Booking Form

All enquiries, advice, quotations or estimates made or provided by or bookings made with and/or all services rendered by or on behalf of Pilgrim Assist (‘The Operator’) are subject to these terms and conditions (‘the Conditions’).

The person requesting such quotations or estimates or making such booking or to whom any service is rendered, is deemed to have read, had explained (where applicable), understood and accepted the Conditions and to have the authority to do so on behalf of the person in whose name the estimate or quotation or reservation is requested and/or provided and/or the person to whom the services are rendered (collectively referred to as ‘the Client’).

Should the Client be a group booking and the group number deviate from the number required for the Booking, the Operator may reserve the right to re-cost the Price and raise a surcharge. Should any Client refuse to accept and pay such a surcharge, it may result in the Operator cancelling the Booking and retain any payment made (The Operator will be entitled to retain any service fees charged).

The Operator provides Clients with travel and/or other services either acting as itself or acting as agents for principals engaged in or associated with the travel industry such as taxi companies, lodging and accommodation establishments and other third party suppliers. The Operator only represents the service providers and accordingly accepts no liability for any loss, damage, injury, illness, harm or death which any Client may suffer as a result of any act or omission on the part of or the failure of the service providers to fulfil their obligations, whether in relation to travel arrangements, accommodation or otherwise.

The contract in use by the Operator shall constitute the sole contract between the service providers and the Client and any right of recourse the Client may have, will be solely against the service provider. It’s the Client’s responsibility to familiarise themselves with such applicable terms and conditions.

Please note that only fully vaccinated pilgrims will be permitted to make use of Pilgrim Assist as we need to ensure peace of mind and the safety of other pilgrims as well as service providers. Please provide a copy of your vaccination record. If you can not be vaccinated due to medical reasons, please supply a letter from your general practitioner confirming this and submit a Covid-19 test result 24 hours prior to arrival.

You agree that it is your personal decision to travel and that you are doing so with full knowledge of current travel recommendations and travel restrictions with regard to the risk of COVID-19, with you having taken full personal responsibility to inform yourself in relation thereto. The Operator does not assume any responsibility for and shall not be liable for any unsafe conditions or health hazards, including pandemics or other illnesses to which you may be exposed.

The Operator will, however, use its reasonable endeavours to provide you with the latest travel information available to the Operator in respect of the regulations, conditions and supplier terms applicable in relation to COVID-19, as at the time of your booking. This information is obtained from third-party sources and is subject to change at any time without notice.

The Operator, its employees and agents, shall, accordingly, not be liable for any loss (financial or otherwise), damage, illness, harm, trauma, death, delay, denial of onward travel or costs (including but not limited to quarantine costs), which you may incur or suffer, whether during or post-travel, arising directly or indirectly out of the risks and/or dangers associated with travelling during the COVID-19 pandemic, whether or not you had been informed by the Operator of such risks and/or dangers at the time of booking.

The Operator is not responsible for the acts or omissions of travel suppliers, including the failure by the travel suppliers to adhere to their own schedules, provide services or refunds or their failure to honour any future trip credit.

Please note that most insurance policies have a specific clause stating that they do not cover epidemics and pandemics, especially when travel warnings are in place. It would be advisable for you to take advice from an insurance broker should you have any queries regarding the appropriateness of a travel insurance policy. The Operator shall not be liable for your election not to purchase insurance nor shall the Operator be liable to you for any denial of any claim by a travel insurer as it relates to COVID-19 or any other claim under the relevant policy.

You are aware of the risks and dangers associated with travel during the Covid-19 pandemic and you expressly assume all of the risks and dangers in relation thereto; and hereby forever release, discharge and hold the agency, its employees, officers, directors, associated, affiliated companies and subcontractors harmless against any and all liability, actions, causes of action, suits, damages, claims and demands of whatsoever nature which you may now have or which may hereafter arise out of or in connection with such risks and dangers.

Once the Client has filled in the website enquiry form, respond- ed to an advertisement verbally or in writing or via e-mail or the Internet or has, without reference to any of the aforesaid, asked for more details (collectively referred to as ‘the Enquiry’), about a particular destination, trip, tour or mode of travel (collectively referred to as ‘the Proposed Travel Arrangements’) the Operator will prepare and provide the Client with an estimate (‘the Estimate’) by e-mail.

Upon the Client’s written confirmation that the facts and information contained in the Estimate are correct and upon acceptance of these Conditions by the Client initialling the request to receive a formal quote by paying a non-refundable deposit of R1 000. This deposit is a collective deposit for the preparation and pricing of an itinerary and quote whether per individual traveller or group request. the Operator will prepare a quotation for the Proposed Travel Arrangements (‘the Quotation’).

