Terms & Conditions

Please read the following terms and conditions.

Check-in counters open 3 hours prior to departure of flight and close 1 hour prior to departure of flight, you may be denied boarding if you fail to report on time. 

 

Please Re-check the passenger name(s) as per the passport/identity proof, departure, arrival date, time, flight number, terminal, baggage details etc.

In case of International travel, please check your requirements for travel documentation like valid Passport/visa/Ok to Board/travel and medical insurance with the airline and relevant Embassy or Consulate before commencing your journey.
The local authorities in certain countries may impose additional taxes (VAT, tourist tax etc.), which generally has to be paid locally.

We are not responsible for any schedule change/flight cancellation by the airline before and after issuance of the tickets.

We will not be held responsible for any loss or damage to traveler`s and his/her belongings due to any accident, theft or other Mishap / Unforeseen circumstances).

Any amendments of the booking will be as per the airline terms and conditions comprising penalties, fare difference which may change upon subject to availability by the airline.

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Any Cancellation/Refund of booking will be handled from case to case basis depending on the airline and agency terms and conditions.

For any amendments, cancellation or ancillary services etc, you may connect with the agency from where you had issued the ticket.

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STANDARD CONDITIONS OF CONTRACT

1. APPLICATION

The Client agrees that no indulgence whatsoever by EA Travels shall constitute a waiver in respect of any of its rights under this agreement and under no circumstances will EA Travels be prevented from exercising any of its rights in terms of this agreement.

The terms and conditions contained in this document shall apply to group tour bookings and private travel packages, where applicable, concluded between EA Travels and the undersigned Client in respect of the tour as more fully described in the itinerary or tour dossier provided to the Client upon confirmation of the booking.

All references in these terms and conditions to “Client” shall include references to an agent acting on behalf of the Client where the context requires.

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2. APPLICABLE LAW AND JURISDICTION

These terms and conditions shall be deemed to have been concluded in Windhoek, Namibia and shall be interpreted in accordance with the laws of the Republic of Namibia.

The Client consents to the jurisdiction of the Magistrates Court of Windhoek in terms of the applicable laws of Namibia. EA Travels reserves the right, at its discretion, to institute proceedings in the High Court of Namibia should it deem it appropriate.

Notwithstanding the above, the Client must at all times comply with the laws, customs, foreign exchange regulations and any other regulations of all countries visited during the tour.

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3. INTERPRETATION

For the purpose of these terms and conditions, the following definitions apply:

3.1 THE COMPANY

“The Company” refers to EA Travels and any operator, carrier, contractor, supplier or person appointed by EA Travels to perform services in connection with the travel tour.

3.2 GROUP TRAVEL TOUR

A package tour designed for a group of travellers, transported via road or other means to predetermined destinations. This may include scheduled activities arranged by EA Travels with external service providers.

3.3 CLIENT

Any individual who undertakes the services of EA Travels and, in the case of a group booking, each member of the group.

3.4 GROUP

Two or more persons booked together for a tour who may join other groups or travellers during the tour.

3.5 SERVICE PROVIDER / SUPPLIER

Any individual, business or entity appointed by EA Travels to provide services before, during or after a tour. These may include but are not limited to:
   •    Transport companies
   •    Accommodation providers
   •    Tour operators
   •    Shuttle or taxi services
   •    Activity providers

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4. BOOKINGS

4.1 EA Travels reserves the right not to confirm any booking until:
   •    The full or required payment has been received; and
   •    All required documentation has been completed and signed by the Client.

4.2 Any amendments or cancellations of bookings shall be subject to these Terms and Conditions.

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5. TOUR PRICE, DEPOSIT AND PAYMENT

5.1 A booking is considered confirmed once EA Travels sends written confirmation to the Client.

5.2 Invoices are issued upon confirmation and payment terms are as follows:
   •    50% payment required 60 days before departure
   •    Full payment required 30 days before departure

5.3 Bookings made within 60 days of departure require a 50% payment upon booking.

Bookings made within 30 days of departure require full payment upon booking.

Failure to make the required payment will result in the cancellation policy being applied.

5.4 While EA Travels endeavours to ensure pricing accuracy, prices may change due to factors beyond the Company’s control. The Company will notify clients of such changes as soon as reasonably possible.

5.5 Tour prices include only the services listed in the itinerary or tour dossier. Any additional services or optional activities are payable by the Client.

5.6 Certain activity prices are determined by government or regulatory authorities in specific countries and may increase. EA Travels reserves the right to adjust prices accordingly.

5.7 All prices are quoted in Namibian Dollars (NAD) unless otherwise stated.

5.8 Electronic Transfers:

Proof of payment must be emailed to the accounts department.
All bank charges and transfer fees remain the responsibility of the Client.

EA Travels must receive the full amount due.

