Terms and Conditions to ride

With all the fun also comes some responsibility, please see that you read through our Terms and Conditions because we will need your signature at the bottom. You will need to download some pdf's at the bottom when making a booking, this will confirm your booking with your proof of payment. THEN IT'S TIME FOR SOME SERIOUS FUN!!!

Terms & Conditions
When booking a tour with AKA Tours (Pty) Ltd, you accept and agree to the terms and conditions herewith. On completion of payment you agree to these conditions by ticking the box “I agree to the Terms & Conditions”.

A deposit will be taken for all tours to secure your place. The deposit is variable depending on the tour but typically 20% of the total tour cost.  On receipt, a booking confirmation will be issued, confirming your place on the tour. Tours booked within 30 days of departure will require payment in full at the time of booking. Balance of payment is made payable by bank transfer or cash.

Balance of Payment
Whenever possible, we will communicate with customers by email.  However, we do not always send a final invoice reminder, so please note that we request the balance of payment for your tour one calendar month prior to departure.  Late payment may result in the loss of your deposit and cancellation of your tour.  If the balance payment of your tour is not received within 7 days of the due date, we reserve the right to cancel your place on the tour.
Surcharges and currency changes
Circumstances beyond our control may dictate an increase in the cost of your tour. Any increase less than 3% of the published price will be absorbed within the original price – any increase over 3%, we may need to add to the final cost of your tour, this may include fluctuations in currency rates against the Rand (ZAR). In such instances, you will receive an email and an updated invoice from AKA Tours (Pty) Ltd detailing the additional costs. Failure to pay the additional costs may result in your place being cancelled on the tour.

Booking a shared room
Surcharges may also apply to bookings where a shared room has been booked and we are unable to allocate another rider to accommodate that room with you prior to the tour departure cutoff date. Where a booking for a shared room is made and no other booking is made to share with you, we will ask you to pay a surcharge for the use of the room on a single basis, this is usually calculated at cost price to cover our expenses only and is often 20 – 50% in addition to the original booking fee.

When/if meals are included within the price of the tour you have chosen, it will include: the hotel’s inclusive breakfast, usually continental style or a buffet-style cooked breakfast meal or choice of cereals, etc. Evening meals are up to the maximum value of R100.00 per person where a set menu specifically for GMT isn’t being offered (typically a main meal and a dessert); drinks are paid for by the guests. You are welcome to indulge in a more expensive meal if you wish, we just ask that you settle the remainder.

If You Cancel
All cancellations must be in writing and the following terms apply:  Loss of full deposit unless cancellation is on medical grounds, in which case we will require proof in the form of a note from your doctor.
Loss of total value of the tour if balance has been paid and tour has been cancelled less than 8 weeks prior to the departure date.
You may transfer your deposit to another tour within the tour season that you booked (same year). In the event of you, cancelling that tour, you will lose your deposit.
You may transfer your booking to another person. However, you will be liable for any administration costs (typically R350.00) and will be responsible for your nominee paying their monies in full.
If the balance of the tour has not been paid in full after the due date but is then cancelled by the customer, the balance is still due for payment under these terms and we will seek to recover our losses or the full balance of the tour. This may be by way of legal action. This is to recover our losses for transport and hotels booked and out of pocket expenses.

If We Cancel
We reserve the right to cancel any tour – however, this would only become necessary in exceptional circumstances. In such an event, we would hope to offer you an alternative. If this were not possible or acceptable, we would issue a full refund. AKA Tours (Pty) Ltd will not be held responsible, or offer a refund/compensation in any of the following situations: war, riots, civil unrest, terrorism, natural disaster or any unforeseen cancellations due to industrial disputes and/or weather or political complications and safety issues or advice, this includes but is not limited to: refusal into a country, for the purpose of preserving safety, mechanical failure or an accident beyond our control such as the tour guide being involved in a road traffic accident. AKA Tours (Pty) Ltd also reserves the right to cancel any tour within 30 days or less of departure if the tour has less than 3 customers booked on that tour. If we cancel the tour within 30 days due to limited bookings you will be offered one of the following options; a full refund, transfer of your booking to another tour or hold your deposit for a tour commencing the following season (year) with a discount of between 5% and 10% depending on which tour it is.
AKA Tours (Pty) Ltd will not be held responsible for the reimbursement, in part or in whole, of any pre-booked hotels or transport arrangements relating to your tour should we cancel, this includes but not limited to; hotel bookings (usually on the eve of departure or last day of the tour), any flights, ferries or train travel costs, taxis, buses or rental costs or any other out of pocket costs or expenses incurred because of the tour not going ahead.

