Important Fine Print

These Terms and Conditions apply to all bookings made with South African Experiences Trading (Pty) Ltd –  Trading as Chiefs Tented Camps (“the Company”).

They are divided into:
Part A – General Terms (Applicable to All Bookings)
Part B – Group and MICE Booking Addendum
Part C – Seasonal Individual Camps Addendum
Part D – Indemnity Addendum
By paying a deposit, the Client acknowledges that they have read, understood, and accepted:
the General Terms PLUS the relevant Addendum applicable to their booking type.

PART A

GENERAL TERMS (APPLY TO ALL BOOKINGS)
(Applicable to both Groups/MICE and Individual Travellers)

Contract Formation

  • The Guest/Client accepting the booking does so on behalf of all persons under their authority.
  • All persons are bound by these Terms and Conditions as if they had individually agreed to them.
  • The bookings are made with South African Experiences Trading PTY Limited, and no person has any authority on its behalf to vary any of the applicable terms and conditions.
  • All disputes will be settled in a South African Court of Law.

Payments

  • A 50% deposit is required to secure any booking.
  • Deposits paid on confirmation are non-refundable.
    The balance of the outstanding amount is due no later than 30 days prior to the Clients booking date.
  • Should the booking take place within 30 days of the Client booking date, the full amount is due immediately on receipt of the Invoice.
  • South African Experiences Trading (Pty) Ltd reserves the right to amend the balance payment due period for Group and MICE bookings based on group size, operational requirements, supplier terms, and logistical considerations. Any amended payment deadlines will be communicated in writing.

Cancellation (Client-Initiated)

  • A Deposit paid on confirmation is non-refundable.
  • 30–14 days before arrival:
    Groups: 50% of the 75% final payment refunded
    Individuals: 50% of the final payment refunded
  • 14 days or less: No refund.
  • In the event of cancellation by the client South African Experiences Trading PTY Limited will not accept any claims of any nature including consequential damages as a result of any accommodation or other services made or becoming unavailable against this booking. The Client hereby indemnifies and holds South African Experiences Trading PTY Limited harmless in respect of any such claim.

Cancellation (Company-Initiated)

If the booking is cancelled by South African Experiences Trading PTY Limited all monies received will be refunded in full.
It should be noted and understood that South African Experiences Trading PTY Limited will not be held liable if bookings with suppliers are cancelled due to the non-payment of Invoices by the Client on the due date. Failure to pay by the due date, as stated on the Invoice, will result not only in cancellation of bookings but also in the forfeiture of any Deposit paid on behalf of the Client to various suppliers.

Insurance

  • Travel and Cancellation Insurance is recommended; however, it is the Client’s responsibility to arrange such insurance and to be satisfied that it covers their specific requirements.
  • The client cannot hold South African Experiences Trading PTY Limited liable for any advice and/ or inadequate/or the non-purchase of travel insurance

Theft, Loss, Baggage and Infrastructure

  • All baggage and personal effects are at all times at the Client risk and South African Experiences Trading PTY Limited cannot accept any liability for any loss of baggage or personal effects.
  • South African Experiences Trading PTY Limited will hold the Client directly responsible or liable for any damage or loss to equipment or infrastructure resultant of negligence, malicious intent or theft.

Wildlife, Safety and Indemnity

  • Any sojourn into the wild may bring a Client into contact with wild animals, which must be considered dangerous.
  • South African Experiences Trading PTY Limited does not hold itself responsible for a death, injury, or loss, which may occur.
  • All Clients will be obliged to individually sign an Indemnity Form in this regard.
    Vehicles parked at any camp are at the owner’s risk.

Health Requirements

The Client acknowledges being made aware of the proposed Itinerary, and therefore the following is applicable:

  • It is the Client’s obligation to ensure that he/ she is medically fit and able to embark upon such a trip or partake in activities as per the proposed Itinerary.
  • It is the Client’s responsibility to ensure that the necessary Medical Rescue Insurance is in place before the start of the booking.
  • Malaria is a serious threat and should not be taken lightly, and it is the Client’s responsibility to ensure that the necessary precautions are taken.

