If we cannot assist, the change will be treated as a cancellation, and applicable charges will apply.

8.  Transfers and Cancellations Transfer of Booking:

If you or a member of your party cannot travel, you may transfer your place to another suitable person, subject to:

Notification in writing at least 21 days before departure;

Payment of the outstanding balance and an amendment fee of R1000 per person; The transferee meets all conditions of the original booking and agrees to these terms.

Cancellatation 

Cancellation Schedule

• More than G0 days prior: The full deposit is non-refundable. This deposit serves as your commitment to the tour and secures your
• G0–60 days prior: A cancellation fee of 70% of the total tour cost If your payments to date total less than 70%, the remaining balance up to that amount becomes immediately due.
• Less than 60 days prior: A cancellation fee of 100% of the total tour cost If the balance has not been paid in full, you remain responsible for the total outstanding amount.

 

General Terms

• No Rollovers: Registration fees and deposits cannot be rolled over or transferred to future years or different
• Deductions: All applicable cancellation charges will be deducted from any funds already
• Third-Party Costs: Please note that certain specific arrangements may incur a 100% cancellation fee regardless of the timing, based on our own vendor

 

Note: Because we incur significant upfront costs to organize these events, we reserve the right to pursue any outstanding balances owed under the terms above.

G. If We Change or Cancel

As we plan your arrangements many months in advance, we may occasionally need to make changes or cancel your booking. We reserve the right to do so at any time.

Changes:

If we make a major change to your tour, we will inform you as soon as reasonably possible, provided there is sufficient time before your departure. Examples of minor changes include a change of accommodation to another of the same or higher standard. Occasionally, we may need to make a major change to your confirmed arrangements.

Examples of “major changes” include:

A change of accommodation area for the whole or a significant part of your trip.

A change of accommodation to a lower standard or classification for the whole or a significant part of your trip.

A change of outward departure time or overall length of your arrangements by twelve or more hours.

A significant change to your itinerary, such as missing out one or more destinations entirely.

Cancellation made by us:

We will not cancel less than 20 days before the tour, except for reasons of force majeure or failure by you to pay the final balance. We may cancel your tour before this period if, for example, the minimum number of clients required for the travel arrangement is not reached (see clause 10).

If we have to make a major change or cancel, we will notify you as soon as possible. If there is sufficient time before departure, we will offer you the choice to:

1. Accept the changed arrangements;
2. Receive a full refund of all monies paid;

• Accept alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of lower value).

You are required to advise us within 7 days of being notified of a significant change whether you wish to:

• accept the proposed change, or
• Cancel your booking and receive a

If you do not respond within 7 days, we will contact you again for confirmation. If there is still no response within a further 7 days, we will cancel your booking and refund all payments made.

Period before departure within which notice of cancellation or major change is given: More than 60 days.

IMPORTANT NOTE:

You will lose your payment if:

Cancellation due to your failure to pay the final balance on time. Changes or cancellations resulting from alterations requested by you; Cancellations or changes due to force majeure (see clause 11);

Cancellation due to a minimum group number not being reached, if you booked a private group (see clause 10).

In the event of a change or cancellation, we regret that we cannot reimburse incidental expenses such as visas, vaccinations, equipment, transport, insurance, or similar costs.

10.  Minimum Numbers

Some travel arrangements on our website require sufficient demand and bookings to operate. If demand is insufficient, we reserve the right to cancel these arrangements. We will notify you as soon as possible. You may then choose to accept an alternative travel arrangement of similar standard, with the cost based on our current selling price. If the alternative is cheaper, we will refund the difference; if more expensive, you may pay the difference. Alternatively, you can cancel and receive a full refund.

When we cancel due to insufficient numbers, no compensation or other costs (including costs of independent travel arrangements) will be payable. Cancellations due to lack of numbers will not occur less than:

20 days before the start date for trips longer than 3 days;

11.  Force Majeure

Except where explicitly stated otherwise, we will not be liable or pay compensation if our

contractual obligations are affected by events beyond our control that we could not foresee or avoid, even with all due care. Such events include, but are not limited to, war, threat of war, civil unrest, terrorism, government actions, industrial disputes, natural disasters, fires, chemical or biological hazards, adverse weather, sea, ice, or river conditions, and similar circumstances outside our or our suppliers’ control. Advice from the Foreign Office to avoid or leave a country may also constitute force majeure.

12.  Special Requests

Any special requests must be advised at the time of booking and confirmed via email (which is only considered received upon acknowledgment by us). While we will make every effort to

accommodate reasonable requests, we cannot guarantee fulfillment. Confirmation of a request on documentation does not guarantee it will be met. We do not accept bookings conditional

upon special requests being fulfilled.

13.  Disabilities and Medical Problems

We are not a specialist disabled tour operator but will do our best to accommodate special requirements. If you or any member of your party has medical issues or disabilities that may affect your trip, please provide full details before booking so we can advise on suitability. We may require a doctor’s certificate confirming fitness to participate. If we cannot properly

accommodate your needs or if full details are not provided at booking, we reserve the right to cancel your booking and apply applicable cancellation charges.

