Payment And Invoice
A booking is considered confirmed when ShapShap Adventure travel B.V. has received the completed Booking Form for the client and ShapShap Adventure Travel B.V. sends an email confirmation to the client confirming the booking. Following this, the Company will send the first of two invoices to the client. The first invoice will be for a 50% deposit of the tour price which is due 60 days before departure of the booked tour. The deposit remains fully refundable up to 31 days before the departure of the tour. Visit our Cancellation policy for detailed information.
Rates will be converted to Euro (or another major currency such as USA Dollar or British Pound if you prefer) using the average rate of the previous 7 days.
The second invoice for the outstanding 50% of the tour price and any other items (such as the optional activity package, hotels and transfers etc.) will be sent to the client 60 days before departure. This invoice will also have to be paid in full within 14 days after it was sent.
Rates will be converted to Euro using the average rate of the previous 7 days before the second invoice is sent.
Once the full payment has been received, the client will receive a travel voucher which will serve as the client’s confirmation. ‘
Check the voucher for names and number of participants.
If a booking for a tour/ trek/ climb is made within 60 days of the tour departure date, 50% payment is required on booking. If the booking is made within 30 days of the tour departure date, 100% payment is required on booking. Non-payment of stipulated percentage at time of confirmation, within 30 days of tour departure date, will result in the cancellation policy being applied.
When booking a tour that includes a Gorilla Trekking Permit, immediate payment for the permit is required in order to secure the trekking permit. This payment is non-refundable and is paid directly to the gorilla tour operators.
Any pre or post tour services booked through ShapShap Adventure Travel B.V. do not form part of the tour price and will be subject to cancellation terms of the third party service provider.
Cancellation of a scheduled tour booking must be made in writing and is not effective until such written cancellation is received and acknowledged by ShapShap Adventure Travel Group B.V. Cancellation fees are applied to the tour price, green seat and pre/post tour services.
No cancellation fee is applicable to tours cancelled more than 30 days before date of Departure (excluding the non-refundable gorilla trekking permit, Okavango Delta upgrade excursion and Serengeti Upgrade excursion).
Should a Client cancel a booking 30 days or less prior to the date of departure of the tour for any reason (except due to death or hospitalisation), the client shall be liable to pay a cancellation penalty. The cancellation penalty is calculated by having regard to the nature of the booking, length of notice of cancellation and reasonable potential to find alternative customers. Having regard to the aforementioned factors, the following percentages may be forfeited by the customer in respect of the arranged tour price due to a no-show based on the number of days between receipt of the cancellation notice and the date of the departure:
If a booking on a scheduled tour is cancelled less than thirty days (30) prior to the tour/ trek/ climb departure date, then the client is subject to a cancellation fee as follows:
- > 31 days prior to departure – Cancellation possible at no cost,
- 10 – 30 days – 75% cancellation fee,
- 00 – 09 days – 100% cancellation fee.
If a booking on a private or custom tour is cancelled less than thirty days (30) prior to the tour/ trek/ climb departure date, then the client is subject to a cancellation fee as follows:
- > 31 days prior to departure – 30% cancellation fee
- 15– 30 days – 50% cancellation fee,
- 14 – 7 days – 75% cancellation fee,
- 00 – 07 days – 100% cancellation fee.
Please note: Gorilla permits are non-refundable: When a client cancels a tour that requires a gorilla trekking permit, the permit price is non-refundable and will be forfeited.
Any fees charged by banking institutions during the refund process will be for the client’s account.
Any client joining a tour/ trek/ climb after the departure date, or not at all, or leaving before the completion of the tour/ trek/ climb for any reason whatsoever, is not entitled to any refunds whatsoever from the Company, or entitled to claim any costs for any added expenses. Tours/ treks/ climbs can be subject to a minimum booking. If that number is not obtained, the Company reserves the right to cancel the tour/ trek/ climb. A refund of the payment made to the Company by the client would then be payable. The Company reserves the right to cancel any tour/ trek/ climb at its sole and absolute discretion, without prior notiﬁcation in instances where this is unavoidable. However, in this instance the Company agrees to refund the total payment made to the Company by the client. This shall be the Company’s sole responsibility to the client and no claim for any damages, howsoever arising, shall accrue against the Company.
The ShapShap Adventure Travel Group is affiliated with the GGTO Foundation (Guarantee Fund for Specialized Tour Operators), under affiliate number 1291. With this, the ShapShap Adventure Travel Group meets the legal obligation to provide a guarantee to its clients as described in Article 7:512 of the Civil Code (the Netherlands).
