TERMS AND CONDITIONS
Please read this information carefully, as full payment or 50% deposit per person represents your acceptance of the following Terms and Conditions.
Not included in tour price
1. Personal expenses such as beverages, laundry, alcohol, room service, and meals not specified; communication charges; optional sightseeing; gratuities, which are at your discretion (suggested gratuities $10-$15 (ten – fifteen Dollars) per day, per traveller); comprehensive travel protection insurance.
2. Additional baggage fees may apply and are subject to change at any time. You should confirm directly with the airline prior to departure.
Cancellations, refunds and changes
3. If you must cancel your trip, the effective date of cancellation will be upon our receipt of your written notification. Refunds for cancellations are subject to the following per person charges:
a. Cancellation before 26 October 2015: 50% (fifty percent) of tour price;
b. Cancellation after 26 October 2015: No refund.
4. If a guest makes any changes to their reservation from 45 to 30 (forty five to thirty) days prior to departure, the travel agent will apply a R1,000 (one thousand Rand) per person administrative fee, in addition to any fees or penalties imposed by third parties.
5. The final passenger name list is due a minimum of 4 (four) weeks prior to departure.
6. No name changes will be permitted after the tickets have been issued.
7. Only due to special circumstances i.e. death or illness accompanied by death certificate or doctors report can waiver authority is requested. However, R1 000 (one thousand Rand) refund penalty will apply and is subject to approval from Dubai.
8. Partially utilised tickets are non-refundable, non re-routable, non-extendible.
9. No-show fee is $150 (one hundred and fifty Dollars) per ticket. No-show tickets are non-refundable at any time.
10. 1 stop-over permitted in Dubai on either the Inbound or Outbound journey. An additional stop-over in Dubai International Airport (DXB) is permitted at R400 (four hundred Rand).
11. Only 20% (twenty percent) of the total group size will be allowed to break away.
12. Re-issue fee: $75 (seventy five Dollars) per ticket
13. Non-International Air Transport Association (IATA) agents must transact bank transfers/deposits when paying in full or deposits for the groups.
14. Fare approved is exclusive of all surcharges (weekend, peak, equipment and fuel {Q}* surcharge only) as applicable at the time of group requisition on the flights/dates approved.
15. For any change in flight/travel dates requested, all applicable surcharges need to be collected as applicable for that flight/ travel date.
16. For all land bookings (Hotel, tours etc) we need to give a minimum of two months’ notice otherwise will be charge a cancellation fee.
17. No changes are allowed within 30 (thirty) days of departure.
18. Upon reservation you must provide your full legal name as it appears on your passport, date of birth, and your gender.
19. In the event an airline ticket is issued with incorrect information you have provided, you will be responsible for charges associated with the ticket’s reissue.
Responsibility
20. The liability of the University of the Western Cape and Travel Agent (“We”) is strictly limited.
21. The Travel Agent purchases transportation, hotel accommodations, restaurant and other services from independent suppliers not under our control.
22. We serve only as agents for these suppliers in securing tour arrangements, and therefore will not accept responsibility for wrongful, negligent, or arbitrary acts or omissions of these independent contractors, their employees, agents, servants or representatives.
23. The University of the Western Cape and the Travel Agent are not liable for injury, damage, loss, accident, or delay that may be caused by events not within our control, including and without limitation to, acts of terrorism, war, strikes, the defect of any vehicle, or the negligence or default of any third party.
24. All coupons, receipts, and tickets issued are subject to the terms and conditions specified by the air carriers, cruise line, and other independent suppliers.
25. We will make every effort to operate our tours as planned, but we reserve the right to make itinerary changes as necessary.
26. If unforeseen circumstances require us to change a hotel, we will select alternative accommodations of the same or better quality.
Health and Medical Issues
27. The Travel Agent and the University of the Western Cape request that you be in good health to participate in this tour.
28. There is a reasonable amount of walking, and you must be able to get on and off motor coaches and ships on your own.
29. We regret that we cannot offer individual assistance; in such cases you must be accompanied by a companion who will assist you. Please note that our itineraries cannot accommodate wheelchairs.
30. We reserve the right to exclude anyone whose physical or mental condition, in our opinion, compromises the operation of the tour or detracts from the enjoyment or safety of the other passengers.
31. In that event, the University of the Western Cape and The Travel Agent assume no financial responsibility for any unused portion of the tour.
Air Transportation – Important Information
32. The Travel Agent includes in its tour price round trip economy airfare from designated gateway cities as shown and contracts with those airlines they feel provide the level of service, routings, and value necessary for your entire trip.
33. While another airline may offer a more direct connection, it may be at a price unavailable at the lower group rates. You will receive your preliminary air schedule approximately one month prior to departure.
34. Please note that seat assignments on your international flight are usually done at airport check-in. The Travel Agent is unable to guarantee any seat assignments.
35. Due to the nature of tour operator tickets, other restrictions apply, including but not limited to, frequent flyer mileage accrual, stopovers, alternate travel dates, upgrades, and airline taxes and departure fees.