Terms and conditions for booking your tour with African Outrides Horse Tours and Safaris cc

1. Contract

1.1 The contract will become effective as from the date the invoice is completed and the deposit, referred to in Clause 2.1, is received by African Outrides Horse Tours and Safaris cc (hereinafter known as the Company).

1.2 The contract is subject to the Laws of the Republic of Namibia.

1.3 Any person making a reservation as per Clause 8.4 accepts the terms and conditions of this agreement set out hereunder.

4. Booking

2.1 A 20% deposit of the full amount due is required to confirm any reservation and is to be done by the agent or client (see Clause 8.1) in writing or by e-mail.

2.2 The Company must receive the balance of the contract price no later than 42 days (6 weeks) prior to departure.

2.3 If the Company does not receive the full contract price 42 days (6 weeks) before the departure date, the Company may cancel the reservation and retain whatever deposit or other funds it has already received from the client or his agent.

2.4 Final confirmation issued by the Company is deemed binding on the client and the Company. Any changes thereafter will incur an administration fee of NAD200 per accommodation.

3. Payment

3. Payment may be made via EFT, or other methods as specified by the Company. All fees must be settled in Namibian Dollars (NAD) unless otherwise agreed in writing.

Our Cancellation Policy

These cancellation fees are in compliance with the applicable provisions of Namibian contract law and are considered genuine pre-estimates of loss

4.1 Any cancellation of a confirmed booking must be done in writing (email) to the Company whereupon cancellation charges as per Clause 4.2 will apply.

4.2 The following cancellation fees (as a percentage of the fully quoted price) are applicable to any cancelled travel:

Notice from date of travel, Cancellation fee:
42 days or more 20% (deposit forfeited)
29 – 41 days 50%
15 – 28 days75%
0 – 14 days100%

Please note: the notice period is calculated from the date of cancellation to the start date of the tour/safari booking.

4.3 No refund will be made by the Company if, for any reason, inclusions or parts of the tour cannot be carried out / or utilised. These would include all facets such as meals, game drives, accommodation etc. This would also apply to any client who has booked a tour but fails to undertake the tour for any reason.

5. Changes Policy

5. If a booking is changed to an earlier date than originally reserved, the Company will endeavour to change it. If the booking is for a later date, charges as per Clause 4.2 could apply.

As things go, we've all had to adapt to changes during the Coronavirus pandemic and so too have we therefore amended our terms and conditions for travel during such times. Check out the Updated COVID Terms and Conditions here.

6. Price Changes

6.1 The Company reserves the right to increase the price of any tour prior to departure due to factors beyond the control of the Company, such as, without being limited to, and increase in fuel prices, new Government legislation, accommodation price increases, fluctuations in exchange rates, etc.

6.2 If the Company announces an increase in the tour price in terms of this Clause, such addition amount must be paid to the Company before the departure of such tour or else the Company shall have the right to cancel the tour and the charges in Clause 4.2 will apply.

7. Changes to Itineraries

7. The Company shall at any time have the right, in its entire discretion, to alter the terms of the booking in relation to the route, timetable, itinerary and accommodation. The Company shall, however, make every effort to offer the client an alternative tour of a comparable standard.

Should the alternative be of a lesser standard, the client will be refunded the difference, but should there be an increase, the client shall have the right to either reject the alternative and obtain a refund of the relevant portion of the original contract sum, or to accept the alternative and pay the increased cost. In the event of the client rejecting the alternative tour and claiming a refund, such rejection will be treated as a cancellation and the refund will be calculated according to Clause 4.2 hereof. The client shall have no claim against the Company for any damages arising out of the alternative booking.

The Company shall not be liable for consequential or indirect losses resulting from such changes.

8. Responsibility and Liability

8.1 Neither the Company nor any person acting for through and on behalf of the Company shall be liable for any loss or damage whatsoever arising from any cause whatsoever and without restricting the generality of the afore going shall particularly not be responsible for the loss or damage arising from any errors or omissions contained in its brochure or other literature, late or non-confirmation or acceptance or bookings, loss or damage caused by delays, sickness, injury or death, whether occasioned by negligence or not.

8.2 The Company reserves the right to cancel or amend a tour in circumstances beyond its control, including but not limited to make an alteration in the route, accommodation price or other details. This would include any event of any tour being rendered impossible, illegal or inadvisable by weather, avalanches, strike, war, government or other interference or due to any other cause whatsoever. The extra expenses incurred as a result thereof shall be the responsibility of the client.

8.3 The Company may at its discretion and without liability or cost to itself at any time cancel, or terminate, a client's booking and in particular, without limiting the generality of the afore going, it shall be entitled to do so in the event of illness or the illegal or incompatible behavior of any client undertaking the tour, who shall in such circumstances not be entitled to any refund.

8.4 Any person making a reservation with the Company (refer to Clause 1.1) warrants that they have the necessary authority to enter into this contract on behalf of the person or persons included in such a booking. The person making the reservation shall be liable for the total amount due to the Company.

