International Accommodation Specialists

Terms and Conditions of expostay.com


(Hereinafter referred to as “expostay.com”)

About us

A division of OUTBOUND TRAVEL & Trade (Pty)Ltd, expostay.com operates as a brokerage for all types of accommodation both in South Africa and internationally. The company prides itself on an unparalleled ability to provide the best accommodation alternatives available, including the unusual and often hidden options, combined with unbeatable quality and price at every level.

Our vision is to create a world class 21st century travel experience through an online booking facility for all travel needs with a two hour turnaround time for individual requests and two working days for groups.

As the booking agent for the suppliers of the tour packages we organise, bookings for their services will form a direct contract between you and the relevant supplier, and will be subject to that supplier's standard terms and conditions. Please read the following booking conditions carefully, as they set out the terms and conditions of the contract between you and expostay.com.


1. Availability of accommodation and flight options cannot be guaranteed until full payment is received. Full payment must be reflected in our account before a reservation can be finalized and confirmed. Land and air arrangement prices and availabilities can only be guaranteed once full payment has been received. Should we not be able to confirm your reservation after receipt of payment a full refund of all payments will be made immediately. Cancellation conditions are as per the terms and conditions of the hotel and the airline tickets.

2. For certain travel packages bookings can be secured on payment of a deposit. You will be advised at the time of booking what deposit payment is required for your particular travel arrangements. The balance of the cost of your travel arrangements must be paid no less than eight weeks prior to departure. If your booking is made within 8 weeks of departure, the total cost of your travel arrangements must be paid at the time of booking. Please note: FAILURE TO PAY ON TIME COULD RESULT IN THE AUTOMATIC CANCELLATION OF YOUR BOOKING.

Late Booking Fee & Communication Expenses (Telephone Calls)

1. In the event of a booking (except South African bookings) being made less than 7 days prior to the date of departure, expostay.com reserves the right to charge for any extra communication expenses. Full payment is due immediately on confirmation and is non-refundable on all late bookings. Some bookings require full payment at the time of booking i.e. prior to confirmation. If we are unable to secure confirmation you will be refunded in full.

Price Changes

1. The costs associated with travel arrangements are not always stable, and currency movements can fluctuate sharply. It is impossible to predict these movements in advance. When you book a package through us, we reserve the right to pass on any surcharges to you. Surcharges may be imposed to cover increases in transportation costs, including the costs of fuel and security charges, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports, or exchange rates applied to the particular package.

2. Expostay.com guarantees the price of land arrangements only once full payment is received.

3. Airfares are subject to the prices and conditions quoted by the particular airlines and cannot be guaranteed by expostay.com.

Methods of Payment

All transactions will be processed in South African Rands (ZAR).

Credit cards

We accept MasterCard, Visa, Amex and Diners Club credit cards. If you do not have a credit card please utilise one of the other payment options. We apologise for any inconvenience.


Please note we require a minimum of 7 working days to clear all cheques before a booking can be made, confirmed and documents can be issued.

EFT – Electronic Fund Transfer

This method is one of the most widely used ways of sending money online. Once you have completed your booking and payment form, select the option to pay via EFT – You will then have to load expostay.com as a beneficiary on your internet banking profile and use your unique booking number as a reference. This should ensure speedy procesing of your booking.

We accept EFT transfers, or cash deposited into one of our bank accounts, subject to condition that the EFT transmission report or the cash deposit slip is provided to ourselves and such payment has been confirmed as received by ourselves.
Please note that a 2.5% discount will apply with direct EFT transfers (SA payments only).
Please note that foreign EFT / SWIFT transfers attract bank charges in the sender and receiving bank – these charges are for the payer’s account.
Please note that cash deposits attract cash deposit fees, which will be for the payer’s account.

expostay.com banking details:



Branch :


Account No. :


Branch Code :


SWIFT Code :

SB ZAZA JJ 03-30-12

Tel :

+27 21 855 2683

Tel :

+27 21 855 4107

Fax (Intl) :

+27 21 855 2683

Fax (SA) :

086 505 5237

Processing of Bookings

Processing will not begin until we receive your completed Booking form and full payment.

