TERMS AND CONDITIONS
1.1. These are the booking conditions that apply to your booking.
1.2. In these booking conditions, "we", "us" and "our" refer to Safari Swing Ltd and "The event” refers to Safari Swing.
1.3. Any reference to “travel service”, in this instance, refers specifically to the services included as part of Safari Swing, as contained in the ‘What’s Included’ section of safariswing.com, and includes, but is not limited to, a) transfers to, from and between the Safari Swing hotels, b) accommodation provided as part of the event, c) food and beverage provided as part of the event, d) dance lessons, shows and social dancing provided as part of the event, e) safari experiences provided as part of the event, f) any other tourist service not intrinsically part of a travel service within the meaning of (a), (b), (c), (d) or (e) but included as part of the event.
1.4. Your Safari Swing experience starts when we meet you at OR Tambo airport, in Johannesburg, South Africa, on 19th September 2024, and finishes when we drop you back at OR Tambo airport, or in Sandton, Johannesburg, on 24thSeptember 2024, unless otherwise agreed in writing. Transfers may be arranged earlier or later, subject to our agreement, but will not alter the dates that our travel services are offered.
2. General legal provisions and responsibilities
2.1. Your contract is governed exclusively by English law and is subject to the exclusive jurisdiction of the courts of England and Wales.
2.2. The booking conditions apply equally to you and to all persons named in your booking. Where you make a booking on behalf of other people, it is your responsibility, as their agent, to bring these booking conditions to their attention and ensure that they have read them. We rely on the fact that, in making the booking on behalf of all persons named in your booking, you have done this.
2.3. If you have special requests, these must be requested at time of booking, via email, to reservations@safariswing.com. Please note that, while we will do our best to fulfil special requests and advise suppliers of your preferences, these cannot be guaranteed. Special requests may be subject to additional charges which may be payable locally, direct to the supplier.
2.4. These Terms and Conditions are provided solely in English. We cannot be held responsible for any translation that may occur into other languages. In case of inconsistency, the English version is the original language, and any other version is a translation for information purposes only. In case of conflict, the English version will prevail and will be the binding version for both parties.
3. When your contract comes into force
3.1. When you book with us, whether in person, over the phone or on the internet at safariwing.com, we will send you an email confirming your booking, together with a link to these conditions. We will also provide you with our banking details to allow you to make payment. Your contract will come into existence once we receive a payment from you.
3.2. Once your booking is confirmed, and you have received details of the Safari Swing Limited banking details, you will have 14 days to transfer your initial deposit, as set out in our payment terms. During these 14 days, you will have a right to cancel your arrangements with us and receive a full refund and will not be subject to any cancellation charges. If we have not received your initial payment within these 14 days, we reserve the right to cancel your booking.
3.3. Once your booking is confirmed, any amendments to your original itinerary, subject to the specifications included in Clauses 7 and 8 whether over the telephone, the internet or otherwise, will be subject to these booking conditions. These booking conditions will come into effect immediately once the amendment has been confirmed.
4.1. Safari Swing does not sell flights or offer advice on travel to and from South Africa for the purpose of attending Safari Swing. As such, travel arrangements to and from South Africa are your own responsibility.
5.1.1. All booking requests should be made via the Safari Swing website in the first instance. On receipt of a booking request, we will ensure that the proposed booking meets the requirements of the event in terms of role balancing and occupancy.
5.1.2. By completing your booking, you confirm that your party consists of role balanced West Coast Swing dancers and meets the occupancy levels for the room type specified in the booking, as set out on safariswing.com.
5.2. Once we have confirmed that your booking meets the requirements of the event, we will issue you with a booking confirmation, containing details of the Safari Swing bank account, and will then either ask you to pay the price of your Safari Swing ticket in full, or, subject to the payment terms in your booking confirmation, we may offer you the ability to use our 4-Pay option, whereby you can secure your booking by paying an initial deposit, followed by further payments, as set out in the schedule in section 5.4 .
5.2.1. All payments in relation to your Safari Swing booking should be made by bank transfer to the Safari Swing UK bank account, using the details advised in your confirmation email.
5.2.2. Payments received into our account should be for the full amount specified in GBP on your confirmation email, net of any fees, charges, or commissions, including those charged by the company you use to make these payments.
5.3. If you choose to pay a deposit to secure your booking, the remaining balance must be paid in full within the timeframes specified at the time of booking, as shown in your ‘Booking Confirmation Email’ and in section 5.3, below.
5.3.1. If we do not receive this balance in full and on time, we reserve the right to treat your booking as being cancelled by you, in which case the cancellation conditions as set out in clause 7.5 will apply.
5.4. Should you wish to take advantage of our 4-Pay option, please note the following payment terms -
5.4.1. For bookings where an initial deposit is paid prior to February 29th, 2024, the following instalment dates apply:
- First instalment: An initial deposit of 25% to be paid to the Safari Swing bank account prior to 29th February 2024.
