Namaqua Flower Adventure Details

Terms and Conditions of Booking with Cape Cycling Adventures

These Terms and Conditions (hereinafter referred to as “Booking Conditions”), together with our Indemnity and Waiver Agreement, and any written information supplied by Cape Cycling Adventures prior to the issuance of a booking confirmation, constitute the legally binding agreement (“Agreement”) between you (the client) and Cape Cycling Adventures (“we”, “us”, or “our”). By proceeding with a booking, you acknowledge that you have read, understood, and agree to be bound by these Booking Conditions.

SECTION 1: CORE CONTRACT PARAMETERS

1. Definitions

• “You” or “the Client” means the person named as the lead traveler on the booking and all individuals on whose behalf a booking is made or to whom a booking is subsequently transferred.
• “Adventures” includes all travel, holiday, trip, safari, package, or service arrangements provided by us under your confirmed booking.
• “Force Majeure” refers to any event outside our reasonable control, as detailed in Clause 11.

2. 
   Formation of Contract

A contract shall be deemed to exist between you and Cape Cycling Adventures upon the satisfaction of the following conditions:

• a) You have accepted our quotation (whether verbal or written);
• b) You have paid the required deposit, or full payment if booking is made within sixty (60) days of departure; and
• c) We have issued a written booking confirmation.

We reserve the right to decline a booking at our sole discretion and to refund any deposit received without further liability. You are responsible for reviewing the booking confirmation and related documents. Discrepancies must be reported within ten (10) days. Failure to do so may limit your rights to amend the booking.

3. 
   Lead Traveler’s Acknowledgement

By making a booking, the lead traveler confirms and warrants that:

• a) They are over the age of 18;
• b) They have read and accepted these Booking Conditions and the Indemnity and Waiver;
• c) They have the authority to bind all travelers named in the booking;
• d) All travelers meet any applicable age or eligibility criteria; and
• e) They accept full financial responsibility for the booking.

4. 
   Payments and Deposits

A non-refundable deposit (as specified in our quotation) is payable at the time of booking. The balance of the total price must be paid no later than sixty (60) days prior to departure. Failure to remit payment in full by the due date shall constitute a cancellation by you, and cancellation fees will apply as set out in Clause 7. All prices are quoted and payable in South African Rand (ZAR). We reserve the right to correct pricing errors at any time prior to the issue of a booking confirmation.

SECTION 2: INSURANCE & MANDATORY COMPLIANCE

5. 
   Mandatory Medical and Personal Liability Insurance

Comprehensive travel, medical, and personal liability insurance is a strictly mandatory condition of travel with us. You are required to secure adequate cover that remains active for the full duration of your adventure.

Your insurance policy must explicitly cover:

• Medical Emergencies & Evacuation: Complete coverage for emergency medical treatment, field hospitalization, adventure sports activities (specifically cycling/eBiking), and emergency air evacuation or helicopter airlift.
• Personal Liability: Adequate personal liability insurance to cover costs, damages, or legal expenses in the event that you cause third-party property damage, or accidental bodily injury to another participant, guide, or member of the public during the adventure. [1]
• General Protections: Cover for trip cancellation, curtailment, and loss of baggage.

Proof of Coverage: You must provide valid proof of your insurance policy and emergency contact details to us prior to adventure departure. If you fail to obtain or provide proof of adequate medical and personal liability insurance, Cape Cycling Adventures reserves the right to instantly cancel your booking, and standard cancellation fees (Clause 7) will apply. We accept zero liability for any losses, injuries, or expenses arising from your failure to put these insurances in place.

SECTION 3: CANCELLATIONS & AMENDMENTS

6. 
   Changes Requested by You

All requests for amendments to confirmed bookings must be submitted in writing by the lead traveler. While we will make reasonable efforts to accommodate your request, we cannot guarantee that changes will be possible. Where a change is not feasible, and you elect to cancel, cancellation charges will apply. You may transfer your booking to another individual provided:

• a) The transferee meets all eligibility conditions;
• b) Written notice is given at least seven (7) days prior to departure; and
• c) Any outstanding balance is paid in full.

7. 
   Cancellations by You and Refunds

In the event of cancellation by you, the following charges apply:

• More than 30 days before adventure: Loss of non-refundable deposit.
• Between 30 and 15 days before adventure: 50% of total adventure price.
• Less than 15 days before adventure: 100% of total adventure price.