For more information on other payment options, please contact the expostay.com team @ info@expostay.com or Fax (Intl) : +27 21 855 2683 Fax (SA) : 086 505 5237 or Tel : +27 21 855 2683 or Tel : +27 21 855 4107


We consider adequate travel insurance to be essential. All premiums must be paid at the time of booking, as cover will not be effective until then. Please ask your travel agent for insurance options. expostay.com will not be liable if anyone should fail to take adequate insurance cover.

Flight and Other Travel Timings

1. Flight timings are provided by airlines and are subject to Air Traffic Control restrictions. All means of transportation are subject to weather conditions, the need for constant maintenance, and the ability of passengers to check-in on time. There is no guarantee that flights, ferries, ships, trains or coaches will depart at the times stated on any itinerary or tickets which you receive. All timings are estimates only, and we do not accept any liability for any delay, however arising, or for any schedule alterations.

2. Flight Reconfirmation
It is your responsibility to ensure that you reconfirm the departure date and times of all your flights at least 72 hours prior to departure. This is particularly important in respect of subsequent journeys once leaving South Africa and expostay.com hereby specifically excludes any liability for any delay and /or loss as a result of your failure to reconfirm any flight and/or connecting flight.


1. Documents: (vouchers, itineraries, etc.) are only prepared on receipt of full payment of the package price, and signed conditions of contract (i.e. our booking form) and will be ready 48 hours after full payment has been received in our account. Normally your travel agent will arrange collection of your documents.

2. Should you require your documents and air tickets to be forwarded to either yourself or the departure airport this may be arranged by your agent with us. However, the courier costs in respect thereof will be for your own account.


Postage and Shipping

Please ensure the correct postal address is provided from the outset as title and risk will pass on to you once the parcel or envelope has left our premises.

Undeliverable packages

In the event of parcels or envelopes being returned to us as undeliverable, every attempt will be made to contact you to make arrangements for it to be re-sent.

Unscheduled Extensions

In the unlikely event of there being an unscheduled extension to the travel arrangements / tour caused by flight delays, bad weather, strikes, or any other cause which is beyond the control of expostay.com, it is understood that the expenses relating to these unscheduled extensions, (hotel accommodation etc.), will be for the account of the passenger. expostay.com accepts no liability for changes, omissions or delays before or during the course of any holiday occasioned by technical difficulties, weather conditions, strikes or communication breakdowns or the like.

Changes by You

1. If you wish to make a change to your booking we will endeavour to assist you to make the change wherever this is possible. You will have to pay all charges, whatever kind, imposed by the suppliers providing that component part of your travel arrangements when amending a booking any time prior to departure. Fares will be re-quoted at the time of amendment.

2. An administration fee of 10% will be charged for each amendment and / or cancellation.

3. After departure it is understood that extra expenses incurred as a result of any change will be for the passenger’s account, and any unused service will not be refunded.

4. Amendments and cancellations en route must be made with our operators directly.

Cancellation by You

If you wish to cancel your booking you must advise us or your agent immediately, who will in turn advise us. You will be liable to pay the following cancellation charges:

1. Where your booking includes a special fare, the relevant charges are levied by the airline. In some circumstances this may be 100% of the total fare, regardless of when cancellation is effected.

2. Where your booking is for a package, you will be responsible for all cancellation charges, of whatsoever nature, imposed by the suppliers providing the component parts of such travel arrangements.

3. Expostay.com charges a cancellation fee equal to 10% of the package price on any finalised booking. However, expostay.com reserves the right to charge a cancellation fee of up to 100% of the total package, in its sole discretion, in particular circumstances. Any monies, which you have already paid to us, will be taken by us as payment or part payment of any cancellation charges.

Our Right To Change Your Travel Arrangements

1. A significant change to your travel arrangements would include a change in the departure date from your country of residence; where the flight times are changed by more than 12 hours or a change to a lower standard of accommodation to that which is booked. In these instances of significant changes to your travel arrangements expostay.com undertakes to advise you thereof as soon as reasonably possible before your departure date to obtain your further instructions in this regard.

2. All other changes are minor changes. A minor change can be made at any time and, if practicable, we will advise you of any such change prior to departure but we are not obliged to do so. Such minor changes may be made by expostay.com, who in its discretion, will not be responsible or liable for the payment of compensation to you as a result of such minor changes.