- Second Instalment: A further payment of 25% of the total booking cost is due by February 29th, 2024.
- Third Instalment: The third payment of 25% of the total booking cost is due by April 30th, 2024.
- Final Instalment: The fourth and final payment of 25% of the total booking cost is due by June 30th, 2024.
5.4.2. Where the initial payment is made after one of the above instalment dates, all preceding instalments will be required along with your deposit to confirm your booking.
5.5. You should carefully check the booking details and all documentation provided to you (including these booking conditions) and contact us immediately if you think any details, we give you are inaccurate.
5.6. Only we, the person who makes or pays for the booking, and those individuals whose names appear in the booking and will be using the services, shall have any rights to enforce any of these booking conditions. In accordance with Clause 2.2, only we and the person who makes the booking may cancel or change it or any part of it. Consent of any other persons whose names appear on the booking is not required for any such change or cancellation, unless specifically stated in these booking conditions.
5.7. The person who makes or pays for the booking must be at least 18 years old.
6.1. All prices for Safari Swing tickets are quoted in GBP (£).
6.2. The cost of your Safari Swing ticket includes any applicable accommodation taxes or conservation levies.
6.3. Hotel facilities, such as spa treatments, are not included unless otherwise stated on the Safari Swing website.
6.4. Check-in at the Safari Swing hotel, and at the Safari Swing game lodge, is from 3pm, with check-out by 11am. The price you pay us for your Safari Swing ticket reflects these standard check-in and check-out times. We will work closely with the respective hotels to ensure that all Safari Swing attendees are able to access their rooms earlier, but this cannot be guaranteed.
6.5. The cost of additional nights at the Safari Swing hotel is not included in the price of your Safari Swing ticket. If you would like to arrive early to Johannesburg, we can arrange additional nights in the Safari Swing hotel at the event rate, subject to availability. Please contact us for more information.
6.6. If you obtain a quote from us for a booking, but do not book it at the time, we reserve the right to increase or decrease the price at any time before you book.
6.7. The following items are not included in the price of your Safari Swing ticket:
- travel insurance (which we require you to have in place prior to your trip);
- flights;
- alcoholic drinks (except where specified);
- room service;
- excursions or entrance fees (unless specified as being included);
- tips, laundry and items of a personal nature such as food and beverages outside of the Safari Swing hotels, taxi and bus fares and shopping expenses;
- passport, visa and health protection fees;
- certain hotel facilities, such as spa treatments. If in doubt, please contact us prior to the event or ask at the reception desk on arrival.
6.8. Whilst we endeavour to ensure that the correct prices are displayed on our website, on rare occasions there may be an incorrect price bookable. In such cases (unless we have confirmed acceptance of your booking in writing), we reserve the right to cancel the booking.
7. Changes or cancellations made by you
7.1. To make an amendment to your existing itinerary, you will need to contact the Safari Swing team directly for assistance. All change requests should be submitted via email to reservations@safariswing.com
7.2. If you wish to book extra services that were not included in your original booking (for example extra nights' accommodation) you can do so by contacting us, subject to availability of the additional services.
7.3. Changes and cancellations apply per room and not per person. If an individual wishes to remove themselves from a booking, but not the entire party, they will either need to find a replacement to take over their place, in agreement with the lead booker, or ask the lead booker to cancel the booking completely. All cancellations will be subject to cancellation terms in 7.5. We will, of course, work with you to achieve a suitable outcome, where possible.
7.4. Amendments to your booking
7.4.1. If you wish to amend any part of your booking after your contract with us has come into existence (for example, adding extra people or transferring the booking to another person) please contact us via email at reservations@safariswing.com and we will tell you if we can accommodate your requests. All amendments are subject to availability and original booking terms, as set out on safariswing.com.
7.4.2. If you have booked your accommodation at a reduced rate during an offer period, and subsequently wish to move to a higher level of accommodation and the offer has finished, we will match the price advertised during the offer period and offer to upgrade you for the difference in price between the two rooms, as advertised during the offer period.
7.4.3. If you are unable to travel and you agree to sell your Safari Swing ticket to somebody else, we will allow name changes free of charge.
7.5. Cancellation of your booking
7.5.1. If you cancel your booking after your contract comes into existence, the following cancellation charges apply:
- Cancellations requests received by February 29th, 2024, will incur a cancellation fee of 25% of the total booking cost.
- Cancellation requests received between 1st March 2024 and April 30th, 2024, will incur a cancellation fee of 50% of the total booking cost.
- Cancellation requests received between 1st May 2024 and June 30th, 2024, will incur a cancellation fee of 75% of the total booking cost.
- Cancellation requests received after June 30th, 2024, will incur a cancellation fee of 100% of the total booking cost.
