TRADING CONDITIONS

Bookings for:	Tours
	Accommodation
	Car Rental

Standard Trading Conditions

1. The following are the standard trading conditions used by Turners Conferences & Conventions (Pty) Ltd which is herein referred to as "the COMPANY".
2. All business undertaken including advice, information or services booked or provided, whether gratuitously or not by the COMPANY shall be subject to the conditions set out hereinafter. Each condition shall be deemed to be incorporated in and to be a condition of any agreement between the COMPANY and its Customer.
3. No agent or employee of the COMPANY has the authority to alter or to vary these conditions either by an oral or written undertaking, nor shall any act or omission of the COMPANY be construed as a variation or waiver of these conditions.
4. Every Customer engaging the COMPANY to transact business shall be deemed to do so in relation to all the terms of the transaction including these conditions not only on his/her own behalf, but also as an agent and on behalf of any person who actually uses the service transacted through the COMPANY by the Customer.

   4.1	Every customer engaging the COMPANY shall be deemed to have warranted that he has the authority to engage the COMPANY to transact a particular service on behalf of the persons referred to in 4 above.
   4.2	Notwithstanding the fact that an employee of the customer has incurred any charges in the course and scope of his employment or service to the customer, and the customer is thus liable for such charges, the employee shall remain personally liable for such charges until payment has been received in full.

5. The COMPANY represents the hotels, airlines and other organisations named herein ("The Suppliers") only in its capacity as agents for the Suppliers and accordingly on receipt by the COMPANY of any completed transaction form as contained in the brochure, brochure supplement or the website, the COMPANY shall transmit any such transactions to the suppliers concerned and endeavor to secure timeously all reservations and arrangements. All vouchers, receipts and tickets are issued subject to the terms and conditions specified by the suppliers and, by accepting the vouchers and tickets and utilising the services, the customer becomes contractually bound to the suppliers thereof. In addition, the customer is therefore deemed to have agreed that neither the COMPANY nor any holding, parent, subsidiary, affiliated or associated Company or representative shall be liable for any death, loss, injury or damage to the customer or his belongings whatsoever and howsoever arising, and the customer indemnifies the COMPANY accordingly.
6. It shall not be obligatory upon the COMPANY to effect insurance either for any person or any of his personal effects or goods except upon detailed instructions given in writing by the customer and, all insurance effected by the COMPANY pursuant to such instructions, will be subject to such exceptions and conditions as may be imposed by the insurance company or the underwriters taking the risk and the COMPANY shall not be obliged to obtain separate cover for any risks so excluded. The COMPANY shall not be under any obligation to effect a separate insurance for each customer but may declare it on any open or general policy. Should the insurers dispute their liability for any reason, the customer shall have recourse against the insurers only, and the COMPANY will not be under any responsibility or liability whatsoever in relation thereto notwithstanding that the premium of the policy may not be at the same rate as that charged by the COMPANY or paid to the COMPANY by the Customer.
7. It is strongly advised that the customer take adequate insurance cover in the event of cancellation due to illness, accident or injury. Personal accident, medical assistance, personal liability and loss of baggage are also recommended. The COMPANY will not be responsible if the customer fails to take adequate insurance cover. Please note that the aforementioned cover is merely a suggestion and not an exhaustive list. Accordingly, the COMPANY strongly suggests that the customer discusses his insurance requirements with the COMPANY.
8. The responsibility for the provision of current and valid passports, permits, visas, vaccination and inoculation certificates and the like, where required, is that of the Customer alone. The COMPANY shall not be responsible for any consequences of any nature arising from the customer failing to ensure that he has complied with all such requirements.

   The customer must ensure that his passport is valid for international travel, that it has sufficient blank pages and that it will be valid until at least six months AFTER his travel to/from South Africa.

