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TERMS AND CONDITIONS

BOOKINGS REQUIREMENTS

For WEDDINGS or PRIVATE EVENTS
  • A 50% deposit for the number of tents you book is required to secure your date. Balance will be required one week prior to your arrival date.
  • Minimum tents booking: 15 tents (30 pax)
  • Maximum tents booking: 91 tents (182 pax)
  • Minimum booking is 2 nights.
  • Check-in time: From 2PM*
  • Check-out time: At 10AM**

Each 5m Luxurious Glamping Tent includes:

  • TWO super comfy full size single beds
  • Quality Hotel white bed linen & towels
  • Floor rugs
  • Bedside tables
  • Storage chest
  • Solar lighting
  • 2 x chairs

*Should you require an early or late check-in during your day of arrival, please make your request beforehand and we will try to accommodate your request. Additional fees may apply if no communication has been made prior to the arrival.

**Check-out time after 10AM will result in additional night charged.

BOOKING CONFIRMATION

No booking is confirmed until we notify you in writing that we have received 50% deposit. Until such time as a booking is confirmed, the Glamping Tents will be available for hire by third parties during the Hire Period (or part thereof). If a third party wishes to hire the Glamping Tents during the hire period (or part thereof) before your booking has been confirmed, we will use reasonable endeavors to contact you to request that you provide us with a 50% deposit to secure your booking.

YOUR RESPONSIBILITIES

To ensure a smooth setup of the Glamping Tents, the hirer is responsible for:

  • Sending photos of the area where the tents will be setup at least two weeks prior to the event.
  • Clean the area where the Glamping Tents will be setup prior to the event as per the Expedition Glamping team’s requirements. Any additional work from the Expedition Glamping team to prepare the area is to the cost of the hirer.
  • The accessibility to the venue. The roads need to be cleared for our vehicle to access the venue (Height: 3.6m / Width: 2.6m). If the access to the venue is not possible, the setup will not be able to be done, and the full cost of the booking will be charged.

To ensure the Glamping Tents provided are respected, the hirer is responsible for:

  • No smoking, eating or drinking inside the tents.
  • Ensuring no heavy objects e.g., bicycle, suitcase are leaning against the tents.
  • Ensuring any furniture and deco are removed from the tents.
  • Ensuring tents are closed when checking out or leaving the tents.
  • Ensuring the tents and equipment are not left abused or in a damaged condition.
  • Any damage to the tents incurred during the hire period is to the cost of the hirer.
  • Beddings / towels with stains not possible to remove e.g. grease, blood, red wine will need to be replaced and is to the cost of the hirer.
  • Beddings / towels with stains difficult to remove e.g. vomit, makeup will need extra cleaning products and is to the cost of the hirer.
  • Any lost, broken or missing equipment will be charged at a replacement cost and is to the cost of the hirer.

All baggage and personal effects are at all times at the Clients risk and Expedition Glamping (Pty) Ltd cannot accept any liability for any loss of baggage or personal effects.

AMENDMENTS, POSTPONEMENTCANCELLATION & REFUND

Should the client wish to amend their booking:

  • by decreasing the number of tents:
    • < 59 days or less prior to the event will result in a 100% amendment fee of the full amount of the booking i.e. the number of tents quoted on (and deposit paid for) will be the final number of tents invoiced.
    • 60 to 89 days before the event will result in a 50% amendment fee of the deposit i.e. the number of tents deducted will be charged at 50%. Example: The client has booked 25 tents initially but would like to decrease to 20. The 5 tents deducted will be charged at 50%.
    • > 90 days before the event will result in 0% amendment fee of the deposit.
  • by increasing the number of tents: the difference from initial quote and revised quote must be paid to secure the additional tents. Please note that this option will depend on the availability of the tents.

Should the client need to reschedule the event to a different date, this will depend on the tents’ availability. Client is only able to reschedule once at no additional cost if done in the same calendar year. If the new date is in the following calendar year, the Client must pay the difference in rates.

Should the tents not be available at the new dates proposed, cancellation fee will apply.

Expedition Glamping (Pty) Ltd cannot accept responsibility for any delays, postponements/ cancellations of the event, as a result of weather and its associated effects and will not accept liability for any loss, damage, inconvenience, or injury caused by or from weather conditions.

Cancelling a reservation could result in cancellation fees. These are calculated on the total value of the reservation that was cancelled.

Cancelling:

  • < 59 days prior to the arrival will result in a 100% cancellation fee of the full amount of the booking.
  • 60 to 89 days before the event will result in a 50% cancellation fee of the full amount of the booking.
  • > 90 days before the event will result in 0% cancellation fee of the full amount of the booking.

The refund will be calculated according to the above cancellation policy.

COVID-19 related cancellation: If the South African government implements stricter lockdown regulations preventing the event from happening at least two weeks prior to the event, the above cancellation timelines will not apply and 100% of the deposit will be refunded. Rather than cancelling, we encourage to reschedule the event.

EXTRAS

Ablutions (up to 5 showers & 4 toilets) can be supplied at extra cost.

Extras will be charged upon requests.

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