LEGAL

LEGAL

BOOKING TERMS

BOOKING TERMS

These terms apply to all hunting safaris booked through Gilson Hunting Safaris.

By accepting a quotation, paying the required deposit or confirming the booking in writing, the client confirms that they have read, understood and accepted these terms.

1. Booking confirmation

Safari dates are only secured once:

  • the client has accepted the quotation and these terms;

  • the required deposit has cleared in the nominated bank account; and

  • Gilson Hunting Safaris has confirmed the booking in writing.

Until these requirements have been completed, the requested dates remain available to other clients.

The accepted quotation, written booking confirmation and these terms together form the booking agreement.

2. Deposit

The required deposit will be stated in the client’s quotation.

The deposit amount may vary depending on the safari arrangements and the amounts required by landowners, hunting areas, accommodation providers and other third parties.

The deposit is used to secure matters including:

  • the agreed safari dates;

  • access to the hunting area;

  • accommodation;

  • the Professional Hunter and supporting staff;

  • species quota and related arrangements; and

  • third-party reservations required for the safari.

Once the booking is confirmed, Gilson Hunting Safaris may decline other enquiries for the reserved dates and may pay or commit amounts to landowners and service providers.

3. Client cancellation and cancellation fee

All cancellations must be submitted in writing.

If the client cancels after accepting the quotation, accepting these terms and paying the deposit, 100% of the deposit will ordinarily be retained as the cancellation fee.

The deposit reserves limited safari dates and may be paid or committed towards landowners, hunting areas, accommodation, staff, quota and other arrangements. Gilson Hunting Safaris may also lose the opportunity to accept another booking for the reserved period.

The cancellation fee compensates Gilson Hunting Safaris for matters including:

  • the loss of reserved safari dates and associated income;

  • amounts paid or owed to landowners and hunting areas;

  • accommodation and third-party reservations;

  • Professional Hunter and staff commitments;

  • quota, permit and administrative arrangements;

  • banking and payment costs; and

  • the reduced likelihood of replacing the booking.

The client acknowledges that cancelling a confirmed safari may result in the full loss of the deposit even where the safari has not yet begun.

Under South Africa’s Consumer Protection Act, a client may cancel an advance booking, but the supplier may impose a reasonable cancellation charge. Reasonableness depends on factors such as the notice provided, the nature of the booking, costs incurred and the likelihood of replacing the booking. The retention of the full deposit will therefore remain subject to applicable law and the circumstances of the booking.

4. Rescheduling

A client may request to reschedule instead of cancelling.

Any request must be discussed directly with Clint Gilson and is subject to:

  • written approval;

  • the next mutually available safari date;

  • landowner and hunting-area availability;

  • accommodation and Professional Hunter availability;

  • quota and permit availability;

  • changes in trophy fees, government charges or third-party prices; and

  • any costs resulting from the change.

The client is not automatically entitled to a specific replacement date.

Where rescheduling is approved, the deposit may be transferred to the new booking after deducting any costs that cannot be recovered or transferred.

The rescheduled safari will be subject to the prices, availability and legal requirements applicable to the new dates.

5. Final account and payment

The final account will be calculated after the hunt and may include:

  • the agreed safari costs;

  • trophy fees;

  • additional animals taken;

  • wounded or lost animals;

  • additional accommodation or transport;

  • permit or landowner charges;

  • services requested during the safari; and

  • any other approved or payable expenses.

The outstanding balance must be paid in full within 24 hours after the hunt has ended, unless Gilson Hunting Safaris agrees otherwise in writing.

The client may not depart without settling the final account unless a different written payment arrangement has been approved by Gilson Hunting Safaris.

The client is responsible for:

  • bank charges;

  • international transfer fees;

  • payment-provider charges; and

  • exchange-rate differences.

6. Prices and additional costs

The confirmed quotation will identify what is included and excluded.

Unless expressly included, the client is responsible for:

  • international and domestic flights;

  • passports and visas;

  • firearm permits and related charges;

  • travel, medical and evacuation insurance;

  • trophy fees;

  • special permits and conservation charges;

  • taxidermy;

  • dipping, packing and trophy shipping;

  • gratuities;

  • personal expenses;

  • additional accommodation or transport; and

  • services requested outside the confirmed quotation.

Prices may change where government fees, taxes, permit costs, trophy fees, exchange rates or third-party charges change before or during the safari.

Any material change will be communicated to the client as soon as reasonably possible.


7. Trophy fees and wounded animals

Trophy fees are payable according to the confirmed quotation or price list applicable to the safari.

An animal will be treated as hunted and payable in full when:

  • it is killed;

  • it is wounded and not recovered after a reasonable tracking effort;

  • the client shoots the wrong or an unauthorised animal; or

  • the animal must be dispatched because of the client’s shot.

The Professional Hunter will determine whether an animal has been wounded and whether reasonable recovery efforts have been completed.

Any fine, penalty, permit charge, landowner charge or additional cost caused by shooting the wrong or an unauthorised animal will be for the client’s account.

These terms apply to all hunting safaris booked through Gilson Hunting Safaris.

