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STO Agreement

STO AGREEMENT: 2023/2024

General Terms

The Agreement will be acknowledged once a signed copy has been received by AQUILA COLLECTION.

AQUILA COLLECTION comprising of AQUILA PRIVATE GAME RESERVE & SPA, INVERDOORN PRIVATE GAME RESERVE and KUGANHA TENTED CAMP (hereafter referred to as AQUILA COLLECTION).

Under the terms and conditions set out in this agreement, failure on the part of the Trade Partner to comply timeously or at all with any of the terms and conditions contained in this document, shall entitle AQUILA COLLECTION in its sole discretion and regardless of the booking requirements and or payments already received, to cancel or refuse to accept the Trade Partner booking, unless satisfactory arrangements are made by the Trade Partner.


Accommodation and activities provided are subject to availability at the time of the booking. AQUILA COLLECTION reserves the right to limit block-out dates during peak demand periods that affect the occupancy of the properties.

This agreement is subject to early cancellation by either party by means of a written notice to the other party. The notice shall specify the date on which the party intends to cancel this agreement. The notice period shall be no less than 30 days.

FORCE MAJEURE: We regret we cannot accept liability or pay compensation where the performance or proper performance of our obligations is prevented or affected by any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events include war or threat of war, riots, civil strife, border closures, unexpected government acts, terrorist activity, industrial disputes, natural or nuclear disaster, strikes, labour disputes, extreme weather conditions, fire, technical and/or mechanical problems to transport, road closures, disease and all similar events beyond our control.

Aquila Collection’s public rates are commissionable.

STO rates are nett and non-commissionable.

AQUILA COLLECTION reserves the right to amend the rates accordingly should the Government change the VAT percentage during the duration of this agreement.

It is to be noted that this STO contract is between AQUILA COLLECTION and the Trade Partner / Tour Operator / Agent.

The Trade Partner / Tour Operator / Agent will therefore not be entitled to any leniency or indulgence in the event that group/s or individual/s do not timeously perform their corresponding duties to the Trade Partner / Tour Operator / Agent.

AQUILA COLLECTION reserves the right to amend its policies, terms and conditions for bookings, without reasonable notice.
The Trade Partner / Tour Operator / Agent or their client may not publish any rate of the product that is below the public rate unless the price is hidden within a package.

An individual booking is 1 to 9 pax. A group booking is 10 pax or more.

Reservations

Reservation must be made via AQUILA COLLECTION head office:

Payment Terms

Any amount due to AQUILA COLLECTION will be payable as follows:


ACCOMMODATION:

  • Provisional bookings with no deposit will be cancelled 28 days before arrival
  • Balance payable 21 days prior to arrival
  • Group Bookings (10 pax or more): a non-refundable deposit may be requested and a specially negotiated cancellation policy will apply to any bookings which exceeds 25% of our capacity.

 

DAY TRIPS & ACTIVITIES:

  • Provisional bookings with no deposit will be cancelled 28 days before arrival
  • Individual bookings: balance payable 7 days prior to arrival
  • Group bookings: balance payable 21 days prior to arrival
  • Group Bookings (10 pax or more): a non-refundable deposit may be requested and a specially negotiated cancellation policy will apply to any bookings which exceeds 25% of our capacity. 

 

FURTHER PAYMENTS TERMS:

  • Any bookings made between one (1) and three (3) days prior to service requires full payment.
  • If the payment terms are not adhered to then the public rates will apply.
  • Should the deposit/prepayment not be received within the time-frame specified,
  • AQUILA COLLECTION reserves the right to cancel the reservation and apply our cancellation terms.
  • The final rooming list should also be in AQUILA COLLECTION’s possession 7 days prior to arrival date.
  • In certain instances, AQUILA COLLECTION reserves the right to increase the amount of prepayment required and to increase the time span relating to deposit due dates.
  • Credit facilities must be applied for with AQUILA COLLECTION head office accounts department.

Bank and Business Details

Proof of payment must be communicated to our accounts department with booking reference number.

AQUILA PRIVATE GAME RESERVE & SPA

  • VAT: 4760190175
  • Account Name: Aquila Private Game Reserve (Pty) Ltd
  • Account Number: 1133 825 435
  • Bank: NEDBANK
  • Branch Name: Southern Peninsula
  • Branch Code: 12 32 09
  • Type of Account: CURRENT
 

INVERDOORN PRIVATE GAME RESERVE

  • VAT: 4910282377
  • Account Name: Inverdoorn Private Game Reserve (Pty) Ltd
  • Account Number: 1178 928 527
  • Bank: Nedbank
  • Branch Name: Southern Peninsula
  • Branch Code: 19 87 65
  • Type of Account: CURRENT

Cancellation Policy

Please note that all cancellations are only effective once confirmed in writing.

Guests making travel and booking arrangements with the Aquila Collection must have their own personal or business travel insurance to support any cancellation or curtailment of their booking. 

In the event that the accommodation is not taken up, AQUILA COLLECTION will have the right to deem the amounts due in lieu of the cancellation penalties and, in addition, have the right to release reservations where deposit and / or payment is not made on the due date.

AQUILA COLLECTION reserves the right to amend deposit requirements during peak periods.

  • No Shows: 100% of full amount payable
  • Cancellations within 0 – 7 days of date of arrival: 100% payable
  • Cancellations within 8 – 21 days of date of arrival: 50% of full amount payable
  • Cancellations within 22 – 30 days of date of arrival: 30% of full amount payable
  • No refunds for late check-in / arrival or early check-out
  • No refunds for services not used
  • Please note that all refunds are subject to commission and/or bank charges
 

Group bookings: a non-refundable deposit may be requested and a specially negotiated cancellation policy will apply to any bookings which exceeds 25% of our capacity.

