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Travel & Sport Terms and Conditions

Welcome to our school tour contract for individuals.

It is better to accept the contract online when you register, but if you wish you can print this page and fax it back to us at 012 348 2762.

By making any payment towards the tour, you reserve a place for your child on tour and acknowledge that you accept Travel and Sport’s terms and conditions.






a. Company

Freeworld Travel (PTY) Ltd trading as Travel and Sport.

Physical address: 2nd Floor Block D,

Crestway Office Park,

20 Hotel Street,

Persequor Park,



b. Client

The client can be any of the following:

i. A tour group and/or school represented by the signatory and all the tour members and their legal guardians and payers.

ii. A touring members’ legal guardian and the payer.


c. Contracted ground tour operator/agent, airline, and service provider:

i. The supplier to the company of services in the country where such services are supplied.

ii. Can be various agents/companies

iii. Has no responsibility or obligation to any party but the company


d. Tour Leader

i. Not a tour guide but a link between the Company, the client group leader and the contracted tour operator and any of their services suppliers



This is a legally binding contract between the Company and the Client whereby the company undertakes to deliver certain travel arrangements to the client or his nominee, and the client undertakes to pay the company for such services at the price listed by the company.



This agreement will be effective from the date upon which:


a. the Booking Registration Form has been completed online by the client and received by the company;

b. and/or the Contract Agreement has been downloaded from the Travel and Sport website;

c. and/or the deposit has been paid by the client and received by the company;

d. and/or the contract has been digitally signed by the client;

from which date the terms and conditions of this agreement will be binding on the parties.



This contract, and the referred to quote, and amendments written and signed by both parties, are the only documents constituting the terms of services and payments. Only excursions, meals, matches etc as described in such documents will be provided. Any other undertakings of arrangements, services, meals etc not included in the documents will not constitute part of the services deliverable at the quoted price and will be deemed as alterations, changes and additions by the client as per paragraph 6.



Payments, as per the payment schedule, must be made to the company’s bank account free of bank charges such as cash deposit fees and credit card charges.

Payments must be made by the client in cash, by cheque or bank transfer, and proof of payment, properly referenced, must be sent by e-mail or fax to the address of the company immediately after payment. Cheque payments will be treated as payments from the date the cheque is cleared and can take as long as 10 days.

Payments by individual tour members

  1. The onus rests on the client to supply the company with a list of payments per tour member when so requested.
  2. If individual payments are made directly to the company, the company will treat the payment date of the last payment of a scheduled payment as if the whole group paid on that date, with every scheduled payment date due.
  3. If the late payment by a touring member leads to increased prices the whole group will be responsible for payment of such increases.


Quoted prices for a tour as per Booking Form and Contract Agreement may increase because of currency fluctuations, increases in scheduled airfares, increases in hotel rates, increases in government and airport levies and taxes, increases in the Company fees, changes in other expenses, change in itinerary and/or change in group size.


a. The company will be under no obligation to disclose its costs for the tour or additional services to the client.

b. The client will be responsible to pay the company for any increase or additional costs as a result of the above fluctuations on receipt of written notice.

c. The company undertakes to pay the service suppliers as agreed with service suppliers, and allocate payments of clients’ money in such a way it deems fit.

d. Airline quotes are only valid for 2 weeks and the airlines reserve the right to increase fares until full payment is received.



Only services such as meals, excursions, transport etc. specifically listed under INCLUSIONS in the accepted quote/online itinerary will be included in the tour price. All exclusions specifically listed or not listed will be payable on top of quoted tour price.



In the event of the client requesting an alteration or change to the booking or tour or any term or condition of this agreement the client must immediately notify the company in writing of the alteration or change in which event


a. the company will endeavour to accommodate the client’s wishes and;

b. the client will be liable for payment of any costs incidental to the alteration or change and will be responsible to pay over such additional costs on request of the company.

If a client requests a change of dates or change in the number or names of persons accompanying the tour and the requested change is not possible and/or alternative bookings cannot be agreed upon, and this then leads to the cancellation of the tour by the client, the company will be entitled to keep or claim the total amount due as per clause 6 as pre-estimated damages.

Airline tickets cannot be changed without payment of cancellation charges or the purchase of a replacement ticket. All costs incurred by the company for a change to airline tickets will be for account of the client and payable on request of the company.



In the event of cancellation of the booking and or tour by the client or individual members, or in the event of the tour being cancelled because of reasons beyond the control of the company the company will be entitled to:

a. retain the deposit

b. claim 50% (Fifty Percent) of the total tour cost if the tour is cancelled 20 (twenty) weeks to 16 (sixteen) weeks prior to the date that the tour was supposed to commence;

c. claim 75% (Seventy Five Percent) of the total costs for the tour if the tour is cancelled 15 (fifteen) to 6 (six) weeks prior to the date that the tour was supposed to commence.

d. claim 100% (One Hundred Percent) of the total costs if the tour is cancelled within 5 (five) weeks prior to the date upon which the tour was supposed to commence.



The initial itinerary as per the initial quote is based on services typically available and a hypothetical itinerary. No services have been booked. The company reserves the right to:-


a. Change the itinerary of the tour including accommodation, transport or any other service to an alternative of the same standard.

b. Charge the client for any additional costs incurred due to such change if a better standard of services has to be delivered, due to unavailability of originally quoted standard services.


