Terms & Conditions

TERMS & CONDITIONS

Welcome

at our farm!

We are thrilled that you are interested in staying at Phazama Farm! We are very happy to welcome you!

Please read our Terms & Conditions carefully as they set out your and our rights and obligations. In these Terms & Conditions, references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. By making a booking, the first named person on the booking agrees on behalf of and has the authority to represent all persons detailed in the booking that:

1.1. he/she has read these Standard Terms & Conditions, understands them and agrees to be bound by them.

1.2. he/she consents to our use of personal data and is authorized, on behalf of all persons named on the booking, to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions, disabilities and/or dietary requirements).

1.3. he/she accepts financial responsibility for payment of the booking on behalf of all persons in the group.

  1. General

2.1. Final bookings will reflect the following where applicable:
2.1.1. Self-catering accommodation
2.1.2. Activities carried out by a third party
2.1.3. Guiding or transfer to our farm

2.2. A Commitment Fee of 25% of the total booking value is required in order to confirm your booking. This fee is not refundable as it covers the services in planning, coordinating and managing your booking.

2.3. We are not responsible for any delays, cancellations, or disruptions on international or domestic flights booked by you or yourtravel agents prior to your stay with us neither for any delays due to car breakdowns etc. You are responsible to communicate any change of plans to us accurately and timeously in order to avoid unnecessary inconvenience and additional costs.

2.4. We live in a wildlife area. Please note that you can easily arrange coverage for evacuation (for the whole of your stay in Botswana) via Okavango Air Rescue (OAR). OAR is based in Maun and transports medical assistance to its Patrons by helicopter in the event of a medical emergency. Professional staff on board will treat and stabilize you at the scene of the accident or incident. Patrons will then be flown to the nearest appropriate location or medical facility from where further arrangements will be made. If you’re a foreign visitor, you can become a patron of OAR for currently 175 Pula / year [roughly 16 USD]. OAR is a private organization financed by the annual contributions of its Patrons. Each contribution entitles its Patrons, travelling within OAR’s range of operation, to one free, medically necessitated air rescue per year. The contribution is not an insurance premium, but is a payment that assists to keep the Helicopter airborne. Sign up via http://www.okavangorescue.com/patronage.php or visit their desk at the airport.

  1. Reservation Process

3.1. Booked stays MORE than 30 days before date of arrival

3.1.1. Once you have confirmed your booking a Commitment Fee, being 25% of the total value, must be paid within 7 days of bookingby you via the payment link we send you, notwithstanding Section 4 Final Payment.
3.1.2. Your stay is not confirmed until a Commitment Fee is paid. It is only upon payment of the Commitment Fee that the bookingstatus is changed from provisional to confirmed.
3.1.3. Should the Commitment Fee not be paid to us within the 7 days the provisional booking will expire and be released back into oursystem.

3.2. Quoted itineraries LESS than 30 days before date of travel

3.2.1. Once you have confirmed your booking, you have to pay 100% of the value within 7 days of acceptance in order to confirm the booking.
3.2.2. Your stay is not confirmed until 100% of the accommodation value is paid. It is only upon receipt by us of this payment that the booking status is changed from provisional to confirmed.
3.2.3. Should full payment not be made within 7 days the provisional booking will expire and be released back into our system.

3.3. No obligation exists between both parties until such time as receipt by Phazama Farm of the payment as detailed in 4.1 or 4.2.

  1. Final payment

4.1. The final payment due is stated on the original invoice and must be paid to Phazama Farm via the payment link we send you no later than 30 days prior to the date of stay.

4.2. If the booking is made less than 30 days prior to travel, 100% payment is due before the booking will be confirmed.

4.3. Should payment not be received within the timeframe set out in 4.1, Phazama Farm reserves the right to cancel the booking and take such action as may be deemed necessary to recover the full amount owing to us.

4.5. If you decide not to pay via the payment link we send to you, any bank charges, payment fees or card fees incurred by you in making any payment to us are for your account.

  1. Third party bookings for activities

5.1. Third party bookings are subject to the third party’s terms and conditions. We are here to help you arranging activities, but it is not our responsibility.