The GGTO Foundation guarantees that clients will receive a refund of the already paid portion of their tour price if the tour operator is in financial insolvency. This may be before the departure of the client, but also during the stay of the client on location. Additionally, the GGTO Foundation ensures clients return if the tour operator, due to financial insolvency, cannot fullfil its obligations. A fixed amount of 15, – Euro per booking will be charged for
this guarantee fund. Through this the guarantee fund is funded and maintained.
More info on this guarantee fund can be found at: www.stichting-ggto.nl
Passports, Visas And Other Travel Documents
It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations and any other required documentation are all in order for the countries to be visited. The Company cannot be held liable for any consequences, damages or claims if the client prior to commencement of the tour/ trek/ climb does not correctly attend to the client’s documentation and related matters.
The client’s passport has to have enough open pages for all the visas that are needed for each tour/ trek/ climb. If the client doesn’t have enough open pages in his/ her passport, the client might not be able to enter a country and the client might be sent back to his/ her country of residence. Any costs incurred as a result hereof will be at the expense of the client. The client’s passport has to be valid for at least six (6) more months after the tour/ trek/ climb ends.
The name provided in the booking form should be exactly the same as in the client’s passport. The client is solely responsible for the correct name provided. The Company will in no way be held liable for any consequences arising from incorrect information provided.
Comprehensive travel and cancellation insurance is mandatory on all tours/ treks/ climbs. It is the client’s responsibility to ensure that he/ she has this insurance in place and the required paperwork to prove such before embarking on the tour/ trek/ climb. Any resulting consequence of not having this paperwork is the sole responsibility of the client. It is a condition of travel that guests must have travel insurance that covers cancellation/ curtailment, medical expenses and baggage loss. The Company cannot be held responsible for any costs incurred by any airline delays.
All baggage and personal effects are at all times the client’s responsibility and the Company does not accept any liability for any loss or damage of any personal effects, howsoever arising. Clients are entitled to one bag of not more than 20 kg and a daypack. Should the client require a larger baggage allowance, this can be arranged at the discretion of the Company and on payment of a fee that the Company may levy. The Company retains the right to refuse excess baggage. In the case of the Kilimanjaro climb, the maximum weight is limited to a maximum of 15 kg and a daypack.
Please note: If you bring a suitcase it might be left behind or you may be charged a fee to carry it if it does not fit into your locker. Locker dimentions: 70cm x 40cm x 38cm.
The client accepts that all tours/ treks/ climbs are of an adventurous nature and involve an element of personal risk. The Company shall not be held liable in any way for any injury, loss of life or damage to property, howsoever caused and the client hereby indemniﬁes and holds the Company, assigns and servants harmless from any such claim. The client accepts full responsibility for all risks involved.
The client accepts that to participate in the tour/ trek/ climb requires a measure of physical ﬁtness and health and it is the client’s obligation to ensure that they are medically ﬁt to embark on the tour/ trek/ climb. The Company may however require a medical certificate or doctor’s letter in respect of all clients over the age of 55, conﬁrming that they are medically ﬁt to undertake the tour/ trek/ climb.
It is important that the client confirms whether or not he/ she needs any vaccinations or prophylactics before the start of the tour/ trek/ climb. The Company suggests that the client speaks to his/ her doctor or pharmacist about the tour/ trek/ climb and the areas that he/ she will visit. It is also not possible for the Company to judge whether a tour/ trek/ climb will suit any client’s current medical condition. The Company suggests that the client speaks to his/ her doctor before the tour/ trek/ climb.
Authority During A Tour/ Trek/ Climb
The decisions of the tour/ trek/ climb leader during a tour/ trek/ climb shall at all times be ﬁnal and binding. The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited. Should the client be in any contravention of the above or the client is a nuisance to the group the tour/ trek/ climb leader may order the client to leave the tour/ trek/ climb without any claim to a refund. The client shall be obliged to make their way home at their own expense.
The Company reserves the right to use any photographs and videos made by the Company and its staff during tours/ treks/ climbs for use in marketing or any other advertising material and the client hereby gives consent of such photographs and videos to be used. The Company will retain copyright over such material. The Company also reserves the right to use photographs and videos sent to the Company by the client as marketing or any other advertising material and it may be used in our guestbook or photo gallery.
