This is an example of the type of responder that you can expect via e-mail when we have finished conspiring about the weather, passenger numbers, number of hour sailing and any collaboration with specialists: -
You are provisionally booked for ___ persons for a __ hour charter departing Hout Bay Harbour at __h__ on the __th of _____ 2018 with ETA back at the harbour at __h__
Please note that if this booking is for a period exceeding 2 weeks in advance then please ensure that you leave at least 2 days available either side of the timeslot chosen in order to allow for rescheduling as a result of possible adverse weather conditions.
Cost and payment
The cost will be R _,____.00 for your charter party. The foreign currency cost is US $ ____.__ or EU ____.__
ConfirmationThis booking can be confirmed by paying a 50% deposit.
Please note that until it is confirmed, the space could be allocated on a first pay first serve basis. Should we have an inquiry following this responder, we will try our utmost to contact you and give you the opportunity of confirming the charter. Please bear in mind that due to network overloads, particularly during peak holiday seasons, it is not always possible to make contact through the networks.
As we do not have a card vendor on board, please pay the deposit via EFT and bring along cash for the balance or pay again via EFT to the account listed below. (We should have a Pay genius system in place soon which can cater for VISA and MASTERCHARGE)
Account Name Port Sail Charters
Branch name Richards Bay
Code 220 830
Account Number 620 8077 2463
Should the charter be cancelled by the operator due to unfavorable weather conditions and not be re-booked for another time slot, then there is a 100% refund policy less 5% for bank charges if the transactions were done via EFT.
Should the charter be cancelled by you, then the refund policy is as follows: -
1 week in advance - 100% less bank charges;
4 days in advance, 60% of the cost less bank charges
2 days in advance; 40% of the cost less bank charges;
1 day in advance; - 20% of the cost less bank charges.
Cancellations on the day will attract no refund as it would be all but completely impossible for us to fill the slot at such short notice.
Our weather forecast model for the day of your charter can be viewed
Please arrange to be at the harbour 30 minutes before the time. To this end, please give us a call on 0731 5678 25 forty five minutes before you arrive at Hout Bay Harbour so that we can meet you at Mojo's Restaurant and Tapas Bar (just to your left as you enter the harbour and opposite Lookout Deck). From there we will take you to the vessel.
Once on board, we will conduct a safety briefing detailing all the safety equipment and procedures before setting off. This will last about 15 to 20 minutes and will include a tour below decks.
Should it will be low tide when we leave, we will depart from the Hout Bay Yacht Club Marina instead of the harbour. As a result ,you will receive a complimentary temporary membership for the Hout Bay Yacht Club from us. This will give passengers a chance to enjoy the facilities of that private club after a charter.
Please complete the Crew List on the file attached as Passage Plan .doc as well as the attached document entitled Conditions of this Charter Ticket and Indemnity.doc as that will save us some time filling that out prior to departure.
What to bring along
We encourage our passengers to bring along their own snacks and drinks as we do not have the space or facilities to cater for a wide range of tastes etc. A cooler box for drinks and a snack platter normally works very well. Please contact us if you need any help in arranging this as we collaborate with most of the best restaurants etc. in the area (see http://www.sweetwaters.org/the-cape-peninsula.html) . Also bring along sunscreen, hat, warm jacket, camera and please wear some soft soled light coloured shoes so that our decks are not marked. Locally available sea sickness pills such as Stugeron need to be taken at least 60 minutes before the time should you want to insure against mal de mer. We have fast acting anti nausea tablets on board. Bring along a great big smile.
The vessel is insured for total loss with AON Ltd SA under policy no. PLC/337286 and which policy has third party and passenger liability cover of R 1,000.00 respectively. Should you require extra cover, please arrange that with your insurers or should you wish us to increase the cover with ours, please liaze with us well before the time.
The vessel is annually certified by the South African Maritime Safety Authority. All safety equipment is supplied so there is no need to bring along life jackets etc. In addition, the vessel will be tracked by Safetrx and NSRI.
Please feel free to contact us for any further information on e-mail or contact Izak on 0731 5678 25 or Nicki on 082 362 9046. In the meantime a tour of our Facebook site should provide a good insight of the tours done recently and over the last 25 years. Please like the site at https://web.facebook.com/PortSail/
Our crew list requires that you supply us your name, age, cell number and address as well as a next of kin with their name surname, address, nationality, relationship and contact number.
Invoice, Receipt and Indemnity
This needs to be completed before hand and the wording of that document follows: -
Receipt containing the Conditions of this Charter Ticket and Indemnity
I, the undersigned ___________________________ of ______________________________________________________
(Name Surname) (Country / Town / Address)
Cell No. ________________ Email address _________________________________ and on behalf of and on the authority
of ____ adults and _____children in my party, chartering from ____h___ to ___h____ at a cost of R ___,______.___
am about to embark onboard the YACHT SWEET WATERS OWNED BY PORT SAIL CC. as a passenger and/or guest, crew or skipper, and I do hereby for myself, my heirs, executors and assigns, indemnify and hold harmless the Owner and Skipper/s of the said yacht or any person who the said corporation may appoint as skipper, as well as the Hout Bay Yacht Club Marina, Hout Bay Harbour authority, against all and any claims, loss and/or damage which I may suffer or sustain during the proposed trip charter or time spent aboard the vessel and without limiting the generality of this indemnity I agree that it shall extend to and cover all and any claims and damage in respect of disability, injury, medical, hospital or chemist accounts, delays, loss of earnings and loss of property and whether or not such claims or damage arise from the negligence or carelessness of the said corporation or appointed skipper, or any member of the crew or passengers or guests, whether arising onboard the said yacht or not and whether arising on the yacht’s business or otherwise.
I have been fully informed as to the inherent hazards of the African coast and the activity of yachting. I understand that all arrangements are strictly subject to weather conditions and as such at the sole and final decision of the corporation or appointed skipper and agree to abide by same and at all times to abide by their directions. I acknowledge that I shall be taken onboard the said yacht on the basis of this indemnity above and conditions listed below, such conditions being that:
I hereby accept the above terms and conditions.
Signed at _______________ on the ______ day of _______________ 20__
ID No _____________________________
Captain / Ticket office representative