Liability and Responsibility

  • Whilst every effort has been made to ensure the highest standards of maintenance of all vehicles, boats, and aircraft, a breakdown or delay could occur at any time, which is beyond the control of South African Experiences Trading PTY Limited.
  • Any such problem will be rectified as soon as is humanly possible to do so under prevailing conditions. South African Experiences Trading PTY Limited and its agents act as agents of the company or persons making the booking on all matters of transport , whether by road, rail, aircraft, coach, boat, or other means. The company shall not be held liable for death, injury, delay, loss, or damage resulting from any cause and in any manner whatsoever. The “company” shall not be liable for any expenses arising from any of the above.
  • Liability to passengers carried in any vehicle, aircraft, or vessel owned by the “company” is governed by the laws of the country in which such safari/tour takes place, and all claims are subject to the jurisdiction of the courts of the country in which the course of action takes place.
  • By signing this contract the Client hereby acknowledges that neither; South African Experiences Trading PTY Limited, its members, servants, or agents shall be in any way liable for injury, loss, or damage to person or property sustained howsoever arising, by your Client/party or any other person accompanying the trip/tour. South African Experiences Trading PTY Limited is hereby indemnified against all and any claims which may be made against it or any of its members of staff.

Force Majeure

The Company shall not be liable for a failure to perform any of its obligations insofar as it proves:-

  • That the failure was due to an impediment beyond its control;
  • That it could not reasonably be expected to have taken the impediment and its effects upon its ability to
    perform, into account at the time of the conclusion of this Agreement; and
  • That it could not reasonably have avoided or overcome the impediment, or at least its effects.
  • An impediment, as aforesaid, may result from events such as the following (this enumeration not being exhaustive):-
    War, whether declared or not, civil war, civil violence, riots, and revolutions, acts of sabotage;
  • Natural disasters such as violent storms, cyclones, earthquakes, tidal waves, floods, destruction by lightning and fire;
  • Explosions, fires, destruction of machines, factories, and any kind of installations;
  • Boycotts, strikes, and lock-outs of all kinds, go-slows, occupations of factories and premises, and work stoppages;
    Acts of authority, whether lawful or unlawful.
  • Furthermore, if the Company invokes force majeure, it shall use its best endeavours to terminate the circumstances giving rise to force majeure and, upon the termination of these circumstances giving rise thereto, shall forthwith give written notice thereof to the Client.
  • If the Company invokes force majeure, it shall not be liable to provide a refund. Any refunds will be at the goodwill and discretion of the Company and cannot be guaranteed.
    The Company cannot be held liable for non-performance due to Force Majeure.

Photography

South African Experiences Trading PTY Limited reserves the right to utilise any photographs taken during the trip/tour for any future advertising / promotional purposes.

Weather

South African Experiences Trading PTY Limited cannot accept responsibility for any delays, postponements/ cancellations of the programme/ itinerary/ event, as a result of weather and its associated effects and will not accept liability for any loss, damage, inconvenience, or injury caused by or from weather conditions.

Company Details

South African Experiences Trading (Pty) Ltd — 2004/014548/07
Trading as Chiefs Tented Camps
Contact: +27 83 652 5489 Email: info@experiences.co.za

PART B

GROUP and MICE ADDENDUM

Delegate Numbers

This Proposal has been based on delegate numbers as provided by the Client; therefore, kindly note the following:

  • Should the numbers or nights reduce, the package price may change accordingly.
  • In the same respect, a reduction in numbers after an initial deposit payment has been received or within the 30 days before the Client’s booking date will constitute full cancellation penalties.
  • Attrition: A 10% variation decrease on the original quoted brief will be allowed up to 30 days before the Client’s booking date. Thereafter, full 100% cancellation fees will apply.

Postponement

Where possible, South African Experiences Trading PTY Limited will endeavour to postpone the event on behalf of the Client depending on the availability of accommodation and other contracted services. This will constitute the full extent of South African Experiences Trading PTY Limited liability to the Client and persons under his authority.

Additional Extras

  • All additional extras/ programme enhancements/ experiences that are confirmed after the final payment is received before the event, need to be paid in full before commencement of the event.
  • All additional extras/ programme enhancements/ experiences confirmed during the event need to be settled in full within seven days immediately after completion of the event.

Alcohol and Beverages

  • The client will nominate an authorised signatory who will be required to sign off on an alcohol and beverage inventory before the commencement of the event.
  • The Client’s authorised signatory will be required to sign off on a consumption inventory before leaving the site of the event.
  • Payment for alcohol and beverages must be paid within seven working days after the event.
  • Should the Client’s authorised signatory fail to sign off the inventory before departing camp, South African Experiences Trading PTY Limited will take no responsibility for any disputes on consumption after the event and the Client will be expected to settle the account in full within seven working days after the event.

