1. PRICE

The total tour price includes the following: A deposit per person per tour, as well as the remainder of the tour price, which includes all items shown as such on https://tripsandtravels.co.za/. Return flights are from and to the O.R. Tambo International Airport in South Africa. A limited number of flights to and from Cape Town International Airport are available for certain tours and Trips and Travels will indicate any difference in price on the tour member’s invoice along with a single supplement, breakaway costs, and/or loyalty bonuses (if applicable). After payment of the deposit, the invoice is sent to the tour member, and the balance of the full amount is payable to Trips and Travels no later than three months prior to the departure date of the tour. 

Trips and Travels does not accept any cash payments.

Airport tax is subject to exchange rate fluctuations, and Trips and Travels will indicate any difference on your invoice approximately one month before the tour’s departure date. This is payable before flight tickets can be issued.

Any overdue payments shall attract interest at the rate of 2% per month, calculated daily and compounded monthly, from the due date until payment in full.

  1. TRAVEL INSURANCE

All relevant foreign embassies, consulates, and immigration authorities require proof of travel insurance for visa purposes. 

Trips and Travels can, upon request from a tour member, obtain quotes for travel insurance from Bryte, Hollard and Santam. Each tour member is responsible for obtaining adequate travel insurance according to his/her needs. The insurance policy that the tour member takes out is an independent agreement between the tour member and the insurance company. Any claims submitted before, during, or after the tour are the responsibility of the tour member.

Trips and Travels strongly recommends comprehensive travel insurance covering medical emergencies, trip cancellation, curtailment, baggage loss, and personal liability. Credit card insurance may not suffice for international travel. Failure to obtain adequate insurance is at the tour member’s sole risk.

In the event of cancellation by Trips and Travel, including due to force majeure (as defined below), any insurance claims remain the tour member’s responsibility.

The tour member indemnifies Trips and Travels against any losses or claims arising from inadequate or absent insurance.

  1. VISA(S)

Each tour member is personally and solely responsible for obtaining the correct visa(s) required for the tour. Trips and Travels will furnish the necessary supporting documents (flight itinerary, accommodation confirmations, and invitation letters) upon full payment of all tour fees.

The tour member remains fully responsible for the accuracy and completeness of all information submitted, payment of all consular fees, attendance at interviews or biometrics, and compliance with all visa requirements (including any subsequent changes).

In the event of any refusal, delay, revocation or cancellation of a visa, the standard Trips and Travels cancellation policy shall apply without exception. 

Namibian tour members must independently verify visa requirements (as these differ materially from South African applications).

For tour members extending their stay in the Schengen area, Trips and Travels strongly recommends independent professional immigration advice where required, as the country for the visa application and the process may differ from that of the rest of the group.

  1. CANCELLATION POLICY

Tour members who cancel in writing up to four calendar months prior to departure date will receive a refund of their deposits minus 15% administrative costs. For cancellations in writing up to three calendar months prior to departure date, tour members will receive a refund of their deposits minus 25% administrative costs. 

For cancellations made in writing at shorter notice, Trips and Travels will refund funds already paid strictly and only on the same scale that Trips and Travels can recover these funds from hotels and airlines, if and where possible.

If Trips and Travels must cancel a tour due to force majeure, we offer a credit of the fees already paid as far as our suppliers provide credit to Trips and Travels. If the tour member does not wish to make use of the credit offer, the same cancellation policy as above applies.

Force majeure includes acts of God, war or civil unrest, terrorism, pandemics, major strikes, or government restrictions beyond Trips and Travels’ control.

Trips and Travels reserves the right to cancel any tour for any reason other than force majeure by giving written notice to all registered tour members not less than thirty (30) days prior to the scheduled departure date. Upon such cancellation, each tour member shall be entitled to a full refund of all amounts paid or, at the election of the tour member, a credit note for the equivalent amount towards any future tour. This shall constitute the tour member’s sole remedy in respect of such cancellation.

No refunds for no-shows or unused services.

  1. SINGLE SUPPLEMENT AND ROOM PLACEMENTS OF SINGLE TOUR MEMBERS

Trips and Travel can facilitate room placements of single tour members with a tour partner upon request and in good faith. However, Trips and Travels accepts no responsibility for this if it appears during the tour that the roommates are not suitable. Changes of roommates are not allowed during a tour.

Please note that if a suitable placement is not possible, the single tour member is responsible for the single surcharge amount per tour.

Trips and Travel will handle personal information shared for roommate matching in compliance with POPIA, 

  1. POLICY REGARDING DEVIATION FROM THE GROUP TOUR FLIGHTS 

Airline rules for group flight bookings sometimes allow for a maximum percentage of tour members as part of the total group to change their flight options. This may incur additional costs.

When the tour member requests a deviation, Trips and Travels will provide a conditional document with all applicable information, which must be read and signed by the tour member. All personal arrangements regarding new flights (if applicable), additional accommodation, transport, visa extension, medical insurance, etc. remain the tour member’s own responsibility.

