Terms & Conditions

1. Cancellation
In the event you wish to cancel your reservation for any reason, such cancellation must be made in writing and in such instances, cancellation charges will be levied in accordance with the following:
More than 15 weeks notice- deposit is forfeited. Less than 15 weeks notice- 50% of tour cost
Less than 4 weeks notice- 100% of tour cost

In accordance with standard tour operation procedures, Trade Fair Travel reserves the right to cancel any tour or portion thereof prior to departure, in such event the entire payment made by the passenger will be refunded without any further obligation on the part of Trade Fair Travel.

2. Tour Prices
The prices in this brochure are based on tariffs and rates of exchange as shown on each itinerary. Trade Fair Travel expressly reserves the right to adjust tour costs in accordance with air fair increases, currency fluctuations or tariff adjustments to which it may be subject subsequent to the above date.

3. Delays
Trade Fair Travel does not hold itself responsible, nor can it be held responsible for any delays prior to departure, or during the course of any tour mentioned in this brochure, whether brought about by technical difficulties, strikes, weather conditions or any other circumstances whatsoever whether foreseen or unforeseen.

4. Unused Services
No refund will be considered for any unused services, irrespective of whether they form part the basic inclusive tour price or whether they are in respect of pre-booked optional arrangements.

5. Air fares
Air fares are based on the cheapest available air fares in economy class.

6. Reservations
A Non refundable deposit of R 2000 per person is payable at the time of reservation, the balance of the tour price is due and payable 8 weeks prior to departure. Trade Fair Travel reserves the right to cancel any reservation for which the total price has not been paid by due date, in which case the deposit paid will be forfeited to Trade fair Travel.

Reservations will only be regarded as confirmed bookings when the official booking form has been completed in full and signed by the passenger and deposit is received. When one passenger signs a form which a number of passengers have been booked, the signing passenger is deemed to have signed on their behalf and therefore is presumed to have informed them of the conditions and to have assumed their liabilities and responsibilities and terms thereof.

7. Tour prices exclude
Tour prices do not include costs of obtaining VISA’s and passports, telephone calls, laundry, entertainment arrangements not shown in the itinerary, meals and beverages, unless actually specified, and any other items of a personal nature.

8. Documentation.
All passengers will be personally responsible for ensuring that they are in possession of a correct documentation prior to travel. Trade Fair Travel does not accept responsibility for any consequences whatsoever arising from a passenger failing to ensure that he/she has complied with the necessary health, passport and VISA requirements.

9. Travel certificate
Passengers over the age of 75 years require to provide a medical certificate attesting to their fitness to travel.

10. Responsibility
All Tours are booked and all tour arrangements are made on the express condition that Trade Fair Travel, their servants and agents shall not be responsible for, and shall exempt from, all liability in respect of any loss, damage, accident, delay or inconvenience to any person, or his or her luggage, or other property wherever, whenever, and howsoever the same may occur.
Swiss airlines and other IATA carriers are not to be held responsible for any act or omission or event during the time passengers are not aboard the aircraft, or conveyance. The carriers liability for acts, events and omissions which may occur during the carriage by air is governed by applicable laws and regulations and by the conditions which appear.

11. Unscheduled Extensions
In the unlikely event of there being an unscheduled extension to the journey, caused by flight delays, bad weather, strikes or any other cause which is beyond the control of the tour operator, it is understood that expenses relation to these unscheduled extensions, (hotel accommodation etc.), will be for the account of the passenger. Please check your travel insurance policy for full details of any reimbursement due from the insurers.

12. General Information
(a) Baggage allowance.
A baggage allowance of 20 Kilograms per person is permitted.
(b) Driving License.
If passengers intend to drive a rental car, they should obtain an international driving permit from their local AA office.
(c) reconfirmation
Passengers are reminded that onward flights must be reconfirmed within 24 Hours of arrival at any destination. Failure to do so may result in the cancellation of a flight reservation by an airline.