  1. Changes, amendments, or variations to the booking

6.1. If you wish to change your confirmed booking, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Date changes might result in additional costs depending on availability and time of the year. Where Phazama Farm is unable to assist you and you do not wish to proceed with the original confirmed booking, we will treat this as a cancellation by you. A cancellation fee in accordance with section 7 will be applicable.

6.2. Changes to third party bookings are subject to the third party’s terms and conditions and might result in additional costs being incurred.

  1. Cancellation Policy

7.1. The cancellation terms below relate strictly to services with us.

7.2. Cancellation of a booking 31 or more days before the date of arrival will result in forfeiture of the 25% Commitment fee paid to confirm your stay.

  1. Cancellation by You due to Unavoidable & Extraordinary Circumstances:

8.1. You have the right to cancel your confirmed stay before arrival in the event of “unavoidable and extraordinary circumstances” occurring at your holiday destination or its immediate vicinity that are not known about at the time of booking that significantly affect the performance of the booking or significantly affecting the transport arrangements to the destination. In these circumstances, we shall provide you with a 75% refund of the monies you have paid but we will not be liable to pay you any additional compensation.  The 25% Commitment fee will stay with us for the work we have done.

8.2. Please note that your right to cancel in these circumstances will only apply where the Foreign and Commonwealth Office (in the UK) or equivalent government body advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination (excluding Covid-19, see our Covid-19 specific policy) or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination.

Phazama Farm – Covid-19 Terms & Conditions

During this period of uncertainty caused by the Covid-19 pandemic, Phazama Farm is committed to being as flexible as is reasonably possible in amending guest bookings, but with country specific conditions and quarantine requirements it is difficult to find a universal solution. Disruption caused to travel by Covid-19 is unfortunately the new normal for travellers.
Given the fluidity of world events and developments surrounding Covid-19, we strongly recommend you do not cancel your booking but postpone your once-in-a-lifetime African safari.

  1. Covid-19 Terms and Conditions:

1.1. Are applicable for any confirmed booking still to travel.

1.2. Will remain in effect until amended, withdrawn or substituted by Phazama Farm in writing.

1.3. When withdrawn, any confirmed booking still to arrive will follow our Standard Terms and Conditions.

  1. Covid-19 Refund and Cancellation Policy

During the period these Covid-19 Terms and Conditions are in force, you are granted greater flexibility by being given the following options:

2.1. To postpone at your sole discretion up to 30 days before travel
You may postpone your stay free of charge by notifying us at least 30 days prior to travel. Assuming availability, we will honour the same rates per the original booking for travel up within a year – subject to seasonal rates. Any postponement where travel takes place after this year will be subject to any annual price increases, and seasonal rates.

2.2. Cancellation of the booking and refund of price
You may cancel the booking by notifying us in writing at least 30 days prior to travel, in which case you will be refunded 75% of any monies paid. Any bookings cancelled 30 days or less from the date of travel will be subject to a 100% cancellation fee unless the specific Covid-19 Travel Restrictions (section 2.3 below) apply. In that case we will refund 75% of the monies paid.

2.3. To postpone the booking under specific Covid-19 Travel Restrictions
We recognise that certain specific travel restrictions or events might occur within the 30-day period prior to travel which potentially impact your ability to undertake the proposed stay. You may postpone the trip for up to 18 months from the original date of travel, subject to availability, and to adjustments for seasonal rates, by notifying us at least 72 hours before arrival if any of the following occurs:

2.3.1. Quarantine (at destination): When Botswana requires a mandatory quarantine for longer than 24 hours for travellers arriving from your country of residence that cannot be avoided by testing or vaccination.

2.3.2. Border Closures: When Botswana closes its borders (international and national zonal borders).

2.3.3. Refusal of Entry: Botswana denies entry to visitors from your country.

2.3.4. Quarantine in home country

2.3.5. Contracting Covid-19: Any guest contracted Covid-19 in the 30 days prior to travel (we may require reasonable proof of such event).

2.4 Cancel after postponing under specific Covid-19 Travel Restrictions

In the event a booking was postponed under the previous mentioned circumstances and you subsequently choose to cancel the booking, a 100% cancellation fee shall be charged.

  1. Third Party Arrangements & Services

3.1. All reservations made with third party suppliers are governed by their own respective cancellation policies, terms and conditions. We cannot be held responsible and accept no liability for losses incurred on 3rd party bookings.