Terms & Conditions — Exclusive Africa Experiences

1. Responsibility

Exclusive Africa Experiences provides booking, arranging and/or procuring tourism services either directly to customers, or to agent(s) on behalf of or for the benefit of their customers. Exclusive Africa Experiences and agents, operators and co-operating agents act only in the capacity of agents for the passenger in all matters pertaining to, but not limited to, the provision of tourism services and as such hold themselves free of responsibility for any change in hotel accommodation, amenities and/or facilities or any damage occasioned from any cause whatsoever. Furthermore neither Exclusive Africa Experiences nor the aforementioned agents can be held responsible for any damage, expense or inconvenience caused by late plane arrivals or departures, or by any change of schedule or other conditions. These Terms and Conditions apply irrespective of whether they have been signed or otherwise acknowledged by any Customer or Agent.

2. Role of Tour Operator

The role of Exclusive Africa Experiences is to provide tourism services, including but not limited to transport, accommodation, excursions, guided tours, tourist related activities and itineraries to fit the requirements of our customers. In doing so, Exclusive Africa Experiences contracts independent suppliers for the provision of selected tourism services to customers and/or agents. Exclusive Africa Experiences acts solely in the capacity of an agent for third parties and, as such, we hold ourselves free of responsibility or liability for any delays, loss or damages from any cause whatsoever including loss, delay, damages or dissatisfaction caused by third party products and services.

3. Authority

The client(s) must at all times comply with the laws, customs and foreign exchange regulations of all countries visited during the tour. In addition, the client acknowledges that any disruptive, dangerous or potentially dangerous behaviour during the tour shall not be tolerated and that Exclusive Africa Experiences, its employees, representatives, agents and/or contractors being so authorised, reserve the right to exclude the client from the tour at any point therein in such circumstances. Exclusive Africa Experiences shall not be liable for any costs and/or expenses for the client resulting from exclusion as aforesaid, and the client shall not be entitled to a refund or rebate of the tour price or any additional compensation in such instances.

4. Booking

To make your booking, please make sure you have the correct names, nationalities and date of birth of all travellers — as per their passport. Exclusive Africa Experiences will hold an option of 7 days from the time we have confirmed a tour, before the cancellation rules apply. If our service or a tour is booked less than 7 days prior to the service being rendered or the tour commencing, cancellation rules will apply immediately. If you need longer time, please let us know. If a tour or hotel is fully booked we will try to offer you an alternative property of a similar standard and location. A booking fee of ZAR350 will be charged if the booking includes less than 3 nights' accommodation, car rental only or transfer only.

5. Passports, Visas & Health

It is entirely the client's duty to ensure that all passports, permits and visas are current, valid, obtained on time and that any vaccinations, inoculations, prophylactics (e.g. for malaria) and the like, where required, have been obtained. Failure to adhere to the relevant laws and requirements of the relevant countries in this regard may mean that you will not be allowed entry, or be detained, arrested and/or prosecuted. Please check with a medical specialist or local health department for specific recommendations and/or requirements for immunizations. Please note that there is no way to eliminate all possible risks while traveling — we cannot assume liability in the unlikely event you become ill on tour.

Passports must be valid for 6 months and include at least six (6) blank pages. Please check the requirements with your travel agent before travelling. It is the client's duty to familiarise themselves with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements. The client must ensure that the details supplied to Exclusive Africa Experiences mirror those details shown on their passport for international travel and ID documents for local travel.

6. Payment

Payment must be received by Exclusive Africa Experiences prior to issue of documentation and must be made in freely convertible foreign exchange when reservations are made by foreign passport holders. All transfer of funds are to be made net of any charges and are to be pre-paid 45 days prior to arrival.

7. Methods of Payment

Credit Cards: In accordance with International Airline Travel Association (IATA), Exclusive Africa Experiences requires a signed and validated Standard Credit Card Charge Form. A signed and validated Standard Credit Card Charge Form (SCCCF) or payment through our Virtual Card Services system are the only recognised forms of payment for credit cards. If the card is a foreign credit card then you may be requested to supply various other details.

Cheques: Bank issued cheques or travel agency cheques only (accredited agencies only). Please note we require 7 working days to clear all cheques before documents can be issued.

