Terms + Conditions
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TERMS & CONDITIONS
The following terms & conditions (‘booking conditions’) form the basis of your contract with
Luxury Wine Trails Pty Ltd – ACN 615 509 790 / ABN 98 331 207 747
Please read these carefully, as they set out your & our respective rights & obligations. By asking us to confirm your booking, we are entitled to assume that you have read these booking conditions, that you agree to them & that you agree to them applying to your holiday arrangements that you book with us & which we agree to make, provide or perform (as applicable), as part of our contract with you.
Governing Law – the booking conditions are governed by the law in force in NSW, Australia.
Luxury Wine Trails accepts bookings subject to the following conditions:
1. TOUR PRICES
Prices quoted in our tour information are based on exchange rates, cost of services and applicable taxes at the time of publication. Prices may be subject to change in the event of significant currency fluctuations or the introduction of new taxes, up until final payment is received.
In the event of a price increase, whether because of a currency fluctuation, increase in taxes or a correction in advertised prices, we will advise you and you will have the option of accepting the amended prices, inclusions and booking conditions, or withdrawing from the tour and receiving a full refund of all monies paid.
Once final payment is received, all prices will be guaranteed and no surcharges will apply.
Prices for our tour are calculated based on the total family/friend group size & travel season.
Confirmed pricing will be advised at the time of your inquiry/booking.
2A. DEPOSIT & FINAL PAYMENT
At the time of your booking:
For all our 10 day on-demand flexible departure tours:
A deposit of (Australian $) $AUD1,500 or (South African Rand) R15,000 per person is required to secure your booking.
For all our 6 day on-demand flexible departure tours:
A deposit of (Australian $) $AUD1,000 per person or (South African Rand) R10,000 is required to secure your booking.
For all our 3 day on-demand flexible departure tours:
A deposit of (Australian $) $AUD 500 per person or (South African Rand) R5,000 is required to secure your booking.
For all customised tour itineraries, your deposit will be calculated based upon the number days for the itinerary, and will be advised at
the time of your inquiry.
Your final payment of the balance due:
Is due no later than 60 days before your tour start date.
Failure to make your final payment by the 60 day due date may result in cancellation of your booking and loss of deposit.
We reserve the right to charge a late payment fee in the event of late booking and/or payment to cover additional communication and other expenses.
Payment to Luxury Wine Trails is by EFT direct deposit for all journeys booked:
Our Luxury Wine Trails banking deposit details will be provided to you with your personalised emailed quotation.
2B.CANCELLING YOUR BOOKING
Cancelling within 90 days of departure will unfortunately result in the loss of your deposit.
Cancelling within 60 days of departure will unfortunately result in the loss of your deposit & final tour payment.
Note: This is calculated from the day written/email notification is received & confirmed by Luxury Wine Trails of your intended cancellation.
3. INCLUSIONS IN YOUR HOLIDAY PACKAGE PRICE
As indicated in your individual itinerary - the following are included on our Cape Town / Cape Winelands / Safari Journeys:
All accommodation, breakfasts, scheduled lunches, dinners, pre-selected wines & beverages served with meals, welcome drinks, on-tour group transport, driver & bottled water on-board, tour guide, scheduled masterclasses & guest speakers, vineyard tastings & tour fees, taxes, toll fees, park entrances, tips, porterage, sightseeing & end-of-tour limousine transfers to your next destination within Cape Town – limited to 20 kilometres.
As indicated in your individual itinerary - the following are included on the safari component of our Cape Wineland + Safari Journeys:
All accommodation, meals, pre-selected fine wines (dinner), & throughout the day standard local wines, local beers & soft-drinks, domestic flights from Cape Town to Johannesburg & return flights to/from Madikwe Game Reserve, all park entry, conservation & fly-in fees.
4. EXCLUSIONS IN YOUR HOLIDAY PACKAGE PRICE
Understandably, expenses of a purely personal nature (laundry bills, personal bar bills, phone calls, shopping, minibar, spa & massage treatments), and any additional discretionary gratuities & tips on your part are excluded.
