Terms & Conditions


The role of Sandown Tours & Incentives (STI) is to customise tours & itineraries to suit the requirements of our customers. In doing so we may use independent suppliers for the provision of selected services ie: car & coach hire, luxury trains, hotels, private game lodges & airlines (the Suppliers).

The person requesting such quotations or estimates or making such booking or to whom any service is rendered, is deemed to have read and accepted the STC and to have the authority to do so on behalf of the person in whose name the estimate, proposal or quotation or reservation is requested and/or provided and/or the person to whom the services are rendered, including in the case of groups and incentives all the parties whose names appear on delegate or group lists (collectively referred to as ‘the Customer’)

Sandown Tours & Incentives (STI) will endeavour to maintain all the prices quoted. Costs are however subject to change according to availability. However where increases due to currency fluctuations, airfare increases, hoteliers increases and other factors outside STI’s control do arise, surcharges will be made to cover such increases. The onus will be on the Customer to check that there has been no change in the price prior to making full & final payment. However once STI has received full payment on invoice, no surcharge will be charged. The final costing will be subject to the final number of guests traveling.
Airfares are however subject to increase and are subject to the price and conditions quoted by the airlines and cannot be guaranteed by STI. Our Travel Arrangements Packages Are In Rands.


  • No reservation is secure without a deposit of the total package.
  • An initial 25% non-refundable deposit of the total package is required within 2 weeks of confirmation of the group.
  • A further 25% is due 180 days prior to the groups’ arrival.
  • A further 25 % is due 90 days prior to the groups’ arrival.
  • The full balance is due 35 days prior to arrival.

From time to time special terms & conditions are imposed by the suppliers which may include requesting an immediate full payment. In this case STI will advise the Customer.
For reservations less than 30 days prior to departure for individuals and groups, full prepayment is required.
If any payments have not been received on time, STI reserves the right to cancel the booking. Late payment may also result in cancellation of the reservation by the Suppliers.
Receipt of deposit acknowledges unconditional acceptance of the general terms & conditions.
Credit card payments are subject to surcharge.

CANCELLATIONS [May vary from property to property]

Deposit is non refundable.

Between 179 – 91 days prior to arrival: A maximum of 50% of the rooms booked can be cancelled with no charge. Anything over will incur a cancellation fee of 100% of the total value.
Between 90 – 45 days prior to arrival: A maximum of 20% of the rooms booked can be cancelled with no charge. Anything over will incur a cancellation fee of 100% of the total value.
Between 44 – 31 days prior to arrival: A maximum of 5% of the rooms booked can be cancelled with no charge. Anything over will incur a cancellation fee of 100% of the total value.
Between 30 – 0 days prior to arrival: No cancellations permitted. Any cancellation or room reduction will incur a cancellation fee of 100% of the total value.

The cancellation charge will be equal to the total value of the rooms cancelled or reduced.
The penalty charge will be payable on receipt of invoice.
Non –arrival will result in a no show penalty equal to 100% of the tour cost.
Should you miss your departure or fail to leave as planned, no refund will be due. Cancellation fees are subject to VAT.

Force Majeure
Sandown Tours and Incentives shall not be liable for any failure to perform any obligation, or provide any service for the Customer’s inability to partake of any tour or services contracted for due to any reasons beyond its reasonable control including without limitation, acts of God, acts of nature including fire, flood, earthquake, storm, hurricane, snowstorm or other natural disaster, strikes, war, invasion, hostilities (whether war is declared or not) civil war, rebellion, revolution, terrorist activities, government prohibitions or restrictions or any act of omission of any suppliers.

Application of Terms and Conditions
All enquiries and business conducted between you and the Company will be subject to the Company T&C and the terms and conditions of various third party service providers (i.e. airlines, tour operators, hotels, cruise companies etc.) who the Company request on your behalf to render services or provide products to you (‘the Suppliers’)(‘the Suppliers’ T&C’).

Third Party Service Providers
The Company provides Clients with travel and/or other services itself or acting as agents for the Suppliers. The Company represents the Suppliers as agents only and accordingly accepts no liability for any loss, damage, injury, illness, harm or death which any Client may suffer as a result of any act or omission on the part of or the failure of the Supplier to fulfil their obligations, whether in relation to travel arrangements, accommodation or otherwise. The contract in use by the Supplier (which is often constituted by the ticket issued by the Supplier), shall constitute the sole contract between the Supplier and the Client and any right of recourse the Client may have, will be solely against the Supplier. The Company is able to provide the identity and the Suppliers’ T&C (or access thereto) of all the Suppliers relevant to the service being provided for the Client’s booking. It is the Client’s responsibility to familiarize himself/herself the Suppliers’ T & C. With regards to hotel bookings please be aware that hotels and other accommodation properties (Collectively referred to as ‘hotels’) may undergo renovations from time to time. Hotels generally take all possible steps to limit disruption and inconvenience to their guests when renovations are taking place. The Company will not accept complaints or requests for refunds if a hotel is carrying out renovations whilst a guest is resident. If the Company is specifically advised of renovation work in advance by the hotel, this information will be passed on to the Client but it is important to understand that this is subject to change and that the Company may not always be notified. Similarly the Company cannot take responsibility in case of car rental vehicle break-down, dirty car rental vehicles, incorrect reading of kilometers traveled etc. The Client must ensure that he/she reads the car rental T&C carefully.