All cancellations must be communicated in writing and will be effective on the date received.

8. 
   Cancellation Due to Extraordinary Circumstances

You may cancel your booking without incurring standard cancellation charges if “unavoidable and extraordinary circumstances” significantly affect your adventure or transport arrangements. In such cases, a full refund will be issued less a 10% administrative fee to cover transaction and booking operational costs. Examples include but are not limited to war, terrorism, major health risks, or natural disasters. You are advised to consult us before proceeding with cancellation under this clause.

9. 
   Alterations and Cancellations by Us

We reserve the right to modify or cancel adventures where necessary. If a significant change or cancellation is required, we will inform you as soon as reasonably possible and offer the following options:

• a) Accept the revised adventure;
• b) Accept an alternative adventure of equal or greater value (subject to availability); or
• c) Cancel and receive a refund of all monies paid (less a 10% administrative fee).

Compensation may be payable if cancellation or major changes occur within thirty (30) days of departure:

• More than 30 days before departure: Nil.
• 30 to 15 days before departure: 10% of amount paid.
• Less than 15 days before departure: As determined case-by-case.

Compensation is not payable where: the change is minor; the cancellation is due to Force Majeure; minimum group size is not reached (see Clause 10); or full payment was not received.

10. 
    Minimum Group Numbers

Adventures are subject to minimum participation levels. Should the minimum number not be achieved, we reserve the right to cancel the adventure. You will be notified at least seven (7) days prior to departure and offered a refund or alternative arrangements. No compensation is payable in this event.

11. 
    Force Majeure

We accept no liability for any failure or delay in performance due to Force Majeure. Events constituting Force Majeure include, but are not limited to, war, terrorism, strikes, acts of government, natural disasters, epidemics, or other unforeseeable events beyond our control.

SECTION 4: OPERATIONAL CODE & SAFETY

12. 
    Special Requests

Special requests must be made in writing at the time of booking and will only be considered accepted when confirmed in writing. We do not accept bookings conditional upon special requests being met.

13. 
    Medical Conditions and Disabilities

You must inform us of any disability, medical condition, or other special requirement prior to booking. We reserve the right to decline or cancel a booking if we are unable to accommodate the specific needs of the traveler concerned. A 10% administrative fee will apply in such cases to cover processing overrides.

14. 
    Complaints Procedure

If you experience any issue during your adventure, please notify us immediately so we may address the problem. If your complaint is not resolved on-site, a formal complaint must be submitted in writing within twenty-eight (28) days of adventure completion to: bookings@capecyclingadventures.co.za.

15. 
    Code of Conduct

All travelers must behave in a respectful and orderly manner. We reserve the right to terminate without refund the adventure of any participant whose conduct is deemed disruptive, dangerous, or offensive. Any resulting costs or liabilities will be your sole responsibility.

16. 
    Third-Party Excursions

Excursions or activities not booked through us, even if suggested by our guides, are undertaken at your own risk. We accept no liability for any services or arrangements made directly with third parties.

17. 
    Travel Documentation and Health Requirements

You are solely responsible for ensuring that you meet all applicable passport, visa, vaccination, and immigration requirements. We accept no liability for costs incurred as a result of non-compliance. Any fines or penalties incurred by us due to your failure to comply will be your responsibility.

18. 
    Emergency Evacuation Liability

Participants acknowledge and agree that the Garmin InReach satellite communication device carried on the adventure is strictly reserved for use in extreme emergencies only, such as life-threatening injuries or medical evacuations. Use of this device for any non-emergency reasons, including but not limited to fatigue, discomfort, or logistical convenience, is strictly prohibited.

In the event that an emergency evacuation (including but not limited to emergency vehicle extraction or helicopter airlift) is initiated by emergency services for a participant, the specific participant receiving care will be held personally liable for all costs incurred.

These expenditures should be recovered directly through the participant’s mandatory medical insurance policy (as required in Clause 5). Should the participant’s insurance provider fail to cover the claim for any reason, the participant remains personally liable for all emergency transport, medical field care, extraction logistics, and coordination fees. Cape Cycling Adventures accepts zero liability for evacuation expenditures.