Outdoor Heartbeat (Pty) Ltd herein referred to as “Outdoor Heartbeat” includes any of its affiliated tour operators, tourist guides, sites, vehicles and equipment. Any persons who have accepted our terms is herein referred to as the “Client”. Upon acceptance of our terms, the Client thereby agrees to be bound by these specific booking conditions and any contract between the Client and Outdoor Heartbeat is subject to, and shall be governed and construed according to South African law.
A completed booking form must be sent to Outdoor Heartbeat via the Outdoor Heartbeat website, which includes a non-refundable deposit of 25% of the total tour price. The balance of the tour fare is to be paid 30 days prior to the date of departure.
Outdoor Heartbeat will not accept any booking where these Terms and Conditions have not been fully accepted. Once Outdoor Heartbeat is in receipt of a Booking Form, including the 25% deposit, an itinerary confirmation will be issued. Once written confirmation has been issued, the booking will be deemed to be confirmed. Outdoor Heartbeat reserves the right to decline any booking.
All tour prices and services are correct at the time of printing. Outdoor Heartbeat reserves the right to change any prices, services and departures without prior notice should the need arise. Outdoor Heartbeat reserves the right to alter the published price of any tour due to increasing tariffs, costs, services and entry fees or fluctuation of exchange rates. Such amounts shall be determined at the sole discretion of Outdoor Heartbeat.
All tours are conducted in English unless otherwise specified.
Travel and Medical Insurance
The Client accepts that it is their responsibility to arrange travel and medical insurance. Comprehensive adequate travel insurance is a compulsory condition of participation of any of our tours and it is the responsibility of the client to arrange it. Cover for tour cancellation, curtailment, medical, emergency medical expenses including rescue expenses, emergency travel, repatriation expenses, legal assistance and personal accident including accidental death is compulsory insurance on all tours. Insurance for loss of baggage, money or personal items is also recommended. Outdoor Heartbeat will not be responsible or liable for any expense incurred in respect of any of the above eventualities.
Full payment of tour cost
Full payment of the tour cost is due 30 days prior to the tour departure date. If full payment is not received by this time, Outdoor Heartbeat may treat the booking as cancelled. Any bookings made within 30 days of departure must be accompanied by full payment of the tour cost.
A local payment, if applicable, is to be paid to the tourist guide, on the day of departure in cash only. No traveller’s cheques or other currencies than SA Rands will be accepted.
Cancellation or Changes to Bookings
In the event of any cancellation, the following cancellation fees shall be forfeited by the client:
- Notification is received 30 days or more before departure, forfeiture of 25% total deposit
- 28 -21 working days, forfeiture of 50% of total tour cost
- 20 -14 working days, forfeiture of 75% of total tour cost
- 13 – 0 working days, forfeiture of 100% of total tour cost
Cancellation of any booking must be received in writing and acknowledged in writing by Outdoor Heartbeat.
If the Client fails to join a tour, joins it after departure, or leaves it prior to completion for any reason, no reimbursement whatsoever will be made.
Outdoor Heartbeat reserves the right to change or cancel any tour although every effort will be made to operate itineraries as advertised.
In the event of tour being cancelled by Outdoor Heartbeat, the Client may choose a full refund, or alternatively, any other tour that Outdoor Heartbeat is able to offer. If the price of the alternative tour is less than the original tour booked, the difference will be refunded to the Client. If the alternative tour is more expensive, the Client will be liable for the additional cost.
Changes made by the Client:
If the Client wishes to change their reservation, Outdoor Heartbeat will make every effort to assist the Client as far as is reasonably possible. The reservation date may be changed, subject to availability and agreement with Outdoor Heartbeat. Any changes will incur a minimum fee of US$ 50 and any subsequent cancellation fee will be based on date of original travelling date. Should Outdoor Heartbeat not be able to accommodate the Client with alternative dates, the normal cancellation fees will apply.
