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TRAVEL TERMS & PARTICIPATION CONDITIONS

Effective for all bookings with Town2Country Experiences (Pty) Ltd.

Index

1. Our Commitment to You
At Town2Country Experiences, we’re delighted to welcome you and your guests. We are committed to delivering our services with care, attention to detail, and in
line with the terms outlined here. By confirming a booking with us, you accept these Terms & Conditions, along with any additional terms that may apply to a specific tour or itinerary.

2. Definitions

  • Town2Country Experiences (Pty) Ltd. – “We”, “Us”, or “Our”
  • Guest/s – Individual/s using our travel services
  • Agent/s – Travel agents and wholesalers selling our services to guests
  • Services – All travel arrangements confirmed with us
  • Tour Commencement/Date/Termination – The agreed period of travel
    service delivery

3. Pricing

3.1.  Prices are subject to change due to external factors like taxes, fuel surcharges, or exchange rates. Once your booking is confirmed and paid, your price is guaranteed.

3.2.  Prices are quoted in the local currency unless stated otherwise. Foreign currency payments are accepted at our bank’s exchange rate and valid for 48 business hours. Any shortfalls are the responsibility of the Agent or Guest.

3.3.  All prices are per person unless specified otherwise.

4. Payment Terms

  • Flights: 100% payment required before flight confirmation.
  • Ground services (excluding flights): 10% deposit required to secure the booking.
  • Final payment: Due 45 days before the tour start date. Bookings within 45
    days of departure require full payment at time of booking.

5. Child Policy

We welcome travellers of all ages. Please note, however, that some experiences may have age restrictions due to safety or supplier limitations.

6. Children Discounts

Discounts for children may be available on selected tours. Conditions and restrictions apply and are specified in the relevant itinerary.

7. Cancellation Policy

All cancellations must be made in writing via email. The following standard penalties apply unless otherwise stated in your itinerary:

  • 90+ days before travel: No cancellation fee
  • 89–61 days before travel: Deposit forfeited (10%)
  • 60–31 days before travel: 50% of total package
  • 30–0 days before travel: 100% of total package

Where suppliers do not charge penalties or costs have not been incurred (e.g. bank fees, insurance), we will waive charges accordingly.

8. Health & Visas

It is the responsibility of the Agent and/or Guest to ensure all visa, health, and vaccination requirements are met prior to travel. We do not accept liability for issues arising from non-compliance.

9. Luggage

Guests are generally allowed one suitcase and one piece of hand luggage per person. Fly-in safaris and certain other tours may have specific luggage restrictions (e.g. soft bags, 10kg limit). These will be communicated in your itinerary.

We are not liable for any lost or damaged luggage or personal belongings. We recommend purchasing comprehensive travel insurance.

10. Right of Admission Reserved

We reserve the right to decline or remove any person whose behaviour is deemed disruptive or disrespectful, without refund. Guests are expected to follow lawful instructions and respect others at all times.

11. Punctuality & Planning

Private tours allow for flexibility, but route planning must also consider weather, road conditions, rest for guides, and safety. We appreciate guest cooperation in adhering to daily schedules.

12. Delays

We are not responsible for delays caused by accidents, breakdowns, or unforeseen circumstances. We will, however, assist where possible to minimize inconvenience.

13. Responsibility & Booking Conditions

  • We carry comprehensive passenger liability insurance (available on request).
  • We are not responsible for any damage, loss, or inconvenience caused by third-party providers (e.g. hotels, airlines), even if we booked them on your
    behalf.
  • Air travel is subject to each airline’s terms and conditions.
  • Package pricing is typically based on double/twin sharing. Alternative configurations (e.g. family units or multi-generational groups) will be detailed in your proposal.

14. Standards & Safety

Your safety and comfort are our top priorities. We are committed to ensuring that all transportation and services adhere to the highest standards of safety, reliability, and legal compliance.

Specifically, we ensure:

  1. Appropriate Vehicles:
    All vehicles used for guest transport are carefully selected to suit the number of guests, type of terrain, and luggage requirements. We use well-maintained vehicles appropriate for the nature of the tour, whether it’s a city transfer, overland safari, or remote fly-in experience.
  2. Mandatory Safety Features:
    Every seat is equipped with a functioning seatbelt, and guests are strongly encouraged to use them at all times during travel.
  3. Qualified Drivers:
    All drivers are fully licensed in accordance with local legislation and undergo regular training to maintain high safety and service standards. Drivers are knowledgeable about local road conditions and emergency protocols.
  4. Roadworthiness and Compliance:
    Vehicles undergo regular inspections and maintenance to ensure full compliance with local and international safety regulations, including insurance, permits, and mechanical standards.
  5. Emergency Preparedness:
    Vehicles are equipped with basic first aid kits and emergency tools.
  6. Rest and Rotation Policy:
    For longer or multi-day tours, we observe regulated rest periods for guides and drivers to prevent fatigue and ensure alertness throughout the trip.

15. Language Services

Tours are priced with English-speaking guides by default. Afrikaans and similar languages (e.g. Dutch/Flemish in “Afri-Flaams” style) may be accommodated at no extra cost. Other languages are available on request and may incur additional charges.

16. Legal Jurisdiction

These Terms are governed by the laws of the Republic of South Africa or, where applicable, the destination country. Any disputes will be settled in the appropriate
court of that jurisdiction.

17. Travel Insurance (Highly Recommended)

We strongly recommend that all guests purchase comprehensive travel insurance that includes coverage for medical emergencies, trip cancellations, delays, baggage loss, and personal liability. Town2Country Experiences cannot be held liable for costs arising from incidents that could be covered by travel
insurance.

18. Force Majeure

We are not responsible for any failure to perform our obligations due to events beyond our control, including but not limited to acts of God, natural disasters, weather conditions, war, civil unrest, government restrictions, pandemics, strikes, or supplier disruptions. In such cases, we will make every reasonable effort to
provide alternative services or reschedule your trip.

19. Passport Validity & Entry Requirements

Guests must ensure their passports are valid for at least six months beyond their travel date and that they meet all entry requirements for the destination. Town2Country Experiences is not responsible for denied entry due to invalid travel documentation.

20. Dietary & Special Requirements

Please inform us in advance of any dietary restrictions, allergies, mobility concerns, or special needs. While we will make every reasonable effort to accommodate your request, we cannot guarantee all special requirements will be met.

21. Complaints Procedure

We encourage guests to raise any issues or dissatisfaction with their guide or host as soon as possible during the tour. This allows us the opportunity to resolve matters promptly. Complaints made after the tour may be harder to address effectively but will still be reviewed in good faith.

22. Photography & Media Use

During tours, guides or staff may take photographs or video footage for promotional purposes. By participating in our services, you grant us the right to use such material unless you notify us in writing in advance.

23. Agent Responsibilities (for B2B Sales)

Agents are responsible for providing their clients with accurate and complete information about our services and these Terms & Conditions. Agents must ensure clients are fit to travel and meet all visa, health, and legal requirements. Town2Country Experiences is not liable for errors made by agents.

24. COVID-19 or Public Health Regulations

Guests are responsible for staying up to date with and complying with any public health regulations, including testing or vaccination requirements, for entry into or
travel within the destination country. We are not liable for disruptions or costs resulting from non-compliance.