Terms & Conditions

The following booking conditions form the basis of your contract with DOWN TO RUN LLC and you should therefore read them carefully. In these conditions, ‘we’/’our’/’us’/’ourselves’ means DOWN TO RUN LLC; ‘you’/’your’ refers to the customer. References to ‘suppliers’ means all third parties who provide services to you including airlines.

DOWN TO RUN purchases transportation, hotel accommodations, tours, and other services from various independent suppliers unrelated to DOWN TO RUN LLC. In using the services of DOWN TO RUN to purchase & reserve such transportation, accommodations, tours and other services you agree to be bound by the terms and conditions by which we agree to provide services. All services are non-transferable once purchased.

Making your Booking

A non-refundable deposit of US$366.50 per person is required at the time of making the reservation, if the reservation is made more than 42 days prior to departure. Receipt of a deposit payment is full acknowledgement that you have read in full our terms and conditions.

Where we are in a position to do so, we will confirm your arrangements immediately upon receipt of the deposit so that your vacation is secured. Sometimes, we are unable to confirm certain arrangements immediately (for example: where accommodation is only available upon request) and in this case, we shall confirm all arrangements to you once we have received the supplier confirmation(s). In the unlikely event a hotel/tour choice is fully booked, your DOWN TO RUN consultant will offer a suitable alternative.

DOWN TO RUN quotes/itineraries are quoted in US$ based on the current exchange rate for the payment may be made by check, cash, wire transfer, MasterCard, Visa, American Express or Discover. For payments made by check within three weeks of departure, we require a certified bank check. For payments made by wire transfer, any related transaction fees in the sending of funds to or receiving funds from DOWN TO RUN are your responsibility.

If payment is by credit card, in order for documents to be released, a signed Credit Card Authorization Form is required which will acknowledge you have authorized us to charge your credit card and have read, understand and agree to the Terms & Conditions. To obtain a copy of this form, call your travel consultant.

All prices on our Itineraries/quotes, website & brochures reflect a 3-4% discount for purchases made by check or wire transfer. There are no discounts for purchases made by credit cards.

The cost of your vacation

All prices listed on website & brochures are ‘from’ prices in US$ and clearly specified as per person or per room.

Please be aware that certain resorts, lodges and accommodations do not permit children under a certain age and as such, if one of your party is a child under 18 years it is imperative you notify your DOWN TO RUN consultant at the time of quote preparation or reservation.

DOWN TO RUN reserves the right to pass on in full, at anytime, an increase on vacation arrangements that may be introduced by a supplier. The suppliers and we also reserve the right to correct errors at any time before and after the booking is confirmed. You will be given a current price at the time of booking.

Prices will not be changed after full payment has been received by DOWN TO RUN for the final invoice price.

Changes to your package

Should you wish to make changes to your final travel itinerary you must notify us as soon as possible. Whilst we endeavor to assist, we cannot guarantee we will be able to meet any such requests and cancellation of a previously confirmed service will be subject to the cancellation conditions set out below under “cancellation of your vacation”.

Cancellation by you

Cancellation of your trip must be received in writing. Your ground arrangements cancellation charges are calculated as at the date when the written cancellation is received by us and as a percentage of your package price excluding any travel insurance premiums which are generally non-refundable if you cancel.

Period before package date
Within which written notice is received
Cancellation charges
63 days or more Deposit Only
42-30 days 25% of ground trip cost
29-22 days 50% of ground trip cost
21-15 days 75% of ground trip cost
14 days- Day of departure/during tour 100% of ground trip cost


Please note that, for certain hotels, tours etc., the cancellation charges more than 15 days before departure may be higher than those shown above.

Depending on the reason for cancellation, you may be able to claim for these cancellation charges under your insurance policy. Claims should be submitted directly to the insurance company concerned.

Where any cancellation reduces the number of passengers traveling together on a family, friends or group trip we will recalculate the updated package price and re-invoice you accordingly.


Cancellation by us

If transportation or other services are cancelled by us, all sums paid to us for services not performed in accordance with the confirmed travel arrangements will be returned to you. The sums will be paid within 30 days of us receiving the money from the supplier with whom the services are arranged. Alternatively, the credit paid can be applied to another DOWN TO RUN reservation.

Travel insurance

We strongly recommend you purchase travel insurance providing coverage for loss of deposit, cancellation fees, medical expenses, lost baggage and other potential travel-related losses under certain circumstances. Please read the different policy options carefully to ensure you are adequately covered.

Special Requests

If you have any special requests, please inform us at the time of making your booking. We will make every attempt to ensure that the request is honored, HOWEVER, we cannot guarantee such special requests will be met.

Responsibility of DOWN TO RUN

DOWN TO RUN purchases transportation, hotel accommodations, tours, and other services from various independent suppliers that are not subject to its control. DOWN TO RUN cannot therefore be held liable for any personal injury or property damage, or any other special or consequential damages that may occur due to (a) intentional, wrongful, negligent, or arbitrary acts or omissions on the part of a supplier, its employees and others not under the direct control of DOWN TO RUN or (b) defects or failures of any aircraft, vessel, automotive vehicle or other equipment or instrumentality under the control of independent suppliers.

In addition, DOWN TO RUN cannot be liable for delays in departure or interruption of your vacation arrangements caused by weather conditions, technical problems of any aircraft, vessel, auto-motive vehicle or other equipment or instrumentality, strikes, war, terrorist activity, civil commotion, or any causes beyond the control of DOWN TO RUN. In no event will DOWN TO RUN be responsible for incidental, consequential or special or incidental damage or loss suffered by any person.

In issuing tickets and coupons for transportation of the purchaser by any means, and making arrangements for hotel or other accommodation, DOWN TO RUN is not acting as principal but only as agent for the companies, corporations or persons providing or offering the means of transportation and accommodation.