Our Company Booking Policies
At Chobe Kulotu Travel Agent, we believe in transparent and fair booking policies. To provide you with the best travel experience, we have outlined our booking policies below. Please take a moment to familiarize yourself with these terms and conditions.CHILD/SHARING POLICY
Children: The minimum age for children is 6 years and older.
Children 6 – 11 years pay 50% of the adult per person sharing rate for low and shoulder seasons.
Children 6 – 11 years pay 75% of the adult per person sharing rate for high season.
Additional Person / Children’s Policy
The property General Manager has sole discretion as to whether an additional person shall be permitted to share a room.
Accommodation is limited to a maximum of three persons in a room. There are a limited number of extra beds.
Children are considered those between the ages of 6 and 11 years old and the following conditions will apply:
Children will be required to have an adult (over the age of 16) accompanying them at all times when in the lodge.
It is the parent’s responsibility to ensure this.
Children will be required to sleep in the parents’ rooms and be accompanied in a room with at least 1 adult (over the age of 16).
Children under 6 years of age are not permitted to stay at our lodge, due to safety reasons.
The inter-lodge flights are charged at the full price.
Verification of the child's age is required prior to traveling by means of passport details.
Extra bed/triple room usage for 12 years and older will be charged the 3rd person rate subject to availability at time of booking
6 to 11 years of age (Child)
One extra bed can be placed in a luxury room, upon availability a maximum of 2 triple luxury rooms per lodge per night at an additional cost per night.
The accommodation will be based on a fully inclusive basis including 2 game viewing activities per day (Although there may be restrictions on certain activities for children aged 6-11 years of age).
Extra beds are subject to availability.
12 years and over (Adult)
One extra bed can be placed in a luxury room, upon availability a maximum of 2 triple luxury rooms per lodge per night at an additional cost per night.
The accommodation will be based on a fully inclusive basis including 2 game viewing activities per day.
Extra beds are subject to availability.
Private vehicles:
Private vehicle hire for families is subject to availability at the time of check-in, is on a request basis, and will be charged at an additional rate determined by the lodge managers whilst clients are in-house at the respective lodge
Booking Procedures
Tour Operator shall make each Booking in accordance with all Relevant Legislation and the following procedures:1 All Bookings
a. Tour Operator shall make all Bookings on behalf of its Trade Clients;
b. Before giving any confirmations to the proposed Guest(s), Tour Operator shall (and shall procure that each of its Trade Clients shall) check availability for the requested Arrangement(s) with the Chobe kulotu Department direct;
c. Tour Operator shall (and shall procure that each of its Trade Clients shall):
i. Notify prospective Guest(s) of the visa, immigration, travel medication and vaccination requirements relevant to the Arrangements (if any) and the importance of having (or applicable legal requirement to have) adequate travel insurance to cover the Arrangements;
ii. Obtain from each prospective Guest(s) and provide to the Company (as soon as possible and in any event not less than 30 days before arrival):
a. any dietary requirements and any disabilities/relevant medical issues (e.g. ground floor room requests);
b. if the relevant Hotel is arranging transfers for the Guest(s), details of each Guest’s inbound flight;
c. if applicable, details of the applicable Trade Client through whom the Guest has arranged the Booking;
iii. Ensure that when a Guest makes a special request (including but not limited to any arrangements in relation to reduced mobility), this request is promptly and accurately notified to the Company in writing;
iv. not make any verbal or written (i) representations to any Guest regarding the Arrangements which are not set out on the Company’s website or marketing materials (ii) assurances to a Guest that any special request shall be complied with; and
v. notify each Guest immediately in writing (and by telephone if notification occurs less than 30 days before arrival) of all corrections and amendments advised to the Tour Operator from time to time by the Company in respect of that Guest’s Booking;
d. Tour Operator shall, and shall procure that each of its Trade Clients shall, advise all prospective Guests before making a Booking (which advice must be confirmed in writing if given verbally) that the Booking is made with the Tour Operator or Trade Client (as applicable) as principal, subject to the Tour Operator’s or Trade Client’s (as applicable) terms and conditions; and
e. Company shall use all commercially reasonable endeavours to confirm Bookings in writing within 24 hours of Tour Operator’s request.