9. Health certificates are required to travel to certain countries. Customers are required to ascertain health requirements for the countries that they will enter. Please check the requirements with your general practitioner before travelling, as these requirements can change at short notice.
10. Documents (Ticket vouchers, itineraries, etc.) are only prepared on receipt of FULL and FINAL PAYMENT and where required upon proof of currency declaration.
11. In the event of the customer cancelling his reservations, the COMPANY shall have the right either to claim a total amount of any deposit paid by the customer and /or to claim any damages suffered by the COMPANY. The COMPANY reserves the right to cancel any tour before departure, in which event the entire payment will be refunded to the customer without any further obligation on the part of the COMPANY, and the customer will have no claim against the COMPANY.

    The maximum cancellation fees which may be imposed are as follows: Cancellations received in writing within 8 weeks prior to departure - 10% of the tour price, within 6 - 8 weeks prior to departure - 30% of the tour price, within 4 - 6 weeks prior to departure - 50% of the tour price, and less than 4 weeks prior to departure - 100% of the tour price.

12. Notwithstanding the above the COMPANY shall not, in any circumstances, be liable for any damages arising from loss of market, or attributable to any delay in transit, or failure to carry out the instructions given to it or any other consequential loss, howsoever caused. The provisions in this clause 12 shall be construed as relating to any type of special damages.
13. A minimum late booking fee may be charged in respect of bookings received within 30 days prior to the service provision date. This charge is levied to cover related communication expenses. An amendment fee may be levied for any changes to the confirmed services.
14. In the event that any hotel is unable to provide the accommodation confirmed to the Customer, the policy is always to offer the Customer an alternative hotel of similar OR higher classification whenever possible in the same area.
15. Under normal conditions no refunds will be made on any part of the package provided and not used. Nevertheless, no claims or refunds will be considered unless submitted in writing and received by the COMPANY (and tour operator where applicable) within 30 days of termination of the tour. In order to facilitate the investigation of claims, it is advisable to bring the matter to the attention of the tour operator before departing from the place where the incident, giving rise to the claim, occurred. Communication expenses involved in resolving such a claim will be for the COMPANY'S account.
16. In the event of there being an unscheduled extension to the travel arrangements caused by flight delays, weather conditions, strikes or any other cause beyond the control of the COMPANY, it is understood that expenses relating to these unscheduled extensions will be for the Customer's account.
17. A deposit may be required to secure a booking. The COMPANY reserves the right to cancel any reservation if the deposit is not received by the specified time. The balance of payment is due on or before the specified date. If the final payment is not received timeously, travel documents can be delayed and may necessitate the use of a courier service, which will be for the Customer's account.
18. The contract is based on fares, hotel prices, land costs and all other costs prevailing on the date of confirmation of the services. In the event of there being any increases in any of the aforegoing costs before the scheduled departure date, such variation shall be for the Customer's account and be added to the contract price and shall be payable by the Customer on request, as shall any increase to the contract price arising from fluctuations in rates of exchange between the date of reservation and the scheduled departure date.
19. While every effort is made to keep to all published itineraries, the COMPANY reserves the right to make changes for the Customer's convenience and to provide alternative services or products of equal standard and value. In some cases, conditions such as the weather may necessitate an alteration to the tour itinerary and this does not constitute any reason for a refund.
20. These conditions and all agreements made by the COMPANY with its Customers shall be governed and construed according to the laws of the Republic of South Africa and shall be subject to the exclusive jurisdiction of the court of the Republic of South Africa. It is mutually agreed between the Customer and the COMPANY that any action arising out of this agreement may be instituted in any Magistrates Court having jurisdiction, even though the cause of action may exceed the jurisdiction of the court. The Customer chooses domicilium citandi executandi for all purposes under this agreement in respect of the giving of any notice, the serving of any court process or other documents or communication, the payment of any sum and for any other purpose arising out of this agreement at the physical address specified on the official transaction form.
21. The COMPANY is entitled to the benefits of any discounts obtained and to retain and be paid all brokerage, commissions, allowances and other remuneration of whatsoever nature and kind, and shall not be obliged to disclose or account to its customers or principals for any such remuneration received by it.
22. The COMPANY shall be under no liability whatsoever whether on grounds of breach of contract or negligence, in respect of any type of loss or damage however arising, whether in respect of or in connection with any goods or any instructions, business, advice, information or services or otherwise, unless it is proved that the loss or damage was caused by the gross negligence of the COMPANY.
23. No act, omission, course of dealing, forbearance, delay or indulgence by the COMPANY in enforcing any of these conditions or any of its rights in terms thereof, or any granting of time by the COMPANY, shall prejudice or affect the rights and remedies of the COMPANY under these conditions and no such matter shall be treated as any evidence of the waiver of the COMPANY'S rights hereunder, nor shall any waiver of a breach by a Customer of any one or more of these conditions operate as a waiver of any subsequent breech thereof. The COMPANY shall at all times and without notice be entitled to insist on any strict application of these conditions and on their strict enforcement on its Customers.
24. It is the responsibility of the customer to confirm or reconfirm all flights within 72 hours prior to departure.