Cash or EFT Transfers: We accept EFT transfers, or cash deposited into one of our bank accounts, subject to the condition that the EFT transmission report or the cash deposit slip is provided to us and such payment has been confirmed as received.

8. Deposit

A non-refundable deposit of 25% of the total confirmed land arrangements value is required within 48 hours of booking (unless otherwise stated on the invoice) in order to secure the reservation. In addition to this deposit, full payment for air tickets will need to be paid within 48 hours of booking. When a booking is made less than 7 weeks prior to departure date, full payment is required.

In some cases an additional amount will be requested as some supplier's terms and conditions might dictate a variation of our standard payment terms, especially over peak periods.

9. Cancellation

Cancellation of any confirmed booking must be received in writing. If a booking is cancelled, Exclusive Africa Experiences shall retain the full deposit. On cancellation the following rules apply concerning the notice period given, provided documents and air tickets have not been issued:

a) If 8 weeks or more notice is given, only the deposit is forfeited (see note e below).

b) If less than 8 weeks' notice is given, the deposit and an additional cancellation fee will be payable as follows unless otherwise stated:

60 days or more — 25% of booking/package value is non-refundable
59–46 days — 50% of booking/package value is charged
45 to 0 days — 100% of booking/package value is charged

c) When a replacement is found by the person who is cancelling, only a change of booking fee will be charged plus any additional fees or levy which may be charged by the carrier and/or in the case of certain properties where no name exchange will be permitted by the hotel.

d) If, for any reason whatsoever, you fail to appear at the reserved place of accommodation, arrive later or leave prior to completion of the booked period of time, no reimbursement will be considered.

e) Credits can be kept up to a maximum of 12 months, from date of deposit receipt, for future travel.

f) Hotel and air reservations taking place between 15 December and 15 January the following year are subject to different cancellation conditions: the Deposit will be 50% of the Package Price, and the remaining portion must be paid at least 18 weeks prior to departure. All other terms and conditions remain the same.

10. Price

The price is valid at the time of quotation (unless otherwise stated) and is dependent on currency fluctuations, airfare, airline levies, airline surcharges, airport departure tax, and prices charged by service providers and accommodation price at the date of the quotation and with reference to the relevant exchange rate(s). Exclusive Africa Experiences retains the right to increase/decrease the price in respect of any fluctuations. Exclusive Africa Experiences guarantees not to increase any prices after issuing final documents and upon full and final payment, only if all completed documentation (Booking & Insurance Liability Waiver Form) is received from clients at time of payment.

11. Changes & Amendments

Exclusive Africa Experiences reserves the right to make changes to brochure and website details and arrangements both before and after the booking has been made. Most changes will be minor, but if significant changes are necessary you will be notified at the earliest possible opportunity. In such cases you will have the opportunity to accept the changes or to receive a full refund.

Some service prices, such as (but not limited to) park fees, government levies and airport taxes are not in the control of Exclusive Africa Experiences. In the event of these prices being changed, the supplement will be charged to the client at cost.

If you wish to make a change to your booking, we will endeavour to assist wherever possible. You will have to pay all charges imposed by the suppliers providing that component part of your travel arrangements. Fares will be re-quoted at the time of amendment. An administration fee of ZAR250 per person will be charged for each amendment and/or cancellation. Such changes will be subject to availability, cancellation fees, change fees, and general price fluctuations. After departure, extra expenses incurred as a result of any change will be for the passenger's account, and any unused service will not be refunded. Amendments and cancellations en route must be made with our operators directly.

12. Insurance

Comprehensive travel insurance is strongly recommended. This insurance should provide cover for cancellation and curtailment costs in case you are unable to travel or must cut your journey short, for personal accident and medical costs, and for loss of or damage to baggage and personal liability.

It is strongly advised that all clients take out adequate insurance cover including cancellation due to illness, worldwide epidemics (such as SARS, Coronavirus, etc.), accident or injury, personal accident and personal liability, loss of or damage to baggage and sports equipment. Exclusive Africa Experiences will not be responsible or liable if the client fails to take adequate insurance cover.