Trips and Travels will invoice the tour member for any additional costs imposed by the airline and any cancellations of the deviation at a later stage will incur a Trips and Travels administration fee of R2,000 per person as well.

The tour member indemnifies Trips and Travels against any losses arising from deviation arrangements.

  1. GENERAL
  1. Trips and Travels expects our members to always be considerate of all fellow tour members in their conduct. If a tour member does not comply with this condition, the tour leader will inform him/her as such. If the unacceptable behaviour continues and jeopardises the successful completion of the tour programme, his/her membership of this tour group will be suspended immediately, and all payments made by the member to Trips and Travels will be forfeited. The member will then be responsible for the resulting arrangements and costs to return to South Africa and indemnify Trips and Travels against any damages and compensation. 
  1. On a tour of Europe, even by bus, tour members must walk extensively, including climbing numerous stairs. Walking distance averages 8 km per day. Although you may walk at your own pace in your free time and rest when tired, the group must walk daily together. Tour members must therefore be healthy and fit enough to tour as a group.

If, due to poor mobility, the tour member regularly holds back the group so that it negatively affects the tour programme and the experience of fellow tour members, Trips and Travels reserves the right to exclude the tour member from participating in certain excursions where it may harm the experience of the tour member or other tour members. Should the tour member not wish to abide by this, Trips and Travels reserves the right to suspend the tour member’s participation in the tour group, in which event all payments made to Trips and Travels will be forfeited. The final decision on this matter lies with the tour leader(s).

In addition, Trips and Travels reserves the right, in its sole discretion, to cancel a tour member’s participation in the tour at any time (whether before or during the tour) should any information become known indicating that the tour member is not fit to travel. In such event, the Cancellation Policy shall apply.

  1. As touring with Trips and Travels always involves physical activity, tour members must disclose any conditions affecting participation at the time of registering for a tour.
  1. Tour members who are 75 years and older must provide Trips and Travels with a doctor’s letter three months prior to the departure date stating that they are fit and healthy enough to make the tour and can take responsibility for their own luggage. Trips and Travels further expects these tour members to tour with an escort who can provide support.
  1. If any of the following medical conditions apply to the tour member, he/she must send us a doctor’s letter three months prior to the departure date stating that they are fit and healthy enough to make the tour and can also take responsibility for their own luggage. Conditions included are heart or lung conditions, shoulder, hip or knee replacements as well as any other injuries or surgeries in the six months prior to the tour or any other medical conditions that may limit the mobility of a tour member.
  1. Trips and Travels reserves the right to amend, shorten or cancel the tour program in the interest of the safety of the tour members or due to unforeseen changes to the flight plans of airlines and hotel reservations or for the sake of the smooth running of the tour.
  1. Any individual arrangements during the duration of the tour are subject to the group’s arrangements which may change at short notice.
  1. Trips and Travels has the right to amend the tour price up to and including three months prior to the departure date, in the event of a change in the exchange rate.
  1. Each tour member takes responsibility for his/her luggage throughout the tour. 
  1. Each tour member’s most precious possession during the tour is his/her passport. Trips and Travels does not accept any responsibility for a passport that gets lost. We provide advice in advance regarding the safe keeping of passports and tour members are expected to strictly adhere to these guidelines.

If a passport gets lost, Trips and Travels can only assist and explain the process in the form of information regarding telephone numbers and addresses of police stations and embassies. 

It is the tour member’s own responsibility to follow any necessary steps in such a case. Unfortunately, Trips and Travels tour leaders cannot accompany the tour member, at the expense of the rest of the tour group.

  1. If, due to negligence, a tour member misses a flight or loses a passport and requires additional services from Trips and Travels’ office, an invoice of R2,500.00 plus any other expenses incurred to resolve the situation will be issued to the tour member. The tour member must pay this amount to Trips and Travels within one month of the end of the tour.
  1. Trips and Travels acts as agent to facilitate this tour to Europe and is not liable for any contingency over which they have no direct or indirect control.
  1. Trips and Travels accepts no responsibility for any inconvenience, losses or damages, which may result from accidents, weather conditions, strikes, riots, delays, acts of war, or any unforeseen contingencies beyond the control of tour management.
  1. By signing up for a tour, you consent to Trips and Travels expressly using your contact details as required by Section 11(1)(a) of the Protection of Personal Information Act of 2013 (‘POPI’). Trips and Travels will only use all personal information shared with Trips and Travels for bookings for accommodation and flights applicable to the tour and to recover fees payable to Trips and Travels.
  1. Trips and Travels’ liability for any loss, damage, or injury is limited to the total tour price paid, excluding indirect or consequential losses, save where prohibited by the Consumer Protection Act.
  1. These T&Cs constitute the entire agreement between the parties and supersede all prior representations.
  1. If any provision is invalid or unenforceable, the remainder shall continue in full force.
  1. Trips and Travels acts solely as an agent for suppliers (e.g., airlines, hotels) in facilitating tours. All contracts are directly between the tour member and the suppliers, whose terms apply in addition to these T&Cs.
  1. Any complaints by tour members must be notified to the tour leader immediately for resolution.