By accepting a quotation, paying the required deposit or confirming the booking in writing, the client confirms that they have read, understood and accepted these terms.

1. Booking confirmation

Safari dates are only secured once:

  • the client has accepted the quotation and these terms;

  • the required deposit has cleared in the nominated bank account; and

  • Gilson Hunting Safaris has confirmed the booking in writing.

Until these requirements have been completed, the requested dates remain available to other clients.

The accepted quotation, written booking confirmation and these terms together form the booking agreement.

2. Deposit

The required deposit will be stated in the client’s quotation.

The deposit amount may vary depending on the safari arrangements and the amounts required by landowners, hunting areas, accommodation providers and other third parties.

The deposit is used to secure matters including:

  • the agreed safari dates;

  • access to the hunting area;

  • accommodation;

  • the Professional Hunter and supporting staff;

  • species quota and related arrangements; and

  • third-party reservations required for the safari.

Once the booking is confirmed, Gilson Hunting Safaris may decline other enquiries for the reserved dates and may pay or commit amounts to landowners and service providers.

3. Client cancellation and cancellation fee

All cancellations must be submitted in writing.

If the client cancels after accepting the quotation, accepting these terms and paying the deposit, 100% of the deposit will ordinarily be retained as the cancellation fee.

The deposit reserves limited safari dates and may be paid or committed towards landowners, hunting areas, accommodation, staff, quota and other arrangements. Gilson Hunting Safaris may also lose the opportunity to accept another booking for the reserved period.

The cancellation fee compensates Gilson Hunting Safaris for matters including:

  • the loss of reserved safari dates and associated income;

  • amounts paid or owed to landowners and hunting areas;

  • accommodation and third-party reservations;

  • Professional Hunter and staff commitments;

  • quota, permit and administrative arrangements;

  • banking and payment costs; and

  • the reduced likelihood of replacing the booking.

The client acknowledges that cancelling a confirmed safari may result in the full loss of the deposit even where the safari has not yet begun.

Under South Africa’s Consumer Protection Act, a client may cancel an advance booking, but the supplier may impose a reasonable cancellation charge. Reasonableness depends on factors such as the notice provided, the nature of the booking, costs incurred and the likelihood of replacing the booking. The retention of the full deposit will therefore remain subject to applicable law and the circumstances of the booking.

4. Rescheduling

A client may request to reschedule instead of cancelling.

Any request must be discussed directly with Clint Gilson and is subject to:

  • written approval;

  • the next mutually available safari date;

  • landowner and hunting-area availability;

  • accommodation and Professional Hunter availability;

  • quota and permit availability;

  • changes in trophy fees, government charges or third-party prices; and

  • any costs resulting from the change.

The client is not automatically entitled to a specific replacement date.

Where rescheduling is approved, the deposit may be transferred to the new booking after deducting any costs that cannot be recovered or transferred.

The rescheduled safari will be subject to the prices, availability and legal requirements applicable to the new dates.

5. Final account and payment

The final account will be calculated after the hunt and may include:

  • the agreed safari costs;

  • trophy fees;

  • additional animals taken;

  • wounded or lost animals;

  • additional accommodation or transport;

  • permit or landowner charges;

  • services requested during the safari; and

  • any other approved or payable expenses.

The outstanding balance must be paid in full within 24 hours after the hunt has ended, unless Gilson Hunting Safaris agrees otherwise in writing.

The client may not depart without settling the final account unless a different written payment arrangement has been approved by Gilson Hunting Safaris.

The client is responsible for:

  • bank charges;

  • international transfer fees;

  • payment-provider charges; and

  • exchange-rate differences.

6. Prices and additional costs

The confirmed quotation will identify what is included and excluded.

Unless expressly included, the client is responsible for:

  • international and domestic flights;

  • passports and visas;

  • firearm permits and related charges;

  • travel, medical and evacuation insurance;

  • trophy fees;

  • special permits and conservation charges;

  • taxidermy;

  • dipping, packing and trophy shipping;

  • gratuities;

  • personal expenses;

  • additional accommodation or transport; and

  • services requested outside the confirmed quotation.

Prices may change where government fees, taxes, permit costs, trophy fees, exchange rates or third-party charges change before or during the safari.

Any material change will be communicated to the client as soon as reasonably possible.


7. Trophy fees and wounded animals

Trophy fees are payable according to the confirmed quotation or price list applicable to the safari.

An animal will be treated as hunted and payable in full when:

  • it is killed;

  • it is wounded and not recovered after a reasonable tracking effort;

  • the client shoots the wrong or an unauthorised animal; or

  • the animal must be dispatched because of the client’s shot.

The Professional Hunter will determine whether an animal has been wounded and whether reasonable recovery efforts have been completed.

Any fine, penalty, permit charge, landowner charge or additional cost caused by shooting the wrong or an unauthorised animal will be for the client’s account.

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8. Hunting laws and Professional Hunter instructions

All hunting is subject to applicable:

  • laws and regulations;

  • hunting permits and licences;

  • quotas;

  • conservation requirements; and

  • hunting-area rules.