The client will be informed of such changes. All services, fixtures and excursions are subject to availability at the time of the tour. Excursions can be cancelled due to unavailability of services or increase in costs etc. The client accepts that such changes are not in the control of the Company and undertakes not to keep the Company liable for such changes in any way.



  1. The conduct of the participants and their representatives during the organising phase of the tour and during the tour itself is the responsibility of the client.
  2. The company will have the right to immediately cancel the tour of any individual member of the group, or of the whole group if, during the organising phase or the tour itself, any participant on the tour or their parents or representatives:
    a) threatens, verbally abuses or insults Travel and Sport staff or their representatives
    b) misbehaves to the extent that the supplied services or the organising thereof get interrupted
    c) causes danger or bodily harm to anyone or damage to any property
    d) contravenes the laws of a country visited on the tour or the country where the tour is being organised.
    e) does not co-operate with the tour organiser or Tour Leader and/or the representative tour operator/agent that contracted with the service suppliers.
    f) commits a crime during the tour;
    g) persistently affects the enjoyment of the other members of the tour members, or their parents or representatives or the Tour Leader, whether it is during the organising phase or the tour phase;
    h) and the client will forfeit all monies already paid to the company and will be liable to pay any costs as if the tour was cancelled and/or incurred to terminate the tour and/or send any or all of the tour members back to the first departure airport.
    i) Take specific note that the behaviour of for instance one parent or representative of a touring member during the organising period may cause the whole tour to be cancelled for the whole group.



The company contracts with a Tour Leader for some tours. The Tour Leader is not always

an employee of the company and the company is not responsible for any claims against the Tour Leader, nor any claims against the company in lieu of the actions of the Tour Leader.

The Tour Leader is herewith authorised by the client to help control the participants’ behaviour, liaise with the service suppliers and to change the itinerary in his discretion, after consultation with the client.

The Tour Leader is not a tour guide and his role is only to coordinate/oversee the arrangements and assist with crises. He has no obligation to delivery any service to and/or accepts any instruction from any tour member. The client has the right through the normal legal channels to pursue any claims against the tour leader if the client deems it necessary.



Neither the company nor the tour leader will be liable for any loss, injury to, or death of any of the participants or client during the tour if such damage was caused by any tour member’s neglect or unlawful action. The extent of damages claimed from the company will be reduced by the amount that would reasonably have been payable by travel insurance and insurance covering service suppliers, whether such insurance is in place or not.

The client undertakes to inform the Company of any possible claims against the Company in writing by means of any two of email, fax or registered letter to the Company’s registered address within 14 days of becoming aware of such loss or event that can lead to a claim against the Company. The Client accepts that if the Company is not so informed within this period the Client forfeits any right to a claim and releases the Company from any responsibility for any action or event leading to a claim.

The client undertakes to claim from the company only damages caused by the company’s direct neglect. The client undertakes not to claim from the company any claim that can be lodged against another party.



It is the responsibility of all members of the tour to make themselves aware of all regulations and requirements applicable to passports and health precautions and the client undertakes to inform and advise the members of the tour accordingly.

If a tour member cannot tour due to passport problems, normal cancellation rules will apply.


The company will issue travel insurance for the group and will charge the applicable market related rates for such.


In the event of late payments the company has the right to change the tour itinerary, increase the price, and must inform the client of such increase or change. If the Client does accept the change or increase in writing the Company has the right to withdraw from this agreement as if the Client cancelled the tour


The company can try to give advice with Visa applications. Please refer to the company website for more detail.


Tickets of members not issued in the group will have to be issued individually at a later stage with the effect of additional costs of R500.00 (Five Hundred Rand) per ticket issued and additional costs if the airline increases the airfare of such ticket.>


The client acknowledges that the client is aware that different airlines have different baggage weight allowance, that airlines don’t allow extra weight for sporting equipment, that airlines mostly don’t allow spreading of baggage allowance between members of the group and that there is a fee payable for excess luggage.

As airline baggage weight rules are sometimes ambiguous the client undertakes to confirm the applicable baggage allowance rules with the airlines directly shortly before departure. The Company accepts no responsibility for excess baggage at any time.


The Company will not in any way be liable for any expenses incurred or any other consequences of delayed flights and/or missed flights.


In line with industry practice, the company has introduced a surcharge for services paid by credit cards or debit cards and online transactions. These transactions typically incur a cost of 3% to 4% and it will be deducted from the funds paid to the company.


My online acknowledgement that I agree to the terms and conditions as legally binding is indicated by

a. answering “YES” to the question on the registration form that reads:

Terms and conditions acceptance*

By selecting yes you acknowledge that you read the contract between yourself and us and that you agree with all the terms and conditions stipulated therein and subject yourself thereto.”


b. And/or digitally signing this form


c. And/or making a deposit towards the tour.



Only needed when an online action as stipulated in 22. above was not taken.


I, ________________________, ID No __________________ , hereby declare that I have read this document, that I understand its contents and that I, on behalf of the client and myself, accept all the terms.


Signed on ________________ at _______________________.




Signature Client Representative



Signature Company Representative




Witness (not a requirement)



Witness (not a requirement)