TERMS & CONDITIONS
BOOKING TERMS & CONDITIONS
Roots & Journeys reserves the right to amend its policies, terms and conditions for bookings, without prior notice.
- Quoted rates are per person per day unless otherwise specified.
- Special rates are also available for pilots and guides when accompanying full paying clients.
- Rates are inclusive of VAT on accommodation, meals, beverages and select experiences.
Any amount due to Roots & Journeys will be payable as follows, unless a credit application form has been completed and approved:
All communications relating to bookings, enquiries, payments and cancellations shall be directed to Roots & Journey’s reservations office in writing, via email to: firstname.lastname@example.org.
Any special dietary requirements must be sent to our reservations department at least 30 days prior to arrival date.
All bookings are held as provisional until:
- A 30% deposit is payable within 14 days from the date of the written confirmation.
- Should the deposit not be received within 14 working days then Roots & Journeys reserves the right to cancel any bookings where payment terms have not been met.
Once the deposit is received the booking will be regarded as confirmed.
Balance payments are due 30 days prior to arrival.
Proof of payment must be emailed to our reservations office stating:
Reservation name, invoice number, date of deposit, amount paid.
All cancellations will be subject to the following policy: Cancellation policy for individual travellers (FIT) and groups: No. of days prior to arrival and applicable cancellation fee:
60 – 40: the 30% deposit is forfeited
39 – 30: 55% of total value of reservation is charged
29 or less: 100% of total value of reservation is charged
Please note that all cancellations are only effective once confirmed in writing by our reservations office.
Please note that all refunds are subject to commission and/or bank charges.
Should the deposit/prepayment not be received within the time-frame specified, Roots & Journeys reserves the right to cancel the reservation. The final rooming list should also be in Roots & Journeys possession 14 days prior to arrival date.
In certain instances Roots & Journeys reserves the right to increase the amount of prepayment required and to increase the time span relating to deposit due dates, the client will be advised accordingly.
Late arrivals/early departures: no refunds will be given for meals or services not taken up.
All reservations made will only be guaranteed once payment is made and monies are received in accordance with the above reservations Policy. Unless prior arrangements have been made with Roots & Journeys the Guest shall at all-times remain solely liable and responsible for the payment of all invoices issued by Roots & Journeys in respect of confirmed reservations, as well as the payment of any fees due.
Payment shall be effected by electronic fund transfer/ credit card payment into such bank account(s) as provided by Roots & Journeys at time of confirmation or via secure online payment portal.
Should the guest fail to effect any payment on due date or breach any other trading term of this agreement, Roots & Journeys shall, be entitled to cancel this agreement/booking and take such action as is necessary to recover the full amount owing.
Any bookings or experiences that are paid for by card will attract a 5% surcharge.
Children 0 – 5 are FOC when sharing with fully paying adults. Children 6 – 17 are 50% when sharing with fully paying adults. Guests 18 years and older are full adult rate.
Private boats and vehilcles must be booked for families with children aged 11 and under. Family rooms are allocated on a first come first serve basis. There are no family rooms at Great Tsau Hills.
TOUR LEADER / GUIDE / DRIVER / PILOT POLICY
Bona fide tour leaders, guides, drivers and pilots accompanying guests that will need to stay over, will be offered accommodation at a preferential rate in our ‘guide rooms’. These are single rooms. These are subject to availability. Should they request to stay in the guest accommodation the standard guest rates will apply. Alcoholic beverages are for the guides account.
Premium drinks can be arranged prior to arrival at an extra cost.
Transfers are included at Mopiri (from/to Mopiri airstrip or Etsha 6) and Nokanyana (from/to Khwai airstrip), and Great Tsau Hill (from/to Kuke Gate).
It should be noted that Roots & Journeys reserves the right to adjust the rates on any Internal flights or road transfers within Botswana that are booked through Roots & Journeys, should there be any significant fluctuation in the exchange rate and the fuel prices.
Laundry service available at an extra cost.
CHECK IN/OUT TIMES
Check in time is usually from 14h00 and check out time is by 11h00, these can be flexible.
