Reservations Terms & Conditions

1. CLH General Terms for all Reservations

1.1 Any reservation and use of the facilities at a hotel within City Lodge Hotels (CLH) is subject to the Standard Terms and Conditions of Residence.

1.2 By clicking the "Terms and conditions" button, you signify and accept all terms and conditions contained in this Site.

1.3 Guests will be required to produce an authentic form of identification at time of check-in; acceptable forms of identification are South African Identity book or valid passport of which a copy will be taken and securely stored.

1.4 There are different types of bookings which have their own unique terms and conditions that can be found below 

1.4.1 Non Peak-period Booking

1.4.2 Peak period Booking

1.4.3 Group Booking

1.4.4 Same day arrival booking

1.4.5 Non-guaranteed booking

1.4.6 Long Stay Booking

1.5 This site has an operational payment gateway and any credit card details supplied will be charged immediately, with all successful transactions credited to the reservation number and reflected on the guests tax invoice on departure.

1.6 Bookings on this site can be processed without any form of payment or guarantee excluding same day bookings and peak period bookings All charges and refunds will be processed in the hotels local currency

1.7 CLH accepts all major credit cards.

1.8 The card used to make a reservation must be presented at time of check-in along with valid matching identification.

1.9 Full payment in respect of other services rendered by City Lodge Hotels shall be payable by the resident prior to departure from the hotel.

1.10 Queries with regard to payments or invoices should be emailed to the selected hotel with the full details of the booking.

CLH website Rates are

2.1 Valid for online bookings only

2.2 Subject to availability, possible fluctuations over peak periods and are subject to change without prior notification.

2.3 Website rates are nett and Non Commissionable 

2.4 Inclusive of the prescribed value added tax (VAT) and exclusive of tourism levy

2.5 Allow for a room only rate or packaged Bed & Breakfast rate on a single or double basis (Triple in Road Lodges).

2.6 Bed and Breakfast packaged rates are non refundable or transferable. The breakfast is applicable for the morning after the nights’ accommodation.

2.7 Rates indicated for a "double" are based on two persons sharing a room

3. Accepted Forms of Payment

3.1 CLH accepts all major credit cards on the website

3.2 You agree that the transaction constitutes an electronic transaction as defined in the Electronic Communications and Transactions Act 2002 (as amended) and that a binding agreement has been concluded between City Lodge Hotels and you in terms of which you authorise City Lodge Hotels at which a reservation has been made to deduct from, or to debit, the credit card the amount owing for services rendered or to be rendered and that your written signature shall not be required for authorisation purposes.

3.3 When making a booking you are able to select different payment options including: 

Non-guaranteed booking

Instant payment to guarantee and confirm your reservation 

3.4 For a successful authorisation by the bank you will receive on screen confirmation of your reservation.

3.5 For a unsuccessful authorisation by the bank you will receive notification of this on screen and no reservation will be held for you at the hotel.

3.6 Deposits can be made at your local CLH hotel for stays at another CLH hotel within, please refer to advance deposit procedure Terms and Conditions for more information.

3.7 If a company has existing credit facilities with CLH, and such booking is made on these credit terms, the Hotel will accept the standard form of guarantee from the company to secure the booking e.g. voucher, order, company letter from authorised personnel.

4. Advance Deposit Requirement 

4.1 A booker is welcome to make a cash payment to any hotel in the CLH group that is convenient to their location. This will be receipted by the hotel and paid to the respective hotel. It is the responsibility of the booker to transmit the receipt and notify the hotel where the booking is made of this payment. Cash only payments will be received. Not permissible for cross border payments.

5. How to Guarantee your reservation

5.1 To Guarantee a reservation, we will require prepayment prior to your arrival in the forms of: 

5.2 Credit card which has been processed online

5.3 Cash payment paid at the hotel before 12PM on the day prior to arrival

5.4 EFT payments need to be made within 7 (seven) days of receipt of the pro forma invoice which you would receive from the individual hotel. It is the responsibility of the traveler to request the pro forma invoice from the hotel directly. Once the payment has been processed, the booker or bookers company needs to notify the hotel by forwarding the proof of payment via email or fax as indicated on the pro forma invoice.

6. Amendments and Cancellations

6.1 Any amendments or cancellation to the original reservation resulting in changes to your accommodation charge will be processed according to the relevant booking policy.

7. Non-Peak period Booking Terms

7.1 Non-peak periods are those that fall out of a peak period. Should your booking span both a peak period and non-peak period, the peak period conditions will apply.

7.2 Non-guaranteed reservations can be made during non-peak periods

7.3 To guarantee your reservation for non-peak periods we request that you process a payment for one nights accommodation charge plus tourism levy.

7.4 Should you need to amend or cancel your booking reserved during a non-peak period we allow for this to happen up to the day prior to arrival before 12PM (midday) to avoid any cancellation penalties.

7.5 For no show reservations during non-peak periods, a charge of one nights accommodation will be incurred.

7.6 All other standard terms and conditions will apply as indicated on the www.citylodgehotels.com site

8. Peak period Booking Terms

8.1 Definition: “Peak period” means a period during which demand for accommodation is high.

8.2 All bookings where wither the arrival or departure dates fall into a peak period, the peak period terms and conditions will apply.

8.3 No Non-guaranteed reservations can be made during peak periods

8.4 Guarantee your reservation during peak periods; 

8.4.1 Bookings processed 30 (thirty) or more days prior to arrival: 

8.4.1.1 Payment must be made in full within 7 (seven) days of receiving the Hotel’s pro forma invoice. Failing to do so will result in the booking being cancelled automatically.

