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Terms and conditions: Individual and group bookings

Stay&Connect: University of Cape Town (UCT) Vacation Accommodation

GeneralIndividual bookings | Group bookings 

General

Where: The accommodation is situated in the suburbs of Mowbray, Rosebank, and Rondebosch in Cape Town, South Africa. It is a basic student residence with student furniture, which is converted into comfortable, self-catering budget holiday accommodation for holiday makers and groups during the vacation periods December–January and June.

Check-in time: You can take occupancy of the accommodation any time from 14:00 hrs on the day of arrival.

Check-out time: 10:00 hrs on the day of departure.

No more than the permissible number of persons per unit will be allowed to occupy any specific unit. Any person/s above the permissible total will be required to book alternative accommodation at additional cost. This is regardless of age of any person per unit.

Please note: A six sleeper flat can only sleep six people, a four sleeper can only sleep four, etc. as it is a health and safety hazard to accommodate more than the set number of people per flat.

Babies and children under the age of eight years do not require their own bed space. It is optional if parents prefer an 8-year-old or younger child to be in their own bed space but please ensure that you have booked enough beds for all your other guests. We do not allow or supply extra mattresses. Should you bring along extra guests, each guest must be assigned to a bed space. 

Additional Information:

  • Units and beds: All units feature single beds only, no double beds. This applies to all units, including those sleeping 2 people or more. Twin rooms are equipped with two single beds and a permanent partition.
  • Firearms, fireworks and pets are NOT allowed.
  • Vehicles may not exceed 20 mph on campus. Free car parking is available. Vehicles, cycles or motorcycles are brought onto campus at their owner’s own risk. The University accepts no responsibility for any vehicle brought onto campus. Cars should be parked in the designated car parks provided for vacation visitors and not on campus roads or elsewhere. The University may request details of the registration numbers and owners of all or any vehicles and/or motorcycles and the Client will promptly supply such details on request. Should you have any queries with regards to parking requests please contact the Vacation Accommodation office on Tel: +27 (0)21 650 1050 / 1051.
  • Porter service: We do not have a porter service available.
  • Laundry service: There are no laundry services available but there are commercial laundromats available within walking distance of the accommodation.
  • Noise: Please do be considerate when it comes to noise levels. No loud music is permitted.
  • Lifts: No guest may engage in any behaviour which impedes the normal function of the lift or causes/likely to cause damage to the lift. Any wanton damage caused to the lifts will be for the account of the guest deemed to have been responsible for the malfunction of the lifts. DO NOT OVERLOAD LIFTS AT ANY TIME. Read notices in lifts and the maximum allowable persons and weight permitted. DO NOT TAKE CHANCES when unsure about the maximum weight capacity of the lifts. Any repairs to the lifts due to overloading will be to the account of the group.
  • Smoking shall NOT be permitted in service areas and service lines, balconies, verandas, covered walkways and parking areas, and links to other buildings. Inhaling, exhaling, burning, or carrying any lighted or heated cigar, cigarette, or pipe, including a hookah pipe, or any other lighted or heated tobacco or plant product, including marijuana, intended for inhalation, in any manner or in any form. “Smoking” also includes the use of an e-cigarette which creates a vapour, in any manner or in any form, or the use of any oral smoking device for the purpose of circumventing the prohibition of smoking in this Policy. The University Smoking Policy applies to all University of Cape Town facilities regardless of location, including private residential space within University of Cape Town housing. Smoking shall be prohibited from within ten (10) metres of any entrance/exit to buildings, air-conditioning intake, or operable windows.
  • Damage/Loss of Property/Expenses: The University gives all information and makes all statements in good faith and uses its reasonable endeavours to check all information given to Clients and their agents. The University shall not be liable for any damage or loss to property, valuables or money resulting from the information provided by the University or any agent or employee acting for the University save where such loss or damage is caused by a wilful and negligence act of such person. The clients are liable to the Universities properties, intentional acts of gross negligence are excluded in the Universities contact. No responsibility is accepted by the University or its servants, agents or representatives for the care of property of any description including money, valuables, luggage, clothing or motor vehicles belonging to visitors or guests save where such loss or damage is caused by a wilful and negligence act of such person. Guests are responsible to ensure that their rooms are locked when not in use and that they take all money and valuables with them.
  • Health & Safety Indemnity Waiver: Whilst the University makes every effort to comply with current regulations regarding the safety of its guests, it is the responsibility of every Client guest and leader of any party to ensure that the Client and all members of the group or party know the procedures in case of fire or another emergency. Notices of these regulations are posted and further information can be obtained at the Residences’ reception areas. Damage to or interference with safety appliances may result in the persons responsible or the party of which he/she is a member being told to vacate the University’s premises. The Client shall indemnify the University against all and any loss and/or damage arising out of any misuse of fire.