On acceptance by the Client, a non-refundable deposit of 50% (‘the Deposit’) of the total estimated value of the Proposed Travel Arrangements (‘the Price’) as specified in the Quotation is required in order to confirm reservations with service providers (‘the Booking’), subject to payment of the balance of the Price not later than 30 days prior to departure.

The Operator will not confirm any reservation if the deposit and a signed booking form is not received. Once the booking has been completed, the Client will be supplied with the document that will contain the final detail of your Booking (‘the Itinerary and Booking Confirmation Form’), which the Client must sign and return to the Operator.

The Operator makes bookings for clients at established guesthouses, farm stays, hostels and restaurants along the route. These preferred suppliers have been sourced and approved by the Operator within the Pilgrimage of Hope’s ethos. All service providers will be disclosed as soon as the itinerary is finalised and the booking deposit is paid. Upgrade are possible.

The Operator takes reasonable care to ensure that the accommodation establishments are up to standard, but the Operator can’t be held liable if the Client deems otherwise. In the unlikely event of the Client not being satisfied with accommodation upon arrival, the Operator can’t be held liable for any refunds. In the unlikely event that the Client is not satisfied, the dispute has to be taken up with the service provider and their establishment’s policies will apply. If the Client decides to book accommodation elsewhere it will be for the Client’s own account. Please note that no dietary preferences can be adhered to. Most meals are Pilgrims Meals meaning everyone in the group shares the same menu.

The balance of the tour price is due not later than 30 days prior to departure [OR on or before the date specified in the Quotation or the Booking Confirmation Form]. If the final payment is not received on time, the travel documents can be delayed and/ or the Operator may cancel the Booking. Late payment may also result in the cancellation of the reservation by the service providers. Payments can only be made via EFT into the Operator’s given bank account. No cash deposits or credit card payments will be accepted.

7.1 Payment Terms:
a. Quotation deposit: R 1 000 per group. Non-refundable
b. Booking confirmed: The deposit of 50%
c. 4 Weeks prior to departure: Full balance due

The Proposed Travel Arrangements are made on the express condition that The Operator, its employees and agents, shall not be responsible for, and shall be exempt from, all liability in respect of loss (financial or otherwise), damage, accident, injury, illness, harm, trauma, death, delay or inconvenience to or additional expense incurred by any Client (which shall be deemed to include the heirs, executors, administrators or assigns of the Client whether on the tour or journey or not), to or of their luggage, or other property, howsoever caused whether or not arising from any act, omission, default, or negligence on the part of the Operator whatsoever.

The Client indemnifies and holds harmless the Operator, its employees and agents accordingly. The Operator, its employees and agents shall furthermore not be liable for any indirect and/or consequential loss or damages whatsoever and howsoever arising.

It is essential that you have adequate and appropriate medical and travel insurance cover before departing on your journey. The Pilgrim Assist management, operators or accommodation venues cannot be held responsible for any personal loss, injuries or death.

NOTE: Travel Insurance should be activated within 48 hours of making the deposit payment to ensure full coverage.

It is strongly advised that all Clients take out adequate insurance cover such as cancellation due to illness, accident or injury, personal accident and personal liability, loss of or damage to baggage and sports equipment (note that this is not an exhaustive list). The Operator will not be responsible or liable if the Client fails to take adequate insurance cover at all. It shall not be obligatory upon the Operator to effect insurance for the Client except upon detailed instructions given in writing. All insurance effected by the Operator pursuant to such instruction will be subject to such exceptions and conditions as may be imposed by the insurance company or underwriters accepting the risk, and the Operator shall not be obliged to obtain separate cover for any risks so excluded.

Should the insurers dispute their liability for any reason, the Client will have recourse against the insurers. Once the insurance has been confirmed and paid for, the Client will be issued with a policy document of the insurer. It is a complex document that must be read BEFORE you initiate your travel so that you can address any queries you may have to the insurer BEFORE you depart.

Please note that various credit card companies offer limited levels of travel insurance, which the Travel Agent does not consider sufficient cover for international travel. Kindly check with the respective credit card companies in order to obtain the specific details of the cover.

In the event of the Client cancelling the Booking, the Operator shall have the right to either claim the Deposit or to retain the Deposit and claim damages suffered by the Operator. Cancellation policies are different for private (a) and guided/unguided (b) groups.“Private group” is defined as a group of pilgrims that will do a hike that was put together by the pilgrims themselves. “Guided or unguided group” is defined as a group where pilgrims sign up for specific dates advertised by Pilgrim Assist, for hikes that will either be guided or unguided. When a pilgrim cancels one of these group hikes, it may have an impact on the existing group members who have already booked and plan to complete the tour as per the advertised price. The Operator may reserve the right to cancel any tour before departure, in which event the entire payment will be refunded to the Client without any further obligation on the part of the Operator. Please refer to Refunds (Point 13).

