Terms and Conditions

Last updated: June 05, 2023

Please read these terms and conditions carefully before using Our Service.

  • Book Vic Falls PVT Ltd is the trading name of Book Vic Falls PVT Ltd. It can be referred to below as – the “Company”, “we”, “our” or “us”.
  • Website– refers to Book Vic Falls, accessible from bookvicfalls.com
  • You – means the individual accessing or using the service, or the company.

Privacy Policy

We want you to know that protecting your data and privacy is important to us at Book Vic Falls.

We have also moved to work within the General Data Protection Regulation – GDPR – requirements to make sure any information supplied to us is secure, visible to only those necessary and within your control.

We are happy to share information with you but please note the content on this website is copyright protected.

To go to the following link to read our full Privacy Policy.

Terms and Conditions

If you have used our Instant Book function or asked us to make bookings for any accommodation, activities, or off the beaten track adventures, then the following terms and conditions apply, unless otherwise stated by us in writing.

The Company acts as booking agents between you and the various providers of accommodation and activities we offer.  We are therefore able to offer a wide range of options to our clients, but, as we do not own or manage the organisations who provide these services, we cannot be made liable for any of their actions, which are beyond our control.  We always try our best to review and test all of our suppliers’ products and services.

As an agent, we receive a discounted rate from travel accommodation and activity providers.  We offer these products to our clients at the same retail price offered by our providers. The difference is how we earn our income and how we are able to offer this specialised service at no extra cost to you.  We do not charge a fee to book with us.

We are here to help you plan your trip to Victoria Falls your own way with our Instant Book function, or with personalised recommendations from our team for off the beaten track adventures. We try our best to keep the information up–to–date and accurate and we can guide you with visa and medical requirements, but we also encourage you to do your own research and consult with us if you have any doubts or questions. We want you to have a safe and enjoyable trip, but please understand that we cannot be held responsible if unforeseen circumstances arise. So, let’s work together to ensure your journey is everything you hope it will be.

We want to make sure that you understand that we always strive to provide accurate and helpful information in our content and correspondence, however, we cannot be held responsible for any unexpected issues or mistakes that may occur. Our top priority is to always do our best to ensure your satisfaction and provide the best possible service.

Booking and Payment Process

Payment of your deposit or any payment paid by you is confirmation of these terms and conditions, detailed within this page.

Our Booking and Payment process is simple and designed to facilitate payments from anywhere in the world.

To start the process, take a look at all the options for accommodation and activities on our website.  Once you have decided what you want to do you can either Instant Book on the page you found it, or Talk to Us.  Click the Instant Book button anywhere on the site and you will be taken to the Instant Book Function where you can search for your chosen Accommodation and/or Activity.  Click the Talk to Us button and you will be directed to our contact page where you can either call us, email us or fill out our enquiry form.  We are constantly adding more things to do and places to stay to our instant book function.  You may find some experiences on our site that cannot be booked instantly yet, but talk to us and we will personally facilitate the booking for you at no extra cost.

Please feel free to ask as many questions as you need.

Once payment has been received, you will be issued with your travel itinerary and confirmation vouchers. These should come instantly once you have completed the Instant Book process, or within 72 hours if working with a consultant. Confirmation vouchers will detail any activities or accommodation on your trip and these are also sent directly to the operators – activity provider, hotel, lodge, tour operator etc – for their reference.  Present the vouchers to your various activity or accommodation providers on arrival.

Bank transfer costs – all these charges are for your account and are usually charged by your bank accordingly.  Otherwise, these will be charged as an outstanding balance on your booking.

Credit card payments incur a 2 % transaction fee.

Payment Requirements

Accommodation Reservations:

A 30% deposit payment is required for confirmation of an accommodation reservation.  A 50% deposit payment is required 60 days prior to the date of arrival.  Full and final payment is required 30 days prior to the date of arrival.

Activity & Off the beaten track Reservations:

In order to hold your bookings, a deposit payment of up to 30% is required.  The balance is owed and to be paid 30 days prior to your arrival.

Cancellations and Refunds

We work closely with all of our accommodation and activity providers as their trusted agents, and we fully respect and abide by their individual cancellation policies. We understand that these policies may vary between providers and we are committed to treating each case with the utmost care and attention to ensure the best possible outcome for our clients.

Our Cancellation and Refunds policy is as follows:

Where cancellation is the client’s decision:


Some accommodation providers require a 20% non-refundable deposit upon confirmation of booking.  Please confirm with us on this.  Cancellation policy as follows:

  • 30-60 days prior to arrival, 50% of the value of rooms cancelled. Discretionary.
  • 15-29 days prior to arrival, 75-100% of the value of rooms cancelled.
  • 0-14 days prior to arrival, 100% of the value of rooms cancelled.
  • Confirmed bookings arriving after 60 days will be subject to a 3.5% cancellation fee + 2 % card fee on amount already paid, if applicable.

*Please note that this policy differs between the different accommodation providers, the time of year and the demand for rooms.

*Despite the official cancellation policies, detailed above, our excellent working relationship with our providers are such that they will endeavour to provide our customers with a full or partial refund – but this cannot be guaranteed.  This will be treated on a case-by-case basis.

Activities and Transfers

  • 100% cancellation fee will apply for any bookings cancelled with less than 48-hours’ notice prior to pick-up or any no shows.
  • For confirmed bookings commencing after 48 hours, a 3.5% cancellation fee + 2 % card fee on amount already paid will be applied.

*Some operators will waive this cancellation fee (at their discretion), where refunds for cancellation or no-shows can be issued, however, this will be on a case-by-case basis.

*We will discuss the policy with our activity providers and endeavour to provide our clients with a full or partial refund wherever possible – but this cannot be guaranteed.

Where cancellation is due to the fault of Book Vic Falls Pvt Ltd or our employees.

Where an activity has been unable to be rescheduled or completed due to the fault of the operator or agent, then a full refund will be issued.  Where the activity has still been completed, however, the client has been seriously inconvenienced – then a full or partial refund will be issued, dependent on the circumstances and severity of the incident.

Travel Insurance (in relation to cancellation and refund policies)

In most cases, travel insurance will over-ride these policies, as you will be re-imbursed by the Travel Insurance provider if you have had to cancel for applicable reasons.  It is well worth taking out Travel Insurance with a reputable provider and getting cover for both medical and travel.  Please look into these policies in your home country.

Travel Insurance in general

Book Vic Falls Pvt Ltd (the Company) does not provide travel insurance.  We do, however, recommend that our clients take out Travel Insurance cover as a necessity.  Most of the operators and activity providers that we use have extensive insurance cover in the unlikely event of injury or death, but the company acting as the agent shall not be held liable for any loss, damage, injury or death whatsoever.

As travel involves many logistics, from travel arrangements and flights to the specific activities our clients embark on – such as safaris, adrenaline activities or even a sunset cruise, there is risk involved and these can be potentially hazardous.  It is your responsibility, as the client, to ensure you have the correct travel insurance in place.  We will advise as best we can, however, it is best to look into these options well in advance of your trip.