Spotlight Booking Terms

Last updated: 25 Aug 2026

These Booking Terms & Conditions apply to bookings for Spotlight South Africa 2027 (“Spotlight” or the “Event”) and other future events offered by Spotlight Retreats ("Spotlight", "we", "us" or "our").

By making a booking, paying any part of the booking price or otherwise confirming your participation, you agree to be bound by these Booking Terms & Conditions, together with your booking confirmation, itinerary and any additional terms specifically communicated to you in connection with your booking.

References to "you", "your" or "guest" include the person making the booking and, where applicable, every person included within that booking.

1. Your Booking

A booking is not confirmed until we have accepted your booking and received the required initial payment.

Once your booking has been accepted, we will issue confirmation to the primary guest.

If you make a booking on behalf of another person, you confirm that you are authorised to act on their behalf and that you have made them aware of these Booking Terms & Conditions.

The person making the booking will be treated as the primary contact and may communicate with us regarding the booking on behalf of all guests included within it.

2. Adults Only

Spotlight has been created exclusively for adult guests. All guests must be 18 years of age or older at the commencement of the Event. We are unable to accommodate children or guests under the age of 18.

3. Pricing

Prices are stated per person unless otherwise indicated and are based on the accommodation and occupancy category selected at the time of booking.

Prices may vary according to accommodation category, occupancy, availability, currency and the date on which a booking is made.

Once your booking has been confirmed, subsequent promotions, discounts or reductions in advertised pricing will not apply retrospectively.

Where a price is stated "per person sharing", it is based on two guests occupying the applicable room together.

Single occupancy pricing applies where one guest occupies accommodation otherwise priced on the basis of two guests sharing.

4. Payments

Your booking may be paid either in full at the time of booking or using an instalment payment plan where offered.

Where an instalment plan is selected, payments will be charged according to the payment schedule displayed and accepted at the time of booking.

By selecting an instalment plan, you are committing to payment of the full booking price, not purchasing each instalment as a separate component of the Event.

All payments must be received by their stated due dates.

If a scheduled payment is declined, we may contact you and provide an opportunity to bring your account up to date. If payment remains outstanding, we reserve the right to cancel your booking without refund.

Any bank charges, card fees, foreign exchange fees or international transaction charges imposed by your financial institution or payment provider are your responsibility.

5. Cancellation by You

All Spotlight bookings are non-refundable.

Spotlight is an intimate, limited-capacity Event for which we make substantial financial commitments well in advance. These include commitments relating to accommodation, artists, musicians, transportation, production, activities, catering and other services based on confirmed guest numbers.

If you cancel your booking for any reason, amounts already paid are non-refundable.

Where you have selected an instalment payment plan, cancellation does not automatically release you from your commitment to pay the remaining balance of the booking price.

We strongly recommend purchasing comprehensive travel insurance at the time of booking that provides appropriate cancellation cover for illness, injury and other circumstances that may prevent you from travelling.

6. Name Changes and Guest Substitutions

We understand that circumstances can change. If you are unable to attend Spotlight, we will make every reasonable effort to assist you in transferring your place to another guest of your choosing.

Please contact us as soon as possible if you wish to request a name change or guest substitution.

Name changes are subject to operational feasibility and the requirements of our hotels, airlines, transportation providers and other suppliers. They may become more difficult, or in some cases impossible, once final rooming lists, passenger manifests or other supplier deadlines have passed.

Any additional costs or fees imposed by a supplier as a result of a name change or substitution will be the responsibility of the guest.

A guest substitution does not constitute a cancellation and does not entitle the original guest to a refund from Spotlight. Any financial arrangement between the original guest and replacement guest is the responsibility of those parties.

7. What Is Included

Your booking includes the accommodation, meals, beverages, transportation, performances, activities and other services specifically identified as included in your Spotlight itinerary or booking confirmation.

Your Spotlight package may include, as specified for your particular booking:

• accommodation;

• scheduled meals and beverages;

• Spotlight performances and artist experiences;

• safari game drives and included activities;

• scheduled ground transportation and transfers;

• domestic transportation specifically identified as included;

• professional photography;

• Spotlight gifts and keepsakes; and

• services of the Spotlight team and local partners.