10.1 Cancellation policy for private groups:

• No verbal cancellation will be accepted. Cancellations should be sent via e-mail.
• Cancellation applies for single members of the group or group in total.
• Date changes are allowed for the whole group up until 42 days prior to departure.

10.2 Cancellation policy for guided/unguided groups:

• No verbal cancellation will be accepted. Cancellations should be sent via e-mail.
• Date changes are allowed for the whole group up until 42 days prior to departure.

In the unlikely event of there being an unscheduled extension to the final itinerary caused by flight re-scheduling, flight delays, bad weather, strikes or any other cause which is beyond the control of the Operator or its agents, it is understood that expenses relating to these unscheduled extensions (hotel accommodation, etc) will be for the Client’s account.

No amendment, cancellation or waiver of any term or right referred to herein shall be valid or binding unless reduced to writing and signed by both the Client and a duly authorised representative of the Operator.

13.1 Refunds for private groups:

90+ days prior to departure
Full refund less R 1 000 per pilgrim admin fee

42 - 89 days prior to departure
50% of Deposit (Deposit meaning 50% of total tour price up to date). Full refund if the cancelled booking can be transferred to another pilgrim OR date changes are made.

30 - 41 days prior to departure
30% of Deposit (Deposit meaning 50% of total tour price up to date). Full refund if the tour can be transferred to another pilgrim. Price change might occur for the remainder of the group.

14 - 29 days prior to departure
25% of Deposit (Deposit meaning 50% of total tour price up to date). Full refund if the tour can be transferred to another pilgrim. Price change might occur for the remainder of the group.

8 - 13 days prior to departure
50% of total tour price paid up to date - on presenting a medical certificate. Full refund if the tour can be transferred to another pilgrim.

7 days and less
10% of total tour price on presenting a medical certificate. Full refund if tour can be transferred to another pilgrim.

No show or cancellation during pilgrimage
No refund.

13.2 Refunds for guided/unguided groups:

90 + Days prior to departure
Full refund less R 1 000 per pilgrim admin fee.

42 - 89 days prior to departure
50% of Deposit (Deposit meaning 50% of total tour price up to date). Full refund if the cancelled booking can be transferred to another pilgrim.

30 - 41 days prior to departure
25% of Deposit (Deposit meaning 50% of total tour price up to date). Full refund if tour can be transferred to another pilgrim.

8 - 29 Days prior to departure
15% of total tour price paid up to date - on presenting a medical certificate. Full refund if tour can be transferred to another pilgrim.

7 Days and less
No refund. Full refund if tour can be transferred to another pilgrim.

No show or cancellation during pilgrimage
No refund.

The Operator shall have the right to cancel any contract should its fulfilment be rendered impossible, impeded or frustrated by strike, lock-out, civil commotion, war, the act of God, force majeure, lack of materials, operation of law or regulations or order made by any statutory or other duly constituted authorities or any other cause beyond the control of the Operator. Force Majeure includes renovations that may be carried out at your service provider – whilst the Operator will use its best endeavours to provide current information in that regard and whilst the service provider will use its best endeavours to keep any inconvenience to a minimum, the fact that restoration or renovations are being carried out does not constitute grounds for any claim against the Operator.

The Operator will use its best endeavours to recover from third parties such monies as may have been paid to them on behalf of the Client. All monies so recovered by the Operator will be reimbursed to the Client less a 5% (Five percent) of the Price as an administration charge. Professional fees charged by the Operator are non-refundable.

1. If in the process of using our website or any of the hyperlinked websites and you come across anything that is not clear, please go to our ‘FAQ’ page as it may clarify what you are not sure about.
2. If you are still in a quandary, then please go to our ‘CONTACT US’ page and submit your question to us.
3. The CPA in section 41 also requires us to clarify any apparent misapprehension’ you may have – if you have such a ‘misapprehension’ please contact the Operator and ask for clarification in writing.
4. If you are finally satisfied that all your queries have been addressed to your satisfaction, then (1) Read the T&C, (2) Confirm acceptance of T&C and (3) proceed with deposit payment.

Documents (vouchers, itineraries etc) are only prepared and released on receipt of payment of the Price in full. Upon receipt of your travel documents, PLEASE CHECK that ALL the details therein are correct.

It is entirely the Client’s duty to ensure that all passports and visas are current, valid, obtained on time, and will be valid for six months after return to home country and that any vaccinations, inoculations, prophylactic (e.g. for malaria) and the like, where required, have been obtained. Please check the requirements with the Operator before travelling.

The Operator will endeavour to assist the Client but such assistance will be at the Operator’s discretion and the Client acknowledges that in doing so, the Operator is not assuming any obligation or liability and the Client indemnifies the Operator against any consequences of non-compliance. It is the Client’s duty to familiarise him/herself with the inherent dangers of and mental and/or physical condition required for the Proposed Travel Arrangements.

