Campsite Booking Terms & Conditions
Ngepi Camp – Reservation Policy
These Terms and Conditions apply to bookings at the campsite owned by Mark Adcock T/A Ngepi Camp (“Owner”). The Terms and Conditions form the basis of your contract with the Owner so please read them carefully before making a reservation.
1.Definitions:
| “Booking” | The completed reservation form submitted by the Customer |
| “Provisional Confirmation” | Written confirmation issued by the Owner pending receipt of the Booking Deposit |
| “Booking Confirmation” | Confirmation issued once the Booking Deposit has been received. |
| “Booking Deposit” | 50% of the total Fees |
| “Fees” | The total amount payable for the reservation |
| “Customer” | The person making the reservation |
| “Start Date” | First day of the stay |
| “End Date” | Last day of the stay |
| “License Period” | Duration of the stay as per the Booking |
- Reservation Process & Payment
2.1 Once a completed Booking is received, the Customer will receive a Provisional Confirmation.
2.2 All Provisional Reservations must be confirmed by payment of a 50% Booking Deposit within 14 (Fourteen) days from the booking date. The exact due date will be stipulated in the Provisional Confirmation and may vary depending on the arrival date.
2.3 A reservation is only confirmed once the Booking Deposit has been received and a Booking Confirmation has been issued. At this point, a binding contract exists.
2.4 The balance of the Fees is payable on or before the Start Date (arrival date).
2.5 We accept:
- Namibian Dollar (NAD)
- South African Rand (ZAR)
- Visa
- MasterCard
All payments are subject to Value Added Tax (VAT) where applicable.
- Cancellation Policy
Cancellations must be made in writing.
- 60–30 Days prior to Arrival Date: 20% of total Fees payable
- 30–16 Days prior to Arrival Date: 50% of total Fees payable
- 15–1 Days prior to Arrival Date: 100% of total Fees payable
If the Customer has not arrived by 22h00 on the Start Date and has not contacted the Owner or Operator to explain the delay, the booking will be deemed cancelled and charged at 100%.
3.1 Refund Administration Fee
A 10% Administration Fee will be charged on all refunds, irrespective of the cancellation date.
3.2 Premature Departure
In the event of early or premature departure, the full original invoice amount remains payable and no refund will be given.
- Child Policy
- 0–3 years: Free of Charge
- 4–11 years: 50% of Adult Rack Rate
- 12 years and older: Adult Rate
Children must be supervised at all times.
- Customer Obligations During Stay
The Customer agrees:
- To use accommodation, campsite pitches, and facilities responsibly and in a reasonable manner.
- To supervise children at all times.
- Not to cause nuisance, excessive noise, or disturbance to other guests.
- Not to play loud music between 23h00 and 08h00.
- Not to engage in illegal or immoral activities.
- To comply with all Site regulations issued by management.
The Owner or Operator reserves the right to terminate the stay without refund if behaviour is deemed unacceptable.
- Owner’s Rights & Termination
If there is a substantial breach of these Terms or behaviour deemed unacceptable, the Owner or Operator may immediately terminate the Customer’s right to occupy the Site. The accommodation or pitch must be vacated immediately, and no refund will be given.
- Limitation of Liability
To the fullest extent permitted by law, all persons entering the premises or using its facilities, parking areas, or participating in any activities do so entirely at their own risk.
The Owner, Operator, employees, agents, and representatives shall not be liable for any loss, theft, damage, injury, accident, or death howsoever caused.
- General Provisions
- Obligations to pay money include VAT where applicable.
- Where there is more than one Customer, obligations apply jointly and individually.
- This contract is governed by the laws of the Republic of Namibia.