Site Inspections

Inspection visits will be arranged on the Client’s request. All costs about the Inspection visit will be for the Client’s account

PART C

INDIVIDUAL TRAVELLER ADDENDUM
(Seasonal or Individual Traveller Camp Bookings)

Guest Information Required at Booking

Full names (as per Passport/Identity Document)
Nationality
Arrival and departure dates
Dietary requirements
Special requests
Mobile number
Emergency contact details

Payments

Payments can be affected by either:
Bank transfer to – South African Experiences Trading (Pty) Ltd
Online payments via a direct online booking system and direct Credit Card payment links.
We regret cheques are not accepted.
Paypal – foreign payments, Euro and US Dollar only.
Direct payment to Booking platforms (TravelGround, Lekkeslaap, Safari Now, Booking.com, SA Venues)
Proof of payment is to be emailed to info@experiences.co.za

PART D

INDEMNITY
In respect of liability for personal injury, death, loss of or damage to property and/or other damages.

  • In this document “the company” shall mean and include all the following parties: South African Experiences Trading Company Limited and Chief’s Tented Camp, being a product thereof, as well all employees, directors, agents of the aforegoing entities.
  • In this document the “premises” shall mean and include all property and facilities owned and/or leased and/or managed and/or controlled by the company.
  • In this document the “location/s” shall mean and include any area in which the company shall set up its Chief’s Mobile Tented Camp and/or organise, and/or facilitate and/or conduct any/all activities.
  • In this document the “activities” shall mean and include but not limited to any and all activities and/or team building exercises organised, conducted or facilitated by the company.

Indemnity Clauses

  • I acknowledge that I am acquainted, aware of and appreciate some dangers and risks are associated with the location arising from the presence of wild and dangerous animals, reptiles, birds and insects and the real risk of suffering bodily harm, injury, death, damages as well as loss of or property damage, which may arise as a result of an encounter with and/or in the presence of wild animals and/or reptiles and/or birds whilst on the premises. I accept and acknowledge that I enter the company’s premises entirely at my own risk;
  • I waive any and all claims of whatsoever cause or nature howsoever arising against the company, which I might have arising out of harm, injury, death or loss suffered whilst on the premises except where arising from a negligent act of omission on the part of the company;
  • I waive any and all claims of whatsoever cause or nature howsoever arising against the company, which I might have arising out of harm, injury, death or loss suffered whilst participating in or being a spectator to any activity of whatsoever nature organised, conducted or facilitated by the company except where arising from a negligent act of omission, on the part of the company;
  • I undertake to indemnify and hold harmless and free, the company from any and all claims of whatsoever cause or nature which may arise on behalf of my spouse, common-law wife/husband, my children, whether minor or adult, or relatives accompanying me on to the premises, whether as my invitee or otherwise, who suffer any damages, including but not limited to personal injury or death, loss of support or any other loss whilst on the premises to the extent directly caused by my negligent act of commission or omission, whilst on the premises;
  • that any claims, be they in contract, delict or otherwise instituted against the company shall be governed by the law of South Africa and may only be instituted in a South African Court to the exclusion of all other jurisdictions;
  • That without derogating from the generality of the aforegoing, I acknowledge that the company shall not be liable to me or any of my dependents, relatives or guests for any injury, illness, harm, loss, loss of support, consequential loss, damage or damages of whatsoever nature, that may be sustained on the premises, or whilst travelling to or from the premises, except where arising from a negligent act or omission of the company;
  • I have read and understand the conditions appearing above my signature and acknowledge that I am bound thereby.
  • If the guest is under 21 years of age, this document must be signed by his/her natural legal guardian.

 

ONLINE BOOKING TERMS AND CONDITIONS

1. Use of Site

You may only use this site to browse the content, make legitimate reservations and shall not use this site for any other purposes, including without limitation, to make any speculative, false, or fraudulent reservations. This site and the content provided in this site may not be copied, reproduced, republished, uploaded, posted, transmitted, or distributed. ‘Deep-linking’, embedding’, or using analogous technology is strictly prohibited. Unauthorised use of this site and/or the materials contained on this site may violate applicable copyright, trademark, or other intellectual property laws or other laws.

2. Disclaimer of Warranty

The contents of this site are provided “as is” without warranty of any kind, either expressed or implied, including but not limited to warranties of merchantability, fitness for a purpose and non-infringement.

The owner of this site, the authors of these contents, and in general anybody connected to this site in any way, from now on collectively called “Providers”, assume no responsibility for errors or omissions in these contents.

The Providers further do not warrant, guarantee or make any representation regarding the safety, reliability, accuracy, correctness or completeness of these contents. The Providers shall not be liable for any direct, indirect, general, special, incidental or consequential damages (including -without limitation- data loss, lost revenues and lost profit) which may result from the inability to use or the correct or incorrect use, abuse, or misuse of these contents, even if the Providers have been informed of the possibilities of such damages. The Providers cannot assume any obligation or responsibility.