7.5.2. If you have booked additional nights in one of the Safari Swing hotels and wish to cancel, we will liaise with the respective hotel on your behalf to confirm whether cancellation fees apply. We will refund any leftover money to you, including the full amount, if no cancellation fee applies.
7.5.2. Refund amounts will be determined in GBP and will be refunded at the prevailing exchange rate, if applicable, at the time of transfer, net of any transfer fees and commissions.
8. Changes or cancellation made by us
8.1. It is unlikely that we will have to change or cancel your booking. If we do make changes, then we will inform the person who made the booking as soon as we reasonably can. We reserve the right to make changes that are not significant and to correct minor or obvious errors in your booking details at any time without liability to you.
8.2. We will take reasonable steps to avoid having to cancel your booking. In the unlikely event that we are to cancel your booking we will notify you and we will provide a full refund.
8.3. We are only liable to you for cancellations or significant changes to your booking made by us. A significant change is one that we make to your booking before your departure that affects an essential term of your contract. Examples of a significant change include:
- changes to the Safari Swing hotels, where we have to move to an alternative property of a lower rating;
- changes to event dates.
8.4. For the avoidance of doubt, the following is not considered to be a significant change:
- A change to the rating of the Safari Swing accommodation, where the quality of the accommodation has not changed significantly since the time of the booking and the facilities are substantially as set out on our website;
- A change in the accommodation where substitute accommodation is offered in a similar location and at least equivalent quality (at no additional cost to you);
- A change in the particular type of room booked where the substitute room is of at least equivalent quality;
- Changes to dance instructors, where we arrange for suitable alternative professionals to teach classes, as determined by Safari Swing.
8.5. In the highly unlikely event that any of the Safari Swing dance professionals are unable to attend the event, for whatever reason, we will do everything possible to find a suitable replacement and will advise you accordingly.
9.1. Behaviour
9.1.1. If, in our reasonable opinion or the reasonable opinion of the provider of any part of the services to which your booking relates, you are behaving in a way which will cause or is likely to cause danger or distress or annoyance to others or damage to property, we may be forced to terminate your booking. If this happens, we will not pay you anything and you will be responsible for travel back to your point of origin. If we incur expense as a result of your behaviour, you shall fully compensate us for that expense.
9.1.2. Every safari tour has an element of danger as you are around wild animals, which can be unpredictable. It is imperative that you listen to, and follow, instructions from staff at the Safari Swing game lodge. We cannot accept responsibility for any injuries or fatalities which may occur as a result of your own negligence.
9.2. Insurance
9.2.1. For your own protection, we require that you and all members of your party have suitable insurance (including insurance to cover the costs of cancellation of your trip and the costs of assisting you if you or your party has an accident or becomes ill) for the full period of the event. Please note it is your responsibility to ensure the insurance you purchase is suitable and adequate for your particular needs.
9.3. Allergies and food intolerance
9.3.1. We will request details of any food allergies or intolerances from you ahead of the event and will pass these to the Safari Swing hotels. However, it is the responsibility of the individual with the allergy or intolerance to confirm these details with the respective hotel on arrival and at mealtimes. We cannot accept responsibility for any issues that may arise from food served at the Safari Swing hotels.
9.4. Passport and Visas
9.4.1. You must ensure that you have a valid passport and any necessary visas to enter South Africa, and any other countries you plan to visit, including transit stops, prior to your departure.
9.4.4. Information about which visa you need can be found at IATA or by checking with the country's embassy you are visiting.
9.5. Health & Safety
9.5.1. It is your responsibility to ensure that you are fit to travel and participate in all parts of the services you have booked and undertake. It is also your responsibility to ensure that you can prove you have any necessary vaccinations for your travel arrangements. Consult your doctor about any health requirements for all destinations to which you are travelling before your departure. We are not liable if you are refused entry to any country or part of a country because you cannot prove that you have the necessary vaccinations or because you do not comply with the health requirements of your destinations.
9.5.2. Should you need to take any medication with you, it is your responsibility to check before travel that you are allowed to take it into South Africa, and any other countries you plan to visit, as some countries do not permit certain medicines which may be widely accepted in your own country. You must also ensure you take any required paperwork or authorisation from your doctor that may be required.
9.5.3. When travelling to a different country, you should take responsibility for your own safety and well-being as you would do at home. Examples would be (but not exhaustive) to ensure you secure any valuable possessions, adhere to any local laws and familiarise yourself with fire procedures for the accommodation in which you are staying. Due to the nature of Safari Swing and the location in which it is being held, it is a way of life to have insects, small lizards, or birds visiting, and is not a reflection on the standards of hygiene and cleanliness.
9.5.4. It is your responsibility to ensure that you follow instructions from professionals involved in Safari Swing, and our respective suppliers, including, but not limited to, safari guides and dance instructors, to ensure your own safety.