Individual Bookings

  1. Deposits and Payments

    1. A 50% deposit on the entire booking is required when submitting the completed booking form.

    2. Until such time when the full deposit is received, the accommodation request remains an enquiry – no booking will be made. Only once the deposit has been received by our office will the accommodation booking request be confirmed. All bookings are assigned and confirmed on a “first-come-first-served” basis with payment of the required deposit. It remains the client’s responsibility to ensure that the proof of payment (i.e. deposit slip or online bank confirmation or credit card authorisation form) is received by the booking office.

    3. If guests pay less than the required 50% deposit for the booking, our office will only reserve accommodation that will be covered by the money deposited. Only when the full deposit has been made and proof sent to our office will the booking be adjusted accordingly.

    4. The outstanding balance is due in full 15 days prior to arrival.

    5. Where outstanding balance is not paid timeously, the booking shall be adjusted to cover the full payment due, i.e. number of guests / flats / days may be reduced so as to ensure full payment is covered for the period booked.

    6. If a guest requests a booking and the arrival date is within 15 days, then full payment is required.

    7. Kindly note that it is advisable for international clients to pay by credit card as depositing money into our account would result in extra bank charges.

    8. All payments can be made to the following bank account:

      • University of Cape Town
        Standard Bank, Rondebosch
        Bank Account No.: 071482458
        Branch Code: 25009
        Swift Code: SBZAZAJJ
        Reference:  RMS No. or Vac plus your name and surname (e.g. FH Vac John Smith)

  2. Please fax a copy of the bank statement as proof of payment to +27 (0)21 685 2629 or email to vac-accom@uct.ac.za. Without this proof, we will not confirm your booking or updated payment of an existing booking.

  3. Until such time when the full deposit is received, the accommodation request remains an enquiry – no booking will be made.

  4. Deposits and Notification of Payment

    1. Please fax/email a copy of the bank statement as proof of your payment to 021 650 5597 or email to vacation@uct.ac.za (immediately to facilitate the booking process, otherwise we will be unaware of your payment).

    2. Please keep the original deposit slip as proof of your payment in case there is a fax error and we require another copy thereof.

    3. It is advisable to bring deposit slips or any other documentary proof of payment with you as well.

    4. Foreign currency transfers usually attract bank charges and the University will be required to add the applicable admin fee to your accommodation account. Enquire from the Vacation Accommodation office about the additional bank charges.

    5. Internet Banking: Transfers

      1. The university deals with hundreds of financial transactions in any one day, therefore it becomes almost impossible at times to trace a direct electronic payment. Please ensure that we receive a clear notification that a deposit has been made, in order to confirm your internet banking transfer. You MUST fax/email a copy of your transaction to the Vacation Accommodation office on: +27 (0)21 650 5597 or vacation@uct.ac.za

      2. When making a direct bank transfer, please ensure that deposit slips are legible and contain your name, current contact number and booking reference number (RMS No.) Kindly fax a copy of your deposit slips to +27 (0)21 650 5597 or email to vacation@uct.ac.za and indicate what the booking is for.

    6. Upon receipt of the above-mentioned deposit and a completed booking form, we shall confirm your booking.

    7. Such confirmation will be by return of email. A formal booking confirmation will be printed and sent to you within 1 week after the date of receiving your booking form and deposit. Only contact us if you have not received confirmation after 15 days of making your deposit.

