Clear booking and cancellation terms, before you travel.

1. Your booking contract

Your booking with Trvl8r is formed when we issue a quotation, itinerary, invoice or booking proposal for your requested travel arrangements, you confirm that you wish to proceed, and the required deposit or full payment has been received and cleared, subject to availability.

Your contract with Trvl8r includes the final quotation or confirmed itinerary, the invoice and payment terms issued for your booking, and these Booking Terms and Conditions.

Certain parts of your trip may also be subject to the terms and conditions of third-party suppliers, including airlines, lodges, hotels, transfer providers, car hire companies, guides, activity operators and other service providers.

2. Trvl8r’s role

Trvl8r curates, arranges and manages travel services on your behalf. In many cases, we act as an intermediary or booking agent for third-party suppliers.

Where services are supplied by third parties, those services remain subject to the supplier’s own rules, availability and operating conditions. Supplier cancellation, amendment, refund and no-show rules may apply in addition to these terms, and we will communicate any material supplier conditions that are known to us and relevant to your booking.

3. Quotes, validity and pricing

All quotations are subject to availability, supplier confirmation, and the validity period stated on the quotation. If no validity period is stated, a quotation is valid for 7 days from date of issue.

Prices are based on the rates, taxes, fees, exchange rates and supplier costs applicable at the time the quotation is prepared. Until full payment has been received and all relevant services have been confirmed, prices may change due to factors outside Trvl8r’s control.

If a material pricing change affects your booking before final confirmation, we will advise you and provide the updated amount before proceeding where reasonably possible. Trvl8r reserves the right to correct any obvious pricing, administrative or quotation error.

• airfare changes
• airport or government taxes
• fuel surcharges
• park, conservation or gate fee changes
• exchange rate movements
• accommodation or supplier rate changes
• changes to routing, availability or service levels

4. Deposits and payment terms

Unless otherwise stated in writing on your quotation or invoice, the following payment terms apply.

No booking is regarded as confirmed until the required payment has been received and cleared.

If payment is not received by the due date, Trvl8r reserves the right to release or cancel the booking and apply the relevant cancellation charges.

• a 30% deposit is payable to secure a booking
• certain flights, villas, safari lodges, peak-season bookings, specialist products or supplier-specific bookings may require a higher deposit or full prepayment
• the final balance is due 60 days before travel
• for bookings made within 60 days of travel, full payment may be required at the time of booking

5. Payment methods and currency

Unless otherwise agreed in writing, payments are payable in South African Rand (ZAR).

Where we issue an invoice in another currency for convenience, that pricing remains based on the underlying booking value and supplier cost structure applicable to your booking.

Payments are treated as received only once cleared funds reflect in Trvl8r’s designated account. Any bank charges, intermediary charges, telegraphic transfer costs, exchange conversion charges or similar transaction costs are for your account unless otherwise agreed in writing.

6. Amendments requested by you

If you request a change to a confirmed or partially confirmed booking, we will do our best to assist.

Any requested amendment may result in supplier amendment fees, cancellation fees on services that must be released or rebooked, price increases due to changed availability or seasonality, additional administration or rebooking costs, and the need for full repricing of part or all of the itinerary.

Requested amendments are only effective once confirmed by Trvl8r in writing.

7. Changes caused by suppliers or events outside our control

Travel arrangements can change for reasons outside Trvl8r’s control, including airline schedule changes, supplier operational changes, weather events, strikes, road closures, border restrictions, force majeure events, or supplier overbooking or failure.

If a material change affects your confirmed arrangements, Trvl8r will use reasonable efforts to notify you as soon as reasonably possible, propose a reasonable alternative where available, or assist with any refund, credit or rebooking process available under the relevant supplier’s terms.

Any refund, credit or compensation in these circumstances is subject to the rules and decisions of the relevant supplier.

8. Cancellation by you

All cancellations must be submitted in writing.