Please note that all visitors to South Africa and all clients who are travelling from RSA to another country are required to have a minimum of three blank pages in their passport excluding the front and back cover to enable the entry visa to be issued – however in each case a further enquiry should be addressed to the consulate or embassy of the relevant countries being visited.

If there is insufficient space in the passport entry will be denied and the person is likely to be detained pending return to their country of origin. Please ensure that all passports are renewed. The client must ensure that the details supplied to the Operator mirror those details shown on their passport for international travel and ID documents for local travel. As a guideline, passports should be valid for 6 months after your scheduled return to South Africa.

Non-South African passport holders may also be required to have re-entry documentation and it is entirely the client’s duty to ensure that such documentation is in order before departure.

While every effort is made to keep to the final itinerary, service providers and/or the Operator reserve the right to make changes for the Client’s convenience e.g. in some cases, weather conditions or Covid-19 unforeseen regulations can necessitate an alteration in the itinerary and this does not constitute any reason for a refund. It is the Client’s duty to check each amendment to the itinerary and also to sign the final one.

If the Client requests or instructs the Operator to do bookings via the Internet, the Client irrevocably authorises the Operator to do the following on its behalf (1) make any selections of and for the Proposed Travel Arrangements (2) make payments and (3) accept booking conditions.

While it is possible to break away from the itinerary, it is understood that such breakaways will be for the Client’s account.

Clients who have special requests must specify such requests to the Travel Agent in the Enquiry or in response to the Estimate. Whilst the Travel Agent will use its best endeavours to accommodate such requests, it does not guarantee that it will.

All onward travel arrangements (local and international and on return to RSA, domestic connecting flights) must be reconfirmed by the Client 72 hours prior to departure.

Subject to statutory constraints or compliance with an order of court, the Travel Agent undertakes to deal with all Client information of a personal nature on a strictly confidential basis.

South African law and the jurisdiction of South African courts will govern the relationship between the Client and the Operator. The Operator shall be entitled to institute any legal proceedings arising out of or in connection with this contract in any Magistrates Court having jurisdiction in terms of Section 28 of the Magistrates Court Act no. 32/1944 as amended, notwithstanding that the amount in issue may exceed the limits of such jurisdiction.

The Client agrees that he/she will at all times comply with the Operator’s or others’ requirements and instructions in regard to his/her conduct and he/she will not in any way constitute a hindrance to any other passenger or person on the tour, mode of conveyance, at any place of accommodation, entertainment or where meals and/or drinks are served. The Client indemnifies and holds harmless the Operator against damages suffered and/or costs incurred by the Operator and/or any third party as a result of a breach of this clause.

Any and all dispute arising out of or in connection with the Conditions including any question regarding its existence, validity or termination, shall be dealt with as follows:

1. Firstly the parties will meet within 5 (five) working days of the dispute arising in an attempt to resolve the matter amicably. Failing such amicable resolution of the dispute within 5 (five) days of their meeting, they will attempt to resolve the matter by mediation – the mediator will be an independent third party mutually agreed upon and, failing such mutual agreement, a party-appointed as a mediator by the Arbitration Foundation of South Africa (‘AFSA’), which mediator must be appointed within 5 (five) days of their failure to resolve the matter amicably and the mediation itself must take place with a further 5 (five) days from the date the mediator is appointed.

Failing such amicable resolution of the dispute by the intervention of a mediator, the dispute must be referred to arbitration in Johannesburg within two (two) days of the failure to resolve the dispute by the intervention of a mediator, which referral must be delivered in writing to and be conducted in terms of the rules of AFSA for the time being in force which rules are deemed to be incorporated by reference into this clause. The tribunal shall consist of one (1) arbitrator to be appointed pursuant to the AFSARules.

The arbitrator’s decision shall be final and binding upon the parties and shall provide the sole and exclusive remedies of the parties. All judgment upon the award so rendered may be entered in any court having jurisdiction or application may be made to such court for a judicial acceptance of the award or orders of enforcement.

The commencement of any arbitration proceedings under this Clause shall in no way affect the continual performance of the obligations relates to the subject matter of such proceedings. All arbitration proceedings shall be in the English Language.

2. Notwithstanding the provisions of this clause, either party may bring an urgent application to any court that has jurisdiction circumstances arise that merit such an application.

The Conditions constitute the entire terms of the relationship between the parties. There exist no other terms, conditions, warranties, representations, guarantees, promises, undertaking or inducements of any nature whatsoever (whether verbal, written or electronic) regulating the relationship and the Client acknowledges that he/she has not relied on any matter or thing stated on behalf of the Operator or otherwise that is not included herein.