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6. AMENDMENTS TO BOOKINGS

6.1 If a Client joins a tour after departure or leaves early for any reason, no refunds will be issued.

6.2 Transfers between tours more than 60 days prior to departure may be allowed without a fee.

6.3 Tour changes are subject to:
   •    Availability on the new tour
   •    Payment of an administration fee

6.4 Changing the tour date:
   •    Within 60 days: 15% of the tour price or N$1000 (whichever is higher)
   •    Within 30 days: 30% of the tour price or N$1500 (whichever is higher)

6.5 Name changes may be permitted at any time subject to an administration fee of N$500.

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7. CANCELLATIONS

7.1 All cancellations must be submitted in writing and will only be effective once acknowledged by EA Travels.

7.2 No cancellation fee applies to cancellations made more than 60 days prior to departure, except for the non-refundable booking deposit.

7.3 Cancellation penalties apply as follows:
Days before departure
Cancellation fee
>90 Days
No fee except deposit
60–89 Days
25% of tour price
30–59 Days
50% of tour price
10–29 Days
75% of tour price
0–9 Days
90% of tour price
7.4

EA Travels may apply any monies paid toward cancellation penalties.

7.5

EA Travels reserves the right to cancel a tour for any reason. In such cases, the Client will receive a full refund of the tour price. No additional claims or damages may be made against the Company.

7.6

EA Travels shall not be held liable for cancellations or changes by third-party service providers such as accommodation partners, shuttle operators, activity providers or festival organisers.

7.7

Tours require a minimum of 8 passengers. If the minimum is not reached, EA Travels reserves the right to cancel the tour and refund the tour price.

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8. CLIENT CONDUCT AND ENVIRONMENT

Clients agree to:
   •    Respect the environment and surrounding communities
   •    Follow all rules of service providers
   •    Behave respectfully toward other travellers
   •    Avoid disruptive or inappropriate behaviour

Failure to comply may result in removal from the tour without refund.

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9. COMPANY INSTRUCTIONS

Clients agree to follow all instructions issued by EA Travels or its representatives including:
   •    Remaining seated while vehicles are in motion
   •    Not exiting vehicles in unsafe areas
   •    Avoiding intoxicated or disruptive behaviour
   •    Adhering to safety and fire precautions
   •    Following health guidance such as malaria precautions where applicable
   •    Complying with border procedures and immigration regulations

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10. BAGGAGE AND EQUIPMENT

Clients must ensure baggage does not contain dangerous, hazardous or illegal items.

EA Travels may refuse to carry baggage at its discretion.

Clients are encouraged to pack one suitcase and one carry-on bag.

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11. CLIENT HEALTH AND DOCUMENTATION

Clients confirm they are medically fit to travel and responsible for ensuring they possess:
   •    Valid passports
   •    Visas (if required)
   •    Health documentation
   •    Any required vaccinations

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12. RISKS AND HAZARDS

Travel involves inherent risks including:
   •    Vehicle accidents
   •    Mechanical breakdowns
   •    Border delays
   •    Health risks such as food poisoning, heat exhaustion or malaria

By participating in the tour, the Client accepts and assumes these risks.

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13. LIABILITY

EA Travels shall not be liable for:
   •    Injury, loss or damage suffered by clients during travel
   •    Loss of baggage or personal items
   •    Delays caused by weather, road conditions, strikes or border control
   •    Loss of travel documents
   •    Failures of third-party service providers

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14. INSURANCE

Clients are strongly advised to obtain travel insurance.

EA Travels is not responsible for arranging insurance unless explicitly agreed.

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15. INDEMNITY

The Client indemnifies EA Travels against claims made by:
   •    Dependents
   •    Members of the Client’s group
   •    Third parties

arising from the Client’s participation in the tour.

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16. DAMAGES

Clients will be held responsible for any damage caused to property belonging to EA Travels or its service providers.

Invoices for damages must be settled within 30 days.

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17. PHOTOGRAPHS

EA Travels reserves the right to use photographs or video footage taken during tours for marketing and promotional purposes without compensation to the Client.

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18. BREACH OF CONTRACT

If a Client behaves in a disruptive or unsafe manner, EA Travels reserves the right to remove the Client from the tour without refund.

The Client will be responsible for all costs associated with alternative travel arrangements.

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19. EARLY TERMINATION

If a Client leaves the tour early due to illness, injury or personal reasons, the Client will be responsible for all costs related to transportation, accommodation and travel arrangements.

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20. CHILD POLICY
   •    Children under 8 years may not participate in scheduled group tours.
   •    Travellers aged 8–17 must be accompanied by a parent or guardian unless written permission is granted by EA Travels.
   •    Parents must ensure minors have all necessary travel documentation, including unabridged birth certificates and consent letters where required.

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21. PRIVACY POLICY

EA Travels respects the privacy of all clients and will:
   •    Treat personal information as confidential
   •    Use personal data only for booking and operational purposes
   •    Protect personal data using appropriate security measures
   •    Share information only with service providers necessary to deliver services
   •    Comply with applicable data protection laws

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22. GENERAL

These Terms and Conditions constitute the entire agreement between EA Travels and the Client.

No amendment to these terms will be valid unless made in writing and signed by EA Travels.

Any disputes arising from this agreement will be governed by the laws of the Republic of Namibia.