    8. All payments must reflect RMS ID, which will be on the Pro Forma Invoice (indicated as Booking Reference) number as REFERENCE or the name under which the booking has been made.

  5. Cancellation Policy and Refunds

    1. If cancelled in writing 60 days prior to arrival, whether full or part cancellation, the following will apply: 10% of deposit paid to date is non-refundable, or a minimum of R 500, whichever is the greater of the two.

    2. If cancellation is made in writing 30 days prior to arrival, the following shall apply: entire deposit shall be non-refundable. Where more than the 50% deposit has been paid, the balance shall be refunded.

    3. If cancellation is made in writing 15 days or less prior to arrival (where outstanding balance has been paid) the following shall apply: the entire cost of the stay that has been paid is non-refundable and where there is a balance due, the person responsible for the booking will be liable to pay the outstanding balance due to the University.

    4. Bookings cannot be refunded or rescheduled should guests choose to leave earlier or arrive later than expected due to illness, emergencies, change of plans or few people arriving than originally booked for, etc.

  6. Booking Changes or Rescheduling

    1. All changes or rescheduling is subject to the cancellation terms as well as the following:

      1. Any changes or rescheduling of bookings (e.g. date changes, number of persons, number of flats, etc.) that result in a potential decrease of the booking price needs to be requested at least 30 days prior to the arrival date. Should the booking be made within 30 days prior to arrival date, no changes or rescheduling will be considered as it will be treated as a last-minute booking.

      2. Any changes or rescheduling of bookings that result in a price increase or do not affect the price will be handled on a case by case basis pending availability.

      3. Any additional monies owed must be settled in full before arrival.

      4. Except where UCT has cancelled a booking, the following administrative fee is charged on amending or rescheduling of bookings: 1st change: free; 2nd, 3rd and other consecutive changes: R75 per booking.

  7. Additional Terms and Conditions that Apply to Business Conducted with the Vacation Accommodation Office 

    1. Where the group or individual responsible for the booking process does not follow the policy relating to the cancellation procedures, then the Vacation Accommodation Office reserves the right to charge for all no shows, early departures or late arrivals

    2. Where clause 4.1. above is applicable, the group organiser or individual responsible for the booking shall make full payment to the Vacation Accommodation Office, for failing to follow the set cancellation policies and procedures. Any outstanding invoices relating to clause 4.1. above, shall be settled with this office no later than 30 days from the date the invoice was rendered.

    3. Serious illness or death in the family leading to full or part cancellation:

      • The above condition, where applicable, should be communicated directly to the Vacation Accommodation Office in writing.

      • All official documentation must accompany the request for part or full cancellation. If no official supporting documentation then the request cannot be considered.

      • Upon receiving all necessary documentation, the Vacation Accommodation Office shall consider an appropriate refund on any monies received to date.

      • The application for a refund is considered on a case by case basis, the merits of each case shall determine what, if any, refund can be made for cancellation of any bookings made.

  8. Terms and Conditions

    1. The minimum stay is 4 nights. You will be charged for the minimum stay which is 4 nights even if your stay is shorter. For example, if you book a 4-sleeper flat for a minimum stay or shorter than the minimum stay (e.g. 2 nights) will be calculated as follows: R 861.00 per night X 4 nights = R3 444.00.

    2. This office reserves the right to book accommodation in the best available residence that is chosen sound commercial groups and will notify the group or individual of the residence allocation at the time the booking request is made. Where necessary the University reserves the right to provide alternative accommodation and/or facilities to those that have been reserved. In all such cases, the University will use  its reasonable endeavours to ensure that the alternative accommodation and/or facilities provided are of a standard equal to those reserved.

    3. Where deposits are not paid on time, or the guest numbers drop below 60% of the original booking request, the Vacation Accommodation Office reserves the right to re-allocate the group or individual to the next best available residence.

  9. Waiting Period for Refunds (only Where Applicable)

    1. Upon a refund request being received by the Vacation Accommodation Office, the group organiser or individual responsible can expect to wait for approximately 6–8 weeks before the matter is finalised.