Unforeseen circumstances including, but not limited to war, mechanical breakdowns, weather, riots and other unforeseen reasons beyond the control of the Company may cause delays or alterations to the tour/ trek/ climb. The Company shall not be held liable in any way for any of these possible occurrences or any consequences, which may arise as a result of these.
Travel With An Open Mind
All countries are different from what the client might be used to, but that is probably one of the reasons why the client is going there. The client will experience a different world and the client will be out of his/ her comfort zone. That means the client will be in contact with different customs and cultures and different mentalities. That is part of the reason and the appeal of why the client is going on a tour/ trek/ climb. The client has to keep in mind that something might happen on tour/ trek/ climb that is not planned for. Some things are just different than at home. Meals, hotels, vehicles and infrastructures differ from country to country and where the client comes from and what the client is used to.
Changes By The Company
We, the ShapShap Travel Group (travel agents) sell tours/ treks/ climbs, which are organised by operators. These tours/ treks/ climbs have an adventurous nature. It is possible that some unforeseen changes might have to be made during a tour/ trek/ climb. Different routes might be taken or overnights at camps or lodges might change due to certain unforeseen circumstances.
Each tour/ trek/ climb has a minimum and maximum number of participants. In the unlikely event that the minimum number of participants are not met, the client will be informed by the Company at least 21 days before the start of the tour/ trek/ climb. In this case the client will receive a full refund of the payments made to the Company by the client.
Travelling By Yourself
If the client is travelling by him/ herself, the client will share a room or tent with another person of the same sex as far as possible. If the client wants to be assured of his/ her own room or tent, the client can pay the single supplement and the Company will as far as possible supply the client with his/ her own tent or room. This information can be found in the tour/ trek/ climb description.
Please note: the Single Supplement is compulsory when the client is travelling alone on one of the accommodated group tours or the Kilimanjaro climb.
Detailed Tour/ Trek/ Climb Description
On this site the client will find practical information and a detailed day to day description of each tour/ trek/ climb. Please read this important information carefully, since it forms part of the terms and conditions. This information will not be sent to the client automatically. If the client does not have access to the internet, the Company could, on request, send all this information to the client via mail.
Cost Of Making Changes To The Holiday
If a Client wishes to transfer from one tour to another, outside the 60-days prior to departure period, no fee applies. Changing the date of a tour, within 60 days of departure, is subject to a fee of 15% of the tour price or ZAR 2 000, whichever is the higher of the two. On a tour, where a Gorilla Permit is required, the full amount of the permit will be added to the aforementioned fee to move the client (Gorilla permits are not refundable).
The Company reserves the right to adjust the price of each tour/ trek/ climb. This may be caused by fluctuations in currency, fuel prices, VAT or the likes.
Information Before Departure
After the client’s confirmation of the tour/ trek/ climb the Company will inform the client of any more details about the tour/ trek/ climb via e- mail. If the client doesn’t have an e- mail address the Company could send the information by mail. In this case the client has to provide a mailing address.
Child Policy & Age Restrictions
- 6 Years: No children under 6 years of age may travel on our scheduled tours.
- 10 – 15 Years: Our operator will accept a maximum of four children between the ages of 10 to 15 years on any tour without requesting permission from clients. If more children want to join a tour once the maximum has been reached, this will be allowed on a request basis.
- 6 – 9 Years: Children between the ages of 6 – 9 years will be accepted to travel with ShapShap Adventure Travel B.V. scheduled tours on a request basis only.
- No children under the age of 12 permitted on our Kenya and Uganda tours
- Any traveler between the ages of 6 – 16 must be accompanied by a parent, unless specific authorization had been obtained from our operators.
- 17 – 18 Years: Guests of this age may travel with us with a letter of permission from their guardian; they do not require a parent to travel with them.
Age restricted Activities:
- Children under the age of 12 years are not permitted in the Serengeti National Park on scheduled group tours. We do however allow children older than 8 years to partake in the Ngorongoro Crater Day Trip activity
- No children under the age of 12 – Nkambeni Morning Walk, Full day Drakensberg Hike, Okavango Delta Mokoro Excursion
- No children under the age of 13 – Morning walk in Swaziland and Game drive Hlane
- A child must be 15 years or older to partake in the Gorilla & chimpanzee Trekking Activity
This website is created, maintained and controlled in the Netherlands and as such, the laws of the Netherlands and the jurisdiction of the Dutch court govern this user agreement and the use or inability to use this site.