8.4.2 Bookings processed less than 30 (thirty) days prior to arrival: 

8.4.2.1 Payment must be made within 48 (forty-eight) hours of receiving the Hotel’s pro forma invoice. Failing to do so will result in the booking being cancelled automatically.

8.5 It is the responsibility of the traveler to request the pro forma invoice from the hotel directly. Once the payment has been processed, the booker or bookers company needs to notify the hotel by forwarding the proof of payment via email or fax as indicated on the pro forma invoice. An EFT payment can take up to 48 (forty-eight) hours to reflect in the Hotel’s bank account.

8.6 Should you need to amend or cancel your booking reserved during a peak period; 

8.6.1 14 (fourteen) days or more prior to the initial booked arrival date to qualify for a full refund and no cancellation fee.

8.6.2 13 (thirteen) days or less prior to the booked arrival will qualify for a 50% (fifty percent) refund of the cancellation total.

8.6.3 Bookings that are cancelled or reduced, the cancellation charge is on the portion of the booking that is cancelled. For example, if the booking was for 8 nights and is reduced to 4 nights, thereby cancelling 4 nights, the guest will be refunded 2 nights and the hotel will charge the cancellation fee for 2 nights. Minimum charge: 1 night’s accommodation.

8.7 A booking can be extended subject to availability in the hotel, but in this instance, immediate payment for the extended stay will be required.

8.8 For no show reservations during peak periods, a full reserved charge will be applied and charged. No Show rooms will be released at 12PM the day after the original arrival date and resold accordingly.

8.9 All other standard terms and conditions will apply as indicated on the www.citylodgehotels.com site

9. Same Day Terms

9.1 A booking made on the same day of the arrival will require a 100% full prepayment.

9.2 This booking will then be held all night as a guaranteed booking.

9.3 Should the booking be cancelled before 12PM midday on the day of arrival, please email the confirmation of cancellation to the respective hotel to request a refund.

9.4 Should the booking be cancelled after 12PM midday on the day, no refund will be granted for the first night. If the booking is for multiple nights, the hotel will refund the additional nights less the first night accommodation.

9.5 A same day booking can be amended to a later arrival date before 12PM midday on the expected day of arrival. Only online amendments apply and the reserved hotel cannot be changed.

9.6 All other standard terms and conditions will apply as indicated on the www.citylodgehotels.com site

10. Non-guaranteed reservations

10.1 Non-guaranteed reservations means that you are able to reserve a room at one of our hotels.

10.2 Should you not advise the hotel 24 hours prior to arrival your booking will be released if not guaranteed.

10.3 Non-guaranteed reservations are not available during peak periods, same day reservations or group bookings.

10.4 All other standard terms and conditions will apply as indicated on the www.citylodgehotels.com site

11. Group Booking Terms

11.1 Definition: “Group Booking” means a booking of 10 rooms or more reserved by the same booker for a similar period in 1 (one) or more hotels.

11.2 Group bookings require full prepayment prior to the group arrival

11.3 No Non-guaranteed group bookings will be reserved. 

11.4 Group Bookings processed 45 (forty five) or more days prior to arrival: 

11.4.1 A 10% deposit of the total charges must be made within 7 (seven) days of receiving the Hotel’s pro forma invoice to confirm the rate and total of rooms reserved on the group's behalf. Failing to do so will result in the booking being cancelled automatically.

11.4.2 A second deposit amounting to 50% of the total value of the booking is payable on 21 days prior to arrival.

11.4.3 Balance of the group payment is then due to the hotel no more than 15 days prior to the group arrival.

11.5 Group Bookings processed between 21 and 45 (forty five) days prior to arrival: 

11.5.1 A 50% deposit of the total group must be made within 48 (forty-eight) hours of receiving the Hotel’s pro forma invoice. Failing to do so will result in the booking being cancelled automatically.

11.5.2 Balance of the group payment is then due to the hotel no more than 15 days prior to the group

11.6 Group Bookings processed with a lead time of less than 21 days prior to arrival: 

11.6.1 A 100% full prepayment of the group invoice is payable to the hotel within 48(forty-eight) hours of making the booking or prior to the group arrival for a same day group booking.

11.7 Same day Group bookings 

11.7.1 Subject to the hotel’s availability

11.7.2 Full prepayment is required prior to the group arrival at the booked hotel in accordance with the payment forms.

11.7.3 No same day EFT’s proof of payments will be accepted as EFT’s take up to 48hours to reflect in the hotels account.

12. Group Booking Cancellation Clause

12.1 Between date of confirmation and 46 days prior to arrival the 10% deposit will be forfeited and retained by the hotel in the forms of a group cancellation fee.

12.2 Between 16 and 45 days prior to group arrival, a 60% deposit will be forfeited and retained by the hotel in the forms of a group cancellation fee.

12.3 Between 1 and 15 days prior to group arrival, a 100% deposit will be forfeited and retained by the hotel in the forms of a group cancellation fee.

12.4 Should the group not materialize as per the number of rooms reserved, the booker will be held liable for the total number of rooms reserved and quoted for.

12.5 All other standard terms and conditions will apply as indicated on the www.citylodgehotels.com site

13. Long Stay Booking Terms

13.1 Definition: “Long stay Booking” means a booking of 25 consecutive nights or more at the same hotel.

13.2 Accommodation charges are to be paid in full at the time of arrival

13.3 Should the stay be 29 nights or more, CLH applies a VAT rebate which is automatically calculated on the guests stay. South African hotels only.

13.4 This VAT rebate will reflect on the guests Tax Invoice once the invoice has been settled in full on departure.