Please note that various credit card companies offer limited travel insurance, which is not sufficient for international travel. Please check with the respective credit card companies for details of cover as this is your responsibility.

13. Liability

Exclusive Africa Experiences, their employees and affiliates do not accept any responsibility for any client or dependant thereof in respect of any loss, damage or theft of property or any inconvenience or personal liability experienced from time of departure to time of return. Exclusive Africa Experiences has no direct day-to-day control over its suppliers. Accordingly, we accept no responsibility for any injury, damage, loss, accident, delay, irregularity and/or inconvenience which may be occasioned by any defect in any object (including a vehicle) utilised by any supplier for the supply of any service or by an act or omission of any supplier or its servants or agents.

Our responsibilities and obligations apply only in respect of those services which Exclusive Africa Experiences agrees to arrange or provide on your behalf. We shall not be liable for any refund, either total or partial, of passage money paid and shall also specifically exclude punitive or exemplary damages of any sort. We recommend travellers take out necessary insurance to protect against such eventuality. Exclusive Africa Experiences cannot accept any liability for any services arranged on your own.

14. Force Majeure

Force Majeure means those circumstances where the performance of our contract with you is prevented or affected by reasons of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, government actions and any similar events beyond our control. In these circumstances, Exclusive Africa Experiences shall not be liable for any compensation or otherwise responsible for any expenses or losses the client might incur.

15. Group Bookings

When one person makes bookings for other people, this person is binding these people to the booking conditions. The person making the booking is liable to Exclusive Africa Experiences.

16. Marketing

Exclusive Africa Experiences reserves the right to use any photographs and video taken during the tour for use in marketing or any other advertising material, and the client hereby consents to such use. The client further agrees that Exclusive Africa Experiences shall make use with or without credit to the person who created the photographs and video material taken during the tour and/or used in its brochures, and to the extent necessary, the client hereby assigns copyright in such photographs and/or videos to Exclusive Africa Experiences. If you prefer that your image not be used in any marketing activities, please notify us at the start of your trip.

17. Supplier Agreements

Exclusive Africa Experiences does not own, manage, control, run or operate any transportation or recreational vehicle (including any motor coach, boat, helicopter and/or airplane), hotel, restaurant, or any other supplier of services connected with a trip. All tour services are subject to the terms and conditions specified by the supplier of such service and to the laws of the countries in which the services are supplied. The passage contract (Conditions of Carriage), when issued by the airlines concerned, shall constitute the sole contract between such airlines and the trip member.

18. Unscheduled Extensions & Delays

In the unlikely event of there being an unscheduled extension to the holiday caused by flight delays, bad weather, strikes, or any other cause which is beyond the control of Exclusive Africa Experiences, it is understood that the expenses relating to these unscheduled extensions (hotel accommodation etc.) will be for the account of the passenger. Exclusive Africa Experiences accepts no liability for changes, omissions or delays before or during the course of any holiday occasioned by technical difficulties, weather conditions, strikes or communication breakdowns or the like.

19. Modifications to Terms & Conditions

Exclusive Africa Experiences reserves the right to correct any errors or omissions in its published materials and to amend these Terms and Conditions at any time as the result of any material changes to legislation or regulation. No addition to, variation or consensual cancellation of agreement and no extension of time, waiver or relaxation or suspension of any of the provisions or terms of these Terms and Conditions shall be of any force or effect unless in writing and signed by you and Exclusive Africa Experiences.

20. Governing Law

The agreement between Exclusive Africa Experiences and the customer and/or agent shall be governed by, and interpreted in accordance with, the law of the Republic of South Africa and the Courts of the Republic of South Africa shall have sole jurisdiction in respect of any claims and/or disputes which may arise. You acknowledge and agree that we may change these Terms and Conditions from time to time and that those changes become effective immediately. You agree to be bound by the Terms and Conditions that are in effect at the time of travel or cancellation.

21. Complaints

Any complaints should be raised with the relevant service provider at the time of the issue. If the matter is not resolved, please contact us in writing within 28 days of your return. We will investigate and respond as promptly as possible.

Last updated: February 2026

For questions regarding these terms, please contact us at [email protected].

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