Trade Terms: Travel Agents & Tour Operators

Last updated: 26 October 2026

These terms apply to travel agents, tour operators and destination management companies ("agents") who book stays at Aerotel Hoedspruit for their clients. They sit alongside our general Terms & Conditions, which also apply to your clients' stays. Where the two differ, these Trade Terms apply to you, and any written agreement we sign with you applies over both.

1. About us

2. Registering with us

  • Trade rates are only given to agents registered with us. To register, email reservations@aerotel.co.za with your company name, registration number, contact person, address and website, and any association membership (for example ASATA or SATSA).
  • We confirm your registration in writing. Until then, any booking is at our public rates.
  • Please keep your details up to date. We may close a trade account that is not used, or that breaks these terms.

3. Your trade rate

  • Your trade rate is a discount off our standard rack rate. We confirm your discount in writing when you register.
  • Your trade rate stays the same all year. It does not go up in peak or holiday seasons, and it does not change on busy dates.
  • The level of discount is set for each agent by our manager or owner, at their discretion or based on the business you send us (for example room nights and revenue). We review it every quarter and may move it up or down. We tell you in writing before a change applies to new bookings. Bookings already confirmed keep the rate they were confirmed at.
  • Trade rates are confidential. Please do not publish them, show them to clients as our price, or load them on any booking website or other online channel. Your selling price to your client is up to you.

4. Dynamic pricing and deals for quiet dates

We use dynamic pricing to fill rooms that would otherwise stay empty. This means:

  • Our public prices, on our own website and on booking websites, change from day to day with demand. On quiet dates they can be lower than our standard rack rate; on busy dates they can be higher.
  • These public price changes do not change your trade rate, and a lower public price on some dates does not by itself change the rate of a booking you have already made.
  • If you need a sharper price to win a booking on quiet dates, ask us. When we have empty rooms on those dates we can often offer you a deal. Email reservations@aerotel.co.za with your client's dates, number of rooms and guests, and we will reply within one working day.
  • Deals are offered case by case, for the dates named, while rooms last. A deal is only confirmed once we send it to you in writing, and it is valid only for the dates and rooms in that message.
  • A deal replaces your trade rate for that booking; the two are not added together unless we say so in writing.
  • Deals are usually not available on busy dates, in peak and holiday seasons, or when we are nearly full.
  • Deals are for you and your client only. Like your trade rate, they are confidential and may not be published or loaded on any online channel.

5. Bookings, payment and cancellation

  • A booking is confirmed when we send you a written confirmation. Please give us the lead guest's name and the number of adults and children in each room.
  • Unless your written agreement with us says otherwise, our standard booking terms apply to trade bookings:
  • A 50% deposit secures the booking.
  • The balance is due 7 days before arrival. Bookings made within 7 days of arrival are paid in full at booking.
  • Cancel more than 7 days before arrival and the deposit is refunded, less bank charges.
  • Cancel within 7 days of arrival and no refund is due.
  • No cancellation charge applies in the case of death or hospitalisation (Consumer Protection Act).
  • Non-refundable rate (10% off): paid in full at booking; it cannot be cancelled, changed or refunded.
  • Bookings made through an online travel agent (e.g. Booking.com) follow that agent's own cancellation policy.

Check-in: 14:00 to 20:00. Check-out: by 10:00.

Children

  • Children of all ages are welcome.
  • One child under 4 may share with their parents free of charge (one per room).
  • Children aged 4 to 11 have their own room at half price.
  • From age 12, guests pay the adult rate.
  • You are responsible for paying us for the bookings you make, whether or not your client has paid you.
  • Please pass our booking terms and house rules on to your clients, and tell us about any special requests, dietary needs or arrival details before they arrive.

6. Your clients' personal information

You send us your clients' details so we can host them. You confirm that you may share them with us and that you have told your clients so, as the Protection of Personal Information Act (POPIA) requires. We use them only for the stay and as set out in our Privacy Policy, and we do not market to your clients using details you gave us unless they ask to hear from us directly.

7. Changes

We may update these Trade Terms. The version on this page when we confirm a booking applies to that booking. Questions about these terms go to reservations@aerotel.co.za.

8. Law and disputes

These terms are governed by the law of the Republic of South Africa. If something goes wrong, please contact us first and we will do our best to put it right. If we cannot agree, either of us may approach a South African court.

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