Terms and Conditions

/ Terms and Conditions

Terms and Conditions

Rates

• All rates are quoted in South African Rand.
• Rates are per room per night and inclusive of Accommodation and full breakfast.
• Rates are inclusive of 14% VAT.
• Rates exclude 1% Tourism Levy.
• Above rates & taxes are subject to availability and may change with or without prior notice.
• A maximum of 2 rooms may be booked by any one person for the same date.  Bookings of 3 rooms or more constitute a group and are subject to different rates and Terms & Conditions.  Please contact us for a separate quote should you wish to enquire about group bookings.
• Courtyard rooms and their rates are net.
• Courtyard Rooms are not bookable as part of a group, unless the group books the entire Hotel.
• For long stay reservations (4 nights & more), please contact reservations for a separate quote as these will be negotiated on an individual basis.
• Only Rack Rates are commissionable to Travel Agents and Tour Operators.  The commission must be agreed in writing prior to the booking being made.
• No commission is payable on any Packages, BAR Rates, Special Offers or Value Added Elements; unless previously agreed by the Hotel in writing.
• STO Rates are by prior arrangement only and are net and non-commissionable and are not offered in conjunction with any other Discounts, Special Offers, Promotional Rates or Packages.
• STO rates are not valid for Special Events, Christmas Eve, Christmas and Old Years/ New Years’ Eve. These evenings will be sold as a fully inclusive package, including Dinner, Bed & Breakfast. Please contact reservations@asara.co.za  for more information.
• BAR Rates and Special offers on our website are updated on a daily basis and are determined according to occupancy levels and demand and are strictly subject to availability. These rates and package are as advertised in their entirety, are not negotiable and non-commissionable.
• Rates are not guaranteed until the booking is confirmed.
• Changes to arrival and / or departure dates or length of stay are subject to a re-quote and may be subject to the Cancellation Policy detailed below.  Should your dates change, your agreed rate may no longer be available as we operate on a BAR rate structure.
• Specific room numbers cannot be guaranteed as rooms are allocated on arrival.

GENERAL

Transfers to and from the airport / hotel can be arranged at an additional cost. 

CHECK-IN & CHECK-OUT

Check-in time is from 14h00 and Check-out time is by 11h00.

Should you arrive before 14h00 and your room is not available, we will be happy to store your luggage for you while you enjoy the Hotel facilities or explore Stellenbosch or the Winelands.

Early Check-in must be arranged prior to arrival and is subject to availability and may be charged according to the time of your check-in. Should you require an early check-in with guarantee, we recommend booking the room from the day before your intended arrival.

Late Check-out is subject to availability. Should you require a guaranteed late departure, we recommend booking the room for an extra day. Late check-outs without pre-booking cannot be guaranteed until the morning of your departure, and may be charged according to your check-out time.

Room Information & Occupancy

Deluxe Rooms and Suites are able to accommodate 1 child in the room at an additional charge (see below); we regret we are unable to accommodate more than 2 persons in any of the other room types.  Children over the age of 17 are seen as adults.  Regret we are unable to accommodate 3 adults in any room type.

Regrettably we are unable to accept pets, other than guide dogs which are welcome by prior arrangement.

All Rooms are equipped with the following: air-conditioning, under-floor heating in bedrooms & bathrooms, remote controlled TV and DVD, Tea/Coffee making facilities, mini bar, hairdryer and safe.

Children Policy

Children aged 0-2 stay on a complimentary basis in their parents’ room. Baby cots can be provided by prior request at no additional charge.

A maximum of 1 additional rollaway bed (for ages 2– 16 years) can be placed in the Deluxe Rooms or the Suites, for which an additional R500 is charged, this includes accommodation and breakfast. 

Children of 17 and over pay the full adult room rate in a separate room.

We do offer Babysitting facilities at additional cost and by prior arrangement.

Extra bed charges are non-commissionable. 

Group Rooming Lists (bookings of 3 rooms and more)

We request that the complete rooming list and the below requested information, reach us no later than 7 days before arrival:

• Full Rooming List
• Bed Configuration (Twin or King)
• Expected Arrival Time
• Expected Departure Time
• Transport / Transfer details
• Dining Requirements (other than breakfast)
• Nationalities
• Titles
• Dietary Requirements
• Health / mobility requirements
• Group Leader and contact mobile number

Changes may be accepted no later than 72 hours before the group arrival.

If requested, we will gladly provide each guest with a rooming list with telephone extensions for each group member.

DEPOSIT & PAYMENT

The following applies to individual and group reservations:

Individual Reservations

All individual bookings are provisional until the signed confirmation letter with credit card details (or requested deposit) is received.  Bookings must be guaranteed by credit card (or 25% deposit if no credit card is available), within 72 hours of making the reservation. Proof of payment, along with the signed confirmation letter is to be received within this time period.

You will be required to present your card on check-in, when full payment for your stay will be deducted.

Group Reservations

A 25% non-refundable deposit is required on booking. 

Balance of payment for entire stay is then required 30 days prior to arrival and the booking is subject to the cancellation fee as detailed below from 60 days.

If booking is within 30 days of arrival, full payment is required on booking.

Porterage is chargeable at R10 in and R10 out per room – irrespective of single or double occupancy.

CANCELLATION POLICY

No verbal cancellations of reservations can be accepted.  All cancellations are to reach us by fax (+27 21 888 8001) or to the following email address reservations@asara.co.za

Asara strongly recommends that you obtain travel insurance to prepare for any unforeseen events that may affect your travel plans.  Once a reservation has been confirmed, the following cancellation policy is imposed with immediate effect.

Cancellation fees are applicable to the entire length of stay and value of the booking.

CANCELLATION FEE STRUCTURE

Individual Reservations

The above cancellation policy does not apply during periods when there are special events planned at Asara Wine Estate & Hotel or during the Festive Season – during which time full cancellation fee of 100% applies from 30 days.

100% Cancellation Policy applies to certain special offers and rates, this will always be indicated alongside the rate details and on the confirmation.

Group Reservations

All groups are subject to a 25% non-refundable deposit.

The following Cancellation Policy applies to the remaining 75% of the full value of the stay, including accommodation and any other venues, events, consumables or activities:

If the payment requested has not been received by the due date stipulated on your booking, the reservation will be released unless prior alternative arrangements are made in writing.

FURTHER INFORMATION REQUIRED PRIOR TO ARRIVAL

In order to assist us in providing a more efficient service to you during your stay, we would appreciate the following information with your booking request or no later than 7 days prior to your arrival:

• Nationality
• Approximate arrival / departure time – or if not known, details of where you will be staying prior / after Asara Wine Estate & Hotel
• Arrival and departure transport details (i.e. arrival / departure by own car, private transfer, or whether you would like us to pre-arrange transfers for you which we are happy to do, local transfer charges applicable)
• Room Requirements – such as Bed Type / Preference (Twin / King, etc.), ground floor room, access restrictions / mobility requirements, extra bed, cot, etc.
• Babysitter requirements
• Restaurant reservations are essential and we highly recommend that these be made well in advance for Raphael’s Restaurant
• Special dietary requirements / food allergies
• Special occasions such as honeymoon, birthday, anniversary, etc.
• A contact mobile telephone number where you can be reached on the days before and day of arrival