BOOKING & CANCELLATION

ACCOMMODATION

Provisional bookings will be held for 72 hours. A 50% confirmation deposit is required within 48 hours of making the reservation. Full payment to be made 30 days prior to arrival. Should the confirmation deposit not be paid within the specified period and no other arrangement is made with Stofpad Lodge & Spa in writing, the reservation will be cancelled without further notice.

30 – 22 days prior to arrival – 20% cancellation fee

21 – 15 days prior to arrival – 50% cancellation fee

14 – 8 days prior to arrival – 75% cancellation fee

7 – 0 days prior to arrival – 100% cancellation fee

No shows and early departures – 100% cancellation fee

All outstanding amounts must be settled upon arrival and any additional charges incurred during the stay must be paid at the time of check‐out. Any items not covered by the order must be paid for by the client on the same terms. Discount may not be given unless prior arrangement has been made with management.

CONFERENCE/FUNCTION

Provisional bookings will be held for 72 hours. A 50% confirmation deposit is required within 48 hours of making the reservation. Full payment to be made 30 days prior to arrival. Should the confirmation deposit not be paid within the specified period and no other arrangement is made with Stofpad Lodge & Spa in writing, the reservation will be cancelled without further notice.

30 – 22 days prior to arrival – 20% cancellation fee

21 – 15 days prior to arrival – 50% cancellation fee

14 – 8 days prior to arrival – 75% cancellation fee

7 – 0 days prior to arrival – 100% cancellation fee

No shows and early departures – 100% cancellation fee

All outstanding amounts must be settled upon arrival and any additional charges incurred during the stay must be paid at the time of check‐out. Unless otherwise agreed to in writing, additional service providers contracted for an event must be paid directly by the client and Stofpad Lodge & Spa may not be held liable for payment thereof.

TOUR OPERATORS/TRAVEL AGENTS

All reservations and amendments thereto must be received in writing.

120 days or more: If a confirmed booking is received by a 2nd party, Stofpad Lodge & Spa has the right to request the first tour operator to reschedule their reservation.

90 days or more: If a confirmed booking is received by a 2nd party, Stofpad Lodge & Spa has the right to request the first tour operator for a rooming list (if the rooming list is not more than 25% of rooms booked, up to 25% of the rooms booked may be released by Stofpad Lodge & Spa) or for a non-refundable deposit of 25% of the requested rooms.

60 days or more: A rooming list must now be provided to Stofpad Lodge & Spa. If the rooming list is not more than 50% of the rooms booked, up to 50% of the original rooms booked will be released. Alternatively, a 25% non‐refundable deposit may be paid. Upon request from Stofpad Lodge & Spa, additional rooms may be released in the event that they are required.

30 days prior to arrival Stofpad Lodge & Spa must receive the final rooming list for the group.

30 days or less: Cancellation fees as per the accommodation cancellation policy will apply.

Provisional Bookings: Provisional bookings will only be accepted at the discretion of Stofpad Lodge & Spa and the validation thereof will be indicated on the booking confirmation. On receipt of confirmed bookings, Stofpad Lodge & Spa reserves the right to cancel provisional bookings. Provisional bookings not cancelled 30 days or more prior to the arrival date will be subject to the cancellation policy.

REFUND & GRIEVANCES

Any amounts that are due to be refunded to a client will be refunded within 48 working hours once the relevant deposit confirmation has been received. All grievances, complaints or discrepancies must please be forwarded in writing, setting out the grievance, discrepancy or complaint within 7 days of the event.

CHILD POLICY

ACCOMMODATION

Only applicable if children are sharing accommodation with an adult, otherwise they pay the full rate.

Children under 6 years of age stay for free. Children between the ages of 6 – 12 years pay 50% of the full rate, and children 13 years and older pay the full rate.

Please note that this is not applicable to our self‐catering chalets and luxury campsites. These units are charged on a per unit basis and not on a per person basis.

A sleeper couch is provided for a child (under 13 years only) to sleep on in the self-catering chalets. 

CAMPING/CARAVANNING

Children under 6 years of age may camp/reside in a caravan for free and children between the ages of 6 – 12 years pay 50% of the adult rate.

CONFERENCE/FUNCTION & RESTAURANT BUFFETS

Unless otherwise stipulated, children under 6 years of age eat for free and children between the ages of 6 ‐12 years pay 50% of the adult rate.

TOUR GUIDE POLICY

ACCOMMODATION

Tour guides/drivers will be accommodated in the standard rooms subject to the following scale (only applicable if paying guests are booked into self‐catering chalets, luxury campsites or standard rooms):

1 ‐ 9 paying guests

1 Tour Guide pays 50% of the rack rate for a single standard room (additional guides pay full price).

10 ‐ 29 paying guests

1 Tour Guide stays for free and the 2nd Tour Guide pays 50% of the rack rate for a single standard room (additional guides pay full price).

30+ paying guests

2 Tour Guides stay for free and the 3rd Tour Guide pays 50% of the rack rate for a single standard room (additional guides pay full price).

Guides must share accommodation if and when required to do so, or make use of alternative accommodation as set out by Stofpad Lodge & Spa.

