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Booking Terms & Conditions

TERMS AND CONDITIONS OF Prime Lodges (PTY) LTD

These Terms and Conditions apply to any person who enters or occupies any property booked through Prime Lodges.

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1.  BOOKING PROCESS:

  • Reservations may be made through our website, online platforms, WhatsApp, phone, or email.

  • Bookings may only be made by individuals who are at least 21 years old.

  • Prime Lodges reserves the right to decline any booking that appears to be a party group, high risk group, or any group that may pose a threat to the property, staff, or neighboring lodges.

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2.  PAYMENT TERMS:

  • A 50% deposit must be paid within 24 hours to secure the booking.

  • The remaining balance must be paid no later than 14 days before arrival.

  • Failure to pay the full amount on time will result in automatic cancellation without notice.

  • Payment is accepted via bank transfer or EFT only.

  • Every booking is subject to

• a mandatory admin fee of R400.00

• a mandatory departure cleaning fee starting from R350.00

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3.  BOOKING CONFIRMATION:

  • A booking will only be confirmed once the following are received

• verified proof of at least 50% deposit

• signed Terms and Conditions

• completed Guest Information Form

  • No guest will receive check in details until all required documents and payments have been received.

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4.  BREAKAGE DEPOSIT:

  • A refundable breakage deposit starting at R500.00 is required. Selected properties require R5000.00 or more depending on property type, location, group size, or guest risk level.

  • The deposit will be refunded within 10 working days after departure, provided no damages, missing items, fines, penalties, or rule violations have occurred.

  • Guests must provide accurate banking details for the refund process.

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5.  CANCELLATION AND REFUNDS:

  • Full refund for cancellations 31 or more days prior to arrival

  • 50% refund for cancellations between 30 and 15 days before arrival

  • No refund for cancellations 14 days or less before arrival

  • Refunds will be processed within 5 working days if the cancellation qualifies.

  • Guests may request to move their dates, but if alternative dates are unavailable, existing cancellation fees still apply.​

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6.  CHECK IN AND CHECK OUT:

  • Standard check in time is 14h00.

  • Standard check out time is 10h00.

  • Early check in or late check out must be pre approved and is subject to availability.

  • Any guest who checks out later than the standard or arranged time will be charged a penalty fee equal to 50% of 1 night’s rate. This fee will be deducted from the breakage deposit. Additional charges may apply if the deposit is insufficient.

  • The same penalty applies for unauthorized early arrival.

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7.  FORGOTTEN GOODS:

  • Any items left behind will incur a handling fee of R1000.00. Courier fees are additional.

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8.  RIGHTS, TRANSFERS, AND SUBLETTING:

  • Guests may not transfer bookings, assign rights, or sublet the property.

  • Only registered guests may occupy the lodge.

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9.  RESERVATION CHANGES:

  • Date changes or upgrades are subject to availability and any additional fees.​​

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10.  STRICT NO PARTY POLICY:

  • No parties

  • No loud music

  • No sound systems

  • No DJ equipment

  • No bachelor or bachelorette gatherings

  • No large or disruptive group behavior

  • Quiet hours are enforced from 19h00 to 07h00. Any noise complaint may result in immediate eviction.

  • Prime Lodges maintains a zero tolerance policy. If the group appears to be a party group or noise risk, the booking may be cancelled at any time before or during the stay.

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11.  GUEST CAPACITY AND VISITORS:

  • Each property has a strict maximum number of guests.

  • No additional guests or day visitors may enter unless written approval is obtained at least 48 hours before arrival.

  • Approved day visitors must leave the estate or farm by 19h00.

  • Overcrowding or unapproved visitors are grounds for immediate eviction.

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12.  SMOKING AND PETS:

  • No smoking is allowed inside any building or under any roofed area.

  • No pets are allowed at any property.​

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13.  WILDLIFE AND ENVIRONMENT:

  • Properties are situated in natural reserves with free roaming wildlife. Guests enter at their own risk.

  • Do not feed, chase, disturb, or approach wildlife.

  • Behavior that threatens wildlife safety or reserve rules will result in removal from the property.

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14.  DAMAGE, BREAKAGES, AND PROPERTY CARE:

  • All items in each lodge are inventoried.

  • Guests are responsible for all damage, breakage, stains, missing items, or misuse of equipment.

  • Breakages will be charged per set with no exceptions.

  • Furniture, appliances, and décor may not be moved.

  • Excessive cleaning, moving of furniture, misuse of jacuzzis or pools, and tampering with lodge equipment will result in hefty fines.

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15.  AMENITIES AND FACILITIES:

  • Game viewers must be booked through your travel agent and may only be driven by licensed guests. Fuel may be charged separately.

  • No glass is allowed near pools, jacuzzis, bomas, or outdoor relaxation areas.

  • Towels supplied for indoor use may not be used outside.

  • Jacuzzis and pools may not be used after excessive alcohol consumption for safety reasons.

  • Housekeeping must be allowed access during scheduled times. (08h00 - 14h00)

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16.  GUEST BEHAVIOUR:

  • Guests must treat Prime Lodges and House staff with respect and comply with resort and estate rules.

  • Aggressive, rude, disruptive, or unsafe behavior will result in immediate eviction without refund.

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17.  EVENT PROHIBITION:

  • No weddings, vow renewals, funerals, photo shoots, commercial events, parties, or similar functions are allowed unless pre approved in writing by Prime Lodges.

  • Unauthorized events will result in immediate eviction and additional penalties.

  • External caterers may only be used if approved before arrival. Some estates require use of their own caterers.

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18.  LIABILITY:

  • Guests enter the property at their own risk.

  • Prime Lodges is not responsible for loss, damage, theft, injury, or accidents.

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19.  PRIVACY AND DATA PROTECTION:

  • Guest information is processed according to applicable data protection laws.

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20.  FORCE MAJEURE:

  • Unforeseen events such as natural disasters or pandemics will be managed fairly, with options for date changes where possible.

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21.  DISPUTE RESOLUTION:

  • Any dispute must be reported immediately. Jurisdiction and arbitration clauses may apply.

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22.  INSURANCE:

  • Guests are encouraged to purchase travel insurance.

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23.  TERMINATION OF STAY:

  • Prime Lodges reserves the right to terminate any stay, without refund, if guests

  1. break property rules

  2. break estate rules

  3. behave in a disruptive or unsafe manner

  4. engage in illegal activity

  5. damage property

  6. violate the no party policy

  • Management may also block future bookings by the offending guest.

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24.  IMPORTANT NOTICE:

  • Guests will only receive access if full payment and signed documents are received at least 14 days before arrival.

  • Entering any reserve or property is done at your own risk.

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25.  PROPERTY RULES AND BEHAVIOUR REGULATIONS:

  • These rules are enforced without exception. Breaking any rule will result in immediate eviction with no refund.

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26.  CONTACT INFORMATION:​

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27.  COMPLAINTS:

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28.  BANKING DETAILS:

  • Prime Lodges (PTY) LTD / FNB Current / Acc num: 63037880126 / Branch Code: 250655

  • Use name and surname as reference.

Signature Form

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Guest Information Form

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