It is your responsibility to be in possession of a passport valid for 6 months after the date of your return from South Africa to your home country. You are also responsible for obtaining all necessary visas, inoculations and preventative medicines as may be required for the duration of the tour. Information about these matters or related items is given in good faith but without responsibility on the part of Luxury Wine Trails.
a) Changes by You – Because of additional communication and other related administrative expenses, we reserve the right to charge an appropriate administration fee per amendment to your original booking. While every reasonable effort will be made to accommodate changes and additional requests, their availability cannot be guaranteed.
b) Changes by Us – While we will use our best endeavours to operate all tours as advertised, by entering into this contract the Client accepts that it may prove necessary or advisable to vary or modify a tour or its contents due to prevailing local conditions. We reserve the right at any time to cancel or change any of the facilities, services or prices described in our sales & marketing materials whether they be electronic or printed, (including, transport, restaurants, vineyard, accommodation, masterclasses & speakers or other arrangements), and to substitute alternative arrangements of comparable monetary value without compensation.
If a service or facility becomes unavailable due to circumstances beyond our control (‘force majeure’) and no alternative arrangement of comparable monetary value is available, we will substitute the best alternative available and will refund the client for any cost saving, or charge the client for any additional costs incurred.
‘Force majeure’ includes any event which Luxury Wine Trails or its suppliers could not, even with all due care, foresee or avoid (e.g. advice against travel from the Australian Department of Foreign Affairs and Trade (DFAT), war, threat of war, riot, civil strife, industrial dispute, epidemics, health risks, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, technical or maintenance problems with transport.
6. SUBSTITUTION OF CLIENT
If any member of the party is prevented from travelling because of the death, injury or serious illness of the passenger or to a close relative or friend, redundancy or jury service, it may be possible to transfer the booking to another suitable person (acceptable to Luxury Wine Trails & of legal drinking age in South Africa - 18 years old), provided that written notice is given at least one calendar month prior to departure. An administration fee of $AUD100 per person will be levied plus any costs imposed by our suppliers.
7. CANCELLATIONS, REFUNDS & BOOKING NUMBER INCREASES/DECREASES
a) Cancellation by You – Cancellation charges will be applied as shown below, calculated from the day written/email notification is received by Luxury Wine Trails.
Cancelling >90 days from departure - will result in a full refund of your deposit made.
Cancelling within 90 days of departure - will unfortunately result in a loss of your deposit made.
Cancelling within 60 days of departure - will unfortunately result in loss of deposit & final tour payments made.
The above cancellation charges include any applicable/additional taxes.
If the booked numbers are reduced from your original/initial booking, in part due to a cancellation by you, the individual per person price of your journey may unfortunately need to increase, to reflect any higher per person costs we may incur, for a given journey. At the time of advising us via email of your part cancellation, we will endeavour to advise you within 48 hours of any applicable per person increases in the total price of your journey. Any adjustments upward, will be due/payable with your final tour payment & no later than 60 days prior to departure.
If the final booked numbers are increased, from your original/initial booking, the individual per person price of your journeys may decrease, to reflect any lower cost benefits we receive, for a given journey. At the time of advising us via email of your increased booking number request, we will endeavour to advise you within 48 hours of any applicable per person decreases in the total price of your journey. Any adjustments downward, will be reflected in your final tour payment, due no later than 60 days prior to departure.
Luxury Wine Trails endeavours to provide you with all the services confirmed to you at the time of your booking. We plan arrangements a long time in advance of your departure date, using independent suppliers that are beyond our direct control. Understandably, and on occasion, changes may have to be made to our itineraries, and Luxury Wine Trails, therefore reserves the right to cancel/amend holiday packages/excursions accordingly such as hotels, restaurants, transport, guest speakers & vineyards, while at the same time our objective will always be to make substitutions that deliver a consistently superior experience for our guests.
b) Cancellation by Us & our Minimum Small Private Group Numbers - All tours require a minimum number of bookings in order to be financially viable, and to have a pleasant group atmosphere.
For our 3 day Journeys: A minimum of 4 paid guests are required.
