These terms and conditions serve as an annex to and are applicable to any tour operator agreement entered into between Namibia Wildlife Resorts and a Tour Operator, and remain valid until such time as they may be replaced by a later version.

 

Namibia Wildlife Resorts herein after referred to as “NWR” accepts bookings subject to the Terms and Conditions outlined herein.

 

1. BOOKING PROTOCOL

The Tour Operator must make or amend bookings directly with NWR in writing via e-mail, in person (Walk-ins) or via online platform. For any booking to be effective, it must be confirmed in writing by NWR. Such bookings shall exclude Park entrance and usage fees which shall be paid by the Tour Operator or its clients upon arrival at such park.

1.1. Child Policy

• Children under the age of 6 stay free of charge. Children of ages 6-12, sharing with a full paying adult pays 50% of the quoted adult rate, commissionable. Children discount is granted provided that the paying child is sharing with a full paying adult. Children in own chalet – adult rate applies. No more than two children may share a room with their parents/guardians (mattresses will be provided).
• Children’s meal – kiddies menu is applicable to the children under the age of 12 and bookable upon arrival only. Should the client order from the main menu, adult rate applies.
• Participation of children under the age of 6 in guided activities is at the discretion of the Camp Manager and cannot therefore be pre-booked. Such participation is at the risk of the parent/guardian.

1.2. Group/Series – 2 camping sites, 5 rooms and/or more booked that are travelling with a tour guide

1.3. Tour guides

• NWR will grant to the Tour Operator a 50% discount on rack rates for one bona fide Tour Guide. Other additional Tour Guides will have to pay the applicable accommodation rates. (applicable to camping sites as per 1.2 here above)
• Subject to availability, tour guides may be required to share accommodation and/or alternative accommodation as set out by NWR.
• The Tour Operator will provide a list to NWR of its Tour Guide(s) upon submission of its rooming list with (a) letter(s) stipulating the number and identity of such Tour Guide(s).

1.4. No pre-bookings for activities are acceptable during rainy season.

 

2. RATES

2.1. The rates quoted by NWR are in Namibian Dollars (N$) and include accommodation, 15% Value Added Tax (VAT) and Tourism Levies, except where otherwise stated.

2.2. Per person sharing rate is applicable when adults are sharing with adults only. Children are charged based on the adult rate.

2.3. A booking confirmation issued by NWR shall be prima facie proof of the total booking value of the Tour Operator.

2.4. Tour Operator (TO) Rates shall be made available upon a satisfactory application and shall come into effect once the TO receive email communication from NWR.

2.5. TO Rates are nett and not-commissionable.

2.6. National Park Fees are not included in the TO rates.

2.7. Rack rates are commissionable.

2.8. Meals and activities are not commissionable with the exceptions of game drives commissionable at 10% to Tour Operators.

2.9. Camping is charged per person unless otherwise specified. All sites with the exception of Naukluft Lodge take a maximum of 8 people and 2 vehicles.

2.10. Rack rates are subject to change without prior notice.

 

3. DEPOSITS

The following rules will apply to Tour Operator bookings:

• Fully Independent Traveller: The Tour Operator is required to pay a 20% non-refundable/non-transferable deposit within 30 calendar days from making the booking.
• NWR reserves the right to replace or cancel any provisional booking not due for payment with a confirmed booking at any time provided that written notification will be sent to the provisional booking holders. Should they wish to keep the booking in question, will be required to pay a 20% non-refundable/non-transferable deposit within two working days from when such notification has been sent, to secure the booking.
• Group/Series bookings: a 20% non-refundable/non-transferable deposit is payable 90 days after booking creation date. NWR reserves the right to cancel any provisional booking and replace it with a confirmed booking at any time provided that written notification will be sent to the provisional booking holders; who should they wish to keep the booking in question, will be required to pay a 20% non-refundable/non-transferable deposit within two working days from when such notification has been sent, to secure the booking.
• All short notice booking need to be paid in full before arrival.
• A full rooming list must be provided to NWR 60 days prior to arrival date.
• Full payment of all reservations is to be made no later than 30 days prior to arrival date and any unpaid booking will be forfeited (non-refundable/non-transferable) and cancelled, with no obligation on NWR to notify the Tour Operator.
• In the event that a reservation is made within 30 days of first check in, the full payment must be received within 48 Hours of booking confirmation. If payment is not received within such time, the reservations/bookings will be cancelled, with no obligation on NWR to notify the Tour Operator.

For all bookings created on our online platforms:

• Short notice bookings arriving within 7 days, require full payment immediately upon creation via our payment link. The booking will not be placed on the system if payment is not done.
• Amendments/modification to be done via email to Antelope only.
• Tour guide discounts not available for booking online, need to contact Antelope for that.
• For a detailed booking confirmation contact Antelope department.

 

4. PAYMENT

4.1. International Tour Operator payments only via the NWR payment link as provided on booking confirmation.

4.2. All direct deposit and electronic transfer must be made well in advance before the booking’s due date for payment. Proof of payment and remittance to be provided immediately after payment.

