Terms & Conditions
1. What a booking includes
1.1 Full camp
Each 5m canvas bell tent is supplied fully furnished with:
Two full-size single beds on raised frames
Hotel-quality white linen and towels
Floor rugs
Two bedside tables
Solar festoon lighting inside
Two director's chairs
A welcome mat
1.2 Minimum and maximum
Full camps start at 10 tents (20 guests) and run to a maximum of 20 tents (40 guests). Minimum stay is two nights.
1.3 Rates
Tents are charged at R1,200 per tent, per night. Fuel is quoted separately based on the distance from our base to your site, and is confirmed in writing before you pay a deposit.
1.4 Dry hire
Unfurnished tents are available on request at R1,000 per tent, per night, minimum two nights. Dry hire includes the tent, poles, pegs and carry bag only. Collection and return are your responsibility.
A R4,000 refundable damages deposit applies to every dry hire booking. It is returned within [__] working days of the tent being returned clean, dry and undamaged. Canvas returned damp will be charged for at replacement cost if mildew develops.
1.5 What we don't supply
We do not provide bathrooms, catering, generators or power. We work with service partners in each of these areas and are happy to introduce you.
2. Check-in and check-out
Check-in: from [2pm] Check-out: by [10am]
If you need to arrive earlier on your day of arrival, ask us in advance and we will accommodate it where we can. Arriving early without notice may incur an additional fee, since our team schedules setup around confirmed times.
Check-out after [10am] without prior arrangement is charged as an additional night.
3. Confirming your booking
A booking is confirmed only once we have notified you in writing that your deposit of 50% has been received.
Until then, the dates remain available to other clients. If someone else enquires about your dates before you have paid, we will make reasonable efforts to contact you and give you the opportunity to secure the booking first.
The balance is due 7 days before your arrival date.
4. Your responsibilities
4.1 Before we arrive
To let us set up properly, you must:
Provide flat ground. Tents cannot be pitched on uneven or sloped ground. We will not set up on a site that does not meet this requirement, and the full booking amount remains payable if we arrive to find it does not
Send photographs of the setup area at least two weeks before the event, so we can confirm the ground is suitable
Clear and prepare the area to the specification we give you. If our team has to clear the site on arrival, that time is charged to you
Confirm vehicle access. Our vehicle needs a clear route measuring at least [3.6m high and 2.6m wide]. If we cannot reach the site on the day, setup cannot proceed and the full booking amount remains payable
4.2 During your stay
You are responsible for the tents and everything in them:
No smoking, eating or drinking inside the tents
Nothing heavy leaned against the canvas — bicycles, suitcases, equipment
Any furniture or decor you bring in must be removed before check-out
Tents must be closed whenever unattended
Tents and equipment must not be damaged or misused
4.3 Damage and replacement
Any damage occurring during the hire period is for your account.
Linen or towels with permanent stains (grease, blood, red wine) are charged at replacement cost
Linen or towels needing specialist cleaning (vomit, makeup) are charged at the cost of that cleaning
Lost, broken or missing equipment is charged at replacement cost
4.4 Personal belongings
Luggage and personal effects remain your responsibility at all times. Cape Glamping cannot accept liability for loss of or damage to personal property.
5. Changes to your booking
5.1 Reducing the number of tents
More than 60 days before the event — no fee
31 to 59 days before the event — 50% of the value of the tents removed
30 days or fewer before the event — 100%, meaning you are invoiced for the original number of tents
Example: you book 16 tents and reduce to 12 at 45 days' notice. The four tents removed are charged at 50%.
5.2 Adding tents
Subject to availability. The difference between your original quote and the revised quote is payable to secure the additional tents.
5.3 Moving your dates
Rescheduling depends on availability. You may reschedule once at no cost provided the new date falls in the same calendar year. If the new date falls in a following calendar year, you pay the difference between the rates.
If we have no availability on your proposed new dates, the cancellation terms in section 6 apply.
6. Cancellation
Cancellation fees are calculated on the total value of the booking.
More than 60 days before the event — no fee
31 to 60 days before the event — 50% of the booking value
30 days or fewer before the event — 100% of the booking value
Refunds are calculated according to the above and paid within 7 working days.
7. Weather and events beyond our control
7.1 Weather
We cannot accept responsibility for delays, postponements or cancellations caused by weather, and we are not liable for any loss, damage, inconvenience or injury arising from weather conditions.
7.2 Our right to cancel on safety grounds
Where the forecast indicates conditions that would make the camp unsafe; heavy rain, or sustained winds above 50 km/h, we reserve the right to amend the check-out time or cancel the booking. We will always contact you to discuss this as early as we can.
Where we cancel on safety grounds, you may choose either a full refund or a free reschedule to any available date.
7.3 Restrictions imposed by authorities
If national or provincial regulations prohibit your event from taking place, and this becomes known at least two weeks before your arrival date, the cancellation timelines in section 6 do not apply and your deposit is refunded in full. We would encourage you to reschedule rather than cancel.
8. Liability
Our total liability in connection with any booking is limited to the amount you have paid us for that booking. Nothing in these terms excludes liability for death or personal injury caused by our negligence, or for anything else that cannot lawfully be excluded.