14.  Complaints

We aim to ensure your arrangements run smoothly. If you experience a problem during your tour, please inform the relevant supplier immediately. If unresolved, contact us by email at sonja@trisport.co.za or WhatsApp at +27 (0)82 579-7595. If the issue persists, send a formal written complaint within 28 days of your return to:

Trisport, P.O. Box 1232, Great Brak River, Western Cape, 6525, South Africa, including your booking reference and relevant details. Please keep your letter concise to facilitate prompt

response. Failure to follow this procedure may affect our ability to investigate and your rights under this contract.

15.  Claims for Travel by Air, Sea, Rail, or Hotel Stays

When making a claim, we may deduct any amounts received or receivable from transport providers or hoteliers. Claims must be notified to us and our suppliers in accordance with the complaints procedure. Claimants (or their guardians if under 18) must assign any rights to

pursue third parties and assist us or insurers as required. We are not responsible for damage, loss, or expenses arising from:

Circumstances beyond our control or those of our suppliers; Services or facilities not part of our agreement or not advertised; Acts or omissions of third parties outside our direct control.

16.  Your Behaviour

All guests staying with us are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of other guests. In our opinion, or in the opinion of any other person in authority, if your behaviour or that of any member of your party causes or is likely to cause distress, danger, or annoyance to other guests or third parties, or results in damage to property, or causes a delay or diversion to transportation, we reserve the right to terminate your booking immediately.

In such cases, our liability to you and/or your party will cease, and you and/or your party will be required to leave your accommodation or other services immediately. We will have no further obligations to you or your party. No refunds will be made for lost accommodation or other services, and we will not cover any expenses or costs incurred as a result of termination.

 

You and/or your party may also be liable for any loss or damage caused by your actions, and we will hold each member of your party jointly and individually responsible for any damage or losses. Full payment for such damages or losses must be paid directly to the accommodation provider or other supplier prior to departure. If you fail to make payment, you will be responsible for any claims (including legal costs) made against us as a result of your actions, as well as all

costs incurred in pursuing such claims.

We cannot be held responsible for the actions or behaviour of other guests or individuals not connected with your booking or with us.

17.  Excursions

Excursions or other tours that you choose to book or pay for during your tour are not part of your contracted arrangements with us. For any such bookings, your contract will be with the operator of the excursion or tour, not with us. We are not responsible for the provision of these excursions or tours or for anything that occurs during their operation.

18.  Passport, Visa, Immigration Requirements, and Health Formalities

It is your responsibility to check and fulfill all passport, visa, health, and immigration

requirements applicable to your itinerary. We can only provide general information; you must verify specific requirements with the relevant embassies, consulates, and your healthcare provider as applicable.

Requirements can change, so it is essential to check the current requirements well in advance of your departure. Most countries require passports to be valid for at least six months after your return date. If your passport is nearing expiry, consult the embassy of the country you are

visiting.

We accept no responsibility if you are unable to travel or incur losses due to non-compliance with passport, visa, immigration, or health requirements. You agree to reimburse us for any fines or losses incurred as a result of your failure to comply.

1G. Conditions of Suppliers

Many services included in your tour are provided by independent suppliers. These suppliers operate under their own terms and conditions, which form part of your contract with us. Some of these terms may limit or exclude the supplier’s liability, often in accordance with applicable international conventions. Copies of relevant terms and conditions are available upon request from us or the supplier concerned.

 

20.  Assistance During Your Holiday

If our contract with you is not performed or is improperly performed due to a failure attributable to a third party unrelated to the provision of travel services, or due to unforeseen circumstances beyond our control, and you suffer injury or material loss, we will offer prompt assistance as reasonably appropriate.

If you or any member of your party encounter difficulties during your trip due to activities outside your contracted arrangements, we will provide prompt assistance, which may include communication support and help in finding alternative travel options.

If the difficulty is caused intentionally by you or due to your negligence, we may charge a reasonable fee for assistance, limited to our actual costs. All assistance is at our reasonable discretion and contingent upon your prompt notification of your needs.

If you recover costs or expenses from insurance or third parties related to such incidents, you agree to reimburse us for any costs we have incurred in assisting you.

21.  Delays, Missed Transport, and Other Travel Information

If you or any member of your party miss your flight or other transport, or if your transport is

canceled or delayed by over two hours, you must contact us and the relevant transport provider immediately.

A delay or cancellation does not automatically entitle you to cancel other arrangements, even if they were booked together. We are not liable for any costs, fees, or charges incurred under

these circumstances.

Additional costs for transfers from the airport to your accommodation resulting from delays are your responsibility. We will, upon request, assist in arranging transfers, but the cost must be

paid directly to the transfer provider.

Contact Information

Trisport

P.O. Box 1232, Great Brak River, 6525, South Africa Tel: 082579-7595

Email: sonja@trisport.co.za