4.3. Payment must be made into the following account:

Account Name: Namibia Wildlife Resorts LTD

Account Number: 62219539238

Bank Name: First National Bank Namibia

Branch: Windhoek Corporate Centre

Branch Code: 281872

Address: 130 Cnr of Independence Avenue and Fidel Castro street, @Parkside, Windhoek

Swift Code: FIRNNANX

4.4. The onus is on the Tour Operator to confirm payment by forwarding proof of payment and remittance to NWR.

4.5. Accommodation rates and rules for payment may change from time to time without prior notice.

4.6. All bank charges are to be settled by the TO. This includes transaction fees charged by our bank.

4.7. The amount shown on the confirmations/invoice is the amount that should reflect in our account and should bank charges have been deducted, NWR would have to invoice the Tour Operator.

 

5. CANCELLATION

5.1. All cancellations to bookings shall be done in writing only.

5.2. The cancellation terms will apply to that portion of the value by which the booking has been adjusted.

5.3. Meals are non-refundable/non-transferable.

5.4. Below cancellation terms also apply to activities.

 

6. CANCELLATION TERMS

In the event of any cancellation of bookings by Tour Operators within the periods provided for hereunder (given as days prior to arrival), NWR may charge the following penalty:

6.1. Fully Independent Traveller:

• 30 days and more prior to arrival date, 20% non-refundable/non-transferable deposit will be forfeited.
• 29 – 15 days before arrival – 30% of the booking value.
• 14 – 7 days before arrival – 75% of the booking value.
• 6 – 0 days before arrival – 100% of the booking value.
• No shows – 100% of the booking value.

6.2. Group/Series bookings:

• 45 days and more prior to arrival date, 20% non-refundable/non-transferable deposit will be forfeited.
• 44 – 30 days before arrival – 60% of the booking value.
• 29 – 15 days before arrival – 75% of the booking value.
• 14 – 0 days before arrival – 100% of the booking value.
• No shows – 100% of the booking value.

A 24 hours release period without attracting cancellation fee is allowed for reservations made within the 7 day to arrival period.

• Cancellation must be sent in writing to the sales consultant/s that confirmed the reservations. Cancellation will only be effective from the date we receive your cancellation in writing.
• NWR reserves the right to cancel any booking at its sole and absolute discretion without prior notification in instances where this is unavoidable. However; in that case NWR agrees to refund all monies already paid by the TO. This shall be NWR‘s sole responsibility to the TO and no claim for any damages howsoever arising, shall accrue against NWR.

 

7. MODIFICATION OF A RESERVATION

7.1. Modification and amendment to an existing booking could either be a change in arrival or departure dates, accommodation type or number of guests.

7.2. Any modification/amendment/alteration to an existing confirmed booking itinerary resulting in the value of the revised booking being less than the original booking will constitute a cancellation.

7.3. The cancellation policy will apply to that portion of the value by which the booking has been adjusted (downgrade). In the event of an upgrade, there is no penalty to be imposed.

7.4. Meals are non-refundable/non-transferable.

 

8. OBLIGATIONS

• The Tour Operator will use its best endeavours to promote and extend the sales of NWR to all potential clients;
• The Tour Operator will not, in selling the services, make any representation or give any warranties other than those contained in NWR’s conditions of sale;
• The Tour Operator shall in all correspondence and other dealings relating directly or indirectly to the sale of NWR services, clearly indicate that it is acting as an agent of NWR;
• WEBSITES: Tour Operators who host direct booking channels via their own websites must ensure that their own company logo and trading company names are visibly displayed on all pages. Users of the Tour Operator’s website should not be under any impression that they are dealing/booking directly with NWR properties when using a third party website. Should there be evidence that any Tour Operator is representing itself to the market as NWR or an NWR brand, rather than its own corporate identity; all negotiated rates and incentives will be withdrawn from that company/Tour Operator with immediate effect.

 

9. COMMISSION

9.1. Commissions will be granted according to the following revenue target criteria (inflationary adjustments may be applied to these values on an annual basis):

Commission	Revenue to NWR in previous year	Other option to reach next level
30%	> N$ 5 million
27%	> N$ 2.5 million	Greater than 100% growth and at least N$ 3 250 000 revenue to NWR achieved in previous year
25%	> N$ 1 million	Greater than 100% growth and at least N$ 1 750 000 revenue to NWR achieved in previous year
22%	> N$ 750 000	Greater than 100% growth and at least N$ 875 000 revenue to NWR achieved in previous year
20%	> N$ 500 000	Greater than 100% growth and at least N$ 625 000 revenue to NWR achieved in previous year
18%	> N$ 400 000	Greater than 100% growth and at least N$ 450 000 revenue to NWR achieved in previous year
17%	> N$ 300 000	Greater than 100% growth and at least N$ 350 000 revenue to NWR achieved in previous year
15%	> N$ 150 000	Greater than 100% growth and at least N$ 225 000 revenue to NWR achieved in previous year
10%	Entry level	Greater than 100% growth and at least N$ 75 000 revenue to NWR achieved in previous year

The Tour Operator shall be entitled to a % Commission on the prevailing accommodation rack rate for confirmed bookings, provided this agreement has been duly signed with NWR, and that the booking is NOT done through a third party. Any booking done by a third party will be governed by such third party’s own agreement with NWR. The commission applies only to bookings made from the date the contract has been signed by NWR, and is not retrospective for bookings made at an earlier date.

 

10. NO LIABILITY

NWR does not accept any liability for any act, omission, default or neglect of the Tour Operator or its employees for any injury, damage, or loss. NWR is in no way responsible for the accuracy of any information and warranties given or statements made by Tour Operator.