Refund and Canellation Policy
Cancellation & Refund Policy
We understand — plans change. However, once we’ve confirmed your spot, reserved accommodations, and secured logistics, we make financial commitments on your behalf that cannot always be reversed. For that reason, our cancellation and refund policy is firm, transparent, and fair.
1. Payments & Deposits
- A 25% deposit is required to confirm any booking.
- The remaining balance is due 60 days prior to the trip start date.
- Bookings made within 60 days of departure require full payment at the time of booking.
- Payments can be made via bank transfer, credit card, or other approved methods.
Deposits are applied toward your total trip cost and are non-refundable after the 30-day grace period.
2. 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% of total trip cost refundable |
| 60 days or fewer before trip start | No refund |
All cancellations must be submitted in writing via email. The effective date is the date we receive your written notice.
3. Cancellations by Outdoor Adventures BW
We may cancel a trip if minimum participant numbers are not met 60 days before departure, or if events beyond our control prevent safe operation (see Force Majeure). If cancellation occurs due to low numbers, you may transfer all payments to another trip or receive a full refund.
If cancellation is due to external events, refunds will be issued minus unrecoverable supplier costs. We are not responsible for incidental expenses such as visas, travel insurance, or non-refundable flights.
4. Force Majeure & Unrecoverable Costs
In the event a trip is cancelled, delayed, shortened, or altered due to circumstances beyond our control — including natural disasters, severe weather, health emergencies, political unrest, or transport disruptions — refunds will be issued minus unrecoverable costs already paid to suppliers.
Unrecoverable costs may include non-refundable deposits for accommodation or transport, supplier or guide fees, permits or event registrations, catering, payment-processing fees, or travel-insurance premiums. No further compensation will be provided for Force Majeure events.
5. Minimum Group Size
Each trip has defined minimum and maximum participant numbers. If the minimum is not met 60 days prior to departure, Outdoor Adventures BW may cancel the trip and issue a full refund or trip credit. Please wait for written confirmation before booking non-refundable flights.
6. Participant Substitution
If you cannot join your trip, you may transfer your booking to another person up to 30 days before departure, provided the substitute meets all participation requirements. Administrative and supplier rebooking fees apply.
7. No Refunds After Trip Commencement
Once a trip has begun, no refunds or credits will be issued for:
- Missed activities due to personal choice, illness, or injury
- Itinerary changes caused by weather, logistics, or safety reasons
- Early departure or failure to join the trip
- Unused accommodation, transport, or meals
8. Travel Insurance
All participants must have comprehensive travel insurance covering trip cancellation, interruption, medical emergencies, and evacuation. Outdoor Adventures BW cannot refund or compensate losses that are covered by insurance.
9. Liability Disclaimer
Adventure travel involves inherent risks. By booking with Outdoor Adventures BW (Pty) Ltd, participants acknowledge these risks and agree that the company, its directors, employees, and partners are not liable for any injury, loss, or damage except in cases of proven negligence.
10. Governing Law
This policy and all related travel contracts are governed by the laws of the Republic of Botswana. Any disputes will be handled through arbitration or mediation in Gaborone.
11. Contact
Outdoor Adventures BW (Pty) Ltd
Email: info@outdooradventurebotswana.com
Website: www.outdooradventurebotswana.com
Gaborone, Botswana