Terms and Conditions – Namibia Safari Tours

Please read through our Terms and Conditions carefully to familiarise yourselves with the content herein. You are responsible for informing yourself and every guest in your group accordingly. You will be asked to accept and sign these terms and conditions to confirm that you have read and understood them before completing your booking.

a. Namibia Safari Tours will not be held responsible for lack of communication between Tour Agents and their clients.

b. No amendment, cancellation or waiver of any term or right referred to herein shall be valid or binding unless reduced to writing and signed by both the Tour Client and a duly authorised representative of Namibia Safari Tours.

Reservations

  • Amendments and cancellations need to be done per e-mail.

Deposits / Payments / Invoicing

  • A 10% deposit is required to confirm your booking. Namibia Safari Tours will then commit bookings at the various hotels and lodges on the tour. Then a detailed and finalised tour programme will be issued based on the client needs during the quotation process. This becomes a non-refundable deposit.
  • Full payment is required no later than 65 days prior to arrival, unless alternative arrangements are made with our accounts department.
  • Bookings made within 65 days prior to arrival must be paid within 48 hours.
  • Failure to confirm bookings within the given time frame will result in the cancellation of your booking.
  • Please use NST and your surname with initials as payment reference and forward the proof of payment to office@jsvdm.com as soon as payment is done.
  • Whenever a one-time payment is made for more than one invoice, please forward a remittance advice to allocate the relevant bookings/invoices.
  • Ensure your bookings are correct before making payment.
  • Verify that the invoice received is correct. All invoices will be double-checked by our audit department. If any mistakes are found, we will correct them and the costs incurred will be on the account of the guest.
  • On request, our accounts department will provide a receipt/statement.
  • While on tour, departing from any lodge or hotel without settling your account or bill for alcoholic drinks, laundry, curios, any breakages (incl. rental of fishing equipment), or any other payable expense is theft and regarded as a criminal offence. Legal steps will be taken. All admin and tracing expenses will be charged to the abuser/guest.

Specials, Discounts & Educational Visits

  • Specials will apply strictly within the advertised timeframe.
  • Prices are fixed; no discounts or re-negotiation will be done at check-in or check-out.

Cancellation Policy

  • 64 to 0 days prior to arrival – 100% of full payment will be withheld.
  • 65 days or longer prior to arrival – 50% of full payment will be withheld.
  • Penalties apply to all cancellations, provisional or confirmed, within the above periods.

Passports, Visas & Health

  • It is entirely the Guest’s duty to ensure that all passports and visas are current, valid, obtained on time, and valid for six months after return to the home country.
  • Ensure all necessary vaccinations/inoculations/prophylactics (e.g. for malaria) are arranged.
  • Some parts of Namibia are high-risk areas for malaria and tropical diseases. Consult your medical practitioner before departure or immediately upon arrival.
  • Stay within electrically fenced lodge/hotel premises in rural areas for your safety.
  • Always inform your tour guide before taking a walk or jog.
  • No pets are allowed on Namibia Safari Tours.

Complaints

  • No refunds will be given for complaints.
  • Complaints must be lodged while on tour, so all parties can fairly state their case.
  • No correspondence will be entered into after departure from Namibia Safari Tours.
  • No threatening, racist or sexist behaviour will be tolerated. Guests will be asked to leave the premises or tour vehicle immediately.

Activities

  • Visits to reserves, Game Parks, game drives, and other activities are at your own risk.
  • A list of extra activities is available from our booking office.
  • Extra activities are provisionally booked, subject to availability.
  • Activities take place at set times. For special requests, organise in advance.
  • We guarantee a seat per guest, not a vehicle per group.
  • Game drives and other activities cannot be refunded if not attended.
  • Private game drives are charged additionally and subject to availability.
  • We accommodate special needs or disabled travellers wherever possible.
  • Do not pick or kill fauna/flora.
  • Do not feed or tease wild animals.
  • Do not make fires. Report any signs of smoke or fires.
  • Do not litter.
  • Keep noise levels down to respect other guests and wildlife.
  • Bicycles are not allowed on self-drives.

Transport

  • Quoted prices include vehicle transport by road unless otherwise arranged.
  • Pick-up and drop-off times are set by us and are strictly adhered to.
  • Guests must reconfirm onward travel arrangements (including return to RSA or local/domestic flights) 72 hours prior to departure.

Dietary Requirements

  • Please advise dietary needs when making reservations.
  • Note that many lodges are far from supermarkets and may have limited supplies.

Lodge Facilities

Firearms

  • No firearms or weapons may be carried in any NST vehicle or National Park/Reserve.
  • Undeclared firearms are treated as security threats.

Banking Details

  • Payment Reference: NST + your surname and initials
  • Account Name: JS van der Merwe Holdings T/A Namibia Safari Tours Africa
  • Account #: 55500089145
  • Branch Code: 281174 – Marua Mall Branch
  • SWIFT CODE: FIRNNANXXXX
  • Bank Name: First National Bank of Namibia

Contact Details

Law and Jurisdiction

  • Namibian law and courts govern the relationship between Guest and Namibia Safari Tours.
  • All guests are required to present their ID/Passport at check-in. A copy will be made for documentation.
  • Namibia Safari Tours will not be liable for theft at any lodge, hotel, or from vehicles. Use the in-room safe to lock away valuables.
  • Smoking is prohibited in all indoor public places, transport, and specified outdoor areas, in accordance with Namibia’s Tobacco Control Laws.

Conduct

  • Guests must follow Namibia Safari Tours’ and affiliates’ instructions regarding conduct and not disturb other guests.
  • Namibia Safari Tours is indemnified against any actions by the guest that breach these conditions.

Force Majeure

  • Namibia Safari Tours may cancel contracts due to unforeseen events beyond their control.
  • Force Majeure includes lodge/hotel renovations or restoration.
  • Vehicle breakdowns will be handled as efficiently as possible. These do not constitute a claim against Namibia Safari Tours.

Confidentiality

  • Namibia Safari Tours treats all personal information with strict confidentiality, unless required by law or court order.

The Client and Authority

  • The person requesting quotations, bookings, or services is deemed to have read, understood, and accepted these conditions and acts with authority on behalf of the Guest(s).

Insurance

  • Guests are strongly advised to obtain adequate travel insurance, including but not limited to:
    • Cancellation due to illness or injury
    • Personal accident and liability
    • Loss/damage to baggage and equipment
  • Namibia Safari Tours is not responsible for insufficient or absent insurance cover.
  • Credit card insurance is often limited. Please confirm specifics with your provider.

These Terms & Conditions and the Indemnity signed by the guest constitute the entire agreement between Namibia Safari Tours and the Guest. No other terms, promises, or representations apply unless expressly stated herein.