Terms & Conditions

Securing your Reservations

In order to confirm our clients’ reservation, Icon Expeditions requires full pre-payment for international, domestic and regional flights (excluding chartered flights) and 30% deposit on the difference at the time of making your booking. Failure to do so will result in your reservation automatically being cancelled. The balance of payment is due 8 weeks (60 days) prior to the commencement date of your itinerary. Bookings made within 8 weeks (60 days) prior to departure are subject to full prepayment at the time of confirming the reservation.

Our Refundable Deposit Terms

For all new bookings made with us from 15 August 2021, we provide all our customers with enhanced refund terms on their deposit amount (not applicable for existing bookings, new bookings with arrival less than 60 days prior, new SADC bookings, new bookings with one (1) hotel only, and vouchers). If you are unable to travel, due to unforeseen circumstances outside of your control, you may be entitled to a full refund of your deposit. Please consult our refundable deposit T&Cs for more information.

Should there be inability to travel due to Covid 19 restrictions when the balance is due (60 days prior to arrival), you have the option to postpone your trip to a later date (please see the “New bookings - maximum flexibility” section below). This guarantee, as well as the related changes to our general terms and conditions, apply exclusively to an inability to travel due to Covid-19 restrictions implemented by government policy (i.e. quarantines, travel bans and lockdowns) which could possibly still exist during the booked travel period and preventing travel from taking place.

Given the uncertain nature of air travel at present, any flights booked through Icon Expeditions will be quoted with flexible fares and will be inclusive of insurance, be they international, regional or domestic. While we recognise that cheaper flight options will be available, we recommend that, whether booking your flights direct or through your Icon Expeditions Travel Expert, you choose flexible fares from the outset. In doing so you will not only mitigate the risk associated with flights but will be provided greater flexibility should you wish to postpone or change your travel dates at any time.

New Bookings– Maximising Flexibility

In order to give our guests increased comfort, new bookings made with us between 31 March 2021 and 31 December 2021, with a travel date anytime from March 2021 onwards; should there be inability of travel when the balance is due (60 days prior to arrival), you have an option to postpone your trip (subject to availability). Any additional costs incurred due to changes or additions to your itinerary and upgrades, such as additional costs for changing seasons or upgrades to your accommodation, will still apply and need to be paid additionally by you.

Our Standard Cancellation Policy outside of our refundable deposit terms

  • Cancellation prior to 8 weeks of travel - Full 30 % deposit is forfeited
  • Cancellation 8 – 4 weeks prior to travel - 50% of total cost is forfeited
  • Cancellation less than 4 weeks prior to travel - 100% of total cost is forfeited

Please note that at certain times of the year and for certain of our suppliers, cancellation policies may be more stringent than our above policy and therefore the Company holds the right to forward such additional cancellation charges onto the client should such an instance occur. For more info regarding this, please clarify with your Travel Consultant.

Our Cancellation Policy for Deferred booking due to Covid-19

For all Icon Expeditions deferred bookings there will be no change to the original terms and conditions signed on confirmation of the original booking, if the client chooses to cancel the booking post deferral the 30% non refundable deposit will be forfeited and individual airline cancellation policy will be applicable for all flights. Any additional costs incurred due to changes or additions to your itinerary and upgrades, such as additional costs for changing seasons or upgrades to your accommodation, will still apply.

Flight Bookings and Payment

Please note that in the event of flights being booked and secured by Icon Expeditions on behalf of the client, payment is required by credit card because of the time delay of securing funds to us when paying by bank transfer.

In addition to this, when booking flights with Icon Expeditions we require passport details of all passengers’ booked. Please provide full name(s) and last name as indicated on the "barcode" at the bottom of your passport bio page. Failure to provide the correct spelling, may result in additional fees for the client's account, if any corrections need to be made. It is a security procedure which will ensure there are no discrepancies. Icon Expeditions accepts no responsibility for incorrect passport numbers or incorrect spelling of full names as submitted by the client. Any additional charges for changes to flight tickets will be for the clients’ account. Please ensure that you provide accurate information via the Traveller Information Form.

Passengers weighing 100kg (220lbs) or more must please notify us in advance as an extra seat must be reserved and cost into the booking. For light aircraft transfers your consultant might request all passenger’s weights as part of the booking and confirmation process, this information is required for light aircraft transfer company’s, for weight distribution and balancing of aircraft requirements.

