1. All tariffs quoted in the contract include Value Added Tax (VAT) and the local tourism levy at the prescribed rate. The Lodge reserves the right to amend the quoted tariffs should there be any change in the percentage rate of VAT or other statutory levy, tax, or impost becoming payable by the Lodge after date of signature of this contract.
2. The tariffs are quoted in Namibia Dollar are net, and are non-commissionable.
3. CHILD POLICY:
At Desert Camp, Desert Quiver Camp and at Etosha Village max 2 children below 12 years can be accommodated free of charge if accompanying and sharing a room with two full paying adults. Children sharing with adults will be accommodated on a sleeper couch, which converts into one double bed size.
At Sossusvlei Lodge max 1 child and 1 infant below the age of 12 years can share the room with two adults. The child is accommodated in a standard single bed. Infants are accommodated in a standard Baby Cot depending on availability.
Children staying in their own rooms and not sharing with 2 paying adults will be charged full adult rate for the room.
Interleading rooms are available at Sossusvlei Lodge but should a child occupy a room without sharing with 2 paying adults they will pay normal adult rate.
This offer is subject to availability and the payment of the applicable meal rates.
Meal rates:
0 - 4 years – no cost
5 -11 years – 50% of meal rate
12 years plus – full meal rates
At Sossus Oasis Campsite, Etosha Village Campsite & Etosha Trading Post Campsite children up to of 4 years stay at no charge. Children 5 – 11 years pay 50% of the applicable adult rate.
4. Check-in time: 14:00 - Checkout time: 10:00 For times other than these please advise at the time of booking. While we do our utmost to accommodate early arrivals we cannot guarantee immediate check-in. The Tour Operator is responsible to advise his guide / driver / pilot and clients accordingly. Late departures are strictly on prior arrangement with the Lodge and subject to availability of rooms.
5. Day rooms will be available on request subject to availability and additional cost – cost on request.
6. Failure to comply on the part of the Tour Operator to comply with any of the Terms and Conditions set out herein shall entitle the Lodge, in its sole discretion and regardless of booking requirements and/or payments already received, to cancel or refuse to accept the Tour Operator’s bookings.
7. The Laws of Namibia shall govern this contract in all respects.
8. The Lodge shall not be liable and shall not be deemed to be in default for any failure of performance hereunder, for any reasons beyond its control. Such case shall be deemed to include, but not be limited to, war, warlike operations, armed aggression, insurrection, riots, fire, explosions, accidents, failure to obtain any government approvals, Governmental acts or omissions, regulations or orders, acts of God, theft, acts of wild animals, acts of the public enemy, epidemics, quarantine, restrictions or labour unrest.
LIABILITY
9. The Lodge shall ensure that it maintains adequate public liability insurance cover throughout the period of this Agreement
against third party liability. In the event of a dispute as to what constitutes adequate cover for the purpose of this clause, the reasonable discretion of the Lodge shall be deemed to be adequate insurance. The lodge furthermore retain the right to limit its liability after giving written notice thereof.
GROUP / FIT POLICY, TOUR GUIDE POLICY, TRAVEL TRADE & INCENTIVE INSPECTION VISIT POLICY & CANCELLATIONS
10. Bona Fide Tour Guide/Pilot Discount: At Sossusvlei Lodge & Etosha Village DINNER/BED/BREAKFAST only.
At Desert Camp & Desert Quiver Camp the basis of the guests will apply to the guide (excluding lunch)
4- 20 paying guests - 100% FOC for one tour guide/pilot/driver (excl. lunch)
21- 40 paying guests - 100% FOC for two tour guides/pilots/drivers – (excl. lunch)
41 – 60 paying guest - 100% FOC for three tour guides/pilots/drivers (excl. lunch)
At Sossus Oasis Camp, Etosha Village Camp & Etosha Trading Post camp - one guide free of charge if the paying guests is more than 6 on the basis that the guests are booked on (excluding lunch).
