All accommodation and safari bookings made by Travel Butlers, be it a complete holiday itinerary or a booking for a single property, are subject to the following booking conditions.

1. Quoted Prices
2. Deposits
3. Payment Methods
4. Tourism Levy
5. Amendments
6. Cancellations
7. Car Hire
8. Our Commitment to You
9. Your Responsibilities
10. Complaints & Problems

Quoted Prices

Travel Butlers will quote prices for accommodation in Rand (R), Namibian Dollars (N$), or US Dollars (US$).

Although Travel Butlers will endeavour to keep all rates published on this website as accurate as possible, any price quoted may be subject to alteration at any time and without notice due to unforeseen supplier increases. 

Should a price increase come into effect after you have paid either the full balance or a deposit to secure your accommodation, Travel Butlers undertake not to pass this increase on. If the price increase happens before you have paid to secure your booking, Travel Butlers reserve the right to amend prices accordingly.

Deposits

A non-refundable deposit of 20% is normally required to secure your accommodation bookings, but in certain circumstances Travel Butlers reserve the right to ask for a 50% deposit (please see section regarding Cancellation Fees below).  The deposit must be paid by the date stipulated. 

The balance owing must be paid no less than 8 weeks prior to the date of the first night's accommodation booked, and for balance payments in GBP Sterling the exchange rate for the balance payment will be caluclated at this time.

For reservations made within 8 weeks of the date of the first night's accommodation, payment in full is required upon confirmation. 

If either the deposit payment or the balance payment are not made within the due time, Travel Butlers reserve the right to make any changes to the accommodation booked, or to cancel any reservations made on your behalf.

Payment Methods

Travel Butlers accept payment in South Africa Rand and GBP Sterling. For payment in GBP Sterling, Travel Butlers will convert the amount due into sterling based on the prevailing exchange rate on the day payment is due, and this rate is NON-NEGOTIABLE and NON-CHANGEABLE.  

Payment can be made as following:

• In GBP Sterling by electronic transfer direct into our UK bank account (details on request).

• In GBP Sterling by credit card and debit card via our secure online server or over the phone.

• In GBP Sterling by personal cheque (please allow time for the cheque to clear).

• In South African Rand direct into our Rand account (details on request).

• In South African Rand by credit card via our secure online server or over the phone.

Payments made by credit or debit card in GBP Sterling or South African Rand will be processed in these currencies.

Please note that for customers who pay in GBP Sterling, Travel Butlers regret that we are unable to make any refunds or reduce costs should the value of the Rand subsequently weaken against the GBP Sterling.  Equally, you will not be charged any more should the value of the Rand strengthen against GBP Sterling after you have paid.

Tourism Levy

The accommodation reserves the right to add an additional 1% Tourism Levy onto your final bill. 

Amendments to Your Bookings

Once your accommodation has been booked, any amendments (such as a change of date, length of stay, etc) should be taken up with Travel Butlers in the first instance, either by email or by telephone. 

Any reduction in the number of nights or the number of people travelling will qualify as a cancellation, and that part of the accommodation being cancelled is subject to the cancellation terms given below.

Travel Butlers reserve the right to levy a £10 charge per amendment.

Cancellations

If you decide to cancel an accommodation booking, please notify us by email at once.  Upon written cancellation, we will issue a refund of the money paid to Travel Butlers, less a percentage of the value of the booking (the cancellation fee). The cancellation fee is calculated in accordance with the table below.

• More than 8 weeks prior - 20% of the full value of the accommodation being cancelled

• 4 to 8 weeks prior - 40% of the full value of the accommodation being cancelled
• Within 4 weeks prior - 100% of the full value of the accommodation being cancelled

Please note: if the reason for your cancellation is covered under the terms of your personal travel insurance, you may be able to reclaim these charges.

Travel Butlers reserve the right to cancel any accommodation booking as a result of war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other circumstances amounting to force majeure.  Should this happen, Travel Butlers will be unable to refund any payments made. 

Car Hire

The booking of car hire is offered as a free service to Travel Butlers' customers, and your contract is with the car rental company and not Travel Butlers. 

If a hire car is reserved on your behalf, no deposit payment is required to secure this reservation.  You will be required to produce your credit card and driving licence when you pick up the hire car, and all paperwork is completed then.  Your credit card will be debited by the car rental company at the end of the car hire period.

Our Commitment to You

In the event that any accommodation that we have booked on your behalf becomes unavailable for any reason whatsoever, Travel Butlers will undertake to provide an alternative accommodation of the same standard, location and cost price.  

Your Responsibilities

It is your personal responsibility to ensure that you have all the necessary travel documentation in your possession including a full passport, which should be valid for 6 months beyond the holiday period, any necessary visas, any required medical certificates, any vaccinations and inoculations, any airline or car hire tickets or vouchers and the like, and adequate travel insurance cover.

Travel Butlers will not be responsible or liable for any consequence of any nature arising from your failure to comply with such requirements. 

All accommodation is booked under the express conditions that Travel Butlers shall not be liable for or responsible to any person or entity for any death, injury, accident, loss or damage caused, or alleged to be have been caused, directly or indirectly, as a result of their staying in a guest house, hotel or lodge, or travel to and from a guest house, hotel or lodge. 

Whilst staying in any accommodation, you are asked to respect the wishes of your hosts.   Your hosts shall be entitled to charge you direct should any damage to their property occur whilst you are with them.

Complaints and Problems

If you have a problem or complaint with any of the accommodation that is booked through Travel Butlers, please inform Travel Butlers immediately, either by telephone or by email, and we will investigate and endeavour to advise, assist or resolve the matter as quickly as possible. 

If you do not inform us within 28 days of the incident, Travel Butlers may not be able to offer assistance.