Deposits / Full Payment
Payments of deposits and balance of payments will be subject to the dead-lines / conditions stipulated by the Company and by the Suppliers. Certain of the Suppliers will require that their booking forms be signed acknowledging that the Supplier T&C have been read and understood by the client (i.e. each individual traveler or by the head of the family of guardian, or by the empowered and authorized representative of the corporate entity etc.). Suppliers’ T&C will be available on their web-site of which you will be advised or a copy will be provided. Please note that both the Company and, in some cases the Suppliers require deposits which will be specified at the time of making the booking. These deposits may be non-refundable and a service fee will apply.

Cancellation fees
These are subject to the Suppliers’ T&C, and/or the airline and the Company T&C ** (see above agreement) and will be advised to the client by the Company consultant at the time of confirming the travel arrangements.

It is strongly advised that all Clients take out adequate insurance cover such as cancellation due to illness, accident or injury, personal accident and personal liability, loss of or damage to baggage and sports equipment etc. (Note: this is not an exhaustive list). The Company will not be responsible or liable if the Client fails to take adequate insurance cover or at all and the Client indemnifies the Company against any consequences of non-compliance. It shall not be obligatory upon the Company to effect insurance for the Client except upon detailed instructions given in writing. All insurance effected by the Company pursuant to such instruction will be subject to such exceptions and conditions as may be imposed by the insurance company or underwriters accepting the risk, and the Company shall not be obliged to obtain separate cover for any risks so excluded. Should the insurers dispute their liability for any reason, the Client will have recourse against the insurers only. Once the Insurance has been confirmed and paid for, the Client will be issued with a policy document of the insurer. It is a complex document, which must be read BEFORE YOU initiate your travel so that you can address any queries you may have to the insurer PRIOR to your departure. Please note that various credit card companies offer limited levels of travel insurance, which the Company does not consider sufficient cover for international travel, and which may not be adequate for certain visa applications. Kindly check with the respective credit card companies in order to obtain the specific details of the cover.

Passports, Visas & Health
It is entirely the Client’s duty to ensure that all passports and visas are current, valid, obtained on time, and that passports will be valid for at least six months (may vary from country to country) after return to home country and that any vaccinations, inoculations, prophylactic (e.g. for malaria) and the like, where required, have been obtained. Please check with the Company before travelling. The Company will endeavour to assist the Client but such assistance will be at the Company’s discretion and the Client acknowledges that in doing so, the Company is not assuming any obligation or liability and the Client indemnifies the Company against any consequences of non-compliance by the Client. It is the Client’s duty to familiarize him/herself with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements. Please note that all visitors to South Africa and all clients who are travelling from the Republic of South Africa to another country are required to have a minimum of three blank pages (varies from nationality to nationality) in their passport excluding the front and back cover to enable the entry visa to be issued. However in each case a further enquiry should be addressed to the consulate or embassy of the relevant countries to be visited. If there is insufficient space in the passport, entry will be denied and the person is likely to be detained pending return to their country of origin. Please ensure that all passports are renewed.
The client must ensure that the details supplied to the Company mirror the exact details shown on their passport for international travel and identity document for local travel.

Malaria and other Tropical Diseases: Warning:
Certain parts covered by your itinerary may be areas where there is a high-risk of malaria, tropical and other diseases. The Company strongly recommends that the necessary precautions be taken in this regard and recommend that you check with your medical practitioner before departure or a medical practitioner well versed in tropical diseases immediately upon your arrival in Africa or any other tropical or sub-tropical destination. If you have not done so prior to departure, it is imperative you do so immediately upon your return.

Refused Entry / Refused Boarding / Refused Visa
The Company cannot be held responsible if any Client is refused entry into any country or refused boarding of any aircraft, or refused a visa following an application, for whatever reason including but not limited to incorrect visa/passport documents, security reasons etc. Any expenses incurred or consequence of with regard to refused entry/refused boarding, refused visa will be borne solely by the Client.

The advice provided to the Client will be to the best of the Company’s and the Consultant’s abilities and knowledge and will be based on current information available, which may change without notice to the Company, and on that provided by the client. The Company cannot be held liable for personal and specific requests made by the Client.

Responsibility. Limitation of Liability and Indemnity
The proposed travel arrangements are made on the express condition that the Company, its employees and agents, shall not be responsible for, and shall be exempt from all liability in respect of loss (financial or otherwise), damage, accident, death, injury, illness, harm, trauma, delay, cancellation or inconvenience to or additional expense incurred by any Client (which shall be deemed to include heirs, executors, administrators or assigns of the Client whether on the tour or journey or not), or loss of or damage to or of their luggage, or other property, howsoever, caused whether or not arising from any act, omission, default, on the part of the Company whatsoever, unless such claim is due to the negligence of the Company and such claim is lodged in writing with the Company within 30 (thirty) days after the end of the Booking. Such liability will be subject to a limitation of R20 000.00 (twenty thousand Rand) per client per booking. The Client indemnifies and holds harmless the Company, its employees and agents accordingly. The Company, its employees and agents shall furthermore not be liable for any indirect and/or consequential loss or damages whatsoever and howsoever arising and whether or not due to the negligence of the Company.

Unscheduled Extensions
In the unlikely event of there being unscheduled extension to the final itinerary caused by flight re-scheduling, flight delays, bad weather, strikes, force majeure or any other cause which is beyond the control of the Company, its agents or the Principal, it is understood that expenses relating to these unscheduled extensions (hotel accommodation, changes in flight arrangements etc) will be for the Client’s account.

Law and Jurisdiction
South African law and the jurisdiction of South African courts will govern the relationship between the Client and the Company. This latter will be entitled to institute any legal proceedings arising out of or in connection with this contract in any Magistrate’s Court having jurisdiction in terms of Section 28 of the Magistrate’s Court Act no 32/1944 as amended, notwithstanding that the amount in issue may exceed the limits of such jurisdiction.