In the case of unforeseen overbooking or during high season, the Lodge reserves the right to accommodate tour guides/tour leaders/pilots/drivers in suitable alternative accommodation. The Lodge will inform the tour operator in such event by way of written confirmation. The tour operator undertakes to inform their tour guide/tour leader/pilot/driver accordingly. The Lodge cannot be held responsible for misinformation.
11. Private visits by any persons of the travel trade will be confirmed subject to availability and are subject to the Travel Trade rates. Proof of employment must be provided.
Official inspection visits or Educational’ s of persons in the travel trade are handled at the discretion of the Lodge Manager. This applies to persons directly involved in selling and promoting Namibia as a tourism destination
only. We do apply special rates to Educational visits and the size of discount will depend on the time of year and availability of the applicable establishment. Please enquire with our reservation office for rates applicable to your educational visit. The Lodge reserves the right to charge the full cost in the case of any misuse.
Incentive inspection visits are charged at full cost. Once the incentive group materializes a refund of a percentage or the
full amount is credited to the final invoice. Accommodation will be refunded. Meals, outdoor catering and activities is non-refundable.
12.Reservation requests and amendments
12.1 All tour booking requests, amendments and cancellations must be given in writing to the Lodge and will only be effective after confirmation in writing.
12.2 For all Group Bookings made during the high season, which is defined to be the period from 1st July to 30th November of each year, the Lodge retains the right to levy a non-refundable deposit payment equal to 20% of the value of the booking made, to be paid not later than 90 days prior to the arrival date of the Group. Such decision shall be based on the performance history of the specific group in the previous year.
12.3 For all bookings made during the low season, which is defined as the period from 1st December to 30th June of each year, the Lodge retains the right to levy a deposit payment. Such decision shall be based on the history of a particular Tour Operator on the ratio of number of reservations made to the number of rooms confirmed for the previous year.
13. Cancellation Policy (click on link to view complete policy)
14. Deposit / Release Clause
If the Lodge is at any time approached by another customer or client who is willing to pay a deposit in order to secure accommodation that has already been booked but not yet confirmed by the first Tour Operator, the Lodge shall give the first Tour Operator the opportunity to either:
14.1 Confirm the reservation, in which case the Tour Operator shall furnish the Lodge with a non-refundable deposit of not less than 20% of the total value of reservation, such deposit to be received by the Lodge not later than 7 days after confirmation of the reservation, or
14.2 To cancel the reservation without incurring any cancellation fees.
14.3 The second party requesting the rooms, shall furnish the Lodge with a non-refundable deposit of not less than 20% of the total value of the reservation. Such deposit to be received by the Lodge not later than 7 days after confirmation of the reservation (Rooms will be confirmed once the first Tour operator has released the required rooms).Once this procedure has been requested and started you will be liable for the non-refundable deposit payment. If we however fail to with the deposit request procedure no payment will be liable.
BLOCK BOOKINGS & ALLOTMENTS
15. Block Bookings and Allotments will be handled on merit, depending on the booking history and the cancellation history of the tour operator. The Lodge reserves the right to cancel and/or amend any such confirmed reservations after consultation with the Tour Operator. In order to secure any such reservations the tour operator is liable for a 20% deposit.
TERMS OF PAYMENT
16. Accounts, must be paid within 10 days of invoice. The date of the invoice will be 45 days prior to guest arrival.
17. Failure to pay the required deposits or to comply with the terms of payment may result in applicable bookings being automatically cancelled. Disputes on any tax invoices received must be queried within 7 days. All matters queried outside of the current period are treated as non-compliance with the terms & conditions agreed.
18. Foreign currencies will be accepted at the Lodge for settlement of extras at the rate of exchange valid on the day that payment is received. The valid rate of exchange applicable shall be determined by the Lodge and revised at its discretion from time to time.
RESERVATIONS
Follow the link to our Central Reservations Office contact details.