Booking Terms and Conditions
Booking Terms & Conditions
These Terms and Conditions apply to all bookings made with Outdoor Adventures BW (Pty) Ltd, a Botswana-registered company operating running trips, trail adventures, and endurance travel experiences under the brand TheTrail.Africa. By booking a trip, you acknowledge that you have read, understood, and agree to these terms.
1. Contract
Your booking is confirmed when we have received your registration form and payment. If you make a booking on behalf of other participants, you accept these Terms on their behalf and are responsible for all payments due.
2. Deposits & Booking Confirmation
- A 25% deposit is required to secure your booking.
- The deposit is fully refundable within 30 days of booking, provided the trip start date is more than 90 days away.
- After 30 days, deposits become non-refundable.
- Bookings made within 60 days of the trip start date require full payment at the time of booking.
Payments confirm participation and are applied toward your total trip cost.
3. Payment Methods & Currency
All prices are quoted in Botswana Pula (BWP) unless otherwise stated. Payments can be made via local bank transfer, international transfer, or approved online payment gateways. Card payments may incur a small processing fee disclosed at checkout.
4. Final Payments
The remaining balance is due 60 days before the trip start date. If payment is not received by this date, your booking may be treated as cancelled, and cancellation fees will apply.
5. Pricing & Surcharges
Outdoor Adventures BW reserves the right to adjust trip prices before final confirmation in the event of significant cost changes, such as currency fluctuations, fuel surcharges, or supplier increases. Should the total price increase by more than 10%, you may cancel within 14 days of notification for a full refund of monies paid.
6. Participant Information & Medical Details
To confirm your booking, you must provide accurate personal details including your full name, date of birth, nationality, emergency contact, dietary preferences, and any medical conditions relevant to participation.
You must disclose any pre-existing medical conditions that could affect your ability to complete the trip. Outdoor Adventures BW reserves the right to decline participation if a participant’s condition poses a safety risk to themselves or others. We strongly recommend consulting your doctor before travel.
7. Cancellations by You
| Time Before Trip Start | Refund Policy |
|---|---|
| Within 30 days of booking and more than 90 days before start | Full refund |
| More than 90 days before trip start (after grace period) | Deposit non-refundable |
| 61–90 days before trip start | 50% refund |
| 60 days or fewer before trip start | No refund |
Cancellations must be submitted in writing via email. We highly recommend travel insurance to protect against losses resulting from personal cancellation.
8. Cancellations by Outdoor Adventures BW
We may cancel a trip up to 60 days before departure if minimum participant numbers are not met or if events beyond our control prevent safe operation. If cancelled due to low numbers, you may transfer all funds to another trip or receive a full refund. If cancellation is caused by Force Majeure (see below), refunds will be issued minus unrecoverable supplier costs. We are not responsible for incidental costs such as visas, vaccinations, or non-refundable flights.
9. Transfers
You may transfer your booking to another available trip up to 90 days before departure. A P500 administrative fee may apply. Transfers made less than 90 days before departure are treated as cancellations under our policy.
10. Inclusions
Unless otherwise stated, your trip includes:
- All accommodation as listed on the trip page
- All meals, water, and soft drinks as stated
- All organized runs and guided activities
- All scheduled ground transport within Botswana
- Entry permits, park fees, and race registrations (if applicable)
- Local guides and on-site staff
11. Exclusions
- International flights or transport to the trip start point
- Travel insurance and personal medical cover
- Alcoholic beverages and personal expenses
- Visas, vaccinations, or travel documentation
- Optional add-on activities not listed as included
12. Age Requirements
All participants must be 18 years or older at the start of the trip. Exceptions may be made for minors (16–17 years) accompanied by a parent or legal guardian, subject to approval. There is no upper age limit; however, participants must be in good physical condition and able to participate fully in scheduled runs and activities.
13. Group Sizes
Each trip specifies a minimum and maximum group size. If the minimum is not met 60 days prior to departure, Outdoor Adventures BW may cancel the trip and issue a full refund or credit transfer.
14. Entry Requirements & Vaccinations
Participants are responsible for ensuring compliance with all passport, visa, and vaccination requirements. Passports must be valid for at least six months beyond your trip end date. We are not liable for denied entry or related travel disruptions.
15. Travel Insurance
Comprehensive travel insurance is mandatory for all participants and must cover medical emergencies, evacuation, trip cancellation, and personal injury. Proof of insurance or a signed waiver is required before the trip start date.
16. Force Majeure / Unforeseeable Events
If a trip is cancelled, delayed, or altered due to events beyond our control—such as severe weather, natural disasters, pandemics, strikes, or government restrictions—refunds will be issued minus unrecoverable costs already paid to suppliers. No further compensation will be provided.
17. Changes to Itinerary
We reserve the right to make itinerary adjustments for safety, weather, or logistical reasons. Such changes do not constitute a failure of service, and no refunds will be issued for necessary adjustments.
18. Optional Activities
Optional activities not listed in your package do not form part of the official trip contract. Any assistance provided by our guides in arranging optional activities does not imply liability on the part of Outdoor Adventures BW.
19. Authority on Tour
Trips are led by experienced guides. The decision of the Head Guide is final on all matters concerning safety and group welfare. Failure to comply with reasonable instructions or any behavior that endangers others may result in removal from the trip at your own expense, without refund.
20. Acceptance of Risk
Participation in trail running and adventure travel involves inherent risks. By joining a trip, you accept these risks and agree that Outdoor Adventures BW (Pty) Ltd, its employees, partners, and affiliates will not be liable for injury, loss, or damage except in cases of proven negligence.
21. Photos & Marketing
By booking, you grant Outdoor Adventures BW a royalty-free license to use photos or videos taken during the trip for promotional purposes, unless you opt out in writing before departure.
22. Privacy Policy
Personal information collected from participants is used solely for trip operations, safety management, and communication related to our adventures. We do not sell or share data with third parties, except where required by law or necessary for trip logistics (e.g., hotels, transfer companies). You may unsubscribe from marketing emails at any time.
23. Disclaimer / Limitation of Liability
Outdoor Adventures BW works with independent suppliers, service providers, and local operators. While we take reasonable care in selecting partners, we are not responsible for their acts, errors, or omissions. We are not liable for injury, death, damage, delay, or loss resulting from the actions of any third-party supplier or unforeseen circumstances beyond our control.
24. Governing Law
All bookings are governed by the laws of the Republic of Botswana. Any disputes will be handled through mediation or arbitration in Gaborone.
25. Contact
Outdoor Adventures BW (Pty) Ltd
Email: info@outdooradventurebotswana.com
Website: www.outdooradventurebotswana.com
Gaborone, Botswana