Spurwing Tourism Services Booking Terms and Conditions
Effective from 01 June 2023
Please take the time to carefully read and understand the following terms and conditions for booking with Spurwing Tourism Services. By making a booking with us and proceeding with payment, you acknowledge that you have read and fully understood these terms, and you agree to abide by them.
Provisional Booking
All bookings made through Spurwing Tourism Services will be considered provisional until availability has been confirmed and the required initial payment has been received. In the event that your requested tour or preferred accommodation or travel dates are unavailable, we will make every effort to find a suitable alternative for you. Please note that an alternative arrangement may result in a rate amendment.
Rate Amendments
Spurwing Tourism Services reserves the right to amend the quoted rate in the event of unavailability of preferred accommodation, fluctuations in exchange rates, or unforeseen price increases by third-party suppliers such as National Parks Boards, accommodation providers, or government authorities. We strive to honour the quoted rate and minimize any unforeseen price adjustments, absorbing minor changes whenever possible.
Contract and Financial Protection
When booking with Spurwing Tourism Services, you are contracting with Spurwing Tourism Services, a closed corporation. We operate under this name and hold comprehensive public and passenger liability insurance.
Commitment Fee
During peak periods of high demand, you may be asked to pay a small non-refundable commitment fee early in the booking process. This fee serves as an indication of your intent to book with us and will be counted as part of your first advance payment towards the total trip cost. Please note that the commitment fee does not constitute an extra or booking fee and does not bind you to a specific quote or itinerary.
First Payment
For bookings made more than 7 weeks in advance, a first payment of 30% of the full price is required at the time of booking. It is important to note that 15% of this first payment (equivalent to 50% of the initial 30% payment) is non-refundable, covering services rendered and costs incurred by us in planning, researching, preparing, and arranging your trip. This non-refundable portion is not subject to any refund under our cancellation policy. The remaining portion of the first payment is used to secure availability and confirm reservations with suppliers on your behalf. Please be aware that refundability of supplier deposits depends on the cancellation policy of each individual supplier. Certain bookings may require a larger deposit than 30% or involve specific payment terms. Flight bookings generally require full payment at the time of booking, as per airline ticket rules and cancellation policies. Quotes have limited validity, and a booking can only be confirmed upon receipt of the first payment.
Balance Payment
Unless otherwise instructed, the balance payment is due at least 7 weeks (49 days) prior to departure. Some suppliers may require full payment 45 days prior to departure, and in such cases, you will be asked to pay your balance 65 days before the travel date. Bookings made within 7 weeks of departure require full payment at the time of booking. Failure to pay the balance within the specified timeframe may result in the cancellation of your booking, and the first payment will be forfeited. Transaction fees, including wire transfer costs, cash deposit fees, and bank routing fees, are the responsibility of the client. If paying by credit card, we absorb the credit card fees, and no additional surcharge is added.
Cancellation Policy
Should you need to cancel your booking or any part of it for any reason, the following minimum cancellation fees will apply, regardless of the reason for cancellation. Please note that third-party suppliers may have higher cancellation penalties, in which case their cancellation policy will supersede ours, and their additional fees will be added.
Cancellation 61 days or more prior to departure: 15% of the full price (50% of the initial 30% payment)
Cancellation 60 to 46 days prior to departure: 30% of the full price
Cancellation 45 to 15 days prior to departure: 70% of the full price
Cancellation 14 days or less prior to departure: 100% of the full price
Force Majeure
In the event of force majeure events, such as natural disasters or any unforeseen circumstances that prevent us from fulfilling our obligations towards you, our priority will be to reschedule or postpone your trip without penalty (subject to possible supplier cancellation fees). If rescheduling or postponement is not possible, you will be asked to claim the full cost of your trip from your travel insurance. Should your insurance claim be rejected, Spurwing Tourism Services will refund you the amount of money secured in refunds from suppliers, up to a maximum of 85% of the total trip cost. The non-refundable 15% portion will not be refunded, as it covers services rendered and costs already incurred in planning and arranging your trip. Please note that this non-refundable portion should be claimed from your travel insurance.
Risk of Loss
Spurwing Tourism Services will not assume any losses on your behalf resulting from third-party cancellation fees, supplier failures, or exchange rate fluctuations. Your travel plans are undertaken at your own risk, and Spurwing Tourism Services will not be held responsible for any supplier failures, visa or travel document issues, flight cancellations or missed flights, delays, lost baggage, transport or traffic delays, adverse weather conditions, illnesses or medical problems, family matters or bereavement, natural disasters, or any other circumstances that may necessitate cancellation or amendments to your travel plans, whether occurring before, during, or after your trip. It is essential to purchase comprehensive travel insurance with adequate cancellation and curtailment coverage to protect against any eventualities.
Changes to Confirmed Bookings
Requests for changes to confirmed bookings can be made, subject to availability. Please note that changes may result in a rate amendment, such as modifications to travel dates. We will strive to accommodate changes whenever possible, as long as they do not inconvenience other clients.
Changes Made by Spurwing Tourism Services
While every effort will be made to provide the accommodation, services, and activities as described and quoted, unforeseen circumstances may require changes to the program. In such cases, we will notify you as soon as reasonably possible and discuss suitable alternatives. Adverse weather conditions, traffic problems, vehicle breakdowns, civil unrest, road closures, supplier issues, or any other unforeseen circumstances beyond our control may necessitate itinerary changes or the cancellation of certain activities. We reserve the right to change accommodation, vehicles, transport, meals, guides, and other program details if absolutely necessary. Our commitment is to act in your best interest and provide alternative options of similar value whenever possible.