For our 6 & 10 day Journeys: A minimum of 6 paid guests are required.
Except for force majeure (as outlined in the changes section) or the Client’s failure to pay the final balance, we will not cancel a tour less than 60 days before departure date. In the event of a cancellation by Luxury Wine Trails, will return all deposits & final payment monies paid.
No compensation will be paid in the event of cancellation by Luxury Wine Trails.
A full refund of monies paid for tour costs will be the full extent of our liability.
Please note that airlines may impose up to 100% cancellation charges.
It is a condition of booking with Luxury Wine Trails, that travel insurance be taken out at the time of your booking.
8. BROCHURE & WEB-SITE ACCURACY
Luxury Wine Trails, endeavours to ensure the information given in brochures or on our web site, about accommodation, itineraries etc. are correct. However, descriptions, facilities and prices may change after publication or placement on our web site or in advertising. Luxury Wine Trails will endeavour to notify you of any significant changes prior to your departure.
9. SOLO TRAVELLERS
A limited number of single rooms may be available at the time of your booking.
Single supplement charges are 25% above the published per person twin share rates.
10. TRAVEL INSURANCE
It is a condition of travel that you are covered by comprehensive travel insurance for international tours, and you should make your own arrangements.
Participants must provide the following information no later than 60 days prior to commencement of travel:
• Your travel insurance policy details & policy number.
• The emergency telephone number of your insurance company.
• Next of kin emergency contact - email & phone.
11. FITNESS AND PARTICIPATION
Our tours require a MODERATE level of fitness.
If you (or we) have any doubts about your level of fitness, you may be required to have a doctor’s appraisal. This would require your doctor to review the itinerary of your tour, including the fitness level, and provide you (and us) with a written confirmation of your ability to participate.
For the overall benefit of the group, all tour members must possess a moderate level of mobility, including the ability to:
• Negotiate airports, restaurant & hotels without assistance
• Use combined shower/bath facilities.
• Undertake walking tours of 1-2 hours duration, including using stairs &/or walking over uneven surfaces.
• Stand for long periods.
• Embark / disembark coaches, without assistance.
• Handle your own luggage as required.
12. ILLNESS OR DISABILITY
Anyone suffering from illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the tour. Failure to make such disclosure will constitute a breach of these booking conditions, and result in such persons being excluded from the tour in which case all monies paid will be forfeited.
13. EXCURSION/ ITINERARY TIMINGS
The timing of the itinerary excursion may differ slightly, with the published times acting as a guide only & are subject to change without notice.
14. LATE BOOKINGS & SPECIAL OFFERS
Late booking promotions and special offers do not apply to existing bookings unless otherwise stated.
15. SPECIAL REQUESTS
Where a special request - including (dietary, room location, twin or double bedded room), is an important factor in your choice & selection of holiday, you MUST advise Luxury Wine Trails, when your booking is made.
We will pass on your request onto the hotel or restaurant/s or other suppliers, but cannot guarantee that it will be accommodated. The provision of any special request does not constitute a term of your contract with us. Confirmation that a special request has been noted, passed on to the supplier, confirmed on your invoice or any other documentation, is not confirmation that the request will, or can, bet met. Unless & until specifically confirmed, all special requests are subject to availability.
16. LOCAL LAWS
All participants on the tours we operate are expected to obey the laws and regulations of the countries visited, (in this case South Africa), and any failure to do so will relieve Luxury Wine Trails of all obligations that they may otherwise have under these booking conditions.
17. IF YOU HAVE A COMPLAINT
If you have a complaint about any of the tour arrangements, you must bring it to the attention of the tour leader or other representative of Luxury Wine Trails, at the time so that they may use their best endeavours to rectify the situation. It is only if we are made aware of any problems that there will be the opportunity to put things right. Any complaints must be made in writing to Luxury Wine Trails within 28 days of the completion of the tour.
