Terms and Conditions

These Terms and Conditions govern all accommodation bookings, safari tours, transfers, excursions, and travel services provided by Tropical Odyssey. By making a booking, you agree to these Terms and Conditions.

1. Booking Confirmation

A booking is confirmed only after payment has been received and confirmed by Tropical Odyssey. Confirmation will be sent by email or another agreed communication method.

Accommodation and safari bookings remain subject to availability until confirmed.

2. Payment Policy

Deposit

Standard accommodation and safari bookings require a 30%–50% deposit to confirm the reservation.

Peak season, festive periods, and selected properties or safari packages may require 100% prepayment.

Balance Payment

Any remaining balance must be paid before arrival, on arrival (where permitted), or by the due date stated in the booking confirmation.

Failure to pay by the due date may result in cancellation without refund of any deposit already paid.

Accepted Payments

We accept secure online card payments, bank transfers, and other payment methods available during checkout. Payments are processed securely through authorized third-party payment processors.

Currency

All prices are charged in the currency displayed during booking. Exchange rate differences and bank charges are the customer’s responsibility.

3. Accommodation Policy

Check-in

Check-in times are determined by the accommodation provider, typically from 2:00 PM, unless otherwise stated.

Check-out

Guests must check out by the property’s designated check-out time, typically 10:00–11:00 AM.

Late check-out is subject to availability and may incur additional charges.

Occupancy

Only the number of guests confirmed in the booking may occupy the accommodation unless prior written approval has been obtained.

Property Damage

Guests are responsible for any damage, excessive cleaning, or loss caused during their stay. The accommodation provider may charge for repair or replacement costs.

Guest Conduct

Guests must comply with the accommodation provider’s rules and local laws. Behaviour that endangers staff, other guests, wildlife, or property may result in immediate termination of the stay without refund.

4. Safari and Tour Policy

Safari departure times are fixed and must be respected.

Guests are responsible for arriving at designated meeting points on time. Missed departures caused by late arrival are considered a no-show and are non-refundable.

Guests must follow all safety instructions given by guides, park authorities, and drivers throughout the safari.

5. Cancellation Policy

All cancellation requests must be submitted in writing and include the booking reference number.

Cancellation charges are:

• More than 30 days before arrival: Full refund (no cancellation fee).
• 10–30 days before arrival: 30% cancellation fee (70% refund).
• Less than 10 days before arrival: 50% cancellation fee (no refund).

Certain accommodation providers may have stricter cancellation policies. Where supplier policies differ, the supplier’s cancellation terms will apply and will be communicated during booking.

6. Refund Policy

Eligible refunds will be processed to the original payment method within 7–14 business days.

The following are non-refundable:

• service fees
• Promotional or discounted bookings
• Special package offers marked non-refundable
• No-shows
• Early departures
• Cancellations made less than 1- 7 days before arrival
• Supplier charges that cannot be recovered

7. No-Show Policy

Failure to check in on the scheduled arrival date without prior written notice constitutes a no-show.

No-shows are non-refundable.

Unused nights, transfers, safari activities, meals, or other booked services will not be refunded.

8. Changes to Bookings

Requests to amend accommodation dates, safari itineraries, or guest details are subject to availability and may incur additional supplier charges.

9. Supplier Cancellations

If a hotel, lodge, camp, apartment, safari operator, or other supplier cancels a confirmed booking, Tropical Odyssey will provide:

• A comparable alternative (subject to availability); or
• A full refund of the affected service.

10. Force Majeure

Tropical Odyssey shall not be liable for delays, cancellations, or failure to provide services due to circumstances beyond our reasonable control, including but not limited to:

• Severe weather
• Floods
• Wildfires
• Natural disasters
• Government restrictions
• War
• Civil unrest
• Terrorism
• Epidemics or pandemics
• Airline cancellations
• Park closures
• Road closures
• Strikes
• Utility failures

Where possible, we will assist guests in rescheduling their booking or arranging suitable alternatives. Refunds may be limited where suppliers have already incurred non-recoverable costs.

11. Travel Documents

Guests are responsible for obtaining valid passports, visas, vaccination certificates, travel insurance, and any documentation required for entry into their destination.

12. Governing Law

These Terms and Conditions shall be governed by the laws of the South Africa.

13. Contact Us

For cancellations, booking amendments, refunds, or customer support, please contact Tropical Odyssey using the contact information published on our website.

By making a booking, you confirm that you have read, understood, and agreed to these Terms and Conditions.