The use of these contents is forbidden in those places where the law does not allow this disclaimer to take full effect.

3. Our Rights

South African Experiences Trading (Pty) Ltd reserve the right to:

3.1 Modify or withdraw, temporarily or permanently, the Website (or any part of) with or without notice to you and you confirm that we shall not be liable to you or any third party for any modification to or withdrawal of the Website; and/or
3.2 Change these Conditions from time to time, and your continued use of the Website (or any part of) following such change shall be deemed to be your acceptance of such change. It is your responsibility to check regularly to determine whether the Conditions have been changed. If you do not agree to any change to the Conditions then you must immediately stop using the Website.
3.3 We will use our reasonable endeavours to maintain the Website. The Website is subject to change from time to time. You will not be eligible for any compensation because you cannot use any part of the Website or because of a failure, suspension, or withdrawal of all or part of the Website due to circumstances beyond our control.

4. Privacy Policy

We are committed to protecting your privacy. This privacy policy applies to all the web pages related to this website.

All the information gathered in the online forms on the website is used to personally identify users that subscribe to this service. The information will not be used for anything other than which is stated in the Terms & Conditions of use for this service. None of the information will be sold or made available to anyone.

The Site may collect certain information about your visit, such as the name of the Internet service provider and the Internet Protocol (IP) address through which you access the Internet; the date and time you access the Site; the pages that you access while at the Site and the Internet address of the Web site from which you linked directly to our site. This information is used to help improve the Site, analyse trends, and administer the Site.

We may need to change this policy from time to time in order to address new issues and reflect changes on our site. We will post those changes here so that you will always know what information we gather, how we might use that information, and whether we will disclose that information to anyone. Please refer back to this policy regularly. If you have any questions or concerns about our privacy policy, please send us an E-mail.

By using this website, you signify your acceptance of our Privacy Policy. If you do not agree to this policy, please do not use our site. Your continued use of the website following the posting of changes to these terms will mean that you accept those changes.

5. Cookie/Tracking Technology

The Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the Site, and understanding how visitors use the Site. Cookies can also help customize the Site for visitors. Personal information cannot be collected via cookies and other tracking technology; however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties.

6. Third-Party Links

In an attempt to provide increased value to our Users, we may provide links to other websites or resources. You acknowledge and agree that we are not responsible for the availability of such external sites or resources, and do not endorse and are not responsible or liable, directly or indirectly, for the privacy practices or the content (including misrepresentative or defamatory content) of such websites, including (without limitation) any advertising, products or other materials or services on or available from such websites or resources, nor for any damage, loss or offence caused or alleged to be caused by, or in connection with, the use of or reliance on any such content, goods or services available on such external sites or resources.

7. Accommodation availability

All accommodation is strictly subject to availability at all times.

8. Security Policy

8.1 Virtual Card Services process all credit card transactions. All credit card transactions are 128-bit Secure Socket Layers (SSL) encrypted. The company registration documents and the site’s registered domain name are checked and verified by Thawte, ensuring the cardholder and merchant that nobody can impersonate VCS to obtain confidential information.

8.2 Virtual Card Services is committed to providing secure online services. All encryption complies with international standards. Encryption is used to protect the transmission of personal information when completing online transactions. Virtual Card Services Internet servers are protected by firewalls and intrusion detection systems.

8.3 The Merchant does not have access to credit details.

8.4 Virtual Card Services continually reviews and enhances its security in line with technological changes.

9. Monitoring

We have the right, but not the obligation, to monitor any activity and content associated with the Website. We may investigate any reported violation of these Conditions or complaints and take any action that we deem appropriate (which may include but is not limited to, issuing warnings, suspending, terminating or attaching conditions to your access, and/or removing any materials from the Website).

10. Law

The Conditions will be exclusively governed by and construed in accordance with the laws of South Africa whose Courts will have exclusive jurisdiction in any dispute, save that we have the right, at our sole discretion, to commence and pursue proceedings in alternative jurisdictions.

11. Updating of these Terms and Conditions

We reserve the right to change, modify, add to or remove from portions or the whole of these Terms and Conditions from time to time. Changes to these Terms and Conditions will become effective upon such changes being posted to this Website. It is the User’s obligation to periodically check these Terms and Conditions at the Website for changes or updates. The User’s continued use of this Website following the posting of changes or updates will be considered notice of the User’s acceptance to abide by and be bound by these Terms and Conditions, including such changes or updates.