3. Every effort is made by expostay.com to adhere to confirmed itineraries; however, we reserve the right to make changes to your travel arrangements when it becomes necessary to do so. Travel arrangements are made in advance but due to the fact that expostay.com is reliant upon suppliers such as airlines, hotels and/or other supply companies, changes to travel arrangements and cancellations thereof may occasionally become necessary.

4. Should any travel component be confirmed by expostay.com and this component is cancelled by the supplier for whatsoever reason, then in such instances expostay.com will accept no liability for the cancellation thereof.

Lost/Stolen Flight Tickets

1. The loss or theft of a ticket must be reported to expostay.com immediately. Certain airlines will not authorise expostay.com to issue a replacement ticket if such ticket is lost or stolen before the passenger leaves South Africa. In the latter instance you will be required to purchase a new ticket, at your own cost, until such time as expostay.com receives authority from the airline to make any refund to you, which authority could take up to 12 months to receive. Should the airline authorise expostay.com to issue a replacement ticket expostay.com will do so and a re-issue fee, per ticket, will be for your own account.

2. Should your ticket be lost or stolen abroad it should be noted that certain airlines will not issue a duplicate ticket and it will be your responsibility to purchase a new ticket abroad at the local fare. Upon your return to South Africa you may make application to expostay.com for a refund of the amount spent by yourself on the lost or stolen ticket, but it is specifically recorded that any refund will be entirely at the discretion of the airline concerned which may take up to 12 months to authorise.

3. It is your responsibility to report the lost or stolen ticket to the police and to provide expostay.com with the proof of such report if required.

Airline Refund Procedures

1. Refund policies operated by the various airlines vary greatly. You must return your unused ticket to expostay.com who will present it to the relevant airline for assessment as to whether the airline will agree to issue a refund or not. Should a refund be authorised by the airline such refund will be made to you, less any cancellation or administration charges.

2. If payment for the ticket was made to expostay.com by credit card, the refund, should one be granted, will be made to your credit card otherwise the refund will be made by EFT.

3. Any refund which is authorised for part used or return halves of tickets will be less than the pro rata rate on the face value of such ticket.

4. Refunds may take up to 12 weeks to process although this time frame cannot be guaranteed by expostay.com.

5. Tickets returned to expostay.com for a refund older than one year from the date of issue will be regarded as expired by the airline and have no refund value.


1. In the event that you have any reason to complain, or experience any problems with your holiday whilst away, you must immediately inform the supplier of the services in question. Any verbal notification must be put in writing and given to the supplier as soon as possible.

2. If you are still dissatisfied, you must notify us at the earliest opportunity - until we know about a problem or complaint, we cannot begin to resolve it. Failure to give us the opportunity to resolve any problem at the time it occurs will result in either a reduction, or complete extinction, of any rights which you may have, to claim compensation from us.

3. If you remain dissatisfied, you must write to our Customer Service Manager within 28 days of the end of the trip you have purchased from us, giving your booking reference and full details of your complaint on info@expostay.com or fax to 086505523.

4. Whilst every effort will be made by expostay.com to resolve your complaint to your satisfaction it is specifically recorded that expostay.com in no way accepts liability for any claim that you may have in respect of your complaint.

Passports, Visas, Vaccinations and Inoculations

1. It is your responsibility to ensure that you and all those traveling with you have a valid passport and any necessary visas, and that you have obtained any necessary inoculations to gain entry to any country you are visiting and to re-enter South Africa. Passport and visa regulations and health requirements can change at any time, therefore, we recommend that you check passport/visa requirements with the Embassy or Consulate of the country you intend to visit and that you consult your GP or the Department of Health regarding health requirements. Although expostay.com endeavours to assist the Client, the Client acknowledges that in doing so, expostay.com is not assuming any obligations or liability and the Client indemnifies expostay.com against any consequences of non-compliance.

2. Expostay.com accepts no liability whatsoever should you, or any member of your party, travel without the correct passport, visas or necessary vaccinations. As a guideline, passports should be valid for 6 months after your scheduled return to South Africa and have 2 clean facing pages. The name on your travel documents must be identical to the name in your passport.

General Information

1. Taxes: We will advise you of all mandatory taxes, which you must pay before departure. However, many countries charge departure taxes that can only be paid locally. It is therefore recommended that you retain sufficient local currency to meet such charges. Details of departure taxes can be obtained from the relevant airline when you reconfirm your flight details.