Passport, Visas and Other Travel Documents
The Client is responsible for ensuring that all documents, passport, visas and health certificates and vaccinations are valid and up to date.
The Client accepts full responsibility for obtaining all the relevant travel documents required.
Should a Client be refused entry to any country due to incorrect documentation, Outdoor Heartbeat shall not be liable for any costs of such delays or repatriation cost for the client.
All personal effects and baggage are always the Clients’ responsibility and Outdoor Heartbeat will not accept liability for any loss or damage to baggage or personal effects.
Clients are entitled to one bag (suitcase) of not more than 20 kg and a small carry daypack. Outdoor Heartbeat reserves the right to refuse excess luggage and suitcases heavier than 20kg.
It is the responsibility of the Client to consult a health professional with respect to recommended and compulsory vaccinations and health precautions. Any pre-existing medical condition must be declared at the time of booking and the Client must arrange for the provision of drugs or any other medication or treatments that may be required during the tour.
The Client is aware of the proposed itinerary and that the tour requires a measure of physical fitness and health and must ensure that they are medically fit to undertake the tour.
Anti-malaria precautions are recommended for all tours entering a Malaria area and the Client is advised to take all necessary precautions against Malaria, which may include consulting a medical doctor.
Onward Travel Arrangements
Onward travel and accommodation arrangements should keep specific tour itineraries in mind when planning, to avoid unnecessary pressure and delays for clients.
Unforeseen circumstances including weather, road conditions, war, mechanical breakdowns, riots and any other reasons beyond the control of Outdoor Heartbeat may cause delays or alterations to the tour. In the event of any of these occurring, Outdoor Heartbeat shall not be held liable in any way for any resulting costs of these delays or alterations.
Exclusion of Liability
The Client booking is accepted as a client on the understanding by the Client that all tours are of an adventurous nature and involve an element of personal risk that is an inherent part of travel in Africa. The Client undertakes all tours entirely at their own risk and while Outdoor Heartbeat shall take every precaution to ensure the safety of the Client, no responsibility will be accepted for any death, injury or loss of any sort that might occur with such Client, sustained from any cause what so ever.
The Client and their dependents, heirs, executors, administrators or assigns, hereby indemnify and hold blameless Outdoor Heartbeat, it’s members, employees, equipment, representatives and agents from any claims of whatsoever nature and from any liability for delay, loss, damage, injury, illness or death arising from any cause whatsoever out of events related to or occurring during a tour. The client agrees to strictly abide by the laws and regulations of each country we visit.
The Client is responsible for checking in on time and is responsible for re-confirming flight and departure times. Outdoor Heartbeat is not responsible for delays caused by any airline flight alterations, cancellations or delays.
If the Client books any excursions or services not operated by Outdoor Heartbeat (whether recommended by Outdoor Heartbeat or not), Outdoor Heartbeat will accept no legal liability for problems arising from the excursion and any claim will be against the relevant local operator (e.g. white-water rafting, bungee jumping, etc.)
If the Client has any complaint whilst on tour, the Client must bring this to the guide’s attention so that it can be dealt with at once. If the matter is not resolved whilst on tour, the Client must take the complaint up in writing with Outdoor Heartbeat within 24 hours of completion of the tour.
The Client will complete and sign the “OUTDOOR HEARTBEAT INDEMNITY FORM” before commencement of the tour. The Client will not be allowed to participate in any tour, program or activity of Outdoor Heartbeat if the indemnity form is not completed and signed by the Client. If the Client has already booked and paid for the tour and refuse to sign the indemnity form, there will be no refund for any payments made.
Outdoor Heartbeat (Pty)Ltd
P.O.Box 81412 Doornpoort, Pretoria, 0017
Email: tours at outdoorheartbeat dot com
Landline: +27(0)12 547 6893
Mobile: +27(0)82 697 2191
Office hours: Monday to Thursday 8h30 to 16h00, Friday 8h30 t0 14h00
Time zone: Soth Africa, Johannesburg +2
Currency: South African Rand (ZAR)