The client must follow the instructions of the licensed Professional Hunter regarding:

  • firearm safety;

  • animal identification;

  • whether and when to shoot;

  • ethical hunting conduct;

  • dangerous animals;

  • wounded-animal recovery; and

  • conduct within the hunting area.

The Professional Hunter may stop a hunt or prevent a shot where safety, legality, ethics or the client’s ability is in question.

Professional hunters and hunting outfitters must be appropriately registered, and the outfitter has defined responsibilities for the agreed hunting arrangements.

9. Client travel responsibilities

The client is responsible for obtaining and maintaining:

  • a valid passport;

  • required visas;

  • firearm and ammunition documentation;

  • information or documents required for hunting permits;

  • required vaccinations or health documentation;

  • suitable travel and medical insurance; and

  • suitable clothing and equipment.

Gilson Hunting Safaris may provide guidance or referrals but cannot guarantee that a visa, firearm permit, hunting permit or other authorisation will be issued.

A client who cannot participate because required documents were not obtained will be treated as having cancelled or failed to use the booked services.

10. Insurance, health and risk

Clients are strongly advised to obtain comprehensive insurance covering:

  • trip cancellation and interruption;

  • medical treatment;

  • emergency evacuation;

  • accident and injury;

  • baggage and firearm loss;

  • travel delays; and

  • trophy loss or damage.

Hunting safaris involve inherent risks, including:

  • wild and potentially dangerous animals;

  • firearms;

  • vehicles;

  • remote terrain;

  • changing weather conditions; and

  • limited access to medical facilities.

The client participates voluntarily and must disclose any medical condition, allergy, medication or physical limitation that could reasonably affect their safety or participation.

Nothing in these terms excludes liability that cannot legally be excluded.

11. Conduct and early termination

Gilson Hunting Safaris may restrict or end a client’s participation where the client:

  • acts dangerously or unlawfully;

  • ignores the Professional Hunter’s instructions;

  • is impaired by alcohol or another substance;

  • threatens staff, other guests or wildlife;

  • damages property; or

  • materially disrupts the safari.

No refund will ordinarily be provided for services lost because of the client’s conduct.

No refund will ordinarily be given where the client:

  • arrives late;

  • leaves early;

  • chooses not to hunt;

  • does not use an included service; or

  • loses safari time because of personal travel arrangements.

12. Cancellation or changes by Gilson Hunting Safaris

Gilson Hunting Safaris may cancel, postpone or materially change a safari where it cannot reasonably proceed because of:

  • safety concerns;

  • hunting-area closure or loss of access;

  • permit or quota restrictions;

  • government action or changes in law;

  • severe weather or natural disaster;

  • disease outbreak;

  • civil disturbance;

  • failure of an essential third-party provider; or

  • another event beyond its reasonable control.

Where Gilson Hunting Safaris cancels for a reason within its reasonable control, the client may choose between:

  • applying amounts paid to reasonable alternative dates or arrangements; or

  • receiving a refund for services that Gilson Hunting Safaris will not provide.

Gilson Hunting Safaris is not responsible for independently booked flights, accommodation, visas, insurance or other travel costs.

13. Trophy handling and shipping

Unless expressly included in the quotation, taxidermy, dipping, packing, transport, export documentation and trophy shipping are separate services and costs.

Gilson Hunting Safaris may assist with delivering trophies to an independent service provider but is not responsible for that provider’s subsequent:

  • delays;

  • charges;

  • loss or damage;

  • customs decisions; or

  • export or import problems,

except where directly caused by the proven negligence of Gilson Hunting Safaris.

The client is responsible for confirming the trophy-import requirements of their home country.

14. Photographs and media

Photographs and videos may be taken during the safari and used by Gilson Hunting Safaris on its website, social media channels and promotional materials.

A client who does not want identifiable photographs or videos used must notify Gilson Hunting Safaris in writing before or during the safari.

Gilson Hunting Safaris will take reasonable steps to respect an opt-out request received before publication.

Identifiable images of minors will not intentionally be used for promotional purposes without parent or guardian authorisation.

Because identifiable photographs may constitute personal information, their collection and use must comply with applicable privacy law.

15. Personal property

Clients remain responsible for their firearms, ammunition, travel documents, money, luggage and personal possessions.

Gilson Hunting Safaris is not responsible for loss or damage unless directly caused by its proven negligence or where liability cannot legally be excluded.

16. Complaints

The client should raise any concern during the safari with the Professional Hunter or Gilson Hunting Safaris so there is a reasonable opportunity to resolve it.

Any unresolved complaint should be submitted in writing within 14 days after the safari ends.

17. Governing law

These terms are governed by the laws of the Republic of South Africa.

The parties will first attempt to resolve any dispute through good-faith discussion before beginning formal legal proceedings.

18. Acceptance

By accepting the quotation, paying the deposit or confirming the booking in writing, the client confirms that they:

  • have read and understood these terms;

  • accept the quoted deposit amount;

  • understand that 100% of the deposit will ordinarily be retained if they cancel;

  • accept that the final account is payable within 24 hours after the hunt ends;

  • accept the confirmed inclusions and exclusions;

  • agree to follow the Professional Hunter’s instructions; and

  • are authorised to accept these terms for all persons included in the booking.

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