13. Insurance
A special group insurance is provided for the duration of the tour.
Emergency medical and related Expenses R 25 000 000
Personal liability R 25 000 000
Cancellation and curtailment R 30 000
legal cover R 7500
Personal Accident insurance R300 000
Baggage insurance R20 000
Full details issued with Policy

14. Credit card Payments
Regrettably credit cards cannot be accepted as payment.

At the time of print, South African Passport holders will require a VISA to enter Germany.
N.B. Foreign passport holders who are South African Citizens must apply for an S.A. passport.

16. Vaccinations
No specified inoculations are required by SA health authorities.

17. Hotels
Whilst every effort will be made to accommodate clients in hotels specified in the tour programme, it may be necessary, due to situations beyond our control, to offer alternate but similar grade hotels.

18. Group size
Tour costs are based on a minimum of 10 passengers and prices may be increased should we not reach this amount.

19. Amendments
Any changes or alterations made once the air tickets have been issued will incur a R500 per person amendment fee, over and above any fee charges by our agent or airline

20. Late Booking fee
Any reservation made after the cut off date as shown on the itinerary, be subject to additional fee R250 per booking, irrespective whether confirmed or not, and is payable in advance

21. Booking Form
To secure a Booking it is essential that the completed booking form and required deposit is sent to Trade Fair Travel, P.O. Box 354 Warner Beach 4140, or fax 27 31 916 5674 before any confirmation will be sent

22. Travel Insurance
Whilst we encourage the use of credit cards for payment of air tickets, we have included a special insurance in all our tours on a daily basis for the duration of the tour, and is based on a minimum of 10 passengers. This has been arranged through Europe Assistance and covers Emergency medical and Related expenses- R10 million / personal Liability Insurance- R2 Million / Cancellation and Curtailment Insurance- R5 000 / Default Insurance- R5 000 / Personal Accident -R50 000. Delegates extending their stay or deviating from the date of the tour can be supplied with additional cost.

23. Visas
Currently all South African Passport holders will require a visa to visit Germany, full details, locations of consulates, costs etc., are inclosed with these documents. It is vitally important, to avoid delays that you adhere to the instructions. Failure to do so will result in the German Embassy returning your application.

24. Banking Details
Our bankers are Nedbank Amanzimtoti, Branch code 130627, Account No: 1306040507, we ask that you fax your deposit slip to 27 31 916 5674

25. Credit Cards
Please note that all major credit cards are only accepted as payments for air tickets and if you wish to utilise your card, you must comply with special instructions. Since Trade Fair Travel is not a credit merchant, the balance of the tour is due by cheque, which we ask you to deposit into our Bank Account.

26. Hotel Locations
The standard of our Hotels in usually 3* to 4* and are located as close to the Trade Fairground as possible. However with the demand for accommodation we are often obliged to seek accommodation out of the city centres, both because of bed shortages and cost. However all hotels are located within easy reach of railway stations, underground or tram stops making the travel to the fair ground as easy as possible. The transport system in Germany is excellent, and the cities of Cologne and Munich your fairground entrance ticket allows you free travel on the Municipal Transport Sysytem

27. Transfers
All our tours include a one way transfer airport to hotel, we do not include a return transfer as most of our delegates usually make alternative arrangements by traveling on to other destinations

28. Late Booking Fee
Due to the extremely onerous booking conditions of German hotels we are obliged to charge a late booking fee of R 200.00 to cover communication costs for any bookings received after the official cut off date, when unsold hotel rooms are returned to the hotel

29. Travel Declaration Form
Following amendments at the last budget, to comply with the South African reserve bank rules, we are required to furnish a copy of your invoice plus clients residential address to our bank when applying for overseas drafts to pay for land arrangements, and ask you to complete the attached document and Fax back to our office on 27 31 916 5674

30. Amendment Fee
Due to the extra communications cost and courier costs, there will be a R 200.00 amendment fee applicable after ticket sales are issued. This is over and above any charges, (currently R600), the airlines may charge

31. Final Payment
Is due no later than six weeks prior to departure, and no documents will be sent without full payment and your receipt of your residential address