1. Availability:

   All tours are sold subject to availability of seats at the time of booking according to the departure date and category or class requested.

2. Payment:

   No tour will be deemed to be booked or confirmed until the required deposit or balance has been received and acknowledged by Turners Conferences. Payment may be made by cheque, bank transfer or credit card.

3. Deposits:

   A deposit of 20 per cent of the tour price is required to secure the reservation within 14 days after the date of reservation.

4. Balance of Payment:

   The Balance of payment of the published tour price less the deposit and all interim payments must reach Turners Conferences 45 days prior to the tour departure date. Any bookings made less than 45 days prior to the departure date must be paid in full immediately.

5. Cancellations:

   All tours will be subject to the following cancellation conditions:

   5.1	All bookings not paid for in terms of paragraph 3 and 4 above may be cancelled without referral to the customer.
   5.2	Bookings cancelled more than 90 days prior to departure will attract an admin fee of R100.00 per tour.
   5.3	Bookings cancelled between 90 and 45 days prior to departure will attract 50% cancellation fee on the full price of the tour.
   5.4	Bookings cancelled less than 45 days prior to departure will attract a 100% cancellation fee. No refund.
   5.5	The above cancellation fees will apply to all tours booked through Turners Conferences unless otherwise specified.
   5.6	All cancellations must be lodged with Turners Conferences in writing by e-mail or fax

6. Refunds:

   No refunds will be processed during the Congress/event period but these will be forwarded to the customer or paid to his credit card within 30 days of completion of the event.

   6.1	No refunds will be given for any unused portion of the tour after commencement of the programme.

7. Amendments:

   All amendments to confirmed tour bookings will attract a handling fee of R50.00 per person.

8. Guaranteed Departures:

   All tours will operate subject to attaining the specified minimum number of participants. If the minimum number is not attained, the customer will be entitled to a full refund of the tour paid or alternatively the customer will be given the opportunity to transfer the funds as full or part payment to another tour of his choice.

9. Alterations to Itinerary:

   The tour operators reserve the right to change the itinerary and or arrangements should conditions necessitate this and to offer substitutes of equal value.

10. Documentation:

    It is the responsibility of the customer to ensure that he/she is in possession of valid travel documents and customs requirements that may be necessary to participate on the tour including passports, visas, permits, vouchers and tickets. Tour vouchers will be issued to the customer by Turners Conferences prior to the tour departure but after receipt of full payment of the tour price.

11. Responsibility:

    The Suppliers of transportation, sightseeing arrangements, tour escorts and hotel accommodations for the tour programmes are independent contractors and are not agents or employees of Turners Conferences. By utilising their services the customer agrees that neither Turners Conferences nor any affiliated companies or representatives shall be liable for any accidents, loss, injury or damage to you or your property in connection with accommodations, transportation or other services or resulting directly or indirectly from any occurrences or conditions beyond its control including the breakdown of equipment, strikes, theft, delay or cancellation of or changes in the itinerary or schedules.

12. Price Adjustment

    All prices of tours are subject to but not restricted to the following price adjustments:

    12.1	Adjustments in Government or Provincial fees or levies or taxes.
    12.2	Adjustments in fuel costs which may necessitate increase.
    12.3	Adjustments in the tour components such as accommodation.
    12.4	Adjustments in entry fees to parks, gardens or attractions.
    12.5	Turners cannot guarantee the prices advertised but will do all possible to hold the prices at published rates

13. Health:

    It is the responsibility of the customer to ensure that he/she has obtained any inoculations required ad is aware of all health requirements pertaining to the areas they are visiting. Some areas in Southern Africa are malaria areas and you are recommended to contact your GP with regards to anti-malaria precautions should you be visiting one of these areas. It is the responsibility of the customer to confirm that he/she is medically fit and in good health and is able to participate in the booked tour.