In the instance where an airline is grounded for whatever reason (e.g. bad weather), while the company will facilitate the booking of new or alternative transport services, the settlement of such requirements will be for the clients’ account. Should the client qualify for any flight refunds the company will facilitate the refund process. Please note airline refunds take between 6-8 weeks in any normal circumstances.

Please note that the luggage allowance on all Southern Africa flights is 20 kg (44lbs) per person. In addition to this, luggage needs to be soft-sided (no wheels or rigid frames for Botswana or East Africa) for scheduled charter flights and cannot be overly large or bulky. The allowance for scheduled charter flights in East Africa is 15 kg (33lbs). Please check with your consultant.

Trip interruption, amendment and extension

In the unlikely event of an unscheduled interruption, amendment or extension to the itinerary while traveling (flight delays, bad weather, strikes or any other cause which is beyond the control of Icon Expeditions) all incurred expenses relating to these changes will be for the client’s account.


We highly recommend all clients to subscribe to travel insurance covering for cancellations or medical emergencies. Icon Expeditions’s preferred and recommended insurance is Global Rescue, a leader and pioneer in the travel services industry. For more information on our recommended insurance: Global Rescue Please get hold of one of their helpful consultants through the above link or indicate your interest to your travel expert, who will be able to assist in connecting you with Global Rescue’s team.


Please note that anyone travelling to Southern Africa must have two consecutive blank pages in their passport which lie side by side when the passport is open (i.e. a left and a right-hand page) per country that is visited. Passengers travelling to Southern Africa with passports which do not comply with these requirements, will either be stopped from boarding the aircraft or risk deportation on arrival in Southern Africa.

Travelling with Children

Parents travelling with children (any person under 18 years of age at the time of travel) into or out of Southern Africa may be asked to show the child’s full unabridged birth certificate. A parent traveling with children, without the other parent, will need a police certified letter of consent from the absent parent. Furthermore, please note that passengers entering many African Countries (including but not limited to South Africa, Botswana and Zambia) must have passports valid for at least 6 months after the travel entry date. Failure to adhere to this regulation may result in immediate deportation to the country of origin at own cost to the client.

Exchange rates and adjustments

Quotes are provided at the ruling daily exchange rate. Until Icon Expeditions has received payment, Icon Expeditions reserves the right to amend any quote before payment is received. Should the quote be increased as a result of an exchange rate fluctuation, the client undertakes to settle for any incurred increase. The onus will be on the client to check that there have been no changes in the quote prior to making the payment. Icon Expeditions accepts no liability for bookings that have been cancelled because no payment has been forthcoming.


Although Icon Expeditions endeavours to provide accurate, up-to-date and truthful information on this site, neither Icon Expeditions nor any of its employees, agents and associates make any representations or give any warranties, whether expressly, tacitly or implied, as to the operation of the site, the information, content, materials and products included and available from this site.

Icon Expeditions, its employees, agents and associates will not be liable for any damage of whatsoever nature arising or resulting from the use of or inability to use this site or the information contained hereon, including but not limited to direct, indirect, incidental, punitive and consequential damages.


The information contained on this site is an invitation to do business and not an offer. If you forward an offer to us, Icon Expeditions shall indicate their acceptance thereof by return mail. Icon Expeditions acts herein as an agent for our respective business partners and therefore any agreement resulting from the acceptance of an order is deemed to be an agreement between the relevant business partner and yourself.

Editorial Control

This website contains content provided by third parties and hyperlinks to other sites. Icon Expeditions does not screen or filter such content or the other sites or information available from the other sites, and therefore does not accept any liability for defamatory, illegal or criminal content contained on those sites. We encourage our users to report any infringement, illegal or criminal content found on any of the sites available through links from this site in order to investigate whether such a link should be removed. Due to the variation of season our rates are purely an indication and whilst we do our level best to maintain the accuracy these are indicative.

Applicable Law

This site is created, maintained and controlled in the Republic of South Africa and as such, the laws of the Republic of South Africa and the jurisdiction of the South African Court govern this user agreement and the use or inability to use this site.

Intellectual Property Rights

All the content on this site, including text, graphics, logos, icons, designs, colours, layout and trademarks are the intellectual property of Icon Expeditions and its associates and are as such protected by South African and International Intellectual Property Law.

Change to User Agreement

Icon Expeditions reserves the right to make changes to this site and this user agreement at any time without notice.


Copyright © 2023. Icon Expeditions, 103 Francis Street, Zonnebloem, Cape Town, South Africa.