18. OUR RESPONSIBILITIES
All bookings are accepted on the understanding that the Client appreciates that travel does involve some risk and that they undertake all tours of their own volition.
i) Luxury Wine Trails, accepts liability should any part of the tour arrangements booked with us not be supplied as described in the brochure(s) or web site (or the substituted experience), and not be of a reasonable standard. In such a case, we will pay reasonable compensation if the Client’s enjoyment of the tour has been adversely affected, but will pay no compensation if there has been no fault on the part of Luxury Wine Trails or our suppliers, and the reason for the failure in the tour arrangements was the Client’s fault, the actions of someone unconnected with the tour arrangements or could not have been foreseen or avoided by Luxury Wine Trails, or its suppliers. even if all due care had been exercised.
ii) Our acceptance of liability in clause 18(i), above is subject to assignment by the Client to Luxury Wine Trails, of the Client’s rights against any agent, supplier or sub-contractor of Luxury Wine Trails, which is in any way responsible for the unsatisfactory tour arrangements.
19. PERSONAL BELONGINGS & LOST ITEMS
For security reasons, valuables should be kept to a minimum and packed in your hand luggage, along with your medicines, camera, electrical or battery operated appliances, as well as clothing & toiletries. It is your responsibility to look after your property at all times and you must ensure that you are adequately covered by comprehensive travel insurance in the event of any loss.
20. RESPONSIBLE SERVICE OF ALCOHOL
Where staff are responsible for service of alcohol, they are obligated by law to refuse service to any guest who, in their reasonable opinion, appears to be intoxicated, or behaves in an aggressive of offensive manner.
21. MEDICAL ASSISTANCE
You are responsible for all charges that result from visiting a medical facility or practitioner, and Luxury Wine Trails is not responsible for the type or quality of the medical services you may receive.
For other passengers’ comfort, there is no smoking in our tour vehicles, and further limitations on where you can smoke, apply by law in South Africa.
23. PHOTO / VIDEO
Photographs or videos of the tour may be taken, which may be used for promotional purposes. If you submit photographs to Luxury Wine Trails, we reserve the right to publish them in future promotional material. Completion of your registration/booking form and acceptance of documents indicates your acceptance and release for this material to be used for promotion & resale purposes.
24. MAPS WITHIN THIS PUBLICATION, BROCHURES OR WEBSITE
Please note that maps may not be to scale.
25. LIMITATION OF LIABILITY
Luxury Wine Trails accepts no responsibility for any death, injury or otherwise in respect of the holiday packages contained in this brochure or website are excluded to the full extent permitted by law.
26. BAGGAGE LIMITS ON WINE & WILD SAFARI JOURNEY ON-ROUTE TO MADIKWE PRIVATE GAME RESERVE
Flights from Cape Town to Johannesburg are :
Flight time is approximately 2 hours
Standard baggage limits are 20kg per person
Excess baggage charges are approximately 30 Rand/kg
Flights from Johannesburg to Madikwe & return are:
With Federal Airlines.
Due to the nature of the shuttle flight services, the aircraft are smaller & have much smaller luggage holds.
Baggage restrictions are as follows:
Bags must be soft on all sides similar to that of a duffel bag. No cases with hard sides are allowed.
Maximum check-in luggage weight allowed is 20kg/44lbs
Carry-on luggage is restricted to one piece weighing a maximum of 5kg/11lbs
Suggested luggage size is 40cm/16 inches wide x 30cm/12 inches high x 60cm/24 inches long
Should your luggage be unsuitable for the above requirements, you will be asked to repack your luggage into one of the soft bags available at Federal Airlines at an additional cost.
Should your luggage exceed the limitations, Federal Airlines provide a complimentary luggage storage facility offered on a return flight basis. Excess luggage remains the responsibility of the affected passenger at all times.
Oversized bags cannot be carried on your lap as unsecured objects inside the cabin are hazardous to your safety.
If you wish accommodate extra luggage ahead of time, please ask Luxury Wine Trails to book and pay for an additional seat in advance, as this may not be an option on the date of your flight without a pre-booking. This extra seat will allow you an additional 60kg (132lbs) of luggage and is subject to the above specifications.
Complimentary excess luggage storage facilities are offered on a return flight basis at Johannesburg O R Tambo International Airport.
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