2. EEA Package Bookings (only applicable to Tour Operators (or any of their Trade Clients) selling Arrangements as an EEA Package Booking):
In respect of EEA Package Bookings, Tour Operator shall, and shall procure that each of its Trade Clients shall, (in addition to the requirements set out in (1) above):
a. Advise all prospective Guests before making an EEA Package Booking (which advice must be confirmed in writing if given verbally):
i. that the Tour Operator or Trade Client (as applicable) is acting as the Organiser of the EEA Package Bookings;
ii. of the pre-booking information and disclosures which must be given for EEA Package Bookings to the Guest(s) under the PT Regulations.
b. Ensure that the contract entered into between the Tour Operator or the Trade Client (as applicable) and the Guest(s) for such EEA Package Booking shall comply with requirements of the PT Regulations and any other Relevant Legislation (such as the ATOL Regulations).
All reservations require the full names (as per passport) of each guest (please check these carefully as we cannot be held liable for costs incurred as a result of incorrectly spelled names).
Special comments or remarks relevant to your stay or preferences (such as double/twin beds or room preferences and anniversary dates or special occasions) must be notified to us at the time of booking. We will use our reasonable endeavours to fulfill any such requests, but we will be under no obligation to do so. We do not accept any bookings which are conditional on such requests being fulfilled.
DEPOSITS AND PAYMENTS
Subject to availability, a booking will be made with us when (1) you tell us that you would like to accept our written quotation, (2) we issue a confirmation by means of e-mail, proposal confirmation and invoice and (3) we receive the applicable payment from you as follows:
a. If there are 4 or less rooms booked in your party, a deposit is payable on making your booking. Please note that some Travel Providers’ payment terms differ from ours and, where that is the case, payment will be required in accordance with their terms, which we will notify to you.
| * Individual Deposit % | Period due |
|---|---|
| 20% of total invoice | Upon confirmation |
| Remaining balance of final invoice | 45 days prior to the start of your booking |
| 100% | For bookings received 45 days prior to the start of your booking |
b. If there are 5 or more rooms booked in your party, payments must be made as follows:
| * Group Deposit % | Period due |
|---|---|
| 40% of total invoice | 90 days prior to the start of your booking |
| Remaining balance of final invoice | 60 days prior to the start of your booking |
| 100% | For bookings received 60 days prior to the start of your booking |
CANCELLATION POLICY
INDIVIDUAL BOOKINGS (4 ROOMS OR LESS)
| Cancellation Notice Received (in respect of whole or part of trip) prior to start of trip | Cancellation Fee (expressed as a % of total cost payable for the trip by the person(s) cancelling, whether in part or as a whole) | Amendment Fee for each change (% of total cost payable by the person(s) amending and excludes Travel Provider amendment fees) |
|---|---|---|
| 90 days prior to the start of your booking | 20% | Applicable to airline services only |
| 45 – 31 days | 50% | Applicable to airline services only |
| 30 – 0 days | 100% | Applicable to airline services only |
| Cancellation Notice Received (in respect of whole or part of trip) prior to start of trip | Cancellation Fee (expressed as a % of total cost payable for the trip by the person(s) cancelling, whether in part or as a whole) | Amendment Fee for each change (% of total cost payable by the person(s) amending and excludes Travel Provider amendment fees) |
|---|---|---|
| 181 days or more | 10% | Applicable to airline services only |
| 180 – 90 days | 25% | Applicable to airline services only |
| 90 – 60 days | 50% | Applicable to airline services only |
| 60 – 0 days | 100% | Applicable to airline services only |
*Note: Free amendment does not apply to the air element of flight-inclusive trips. Certain bookings may not be amended after we have issued a confirmation invoice and/or have issued applicable airline ticket. Any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge below. A cancellation fee overrides an amendment fee, and the below fees will be in addition to any fees charged for cancellations or amendments made.
We will apply any monies you have already paid to us towards settling any cancellation charge(s). No refunds will be given for guests not travelling or for unused services.