MEALS

Breakfast Buffets ‐ Full English Breakfast Buffet or Continental Breakfast Buffet – tour guides /drivers will be provided breakfast subject to the following scale (tour guides may only partake in the same buffet as the rest of the paying guests):

1 – 9 paying guests

1 Tour Guide pays 50% of the adult rate for the breakfast buffet in question (additional guides pay full price).

10 ‐ 29 paying guests

1 Tour Guide eats for free and the 2nd Tour Guide pays 50% of the adult rate for the breakfast buffet in question (additional guides pay full price).

30+ paying guests

2 Tour Guides eat for free and the 3rd Tour Guide pays 50% of the adult rate for the breakfast buffet in question (additional guides pay full price). 

All other meals (excluding breakfast buffets) ‐ tour guides/drivers will be provided meals subject to the following scale:

1 – 9 paying guests

1 Tour Guide pays 50% of his/her total food bill (excluding all drinks – drinks are paid for at full price). Additional guides pay full price on all food and drinks.

10 ‐ 29 paying guests

1 Tour Guide eats for free and the 2nd Tour Guide pays   50% of his/her total food bill (excluding all drinks – drinks are paid for at full price) Additional guides pay full price on all food and drinks.

30+ paying guests

2 Tour Guides eat for free and the 3rd Tour Guide pays 50% of his/her total food bill (excluding all drinks – drinks are paid for at full price) Additional guides pay full price on all food and drinks.

Discount is given on food items ONLY – all drinks must be paid for at the full price.

These discounts only accrue to tour guides/drivers and not to guests.

Stofpad Lodge & Spa reserves the right to request proof of an individual’s tour guide status.

PENSIONER POLICY

Pensioners are entitled to 10% discount on the rack rates for accommodation services only. Pensioners must present proof of their pensioner status and specials are not subject to pensioner’s discount.

MATTRESS POLICY

If a child under the age of 12 is sharing an accommodation unit with an adult/s, an additional mattress may be requested for the child to sleep on. This is entirely subject to there being enough space within the accommodation unit for the additional mattress.

COMMISSION POLICY

Unless otherwise agreed to in writing, 10% commission is payable on the rack rates nett of VAT and the NTB Levy (the rack rate less VAT and NTB levy) for accommodation services only. Proof of NTB registration must be presented and specials are not subject to commission. Commission is payable monthly once a statement has been presented and reconciled with Stofpad Lodge & Spa records. Payment will only be made once any disputes arising from the reconciliation have been resolved.

OTHER POLICIES

DISCLAIMER

Any person or guest who makes use of accommodation and/or any other facilities, as well as any person who enters these premises does so entirely at their own risk.

The owners, management and staff of Stofpad Lodge & Spa, accept no responsibility for any death of or injury to any person, or for any damages or loss to property occasioned in any manner whatsoever, whether arising from any form of negligence or from any other cause within or extraneous to the control of any aforementioned persons.

NOISE

No noise, which constitutes a nuisance to or disturbance of any guest of the Lodge, will be tolerated. The Lodge reserves the right to forthwith cancel the accommodation or visitation agreement between the Lodge and any/or all guests who do not heed to a request from management to maintain an acceptable noise level. In such event, the said guest(s) will forfeit any deposit or amount paid for accommodation or visitation and will be expected to leave within 30 minutes of being requested to do so. The management of Stofpad Lodge & Spa reserve the right to determine what constitutes an “acceptable level of noise”.

I.T.C & COLLECTION COSTS

Should any amount of money owed to Stofpad Lodge & Spa be defaulted on, Stofpad Lodge & Spa reserves the right to forward the account to I.T.C for blacklisting. The client will be held responsible for all legal costs and collection costs.

THEFT

All persons who enter these premises make use of the accommodation and all of these facilities provided by Stofpad Lodge & Spa, entirely at their own risk. The Lodge, its owners, management and staff specifically accept no responsibility or liability for any losses sustained by the guests or visitors as a result of theft.

 SMOKING

Smoking is strictly prohibited in all of the accommodation units. Contravention will result in a fine being levied to the guests account. Please make use of the designated smoking areas.

 PETS

Pets are not allowed on our premises and no special arrangements will be made to house any pets.

SPEED LIMIT

Vehicles are not permitted to exceed a speed of 20km/h on any of our roads. Contravention will result in a fine being levied to the guests account.

CHECK‐OUT TIME

All guests are kindly reminded that check‐out time is 10:00 am, unless prior arrangement has been made with management. Management reserves the right to enforce the above. Should it become necessary to move a guest’s belongings as result of a late check‐out, the Lodge, its owners, management and staff specifically accept no responsibility or liability for any loss or damage done to the aforementioned belongings.

ACCOMMODATION UNIT CONTENTS

Guests will be required to pay for missing or broken items in the accommodation units.

ABLUTION BLOCKS

The ablution blocks for campers and caravaners are cleaned daily: Please leave them in the state you would like to find them in.

LITTERING

The utmost is done to provide you with a clean and pleasant environment. PLEASE DO NOT LITTER – ample refuse containers have been provided.

FIREWOOD

Firewood is available at our farm shop. The utilization of firewood from the Natural Environment is strictly prohibited and persons ignoring this instruction will be required to leave the Lodge without compensation or refund.

LAUNDRY

It is undertaken that the utmost will be done to ensure that the best possible care is taken of all guest’s laundry, however Stofpad Lodge & Spa cannot be held responsible for any loss and/or damage done to articles of clothing.