    2. The waiting period is also determined by the following:

  • Submission of all necessary supporting documentation.
  • Provision of correct banking details (if a refund is granted).
  • The refund can only be processed to the person on the original booking form as it reflects on the University’s financial system.

 

Group Bookings 

  1. Deposits and Payments 

    1. A 50% deposit is payable for the entire booking on receipt of the completed booking form.

    2. The booking will only be confirmed once the deposit has been received in full.

    3. The outstanding balance is due 15 days prior to arrival.

    4. Failure to pay the outstanding balance timeously will result in the number of guests booked being reduced to cover the full cost of stay based on the monies received to date.

    5. Where outstanding balance is not paid timeously, the booking shall be adjusted to cover the full payment that was due, i.e. number of guests, rooms or days may be reduced so as to ensure full payment is covered for the period booked.

    6. All payments can be made to the following bank account:

      • University of Cape Town
        Standard Bank Account: 071482458
        Branch: Rondebosch, 25009

    7. Please fax a copy of the bank statement as proof of payment to 021 685 2629 or email to vac-accom@uct.ac.za. Without this proof, we will not confirm your booking or updated payment of an existing booking.

  2. Cancellation and Refund Policy 

    1. If the booking is cancelled in writing 60 days prior to the arrival, the following shall apply: 10% of the deposit paid to date is non-refundable.

    2. If cancelled in writing 30 days prior to arrival 25% of the deposit is non-refundable.

    3. If cancelled 15 days prior to arrival or on the day of arrival, all monies paid to UCT will be forfeited by the group. In the event where monies are still unpaid, the group will be liable for the outstanding amount. This fee shall be paid to UCT no later than 30 days after the invoice has been received. Failing which legal action will be instituted against the group.

    4. In the unlikely event that the group has not paid any monies over to the University for the booking of accommodation and meals, a minimum of 3-day cancellation fee shall be levied on the value of the entire booking as per the application form received by the Vacation Accommodation Office. This fee shall be paid to UCT no later than 30 days after the invoice has been received. Failing which legal action will be instituted against the group.

  3. Terms and Conditions 

    1. This office reserves the right to book accommodation in the best available residence that is chosen sound commercial groups and will notify the group or individual of the residence allocation at the time the booking request is made.

    2. Where deposits are not paid on time, or the guest numbers drop below 60% of the original booking request, the Vacation Accommodation Office reserves the right to re-allocate the group or individual to the next best available residence.

    3. Where the group or individual responsible for the booking process does not follow the policy relating to the cancellation procedures, then the Vacation Accommodation Office reserves the right to charge for all no shows or early departures, late arrivals as well as any meals not taken but booked for.

    4. Where clause 3 above is applicable, the group organiser or individual responsible for the booking shall make full payment to the Vacation Accommodation Office, for failing to follow the set cancellation policies and procedures. Any outstanding invoices relating to clause 3 above shall be settled with this office no later than 30 days from the date the invoice was rendered.

    5. Serious illness or death in the family leading to full or part cancellation: 

    • The above condition, where applicable, should be communicated directly to the Vacation Accommodation Office in writing.

    • All official documentation must accompany the request for part or full cancellation. If no official supporting documentation then the request cannot be considered.

    • Upon receiving all necessary documentation, the Vacation Accommodation Office shall consider an appropriate refund on any monies received to date.

    • The application for a refund is considered on a case by case basis, the merits of each case shall determine what, if any, refund can be made for the cancellation of any bookings made.

  4. Waiting Period for Refunds (Where Applicable)

    1. Upon a refund request being received by the Vacation Accommodation Office, the group organiser or individual responsible can expect to wait for approximately 6–8 weeks before the matter is finalised. The waiting period is also determined by the following: 

      • Submission of all necessary supporting documentation.

      • Provision of correct banking details (if a refund is granted).

      • The correct address to where the refund cheque will be posted.

      • The refund can only be processed to the person on the original booking form as it reflects on the University’s financial system. 

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