Tour Changes
Arrangements for your tour are made months, sometimes a year in advance. It is therefore inevitable that changes can occur. In most cases, these changes will be minor and will not affect your holiday. However, in the event of a major change, we will advise you immediately and you may then (a) continue the tour with the new itinerary, (b) accept an alternative of the same or similar value, or (c) cancel your holiday with a full refund. Minor changes such as slight route changes (using motorway instead of non-motorway roads are often unavoidable due to time restraints or weather, in such cases we will not be held responsible for these changes as the decision is based upon the best interests of the group)
From time to time we may increase, or decrease the price of tours advertised on the website or marketing material and social media platforms. This may happen after you have made a booking and can occur for many reasons, such as; promotion, offers, increase in accommodation costs, currency rates, transport arrangements etc. We do not alter the price of bookings once you have made payment or adjust your booking fee to match a newly advertised rate, or the price has decreased due to the above examples. There may come a time when we may have to increase the price of the tour due to currency rates or inflation. In such instances, you will be notified in writing by email. Usually this only applies when the currency exchange rate falls lower than 3%

Financial Protection
In accordance with the Package Travel, Package Holiday and Package Tour Regulations 1992 and EC Directive 90/314EC all monies will be kept in trust until such times as your tour is complete. AKA Tours are a limited company Reg.no. (2017/486628/07)

Our Responsibilities
We accept responsibility for supplying as near as physically possible a tour package as described on our website tour booking pages, in our Tour Brochure or in our tour itinerary. We are unable to control any deficiencies in services due to local conditions, maintenance, industrial dispute, religion, politics, or weather. Occasionally routes will differ depending on weather or timescales, in such instances, we will not be held liable for these changes as they are done so in the best interests of the whole group.
We will ensure, the best we can, that the entire group remains together and arrives each day at our hotel. We are not and cannot be responsible for the actions of others in the group and as such, AKA Tours (Pty) Ltd will not be held responsible for; injury, accidents or death caused by another rider in the group. Similarly, AKA Tours (Pty) Ltd cannot and will not be held responsible for riders who become lost, which, is why we highly recommend you ensure you have a means of arriving at the final destination each day.

Your Responsibilities
To advise AKA Tours (Pty) Ltd of any illness, infirmity, allergies, disabilities, health issues of any kind or dietary needs that may affect your touring holiday.
Be a competent rider with a machine that is road legal, mechanically-sound and of a type suitable for touring.
Hold a valid Certificate of Insurance covering machine, and rider.
To ensure you have informed the DVLA and your insurance provider of any medical conditions
Have the ability to get yourself and/or bike home in the event of a breakdown, accident or emergency by having suitable breakdown and recovery cover (Repatriation cover).
To ensure your vehicle is secure overnight or when leaving the motorcycle unattended. AKA Tours (Pty) Ltd accept no responsibility for the loss of belongs or vehicles. Fortunately, many of the places we visit are safe and secure.
Ensure you have adequate cancellation insurance for your holiday.
To ensure you settle any hotel costs before you depart the hotel, for example; mini bar usage, food or drink bills, parking fees.
Any damage to your hotel room must be reported immediately to your tour guide. You will be liable for the repair costs.
If you don’t settle your hotel bill for additional services, food, laundry or drink etc., AKA Tours (Pty) Ltd will charge R500.00 admin fee in addition to invoicing for the total cost. Failure to pay within 28 days of returning from the tour will incur a late payment charge of R400.00 and a further R40.00 per day for each day the bill remains unpaid for a maximum of 30 days, after which time we will begin legal action to recover our losses.
Customers are asked not to remove items from the room, this includes; towels, robes, pillow cases, pillows, blankets, electrical items etc. Any charges issued for loss of items from the room will be passed onto the room occupants with additional admin fees of R500.0 per person.

