Terms & Conditions
The Okavango Collection – Terms & Conditions
Effective Date: 26 May 2025
E&OE – Errors and Omissions Excepted
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1. Contract Formation and Acceptance
A binding agreement is established once The Okavango Collection (hereinafter referred to as “TOC”) issues a written
confirmation and receives the required deposit. By submitting written confirmation or paying a deposit, the guest or agent entirely agrees to these Terms & Conditions. All deadlines are based on Botswana local time (GMT+2).
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2. Application of Terms
These Terms & Conditions apply to all bookings made directly with TOC or via a recognised travel agent or tour operator.
Where a booking is made on behalf of others, the booking party confirms they are authorised to do so and agrees to be
bound by these terms.
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3. Provisional Bookings
Provisional bookings may be held for 14 days from the booking date, after which time confirmation and deposit payment
will be required. If a confirmed booking request is received for the exact dates, the provisional booking must be confirmed within 72 hours, or it will be released automatically.
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4. Deposits and Payments
A 20% non-refundable deposit is required to secure the booking within 14 days of confirmation.
The balance (80%) is due 60 days before arrival.
Full payment is required upon confirmation for bookings made within 60 days of arrival.
Payments must be made in full and free of bank charges.
TOC covers its bank charges; agents are responsible for any fees incurred. Any shortfall will be considered outstanding.
Bank details are provided on the invoice; payment references must include the guest’s name and invoice number.
5. Cancellations and Refunds
All cancellations must be made in writing. The following charges apply:
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Refunds may take up to 30 days and will be subject to bank charges.
Postponed bookings or date changes will still incur cancellation charges unless otherwise agreed in writing.
Group bookings are subject to their cancellation schedule as detailed in Section 7.
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6. Amendments
Booking amendments are subject to availability and may incur additional costs.
Any rate differences due to seasonality, third-party services, or supplier pricing will be passed on.
TOC reserves the right to charge an administrative fee for excessive or late changes.
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7. Group Bookings
A group booking is a reservation of 8 or more guests per night, travelling together on the same itinerary. Group bookings
are subject to specific terms and conditions which may differ from FIT bookings.
Group Booking Terms:
Deposit: A 20% non-refundable deposit is due within 14 days.
Balance Payment: Due 60 days before arrival.
Rooming List: Final rooming list and special requests must be submitted at least 45 days before arrival.
Group Cancellation Policy:
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8. Reductions / Attrition:
Up to 10% of the group size may be reduced without penalty if advised more than 90 days before arrival. Reductions beyond this are subject to standard group cancellation fees.
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9. Special Conditions:
Exclusive-use bookings may require minimum night stays or custom terms.
Group bookings may not qualify for promotional rates unless explicitly confirmed.
There is a maximum of three adults per room (in the event that more than two guests request to share a room).
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10. Rates and Inclusions
Rates are quoted in USD, including VAT and tourism levies unless otherwise stated.
Rates include accommodation, meals, laundry, scheduled camp activities (e.g., game drives, mokoro), and airstrip
transfers. Exclusions may include premium drinks, private vehicles, third-party excursions, and gratuities.
Park and concession fees are subject to change by the Botswana Government without notice.
Rates are subject to change in the event of tax or exchange rate fluctuations.
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11. Travel Insurance
Comprehensive travel insurance is mandatory and must include:
Emergency medical evacuation
Trip cancellation and curtailment
Accidental death or disability
Loss of personal effects
TOC assumes no liability for guests travelling without adequate insurance coverage.
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12. Guest Responsibility and Risk
Guests participate in all activities at their own risk.
TOC and its service providers will not be held liable for injury, illness, death, damage, or loss, unless caused by gross
negligence. Medical conditions and special needs must be disclosed in advance.
Guests must adhere to camp safety protocols and staff guidance at all times.
13. Force Majeure
TOC shall not be liable for failure to perform due to circumstances beyond its control, including but not limited to
natural disasters, pandemics, civil unrest, travel bans, or government regulation.
In such cases, TOC may alter or cancel arrangements and, at its discretion, offer credit or revised itineraries where
possible.
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14. Children and Families
Minimum age: 6 years (when accompanied by an adult).
Children aged 11 years old or younger:
o Must share a tent with an adult.
o Charged 50% of the normal adult rate.
o Must be booked with a private vehicle for the duration of the stay.
Children aged 11 years old and younger: May not participate in mokoro or boat excursions.
Guest aged 12 years old and above: Pays the full adult rate.
Groups travelling with a child (11 years old and younger) must utilise and pay for a private vehicle for the duration of
their stay (paid per day).
Any guest aged 12 years old and above (even if they have opted to sleep on an extra bed) will pay normal adult rate,
but will not be charged single supplement.
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15. Travel Documentation
Guests are responsible for ensuring they meet all travel and visa requirements and holding valid passports and
medical documentation. Minors may require certified birth certificates and parental consent affidavits.
TOC is not liable for costs or delays resulting from incomplete or incorrect travel documents.
16. Luggage Restrictions
Due to aircraft limitations, guests are allowed a maximum of 20kg of luggage in soft-sided bags, including hand
luggage and camera gear. Any additional costs (e.g., private charters due to excess baggage) will be charged to the guest’s account.
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17. Photography and Marketing
Unless expressly declined in writing, TOC reserves the right to use photographs or video taken during a guest’s stay for
marketing purposes.
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18. Liability
TOC acts as an agent for third-party service providers and shall not be liable for their actions or omissions.
TOC accepts liability only in cases of proven gross negligence on its part.
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19. Governing Law
The laws of the Republic of Botswana shall govern these Terms & Conditions.
Any disputes shall fall under the exclusive jurisdiction of the Botswana courts.