2. Special requests: We can pass on any special requests that you may wish to make at the time of booking, but acceptance of such requests is at the discretion of the airline or other supplier and in no circumstances are special requests guaranteed. Confirmation that a special request has been noted or passed on to the supplier, or the inclusion of the special request on your confirmation invoice or any other documentation, is not confirmation that the request will be met.

3. Medical Problems: If you or any member of your party has any medical problem or disability which may affect your holiday, you need to give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details

4. Renovations: Please be aware that hotels undergo renovations from time to time. Hotels take all possible steps to limit disruption to their guests. We will not entertain complaints or requests for refunds if a hotel is carrying out renovations whilst a guest is resident. If we are specifically advised of renovation work, dates may be provided, but it is important to remember that these are subject to change and we are not always notified.

5. Refunds and Unused Services: No refunds will be made for any unused services.

6. Charges to your credit card: Any charges made to your credit card whilst away are your responsibility. Expostay.com will not be responsible, nor accept responsibility for having these charges reversed or corrected upon return to South Africa.

Force Majeure

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected, or you otherwise suffer any damage or loss, as a result of "force majeure". In these Booking Conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.

Responsibility And Liability

Expostay.com act as agents only for local and international tour operators and airlines and accordingly accepts no liability whatsoever for any loss, damage, injury, accident, delay, or any other irregularity howsoever arising. Expostay.com makes every effort to ensure that all the arrangements and services connected with a passenger’s itinerary will be carried out as specified in the most efficient and effective way possible. However, we do not have direct control over the provision of services by suppliers and, whilst they are in all cases selected with the utmost care, we do not accept liability for error and omissions of such suppliers. The contract in use by third party suppliers shall constitute the sole contract between the Supplier and the Client and any recourse the Client may have, will be solely against the Supplier. It’s the Client’s responsibility to familiarize him/herself with the terms and conditions of any supplier.


This document together with expostay.com’s standard booking form and expostay.com invoice / itinerary constitutes the sole record of the agreement between the parties. No party shall be bound by any representation, warranty, and promise of the like not recorded herein. No addition to the expostay.com’s standard booking conditions shall be of any force or effect unless in writing and signed by or on behalf of the parties. No indulgence which expostay.com, ("the grantor"), may grant to the passenger ("the grantee"), shall constitute a waiver of any of the rights of the grantor, who shall not thereby be precluded from exercising any rights against the grantee which may have arisen in the past or which might arise in the future. All costs and disbursements, including legal costs on the attorney and client scale incurred by expostay.com in recovering any damages and payments payable by the passenger to expostay.com shall be for the passengers’ account. This agreement shall in all respects be governed by and construed in accordance with the laws of the Republic of South Africa.

The passenger hereby consents to the jurisdiction of the Magistrates Court having jurisdiction over its person in respect of all proceedings in connection with this agreement. The parties hereby respectively choose domicilium citandi et executandi for all notices and processes to be given and served in pursuance of this agreement at their respective addresses as given on expostay.com’s standard booking form. Either party may change its domicilium by written notice delivered by hand or sent by prepaid registered post to the other party. In this agreement an expression which denotes a gender includes the other genders, a natural person includes an artificial person and vice versa, the singular includes the plural and vice versa.

Updating of these Terms and Conditions

We reserve the right to change, modify, add to or remove from portions or the whole of these Terms and Conditions from time to time. Changes to these Terms and Conditions will become effective upon such changes being posted to this Website. It is the User’s obligation to periodically check these Terms and Conditions at the Website for changes or updates. The User’s continued use of this Website following the posting of changes or updates will be considered notice of the User’s acceptance to abide by and be bound by these Terms and Conditions, including such changes or updates.

User Responsibility

When you click to make a purchase with us legal obligations arise and your right to refund of monies charged to your credit card or paid in any other way agreed by us, are limited by our terms & conditions. You must not make any purchase through this site unless you understand and agree all our terms and conditions. Once payment is made for the purchase, it is deemed that you have read and understood the terms and conditions for such purchase. If you have any queries please contact us before making any purchase for any service through this website.

To read more about the Use of Website Terms and Conditions – click here >