By making a booking for a motorcycle Tour (“the Tour”) with AKA Tours (Pty) Ltd
(“African Karoo Adventure Tours”), I, the Participant, confirm that I understand and accept that:
⦁ I have provided accurate information to AKA Tours (Pty) Ltd about my motorcycle riding experience and ability and I confirm that I am a competent enough motorcyclist to participate in my chosen Tour.
⦁ I am adequately fit and physically capable to undertake the program set out in my itinerary and have no medical condition which would affect my participation in the Tour.
⦁ I am required to follow all reasonable instructions from AKA Tours (Pty) Ltd, its Tour Leader, employees or agents. I understand that if I fail to comply with these instructions, AKA Tours (Pty) Ltd reserves the right to suspend my involvement in the Tour and that I shall not be entitled to any refund of any amounts I have paid to AKA Tours (Pty) Ltd for participating in the Tour or any other costs incurred by me, because of my having to leave the Tour.
⦁ The decision of the Tour Leader is final and binding, including any decisions made by the Tour Leader to change the itinerary at short notice or suspend myself or a member of my party from the Tour and I will respect and comply with any such decision.
⦁ I am solely responsible for my possessions. AKA Tours (Pty) Ltd accepts no liability for any damage to or loss of my property whilst taking part in the Tour (except where such loss or damage was because of AKA Tours (Pty) Ltd negligence).
⦁ Where I have requested to hire a motorcycle, I acknowledge that the motorcycle for this Tour is rented from a local third-party supplier, under the terms and conditions of the third party. I understand that I am responsible for using the motorcycle in accordance with the local rental agreement and that I will have to pay for any damage caused to the motorcycle directly to the local third-party supplier before the tour ends
⦁ I am required to comply with all statutory and legal requirements when participating in the Tour, including but not limited to all road traffic and driving laws.
⦁ I have provided emergency contact details to AKA Tours and authorize AKA Tours to contact that person(s) in the event of an emergency.
⦁ In cases of emergency, I authorize AKA Tours, their Tour Leader, employees or agents as applicable to arrange any necessary medical or surgical treatments and to sign any required form of consent on my behalf. I accept that I am responsible for reimbursing to AKA Tours any additional expense they incur on my behalf relating to my medical treatment or repatriation due to my injury, illness or other medical condition.
⦁ For tours travelling outside the RSA, I understand that there are certain risks and dangers inherent in taking part in the Tour, including but not limited to the hazards of travelling in remote regions of developing countries, with medical facilities and response times that are often significantly worse than those in developed countries and that by the very nature of the activities I will be exposed to an element of personal risk over and above those associated with conventional holidays. These include the risk of personal injury and death and loss of or damage to my property.
⦁ I also expressly understand that I am under a duty to mitigate any risks to myself as far as is practicable, by taking all reasonable steps to ensure my own health and safety whilst on the Tour. Except as stated in paragraph 14, I accept full responsibility for these risks and I agree that AKA Tours, its employees and agents are released from any liability resulting from my injury or death or any loss of or damage to my property suffered during the Tour.
⦁ AKA Tours does not exclude or limit its liability for any liability which cannot be excluded or limited under applicable law including liability for fraud or misrepresentation or for any death or personal injury suffered during the Tour which is caused by AKA Tours’ negligence.
⦁ I will indemnify AKA Tours for all losses suffered by AKA Tours because of my behavior, negligence or failure to comply with the terms of this Acknowledgement Form, Booking Terms & Conditions or otherwise.
⦁ The laws of South Africa are applicable to this Acknowledgement Form and I expressly submit to the sole jurisdiction of the Courts of South Africa.
I confirm that I have read, understood and agree to the contents of this Acknowledgement Form and that I am 18 years of age or older.
For overseas tours, you must have the following documents:
Valid passport (ensure if visa is required). Passport must have at least 6 months remaining by the time you return.
Insurance cover for your bike – must include repatriation in the event of an accident or serious breakdown.
Personal Travel Insurance for yourself and pillion (if appropriate). This must include medical cover including any possible repatriation in the event of serious illness or accident. We also recommend you include cancellation cover.
NB: Breakdown and Personal Insurance are compulsory on our tours and we may require evidence of policies before departure. Ensure you have adequate insurance for your holiday.

Complaints Procedure
In the event of a complaint, in the first instance, you should approach the tour representative. If you still consider that your complaint has not been properly addressed, you should put your comments in writing and email it to: info@akatours.co.za
A.K.A Tours

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