    Any client with pre-existing illness must declare the true nature of such conditions at the time of booking. Turners Conferences cannot be held responsible for the provision of drugs or treatment, which may be required during the tour.

14. Insurance:

    Customers are strongly recommended to take our comprehensive insurance cover before travel with protection for the full duration of their stay away from home to cover personal injury, illness, cancellation and loss.

1. Availability:

   The accommodation is sold subject to availability at the time of booking, according to the property, category or class requested.

2. Payment:

   No accommodation will be deemed to be booked or confirmed until the required deposit or balance has been received and acknowledged by Turners Conferences (Pty)Ltd. Payment may be made by cheque, bank transfer or credit card.

2.1	Direct Deposits: Customers who make a direct deposit into Turners Conference's bank account must fax a copy of the deposit slip to Turners Conferences stating for whom and for what products such funds are being paid.

3. Rates:

   Accommodation rates are specified under Accommodation Page detailing all the types of rooms and rates applicable for this conference. Prices are subject to adjustment in the event of changes in Value Added Tax or due to increases in tariffs that may be implemented by the suppliers.

4. Deposits:

   Customers wishing to make a hotel reservation will be required to pay a deposit within 14 days of transacting the booking. This deposit will be equal to the cost of one night's accommodation at the selected property or hotel. Any bookings made less than 45 days prior to arrival date must be paid immediately.

   If the deposit is not received within the specified time, the reservation will automatically be released. Customers must then reapply for the accommodation which will be subject to availability.

5. Final Payment:

   Individual reservations will be required to pay a two night deposit to secure their accommodation and are required to settle the balance of the accommodation at the hotel either on arrival or departure.

   There is a separate payment policy for group bookings this will be outlined in a contract.

   5.1

   Accounts / Bill-backs: Turners Conferences will not accept any accounts or bill-backs from any accommodation establishment for any accommodation, telephones, meals, refreshments or any other services whatsoever unless specifically authorized by Turners Conferences in writing to the manager of such establishment. Customers are to settle all bills for outstanding services directly with the accommodation establishment prior to departure.

6. Amendments to Reservations:
   An amendment fee of R50.00 will be charged for amendments to accommodation. Any amendments made to reservations after the customer's arrival in Durban must be transacted directly by the customer with the hotel.
7. Documentation:
   Confirmation vouchers will be sent to all customers who have paid their accommodation deposit. No vouchers will be sent where payments are outstanding. The accommodation voucher will specify all services booked and their payment terms. Any services that are not specified on the accommodation voucher will be for the customer's account as will any services included on the voucher and not specified as prepaid.
8. Cancellations:
   Cancellations received in writing no less than 60 days prior to arrival at the hotel will be fully refunded less ZAR100.00 administration fee. Thereafter all cancellations will be subject to 100% cancellation penalties.

   A separate policy applies to group reservations and this will be outlined in a contract.

9. Refunds:
   No refunds will possible for cancellations received less than 30 days from commencement of the reserved accommodation services.

   9.1	No refunds will be given for any unused portion of the accommodation after check-in at the hotel or property. These refunds must be negotiated directly with the accommodation establishment concerned.

10. Persons in a Room / Sharing
    Customers are required to advise Turners Conferences of the names and number of persons who will be occupying the same room.

    Turners Conferences will not take it upon itself to allocate persons to specific rooms for the purpose of sharing with other persons. If a written schedule of names of persons who are required to share a room with one another is not supplied to Turners Conferences by the account holder, then all persons will be allocated to and charged for rooms at sole occupancy rates.

