These Booking Terms & Conditions apply to bookings made with NGAMLA 4×4 Adventures (“NGAMLA”) for organised 4×4 adventures, self-drive trips, camping trips, tours and related activities.
By submitting a booking request and subsequently confirming a booking through payment of the required deposit, the participant acknowledges and agrees to these Terms & Conditions.
1. Booking & Confirmation
Submission of a booking or registration form constitutes a booking request only and does not guarantee or confirm a place on a trip.
A booking is confirmed only once:
- NGAMLA has accepted the booking;
- the required deposit has been received; and
- NGAMLA has issued a booking confirmation to the participant.
Places may be allocated subject to availability.
2. Deposit & Payment
The deposit amount and payment schedule applicable to each adventure will be communicated in the relevant quotation, trip advertisement, invoice or booking confirmation.
Unless otherwise stated for a particular trip, the outstanding balance must be paid no later than seven (7) days before departure.
Failure to make payment by the applicable due date may result in cancellation of the booking and the participant’s place being offered to another customer.
Bank charges or other transaction costs associated with payment are the responsibility of the participant unless otherwise agreed.
3. Cancellations & Refunds
If a participant wishes to cancel a confirmed booking, NGAMLA must be notified as soon as possible.
Because accommodation, vehicle preparation, park bookings, catering and other trip arrangements are made and paid for well in advance, the following cancellation terms apply to all NGAMLA 4×4 Adventures bookings:
- Deposits are non-refundable.
- Where a participant cancels within 30 days before the scheduled departure date, 100% of the total package price is payable, and no refund will be made.
- Where NGAMLA 4×4 Adventures is able to fill the cancelled space from a waiting list or another booking, NGAMLA may, at its discretion, offer a partial refund, taking into account any costs, fees or commitments already incurred.
- A booking may be transferred to another person, subject to prior approval by NGAMLA 4×4 Adventures and provided the replacement participant meets all applicable trip, documentation and participation requirements.
Failure to participate in an adventure or failure to arrive at the agreed departure point and time does not automatically entitle the participant to a refund.
4. Minimum Participants & Trip Confirmation
Certain adventures may require a minimum number of participants or vehicles in order to proceed.
Where the minimum requirement is not met, NGAMLA reserves the right to:
- reschedule the adventure;
- offer the participant an alternative adventure; or
- cancel the adventure and refund amounts paid to NGAMLA for services that have not already been provided or committed to third parties.
Participants will be informed as soon as reasonably practicable if a trip cannot proceed as originally planned.
5. Vehicles & Driver Requirements
Where a vehicle is supplied or arranged by NGAMLA, only drivers disclosed to and accepted by NGAMLA may operate the vehicle.
Every driver must hold a valid driver’s licence appropriate for the vehicle being driven and must provide any documentation reasonably requested by NGAMLA before the vehicle is released.
Participants must provide accurate information regarding all persons who may drive the vehicle.
Vehicles must be operated responsibly and in accordance with applicable laws, road conditions, safety instructions and any instructions provided by NGAMLA or its representatives.
Driving under the influence of alcohol, illegal drugs or any substance that impairs a person’s ability to operate a vehicle safely is strictly prohibited.
6. Fuel Policy
Where a vehicle is supplied with a full tank of fuel, the participant must return the vehicle with a full tank, unless different arrangements have been confirmed in writing.
Estimated fuel costs communicated before an adventure are estimates only and may change due to fuel-price increases, route changes, driving conditions or actual fuel consumption.
Where a vehicle is not returned with the required fuel level, NGAMLA may charge the participant for the cost of refuelling together with an administration fee of N$250.
7. Vehicle Damage, Traffic Fines & Negligence
Participants are expected to exercise reasonable care when using vehicles, camping equipment and other property supplied by NGAMLA.
The participant may be held responsible for loss or damage resulting from negligence, reckless driving, unauthorised use, deliberate misconduct or failure to follow reasonable safety or vehicle-use instructions.
Traffic fines, parking penalties and similar charges arising from a participant’s use of a vehicle are the responsibility of the participant concerned.
Any accident, vehicle damage, mechanical problem or incident must be reported to NGAMLA as soon as reasonably possible.
8. Accommodation, Camping & Third-Party Services
Some adventures may include accommodation, campsites, park entry, activities or services supplied by independent third parties.
Such services may be subject to the service provider’s own rules, availability, cancellation conditions and operating requirements.
Participants are expected to respect accommodation facilities, campsites, national parks, local communities, wildlife areas and the natural environment.
9. Itinerary Changes & Unforeseen Circumstances
4×4 and outdoor travel may be affected by circumstances outside NGAMLA’s reasonable control, including weather, road conditions, flooding, mechanical difficulties, park restrictions, border requirements, safety concerns or changes made by third-party service providers.
NGAMLA therefore reserves the right to modify routes, accommodation, activities, departure arrangements or itineraries where reasonably necessary for operational or safety reasons.
Where possible, NGAMLA will endeavour to provide a suitable alternative of comparable nature.
10. Health, Safety & Personal Responsibility
Participants are responsible for considering whether they are physically able to participate in the activities included in their selected adventure.
Participants must disclose relevant dietary requirements, allergies or other information reasonably necessary for NGAMLA to prepare for the trip.
Participation in 4×4, camping and outdoor activities may involve inherent risks associated with road travel, remote areas, wildlife, weather conditions and outdoor environments.
Participants are required to follow reasonable safety instructions issued by NGAMLA, guides, accommodation providers, park authorities and other authorised persons.
11. Personal Belongings
Participants remain responsible for their personal belongings, travel documents, money, electronic devices and other valuables during the adventure.
NGAMLA cannot accept responsibility for loss, theft or damage to personal belongings except where such loss or damage results directly from NGAMLA’s negligence and liability cannot lawfully be excluded.
12. Travel Documentation
Participants are responsible for ensuring that they possess all documents required for their journey, which may include passports, identification documents, visas, driver’s licences, vehicle documentation and any other permits or travel documents applicable to the itinerary.
Where an adventure crosses an international border, participants are responsible for confirming that they meet the immigration and entry requirements of the relevant countries.
13. Photography & Media
Photographs and video may be taken during NGAMLA adventures.
NGAMLA will seek appropriate permission before using identifiable images of participants for promotional or marketing purposes. Participants who do not wish to appear in promotional material should inform NGAMLA.
14. Limitation of Liability
NGAMLA will take reasonable measures to organise and conduct its adventures safely and professionally.
However, to the extent permitted by applicable law, NGAMLA shall not be responsible for loss, injury, delay, additional expense or disruption resulting from circumstances outside its reasonable control, including severe weather, road closures, acts of third parties, government restrictions or other unforeseen events.
Nothing in these Terms & Conditions is intended to exclude or limit any liability that cannot legally be excluded or limited.
15. Participant Information
Participants are responsible for ensuring that information supplied during booking and registration is accurate and complete.
Information collected through the booking process will be used for purposes connected with administering the booking, organising the adventure, communicating with participants, safety arrangements and providing the requested services.
Where information concerning another participant is submitted, the person completing the form should ensure that they have permission to provide that information.
16. Acceptance of Terms
By completing the booking process and accepting these Terms & Conditions, the participant confirms that they have read and understood the conditions applicable to their booking.
Where one person makes a booking on behalf of another participant, that person is responsible for ensuring that the other participant is made aware of the applicable booking conditions.
NGAMLA 4×4 Adventures reserves the right to update these Terms & Conditions where reasonably necessary. The terms applicable to a confirmed booking will be those communicated or made available at the time of booking.