If you cancel a booking in whole or in part, cancellation charges will apply. Unless stricter supplier-specific terms apply to a particular booking, the standard cancellation scale is:

• 76 days or more before arrival: loss of deposit
• 61 to 75 days before arrival: 50% of total booking value
• 41 to 60 days before arrival: 75% of total booking value
• 40 days or less before arrival: 100% of total booking value

Additional points:

• flights may be non-refundable or subject to airline-specific penalties
• certain villas, lodges, private homes, rail products, event-based travel, peak-season bookings and special offers may carry stricter cancellation terms
• where stricter supplier terms apply, those specific terms will override the standard cancellation scale for the affected service
• no refunds are due for unused services, partly used vouchers, missed departures or no-shows
• any refund due is subject to Trvl8r first receiving the refundable amount from the relevant supplier where the funds are held by that supplier
• if Trvl8r is able to secure any discretionary waiver or ex gratia refund from a supplier, we may pass that on to you less any non-refundable service, handling or administration charges already incurred

9. Cancellation or inability to confirm by Trvl8r

If Trvl8r is unable to confirm a requested service after payment due to lack of availability or supplier refusal, we may offer a reasonable alternative, offer a credit toward alternative arrangements, or refund the amount paid for the unavailable service if no suitable alternative is accepted.

If Trvl8r cancels a service due to an obvious pricing or administrative error before final confirmation, we may either withdraw the affected service or provide corrected pricing for your approval. If you do not accept the corrected pricing, any amount paid for that affected service will be refunded.

10. Flights, baggage and transport

Where Trvl8r arranges flights or other transport, names must be supplied exactly as they appear in the relevant travel document.

Once tickets have been issued, changes may be restricted or subject to significant penalties. Baggage rules vary by airline, charter operator and route, and remain your responsibility.

Light aircraft and regional services may have strict baggage limits relating to weight, dimensions and luggage type. Seating, meal and similar requests cannot be guaranteed unless specifically confirmed by the airline or supplier.

Trvl8r is not responsible for airline schedule changes, baggage loss, baggage delay, missed connections caused by third parties, or airline operational decisions, although we will assist where reasonably possible.

11. Passports, visas, health and travel readiness

You are responsible for ensuring that you and all members of your party hold valid passports and any required travel documents, meet visa, transit, entry and exit requirements for all countries on the itinerary, comply with any health, vaccination, inoculation or medication requirements, and are medically fit to travel.

Where you are travelling with minors, you are responsible for ensuring that all required parental consent letters and supporting documents are in place.

Any guidance provided by Trvl8r is given in good faith, but final responsibility remains with the traveller.

12. Insurance

Comprehensive travel insurance is strongly recommended and may be required for certain bookings.

Your policy should ideally cover cancellation and curtailment, medical expenses, emergency evacuation, personal accident, baggage and personal effects, and supplier failure or travel disruption where available.

It is your responsibility to ensure that any insurance arranged is appropriate for your trip.

13. Liability

Trvl8r will exercise reasonable care and skill in arranging and managing your booking.

However, where services are provided by third-party suppliers, Trvl8r is not liable for the acts, omissions, insolvency, delays, cancellations, service failures or operational decisions of those suppliers.

Trvl8r is also not liable for losses arising from events outside our reasonable control, including force majeure events, weather disruption, government action, civil unrest, border restrictions, strikes, transport interruption or supplier overbooking.

To the fullest extent permitted by law, Trvl8r’s liability in relation to any booking is limited to the amount actually paid to Trvl8r for the affected booking or service. Nothing in these terms excludes or limits any liability that cannot lawfully be excluded under applicable law.

14. Complaints and problem resolution

If something goes wrong during your trip, you must notify Trvl8r as soon as reasonably possible so that we have a fair opportunity to assist while travel is still underway.

Any formal complaint should then be submitted in writing within 30 days of the incident or the end of the affected travel services.

Complaints may be sent to the relevant Trvl8r contact handling your booking, or to enquiries@trvl8r.com.

15. Privacy

Personal information provided in connection with your booking will be handled in accordance with Trvl8r’s Privacy Policy.

You acknowledge that Trvl8r may share relevant personal information with airlines, hotels, lodges, transfer providers, guides, activity operators, insurers, visa support providers and other travel suppliers where reasonably necessary to arrange and deliver your booking.

16. General

These terms are governed by the laws of the Republic of South Africa.

If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.

No relaxation, indulgence or delay by Trvl8r in enforcing any right under these terms will amount to a waiver of that right.

Any special arrangement or variation must be recorded in writing to be binding.