11. Standards and Quality:
    Standards and expectations of quality of accommodation vary from country to country and from person to person. Some properties may be situated in non-prime locations that are nevertheless convenient to attractions and venues. Whilst ensuring that the accommodation adheres to the provision of facilities advertised, Turners Conferences does not accept responsibility for the quality of the accommodation not meeting the customers expectations and relocation and cancellation costs will be for the customer's account.
12. Late Arrivals:
    Arrivals at accommodation establishments after 18h00 usually constitute a late arrival. It is the responsibility of the customer to advise the property of late arrival. Failure to do so may result in the cancellation of the reservation.
13. Responsibility:
    The Suppliers of hotel accommodations are independent contractors and are not agents or employees of Turners Conferences. By utilizing their services, facilities or products the customer agrees that neither Turners Conferences nor any affiliated companies or representatives shall be liable for any accidents, loss, injury or damage to the customer or the customer's property in connection with accommodations, or other services or resulting directly or indirectly from any occurrences or conditions beyond its control including the breakdown of equipment, strikes, theft, delay or cancellation of or changes in the itinerary or schedules.

1. Conditions of Rental:

   Vehicles are rented subject to the car rental companies or service providers terms and conditions of rental, which may be changed without notice.

2. Extension of Rental:

   If extension of rental beyond the original return date is required, the car rental company must be notified immediately. Failure to do so will result in the renter driving the vehicle without Collision Damage / Theft Waiver and without lawful permission.

3. Payment:

   Credit card details will be required in order to make a car hire reservation. An authorisation will be taken at time of rental but the client will only be charged to the customer's credit card on termination of the vehicle. The valid credit card must be produced when collecting the vehicle.

4. Drivers License and Age:

   A valid endorsed driver's license must be produced by the driver or any authorises co-driver a the time of rental. The driver's license must have been valid for a minimum period of 5 years and the minimum age for drivers is 23 years. An additional charge is applicable per day, should a co-driver be nominated.

5. Kilometers:

   Time and kilometers are calculated from branch to branch.

6. Minimum Rental Charge:

   The minimum rental charge is 24 hours for self drive vehicles and one hour for chauffeur driven vehicles. There is a grace period of one hour on the last day of the rental.

7. Rates:

   All rates include maintenance and oil and are subject to change without notice.

8. Odometers:

   All odometers are sealed and if they are found to have been tampered with, charges will be instituted.

9. Over Border:

   Any renter wishing to enter Namibia , Swaziland , Lesotho and Botswana must be in possession of a letter of authority from the car rental company obtainable form the rental agent at the time of rental. Cross border rentals are not allowed into Zimbabwe, Mozambique, Angola, Zambia or Malawi.

10. Delivery and / or Collection:

    A minimum charge will be levied for deliveries and collection / deliveries during normal working hours and a higher charge will be levied between 18:00 and 08:00 the following day. This applies to rentals during the week and between 12:00 on Saturday to 08:00 on Monday. In the event of the delivery or collection location being more that 25km from the branch office, a charge per km charge will be levied.

11. One Way Rentals:

    A one way drop off fee will be charged where the distance between the branch where the rental originated from and the terminating branch is greater than 150km.

12. Petrol:

    Petrol is not included in the rates. Each rental car leaves with a full tank and the renter pays for refuelling on return.

13. No Show Charge:

    A no show fee will be levied for rentals not cancelled 24 hours prior to rental commencement. Fee varies with car groups.

14. Tourism Levy:

    A 1% tourism levy is payable when settling your account. The tourism levy is not included in the daily rates quotes.

15. Collision Damage Waiver (CDW) and Theft Waiver (TW):

    By paying for CDW and / or TW and by complying with the terms and conditions of the rental agreement and subject to exceptions, the liability for damage or loss is limited. Failure to comply with the conditions of the rental agreement and exceptions will render liable for the value of total loss.

16. Decline CDW, TLW, SCDW & STLW:

    If either of the collision damage waiver and / or theft waivers are declined, the renter is liable for the full value of the vehicle and is payable and due immediately on presentation of invoice.

17. Claim Administration Fee:

    An accident damage administration fee will be charged on all insurance claims. Please note that this includes claims where customers have taken out 100% cover waivers or are self-insured.

18. Service Fee:

    A service fee of R50.00 per rental will be charged on all rentals.