BOOKING CHANGE POLICY:

Please note that any date changes to confirmed day trip excursions within 0-7 days of the scheduled date of arrival will incur a 10% mobilisation fee. We appreciate your understanding and cooperation with this policy, which ensures that we can maintain the highest quality service and experiences for all our valued guests.

Standard cancellation policy applies.

Complaints

Complaints must please be reported immediately to the General Manager, who will do their best to resolve any problem. If guests remain dissatisfied, a written report should be submitted to AQUILA COLLECTION as soon as possible after the incident and not later than 7 days after completion of their holiday, to enable AQUILA COLLECTION to investigate fully. Regrettably, liability for any complaints not notified in accordance with this procedure cannot be accepted.

GuidEs, Driver and/or Tour Leader Policy

OVERNIGHT BOOKINGS:

 

In recognition of the valuable contributions made by tour leaders and drivers accompanying groups, we are pleased to offer complimentary overnight stays according to the following guidelines:

 

  • 0 to 9 rooms: One complimentary Single room at Loganda will be provided. Any additional room required will be available at a rate of R850.00 per night at Loganda.
  • 10 to 19 rooms: Tour leaders and/or drivers will receive one complimentary Single Standard Lodge Room at Aquila Private Game Reserve and Spa OR Driver Room at Inverdoorn Private Game Reserve, subject to availability. In the event of no availability, accommodation will be offered at Loganda.
  • 20 or more rooms: For groups with 20 or more rooms booked, we extend the offer of a maximum of two complimentary Single Standard Lodge Rooms at Aquila Private Game Reserve and Spa OR Driver Room at Inverdoorn Private Game Reserve, subject to availability. In the event of no availability, accommodation will be offered at Loganda.

 

This complementary stay is only valid if booked at the time of stay and only available to updated contracted suppliers.

 

Please note that all meals are included and served at Aquila Private Game Reserve. However, any additional refreshments, extras, or transportation requirements will be the responsibility of the tour leaders, drivers, or their respective groups.

 

DAY TRIP BOOKINGS:

We are pleased to offer complimentary all guides and drivers with a meal in accordance with the program that has been booked at our property.

 

Please note that any additional refreshments, extras, or transportation requirements will be the responsibility of the tour leaders, drivers, or their respective groups.

Porterage

Porterage is included in the contracted rates.

Check-in and Out Times

Please refer to the rate sheet for overnight itineraries and specific day trip and activity programme times.

Child Policy

The following terms are applicable for day and overnight visits:

  • Children are allowed at AQUILA COLLECTION under strict adult supervision.
  • Children of all ages are welcome on game drive at AQUILA PRIVATE GAME RESERVE & SPA.
  • At INVERDOORN PRIVATE GAME RESERVE children under the age of 4 may only go on a game drive if a private safari is booked and paid.
  • A childminding service is available at an additional charge.
  • Only certain rooms are child friendly. Please enquire with the consultant at time of booking.
  • An age restriction of 16 years old applies for spa access and treatments, quad bike and horseback activities. If over 16, a weight restriction of 95kg apply.
  • All swimming activities and pool use must be supervised by an adult at all times.
 

CHILD PRICE POLICY:

  • Children aged under 4: free with accompanying adults.
  • Children aged 4 to 11: 50% of the day or overnight per person rate.
  • Children 12 and older pay adult rates.

Rate Policy

  • The rates and agreement excludes conference, corporate, special event, or film and production bookings.
  • Agreed nett rates are confidential and may not be made public or shared.
  • Service charges and tips are not included in rates.
  • All contracted rates are subject to annual review based on production.

RECIPROCAL CONFIDENTIALITY UNDERTAKING:

The parties undertake that neither of them will disclose the terms of this agreement or any other information of a confidential nature as to the business affairs of each other to any third party other than as may be required by law.

MARKETING:

(Trade Partner / Tour Operator / Agent) shall/will promote AQUILA COLLECTION to its customers and guests through the following channels:

  • Brochures
  • Website
  • Social media

 

AQUILA COLLECTION offers image banks and other information via the following links:

 

For marketing related matters, please contact your trade representative or send an email to marketing@aquilacollection.com .

POPI:

AQUILA COLLECTION complies with the provisions of the South African Protection of Personal Information Act.

This agreement is only valid when initiated, signed and returned to AQUILA COLLECTION. Please forward the signed copy to trade@aquilacollection.com.

THE AGREEMENT:

AQUILA COLLECTION complies with the provisions of the South African Protection of Personal Information Act.

This agreement is only valid when initiated, signed and returned to AQUILA COLLECTION. Please forward the signed copy to trade@aquilacollection.com.

The Agreement is subject to interpretation in terms of South African Law.

(Trade Partner / Tour Operator / Agent) may not cede any of its rights nor delegate any of its obligations under this agreement without the prior written consent of AQUILA COLLECTION.

All notices required to be served by either party on the other in terms of this agreement shall be served at the domicilium address of the relevant party stipulated on the cover page of this agreement.

Any notice, document or process delivered to a parties domicilium shall be deemed to have been received by the other party, if delivered by hand, sent by telex, email or telefax on the date of delivery or transmission or if sent by prepaid registered post, fourteen (14) days after the date of posting, unless the contrary is proved.

Notwithstanding anything to the contrary in this agreement, a written notice or other communication actually received by a party shall be deemed to be adequate communication in terms hereof, notwithstanding that the notice was sent or delivered to the chosen domicilium of the recipient.

We hereby acknowledge that we agree to all terms and conditions of the Agreement. 

If you would more information to get your STO Application, please send us an email below: 

Copyright© Aquila Collection. Aquila Collection is a portfolio of big 5 safari lodges in and around the Western Cape, South Africa.

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