Rates

• All reservations must be confirmed in writing via e-mail whether provisional or confirmations. Provisional Bookings will be held for a period of 14 days and unless confirmed or extended will be automatically released from the system.
• During the 14-day period, if a confirmed booking is received for your space, we will inform you in writing of this and request that you secure your reservations with a written confirmation within 5 working days, at which time if we have not heard from you, we will automatically release your space.
• Wait-listing of bookings is possible.
• Once a booking confirmation has been sent back to the agent/client in writing, it is considered to be confirmed and cancellation terms and conditions apply. You will then be issued an invoice, please review our payment policy below.
• Rates are subject to change should there be any change in VAT, statutory levies, fuel costs, parks levies, exchange rate factors that may be imposed by the Botswana Government.
• Any special requirements, dietary preferences, medical conditions, accessibility issues etc. should be advised during the reservation process.

• Children of all ages are welcome at Khwai Expeditions Camp. We have a family cottage separate to the camp that is used for families. The Cottage can take 2 Adults and 2 Children under 12.
• Private Vehicles are required for Children under the age of 6 but this is dependent on availability.
• Children aged 3 to 11 sharing with adults will be charged the Child rate, children over 11 are charged Adult rates.
• Children under 16 to share with Adults at all times.
• Triple rooms are available on request.
• There are no baby-sitting services available in the camp, children must be under the supervision of parents at all times.

• Medical travel insurance is required for all guests including medical evacuation cover. We urge all exclusions and inclusions are carefully read and understood.
• We highly recommend guests consider cancellation insurance as well for their own benefit.
• Khwai Expeditions Camp is situated in an area deemed a malaria Area, so preventative measures are highly recommended and are the responsibility of the guests.

• All guests will be required to complete and sign the Khwai Expeditions Camp Indemnity Form on arrival.
• Khwai Expeditions Camp is in a Wildlife Area with no fences or barriers around the camp and often guests will be in close proximity to wild animals. Whilst every care is taken by the camp and staff, Khwai Expeditions bears no responsibility whatsoever for any loss, injury, illness, death or damage to guests or their property.

• Khwai Expeditions Camp reserves the right to make use of any photographs or film taken in Camp or on Camp vehicles.
• Check in times are usually 14:00 and check out time 10:00, but these can be flexible.
• All rates, terms and conditions are subject to change without prior notice.
• All rates unless otherwise specified are in USD.

• All confirmed bookings require a 20% non-refundable deposit.
• Final payment 60 days prior to arrival unless otherwise agreed.
• Payment is to be made by bank transfer, and all bank transfers are to be received free from any bank charges.
• Proof of payments to be emailed through to reservations@khwaiexpeditionscamp.com
• Khwai Expeditions Camp reserves the right to refuse accommodation and services should payment not have been received in line with the above.

• All cancellations are to be made in writing.
• From date of confirmation to 60 days and more from travel – 20% cancellation charge
• 60 days or less from date of travel – 50% cancellation charge
• 30 days or less from date of travel & ‘no shows’– 100% cancellation charge
• For any bank charges associated with refundable amounts will not be for Khwai Expeditions Camp’s account.

Special Cancellation policy in relation to a force majeure ** event

Force Majeure includes Acts of God, explosion, flood, tempest, fire or accident, war or threat of war, civil disturbance, sickness, quarantine. Government intervention, weather conditions ONLY.

If travel is affected by any COVID19 related issues as follows:

• Border closures or travel bans issued in either traveler’s originating, or destination country.
• The Government in the guest’s country of origin OR destination country imposes a mandatory quarantine and guests are unable to travel.
• International flights are cancelled, and the guests are unable to travel (proof will be required)
• Guests test positive for COVID-19 prior to arrival (proof will be required)
• Lodge or camp is closed in-country due to COVID-19 reasons

All guests will be encouraged to postpone their booking (this is valid for up to 1 year from original travel date) and no cancellation charges will be made. Any deposits paid will be transferred to their deferred booking, however annual increases and seasonal increases may apply. Where bookings are not deferred, a 3% administration cost will be forfeited off their deposit and thus the balance will be refunded.

• Khwai Expeditions refers the right to amend their Terms and Conditions as the pandemic evolves.
• All guests travelling must be covered by their own fully comprehensive travel and medical insurance policy valid from the date that they confirm the booking with us.
• If a confirmed booking cancels for a reason other than the above, our normal standard terms and conditions will apply.