Please contact us if you require different timings and we shall do our best to accommodate you if possible.
INDEMNITY & PERSONAL DETAILS
All guests are required to complete and sign the ‘guest detail and indemnity’ form prior to, or on arrival, and allow Roots & Journeys to make a photocopy of their valid passport.
All guests at Roots & Journeys shall abide by Roots & Journeys’ house rules, which will be made available on arrival. The house rules have been established to safeguard guests, staff, the environment and the property of both Roots & Journeys and of guests against harm and to ensure that guests enjoy the facilities on offer.
It is the responsibility of each visitor to Roots & Journeys to ensure that adequate and comprehensive travel insurance is in place from the time of confirmation of a booking at Roots & Journeys and that details of such insurance are available during the time of travel. Such travel insurance must cover the visitor against all risks including but not limited to costs of cancellation and curtailment, damage, delay, evacuation, medical treatment, hospitalisation, illness, inconvenience, injury, loss, repatriation and theft. Roots & Journeys cannot accept any liability for any of these events under any circumstances. All visitors to Roots & Journeys are covered for evacuation to the nearest suitable medical facility in the case of a medical emergency. Such evacuation does not cover medical expenses and may be subject to agreement of the injured party to be treated at a private hospital as directed by the medical evacuation services, at the cost of the injured party.
Safari activities and visits to a safari area and/or a safari camp, place visitors in close proximity to wild animals and expose visitors to the hazards of such an environment. Whilst every care is taken by Roots & Journeys to avoid any incident, Roots & Journeys bears no responsibility whatsoever for any loss, injury, illness, death, delays, cancellations or changes to an itinerary and retains the right to alter, amend or cancel any part of a safari at Roots & journeys with just reason.
Roots & Journeys shall not be held responsible for any force majeure events beyond the reasonable control of Roots & Journeys, including but without limitations acts of god, exclusions, flood, fire or accident, war or threat of war, sabotage or civil disturbance, the occurrence of which may result in the cancellation of travel. Roots & Journeys shall not be deemed to be in breach or be otherwise liable for its non-performance to the extent that any such delay or non-performance is due to any force majeure. Roots & Journeys shall be entitled, at its sole and absolute discretion, to cancel or amend any reservation if it is so affected by a force majeure.
Visitors are recommended to check with their foreign offices, consular section and travel agent for current visa requirements, travel, health and safety advisories. All travellers must comply with the necessary visa, child-travel documents and health requirements that are applicable for travelling to South Africa and Botswana. Roots & Journeys shall not be liable in any way if a guest fails to take the necessary medical precautions or obtain the necessary visa, or if a guest is denied entry into South Africa and Botswana for any reason whatsoever.
A) We recommend that travellers to Africa keep all inoculations for tropical diseases up to date. B) Roots & Journeys are situated in an area deemed a malaria area. Travellers must seek advice from their doctor and/or travel clinic on the use of anti-malarial prophylactics.
COVID SPECIFIC TERMS
- Cancellation of a booking with no penalty only applies where one or more of the following named Covid-19 reasons for cancellation impacts travel: The government of the guest’s country of residence restricts all but essential travel or enforces a mandatory quarantine stay at a government specified site at the guest’s cost on return from the destinations the guests are travelling to.
- The destination/s the guests are travelling to are under official government imposed lock-down which prohibits guests from travelling;
- If the government of the destination/s in which the Roots & Journeys lodges or camps are located has declared that no visas will be issued to travellers from the guest’s country of residence;
- The destination/s have no formal lock-down but have closed their border either to international travellers or to travellers from the guest’s country of residence;
- International flights are cancelled with no alternative routing available to reach the destination/s in the itinerary;
- Any reason for cancellation not listed above may be constructed as disinclination to travel and Roots & Journeys standard cancellation terms and conditions will apply.
- Should a guest contract Covid-19 within a week of travel, Roots & Journeys will offer the option of postponing the trip by up to 12 months from date of original travel, internal flight rates will however be subject to any currency fluctuations.