Rovos Rail Terms And Conditions | Travels At Leisure

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Rovos Rail – Terms & Conditions

HOW TO BOOK

Upon receipt of a completed Reservation Form and subject to availability, Travels at Leisure (PTY) Ltd, will confirm your place on chosen tour with Rovos Pty Ltd. Upon receipt of a 30% deposit, your reservation is confirmed with Rovos. Final payment is due no later than 8 weeks prior to departure. (Cairo 12 weeks.)

PAYMENT SCHEDULE ALLOCATIONS

Provisional Reservations
No deposit required. Space will be allocated and held but if definite suites are required by another client, Travels At Leisure (PTY) Ltd will be asked to either hand back a portion of the space or confirm, in which case the following conditions apply.

Cape Town, Victoria Falls, Durban
At 6 months out a non-refundable deposit/incremental payment of 15% of the tour price is required.
At 4 months out a non-refundable deposit/incremental payment of 15% of the tour price is required.
At 2 months out a non-refundable payment/incremental payment of 100% of tour price is required.
(From 16-8 weeks out the booking can be reduced to 20% of original number of guests without financial loss to client/agent.)

Golf Safari, African Collage, Namibia, Dar es Salaam
At 9 months out a non-refundable deposit/incremental payment of 15% of the tour price is required.
At 6 months out a non-refundable deposit/incremental payment of 25% of the tour price is required.
At 4 months out a non-refundable deposit/incremental payment of 20% of the tour price is required.
At 2 months out a non-refundable payment/incremental payment of 100% of tour price is required.

Cape to Cairo
At 12 months out a non-refundable deposit/incremental payment of 30% of the tour price is required.
At 9 months out a non-refundable deposit/incremental payment of 55% of the tour price is required.
At 6 months out a non-refundable deposit/incremental payment of 80% of the tour price is required.
At 3 months out a non-refundable payment/incremental payment of 100% of tour price is required.
Please note that all deposits mentioned above include a 5% booking/admin fee to Travels at Leisure (PTY) Ltd

CANCELLATION INSURANCE IS COMPULSORY AND WILL NOT BE WAIVED

Cape Town, Vic Falls, Durban
Cancellations received more than 8 weeks prior to departure are subject to a cancellation fee of 10% of the per person tour price.
Cancellations received between 8 and 4 weeks prior to departure are subject to a fee of 30% of the per person tour price.
Cancellations received within the 4-week period prior to departure are subject to forfeiture of the entire tour price.

Golf Safari, African Collage, Namibia, Dar es Salaam
Cancellations received more than 12 weeks prior to departure are subject to a cancellation fee of 15% of the per person tour price.
Cancellations received between 12 and 8 weeks prior to departure are subject to a fee of 25% of the per person tour price.
Cancellations received between 8 and 4 weeks prior to departure are subject to a fee of 55% of the per person tour price.
Cancellations received within the 4-week period are subject to forfeiture of the entire tour price.

Cape to Cairo
All payments are non-refundable.

RATE INCLUDES

  • Three meals daily and all alcoholic and other beverages
  • Excursions accompanied by a qualified tour guide
  • Entrance fees to places of interest
  • 24-hour full room service and bar facilities
  • Government tax
  • Limited laundry service

RATE EXCLUDES

Staff gratuities and off-train beverages

INCLUDED IN OFF-TRAIN ACCOMMODATION ON ANNUAL JOURNEYS

  • Accommodation
  • Meals taken at the game reserves, hotels or resorts

EXCLUDED FROM OFF-TRAIN ACCOMMODATION ON ANNUAL JOURNEYS

  • Off-train beverages
  • Off-train laundry
  • Telephone calls
  • Memorabilia purchases

PRICES

Rovos Rail will do their utmost to keep to the prices published. If however, increases are forced on Travels at Leisure (PTY) Ltd by Rovos Rail, we reserve the right, prior to confirmation, to amend the tour price.

SCHEDULING TIMES & ROUTES

Neither Travels at Leisure (PTY) Ltd or Rovos Rail can be held liable for any delays due to trains not running to schedule. Excursions cannot be guaranteed and will only be undertaken if time and circumstances permit. Departure and arrival times are approximate and cannot be guaranteed. Rovos Rail reserves the right to alter their routing any time between departure and arrival points.

CHANGES

Rovos Rail reserves the right to amend the tour price at any time prior to written confirmation of the reservation. Rovos Rail further reserves the right to cancel or amend any sightseeing excursions or the tour departure dates provided they can offer the passenger alternative sightseeing excursions or departure dates. Neither Travels At Leisure (PTY) Ltd or Rovos Rail is responsible for any delay or changes in tour arrangements that may be caused by natural or other factors beyond the control of Rovos Rail. There will be no refunds for any part of the tour that might be missed due to personal reasons.

PASSPORTS & VISAS

It is upon the client to ensure passports and visas, as may be required, are valid prior to departure.

HEALTH

Anti-malarial and Yellow Fever precautions may be required in the countries that are being visited and should be taken as may be prescribed.

PHOTOGRAPHY

Rovos Rail reserves the right without notice to make use of any photography/film taken by their staff on the tour for general publicity purposes without payment or permission.