9. Client's Obligations

9.1 It is the onus and responsibility of the client to obtain the necessary comprehensive insurance before departure for any possible cancellations, medical expenses, protection or personal property and money.

9.2 The onus is upon the client to ensure that passports and visas are valid for the duration of the safari. The Company cannot be held liable for any necessary visas or other travel documents not held by clients. In the event of a client not having the necessary documentation to enter any area or country the Company shall reserve the right to leave the client at the point of entry of such area or country. In such an event, the Company will not be held responsible to the client for further travel arrangements.

10. Health and Personal Safety

10.1 The client shall be reasonably fit to undertake the tour.

10.2 Anti-malaria precautions should be commenced prior to tour departure. A medical doctor should be consulted for advice.

10.3 Tours offered by the Company cover a wide spectrum of the African wilds and neither the Company, its employees or agents can be held responsible for any injury or other related incidents whilst on the tour / safari / horse rides / activities.

10.4 Participation in any physical activities, including horse rides, is entirely at the client’s own risk. Clients may be required to sign a separate indemnity form

11. Baggage

11.1 Due to the rugged terrain, the Company cannot be held responsible for damage or loss of any personal items including bags, contents of bags or photographic and related equipment. Due to extremely dusty conditions, please ensure all bags are dust proof.

11.2 We recommend that all valuables and electronics are covered under the client’s travel insurance.

Airline and Car Hire Clause

12.1 The Company will act as the agent of the client when booking the client with a car hire company, an airline or air charter service. The client therefore contracts with the car hire company, airline or charter service and not with the Company.

12.2 Charter flights are normally operated by smaller type aircraft such as Cessna 210. Luggage is strictly limited to 10-15 kgs (depending on terms of particular airline used) per person in soft hold all type bags. Due to the desert heat, it is not safe to overload aircraft thus this limit needs to be strictly controlled.

12.3 The Company accepts no responsibility for changes, cancellations or delays caused by third-party providers

13. Dispute Resolution

In the event of a dispute, the parties agree to first attempt to resolve the matter amicably. If unresolved, the dispute shall be referred to arbitration in Windhoek, Namibia, in accordance with the Arbitration Act, 1965 (as amended).

14. Domicilium

"The parties choose as their domicilium citandi et executandi their respective physical or email addresses as provided at the time of booking."

Updated COVID-19 Terms and Conditions

Effective as of [01-2025]

These COVID-19 Terms and Conditions form part of the main Terms & Conditions of African Outrides (hereinafter referred to as “the Company”) and apply to all bookings made during or affected by pandemic-related disruptions, including but not limited to COVID-19.

1. Travel Requirements and Entry Regulations

1.1 It is the sole responsibility of the client to ensure compliance with all entry, exit, and transit requirements of Namibia and any other countries visited during the tour. These may include:

Valid vaccination certificates,

COVID-19 test results (PCR or antigen),

Travel health questionnaires,

Quarantine requirements (if reintroduced by authorities).

1.2 The Company shall not be held liable for any financial or other loss resulting from a client’s failure to comply with such regulations.

2. Health and Safety Protocols

2.1 The Company reserves the right to implement health and safety protocols in line with Namibian Government guidance, including:

Mask-wearing,

Temperature screening,

Social distancing,

Hand sanitisation.

2.2 The client agrees to comply with such measures while on tour. Failure to comply may result in removal from the tour, with no refund due.

3. COVID-19 Symptoms or Infection During Tour

3.1 If a client exhibits symptoms of COVID-19 or tests positive during the tour:

The client may be required to isolate at their own cost in accordance with local health regulations,

The Company will assist with logistical arrangements but bears no responsibility for additional costs incurred (e.g. accommodation, medical treatment, rescheduled flights, transport).

3.2 The client agrees to purchase comprehensive travel insurance that covers COVID-related cancellation, quarantine, and medical costs.

4. Flexible Postponement Policy

4.1 If travel restrictions (e.g. border closures, flight cancellations) make it impossible or illegal for a client to travel:

The Company will offer to postpone the tour at no extra cost, subject to availability.

Postponements must be used within 12 months of the original travel date.

4.2 If the client chooses to cancel instead of postpone, the standard cancellation policy (Clause 4.2 of the main Terms & Conditions) shall apply.

5. Force Majeure

5.1 The Company shall not be liable for any delay, change, or cancellation of a tour due to events beyond its control, including but not limited to:

Pandemic outbreaks,

Government regulations,

Airline disruptions,

Lockdowns,

Quarantine orders.

5.2 In such cases, the Company may retain a reasonable portion of the deposit or funds already paid to cover non-recoverable costs.

6. Updates and Communication

6.1 These COVID-19 Terms may be updated periodically in line with changes to Namibian law or global health guidelines.
6.2 The latest version will always be made available on request and on the Company’s official website. It is the client’s responsibility to review them prior to travel.

7. Acknowledgement and Acceptance

By confirming a booking with the Company, the client acknowledges that they have read, understood, and agreed to these Updated COVID-19 Terms and Conditions and the risks associated with travel during a pandemic or health emergency.