Refund Policy
Our refund policy is subject to our cancellation policy and the cancellation policies of third-party suppliers. When a refund is requested, we follow a set order of priorities to find a suitable solution:
a. Reschedule or Postpone: We prioritize rescheduling or postponing the activity or your trip to a mutually agreed date, minimizing losses for all parties involved.
b. Travel Insurance Claim: If rescheduling or postponement is not possible, you will be asked to claim from your travel insurance. It is essential to have comprehensive travel insurance in place to limit your risk of loss. No refund will be made if a valid travel insurance claim covers the loss. Failure to purchase adequate travel insurance waives your right to any refunds or compensation that would have been covered by travel insurance.
c. Refund: If your travel insurance claim is denied or falls short of covering your loss despite having sufficient cover, we will refund the net amount we manage to secure from suppliers, subject to our cancellation policy and after deducting 5% admin fees to cover transaction costs. We cannot refund money that has already been paid to suppliers on your behalf but not refunded to us.
For activities that are weather-dependent and may be cancelled, our approach is as follows:
Attempt to reschedule the activity to another day on your itinerary, if possible, without additional cost, unless price differences exist beyond our control (e.g., change to high season rates by the supplier).
If rescheduling is not possible, we will attempt to secure a refund or partial refund from the supplier or third-party operator.
If the supplier does not offer a refund, we cannot provide one. Some suppliers have a no-refund policy for weather cancellations, expecting you to reschedule on a different day.
For suppliers offering full or partial refunds, we will refund the net amount obtained, deducting 5% admin fees to cover transaction costs. Please note that refunds for cancelled activities are not typically full refunds, and any losses incurred should be claimed from your travel insurance.
Refunds will be processed in the currency of the original payment, back to the same payment method used. Exchange rate fluctuations may affect the amount received in your currency compared to the original payment. The 5% admin fee is non-refundable.
Excluded Items and Spending Money
Please review the inclusions and exclusions specified in your quote and booking confirmation. Our pricing will clearly indicate which items are included and excluded. There are no hidden fees. Exclusions typically encompass international flights, airport taxes, visas and border crossing costs, certain meals, alcoholic drinks, personal expenses, gratuities, optional extra activities, and any costs related to COVID-19 tests or medical procedures. Please ensure that you have sufficient spending money in cash to cover these items as necessary. Payment for optional extras can usually be made in cash or, in some cases, by credit card. While credit cards are widely accepted, it is not universal. Tipping is optional and at your discretion. It is customary to tip guides, restaurants, and service providers if you received satisfactory service, but it is not compulsory. Guidelines and details regarding tipping will be provided in your booking confirmation and safari information sheet.
Insurance
All clients are required to arrange their own comprehensive travel insurance, including all-risk coverage and medical emergency insurance. This insurance should be purchased within 48 hours after making your initial payment. Please review your insurance policy to ensure it adequately covers any eventualities, with sufficient limits for cancellation or curtailment. Consider purchasing “cancel for any reason” cover as an extension to the standard policy, covering up to 75% of your trip costs. Optional extensions for COVID-19 cover, supplier failure cover, or force majeure cover may also be available and recommended. Please provide your insurance details on the booking form. Please note that credit card-provided travel insurance is generally insufficient for a trip, offering limited coverage. Ensure you purchase necessary upgrades or extensions to your standard policy. Failure to obtain comprehensive travel insurance exposes you and us to unnecessary risk of loss, and you waive your right to any refunds or compensation typically covered by travel insurance. Spurwing Tourism Services holds public liability and passenger liability insurance to provide coverage in case of financial failure.
Health Requirements
No compulsory vaccinations are required for travel, but please consult with your travel clinic or doctor regarding vaccinations if you plan to visit destinations with specific health risks. Entry requirements, including proof of vaccination or a negative COVID-19 test, may be necessary for transit or your home country. It is your responsibility to understand the entry requirements of your home country and any transit countries and discuss options for arranging a COVID-19 test during your itinerary if needed. We recommend taking necessary health precautions, disclosing any relevant medical conditions, allergies, or mobility issues on the booking form, and bringing necessary prescription medication. Please note that we accept no responsibility for medical conditions, illnesses, or related incidents occurring during the safari, even if fully informed. Please inform us in advance of any serious medical conditions, allergies, mobility issues, or disabilities.
Dietary Requirements
Please inform us in advance of any dietary requirements, food allergies, or restrictions. We strive to accommodate dietary needs but rely on the information you provide to be adequately prepared. We assume no responsibility for special dietary requests if not informed in advance. In remote locations, strict alternative or religious diets may not always be feasible.
Indemnity and Liability Waiver
Spurwing Tourism Services and its staff accept no liability or responsibility for any damage, injury, or loss of any kind, including death, trauma, disability, illness, hospitalization, mandatory quarantine or isolation, property theft or damage, financial loss, emotional distress, missed flights, denied boarding, missed accommodation, cancellation or curtailment of your safari, or any other incident occurring before, during, or after your tour. By booking your safari, you acknowledge the inherent risks associated with travel and absolve Spurwing Tourism Services from any claim or liability resulting from loss, injury, illness, or accident during or because of your tour, including pandemics, natural disasters, or any unforeseen events. You participate in the tour entirely at your own risk. Adequate health insurance and comprehensive travel insurance, including COVID-19 cover and medical evacuation and repatriation, are strongly recommended.
Travel Documents
You are responsible for ensuring you possess all necessary travel documents, including a passport valid for at least 6 months beyond your safari’s end date, with at least two blank visa pages per destination. Visas should be obtained well in advance.