MAXIMUM TRAIN CAPACITY

Rovos Rail reserves the right to increase or decrease accommodation capacity as circumstances may require.

OF SPECIAL NOTE

Although certain limited insurances have been arranged, neither Rovos Rail Tours (PTY) Ltd, nor its servants, agents or employees, shall be liable for any loss or damage to passengers’ luggage or effects. Insofar as one of the tours may include a visit to a Game Reserve and whilst attacks by wild animals are extremely rare, similarly neither Rovos Rail, nor its servants, agents or employees, accept any liability whatsoever for any injury or incidents to passengers or their belongings. The passenger hereby waives any claim which he/she may have against Travels at Leisure (PTY) Ltd or Rovos Rail Tours (PTY) Ltd, its servants, agents, employees or subcontractors (all of the aforementioned being collectively referred to as ‘Rovos Rail’) for any injury and/or loss of any nature whatsoever (including, without limiting the generality of the a foregoing, consequential loss) arising for any reason of any nature whatever directly or indirectly out of any aspect of the tour including, without limiting the generality of the a foregoing, any form of transport used for the purpose of the tour. This waiver shall be binding on the passenger’s executors, heirs, trustees and dependants. The passenger records that all the services and facilities provided to the passenger are accepted voluntarily and with full knowledge that they may expose the passenger to injury, danger or loss. The passenger further records that any statement, representation or information given to him/her by Rovos Rail shall, unless given in writing, not prejudice this waiver in any manner whatsoever. The passenger indemnifies Travels At Leisure (PTY) Ltd and Rovos Rail in respect of any claim that may be made by any third party against it arising out of any claim in respect of which the passenger gives the aforementioned waiver. This agreement shall be governed solely by laws of the Republic of South Africa.

GENERAL INFORMATION

Please note that Travels at Leisure (PTY) Ltd is an Agent of Rovos Rail and is bound by the Terms and Conditions of Rovos Rail.

BOOKING

Upon receipt of the completed Reservation Form, we will – subject to availability with Rovos – confirm your place on the selected tour. Upon receipt of a 30% deposit by you your reservation will be confirmed and accepted by Rovos. Final payment is due no later than 8 weeks prior to departure (12 weeks for Cairo journey). Terms and Conditions apply.

CANCELLATION INSURANCE

Cancellation insurance is compulsory as our terms and conditions will be strictly adhered to and cancellation fees, where applicable, will not be waived. Rovos Rail can offer insurance to South African residents. For international guests we suggest you contact your local travel agent or credit card service provider for assistance. Rovos will need a copy of your travel insurance policy stating clearly the company, policy number and 24-hour medical emergency telephone number.

SCHEDULING TIMES ROUTES AND EXCURSIONS

Travels At Leisure (PTY) Ltd and Rovos Rail cannot be held liable for any delays due to trains not running to schedule. Off train excursions cannot be guaranteed and will only be undertaken if time and circumstances permit. Departure and arrival times are approximate and cannot be guaranteed. Rovos Rail reserves the right to alter the routing any time between departure and arrival points.

PASSPORTS AND VISAS

The onus is upon the client to ensure that passports and visas, as may be required, are valid. Rovos travel through South Africa, Swaziland, Namibia, Zimbabwe, Botswana, Zambia, Tanzania, Uganda, the Sudan and Egypt on the various trips. Please check with the relevant Consulates in good time regarding applications or we can enquire for you with Rovos.

HEALTH

Please ensure that you have filled out the Reservation Form to indicate if you have any medical conditions, physical disabilities or allergies. There is a basic first aid kit on board. Rovos has a Doctor on board on the Dar es Salaam trip. Anti-malarial precautions are recommended. Malaria areas include Swaziland, Kruger Park, Northern Botswana, Zimbabwe, Zambia and Tanzania. Recommended immunizations (not required): Hepatitis A, Polio, Tetanus, Cholera (low risk). A Yellow Fever certificate is required on the Dar es Salaam journey. Although all countries traveled through do not require Yellow Fever vaccinations, countries guests return to after the trip often require them please consult your Clinic or Doctor.
TRAVEL DOCTOR AFRICA 0861 300 911 local or +27 11 214 9030 international.

CURRENCY

South African Rands only. Rovos accept all major credit cards on the train.
Outside of South Africa – Any off-train expenses or excursions booked while on the train are to be paid with US Dollars. Hotels and major dealers accept credit cards except in Sudan.
US$ printed before the year 2001 will not be accepted. Low denominations recommended for shopping/gratuities and larger denominations for exchanging money to local currency (especially in Tanzania) as you get a better rate. The Gift Shop on board might exchange money if currency is available – it is not normally catered for.

GRATUITIES

Gratuities for the staff are at your discretion. If you wish to show your appreciation in this manner, there is a suitably marked envelope in your suite that you can hand directly to the Train Manager who will distribute any amounts on a pro-rata basis amongst the staff on board. Any amount of between US$10 and US$20 per person per night is suggested.

CHILDREN

Please be sensitive to the adult nature and atmosphere of the train by keeping your children respectful and quiet. Long journeys are not recommended for under 13’s. There are no child-minding facilities or activities for children on board.