9.6 Please be aware that Safari Swing hotels may request to authorise or charge your payment card at check-in as a deposit for incidentals during your stay. It is your responsibility to ensure sufficient funds are available to cover the amount required by the hotel. We are not responsible for setting the amount of any deposit and any concerns should be addressed to the relevant hotel. Note that as Safari Swing is a virtually all-inclusive event, you have the option to decline any request for a holding deposit.
10.1. Whilst Safari Swing Limited endeavours to ensure that the information displayed on www.safariswing.com is accurate and up to date, we cannot guarantee the accuracy and therefore disclaim liability for any inaccuracies relating to the information and description of the hotel and other travel products displayed on safariswing.com (including, without limitation, photographs, description of hotel amenities, general product descriptions, location maps etc).
In the event of a significant change relating to the information and description displayed, we will make best efforts to update the relevant information/descriptions and/or notify you of such changes.
10.2. Whilst we endeavour to ensure that the products, services, amenities, facilities and descriptions on our website offer accurate and up to date information, we obtain this information from our suppliers and so cannot guarantee this always to be the case. The information is given to provide a feel for the product you have booked. Whilst we constantly strive to achieve the highest standards of accuracy, we cannot be held responsible or liable if such content is found to be inaccurate. In the event that a significant change relating to the information and description displayed is notified to us by our suppliers, we will make best efforts to update the relevant information/descriptions and/or notify you of such changes.
10.3. Changes are periodically added to the information held on our website and will reflect the latest information with which we have been provided. We will do our best to correct errors and omissions as quickly as practicable after being notified of them.
11.1. We are not liable to pay you compensation if we or our supplier(s) are hindered from providing part or all of your booking, or if there is any failing in performance of any part of your booking, due to unusual and unforeseeable circumstances beyond our control or that of our agents, suppliers or subcontractors that could not have been avoided even if all due care had been exercised or due to an event that we or our agents, suppliers or subcontractors could not (even with all due care) have foreseen or prevented. The circumstances and events referred to above include (but are not limited to) the following:
- war or the threat of war;
- riot or civil disturbance;
- terrorist or threatened terrorist activity;
- perceived security threats;
- industrial disputes or threatened industrial disputes;
- actions of national or local governments;
- natural or nuclear disasters;
- Epidemics or Pandemics;
- fire or flood;
- adverse weather conditions;
- technical problems to transport;
- airports and ports being closed or full;
- changes brought about as a result of recommendations made by the Foreign and Commonwealth Office or any other government or international organisation or agency or the police.
11.2. We only accept liability in any event for loss or damage which is caused by us or the supplier of any part of your booking and which is of a kind which could reasonably have been expected at the time the booking was made. We are not liable for any additional services for which you pay our suppliers separately since these do not form part of the booking.
11.3. We do not accept liability where any failure to provide any services in accordance with the contract or any other form of loss or damage is due to your own fault or that of any party named on your booking, including any failure to comply with your obligations in this contract, or is the result of our compliance with any instruction, request or direction given by you.
11.4. You should make any complaints or claims in accordance with Clause 12 below. If we pay you or agree to pay you compensation you must give us or our insurers all the rights you have to take action against anyone else and you agree to provide us and our insurers with all due co-operation and assistance in respect of any such action we or our insurers take.
11.5. Except in cases of death, injury or illness, our liability is limited to a maximum of three times your booking price attributable to the person affected. This maximum applies where everything possible has gone wrong and you prove that no benefit or enjoyment has been obtained. In all other circumstances we agree to pay compensation that is reasonable and proportionate for the reduction in value of your booking and any loss of enjoyment you prove subject to the above maximum.
12.1. We can usually sort out problems on the spot if we know about them. If you have cause to complain about any aspect of your Safari Swing experience, please let us know as soon as possible, either in person or via email – info@safariswing.com
13.1. If you make a booking with us, we will record your personal details, and this will be processed in accordance with the European Union and UK Data Protection Law. Your data will be used principally to meet your requirements. We retain the data you provide from time to time, including your purchase history and data we collect when you use our products and services. Your data may be used for the following purposes: accounting, billing and audit, credit or other payment card verification and screening, immigration and customs control, safety, security, health, administrative and legal purposes, statistical and marketing analysis, systems testing, maintenance and development, customer relations and to help us in any future dealings with you, for example by identifying your requirements and preferences. For these purposes we will only disclose your data to companies involved in the event and will not sell any information to third parties. This may involve sending your data between different countries, including countries outside the European Economic Area.
14.1. For your own protection, we require that you obtain travel insurance prior to attending Safari Swing, as that may be able to assist in a situation where we are not liable.
14.5. Note that travel insurance is NOT provided as part of your Safari Swing ticket.
Last updated 27 December 2023