LOCOMOTION

Use of steam has become increasingly difficult over the past years as more and more water and coaling facilities have been scrapped. Diesel or electric locomotives are used, while steam is used in and around the area of Rovos Rail station.

THE TRACK

The track over which Rovos travel is inconsistently maintained. If you wake at night imagining the train is travelling at high speed, be assured it is the state of the track below that is creating that impression. Rovos restricts the train to 60km/h and over the bad sections reduce speed to as little as 20km/h. If you find it noisy, earplugs are available.

CUISINE

Meals are served in one sitting only in the charming Victorian atmosphere of the dining cars and are complemented by a selection of fine South African wines. Breakfast is between 07h00 and 10h00, lunch at 13h00 and a formal dinner at 19h30. All meals are served at these times unless otherwise stated in the timetable. A gong heralds lunch and dinner. High Tea is usually served at 16h00 in the mid way lounge car or observation car at the rear of the train.

DIETARY REQUIREMENTS

Rovos does their best to cater for dietary requirements (vegetarians, vegans, diabetics etc.) provided a detailed request has been made on the Reservation Form. If a special request has not been made, the chefs will endeavour to prepare suitable meals with the ingredients available on board. We regret that Rovos is unable to provide meals requiring strict religious observance in the preparation.

DRESS

For days on the train dress is smart casual. Evening attire is more formal – for the gentlemen a jacket and tie is a minimum requirement while for ladies we suggest cocktail/evening dresses or suits. Please include warm clothing for cold mornings and evenings. With regard to off-train excursions, we strongly recommend comfortable walking shoes, suntan lotion and hats as well as warm clothing for the game drives, which are on open vehicles and can get very cold.

MOBILE DEVICES AND INTERNET

In maintaining the spirit of travel of a bygone era, there are no radios or television sets on board and the use of mobile phones and laptops and essentially anything that has the ability to disturb other passenger’s, is confined to the privacy of your suites only. The reception is poor while the train is moving. It is advised to contact your service provider to ensure the correct settings for network services are activated. Internet is available at our Cape Town Lounge, Rovos Rail Station, Tau Game Lodge and Victoria Falls Hotel and at most of the accommodation used on the Cairo journey.

SMOKING

On board the train, smoking is allowed in the Club Lounge only. Please note on the Reservation Form provided if you are smoking or non-smoking so that the appropriate room might be requested at the hotels. Smoking is allowed in the privacy of your suite but please be mindful that the train is generally made up of wood. Please do not throw flammable items such as cigarette or cigar butts off the train as bush fires in Africa are a constant and dangerous hazard.

LAUNDRY

There is a limited laundry service on board comprising household washers, dryers and steam irons. The turnaround is 48 hours so Rovos are not able to handle a week’s worth of washing. Please note that while Rovos is providing a complimentary service they cannot be held responsible for items that may be damaged or lost in the process. There are no dry-cleaning facilities en route or on board the train.

LUGGAGE

Each suite has a luggage rack that runs its length providing ample space for storage. On selected annual journeys guests are provided with a Rovos Rail tog bag that can be used for overnight trips or hand luggage on aircraft. On the Cairo journey luggage will be limited to the requirements of each aircraft – enquire with us.

GIFT SHOP

There is a small gift shop on board the train and at Rovos Rail Station. Due to the varying exchange rates, the use of credit cards is preferred. The host/ess on duty has a basic First Aid Kit and personal essentials (toothbrushes, razors, earplugs etc.). He/she will also fulfill any administrative requirements and check your onward arrangements. Stamps are available for sale and postcards may be posted in the post box at the entrance to the Observation Car or at Rovos Rail Station.

SPECIAL OCCASIONS

We would like to celebrate your special occasion with you. Please advise Travels at Leisure (PTY) Ltd of any special occasion, birthday, anniversary or other event.

BOOKS, MAGAZINES AND GAMES

There are board games, playing cards, a card table (dependent), books and magazines available for your use in the Lounge and Observation Cars whilst on board the train.

ELECTRICAL CURRENT AND ADAPTORS

There are 220V AC 50Hz, 3-point round-pronged wall plugs. There are 110V/220V 2-pin plugs for shavers. International adaptors are also available on board.

SAFES

An electronic safe is provided in the cupboard in each suite.

TELEPHONE

There is an internal telephone system on board. Numbers are listed on Guest List.

TEMPERATURE AND AIR CONDITIONING

All public cars are fitted with gas-filled air-conditioning systems. Each suite has an individual air-conditioner with individual temperature controls that can also be set to heat mode. Fresh-air intake is solved by opening a window. Windows should be closed while operating the air-conditioning unit. Electric under-blankets are fitted on the bed.

Whether the passenger returns a signed copy of these conditions or not, the conditions will be deemed to have been accepted and will be in force upon confirmation of the booking.

I, or we _____________________________________________________________________ have read and accepted the Terms and Conditions above.

Date of trip:     ________________________________

Route:             ________________________________

Signature:        ________________________________

Name/s:          ________________________________

                        ________________________________