Specific inclusions are detailed on the applicable booking page and itinerary.

8. What Is Not Included

Unless expressly stated otherwise, your booking does not include:

• international flights to or from South Africa;

• passport or visa costs;

• travel insurance;

• vaccinations or medical expenses;

• excess baggage charges;

• personal purchases and expenses;

• optional activities;

• meals or beverages not identified as included;

• transportation outside the published Spotlight program;

• costs resulting from flight delays, cancellations or missed connections; or

• any other item not expressly identified as included.

9. Flights and Transportation

Where domestic flights, charter flights, road transfers or other transportation are included in your Spotlight itinerary, they are subject to the schedules, conditions and operational requirements of the relevant carrier or transportation provider.

Flight times and transportation schedules may change.

Guests are responsible for arranging their international travel so that they arrive in sufficient time to participate in the Spotlight itinerary.

We strongly recommend allowing appropriate contingency time when arranging independently booked flights before and after the Event.

Spotlight is not responsible for additional costs resulting from delayed, cancelled or missed independently arranged transportation.

10. Artists and Performances

Spotlight is built around extraordinary live performance and we intend to present the artists and performances advertised for the Event.

However, live entertainment is inherently subject to circumstances beyond our reasonable control.

Artists, musicians, creative personnel, repertoire, performance times, performance formats and performance locations may therefore be changed where reasonably necessary because of illness, injury, travel disruption, professional commitments, production requirements, force majeure or other circumstances beyond our reasonable control.

The withdrawal, substitution or unavailability of an individual artist does not automatically constitute cancellation of the Spotlight Event as a whole or entitle a guest to a refund.

Where circumstances require a material change to the advertised entertainment program, we will make reasonable efforts to provide an appropriate alternative and preserve the overall character and quality of the Event.

11. Itinerary Changes

The published itinerary represents the Event we intend to provide.

The nature of travel in Africa, safari operations and live entertainment requires a degree of flexibility.

We may alter the order, timing, location or content of activities where reasonably necessary because of weather, wildlife conditions, transportation changes, operational requirements, artist requirements, production considerations, safety concerns or circumstances outside our reasonable control.

Where reasonably possible, we will provide an appropriate alternative.

Minor itinerary, scheduling or operational changes do not entitle guests to a refund or compensation.

12. Safari and Wildlife

Spotlight takes place in and around a natural wildlife environment.

Wild animals are free-ranging and their movements cannot be controlled or predicted. No particular wildlife sighting, including sightings of the Big Five, can be guaranteed.

Game drives, bush walks and other safari activities may be altered, delayed or cancelled by the lodge, reserve, guides or Spotlight where conditions make an activity unsafe or impractical.

Guests must follow all safety instructions provided by rangers, guides, lodge personnel and Spotlight representatives.

13. Accommodation

Accommodation is provided according to the room category confirmed in your booking.

Specific room numbers, locations, views or configurations cannot be guaranteed unless expressly confirmed by us in writing.

Where circumstances outside our reasonable control require an accommodation change, we may substitute accommodation of a reasonably comparable standard.

If your booking is based on double occupancy, you are responsible for ensuring that the appropriate occupancy arrangements are maintained.

Changes in occupancy may result in an adjustment to the applicable accommodation price.

14. Passports, Visas and Entry Requirements

You are responsible for ensuring that you possess all documentation required to travel to and enter South Africa and any other country through which you transit.

This includes, where applicable, passports, visas, transit visas, permits, vaccination certificates and any other required documentation.

Passport and visa requirements vary according to nationality and may change.

Spotlight cannot accept responsibility where a guest is unable to travel or participate because they do not possess the necessary documentation.

Being unable to travel because of passport, visa, immigration or other entry requirements does not entitle a guest to a refund.

15. Travel Insurance

Comprehensive travel insurance is required for all Spotlight guests.

Your policy should provide appropriate coverage for:

• trip cancellation and interruption;

• emergency medical treatment;

• emergency evacuation and repatriation;

• delayed or cancelled flights;

• lost or delayed baggage;

• personal liability; and

• the activities you intend to participate in during Spotlight.

You are responsible for ensuring that your chosen policy provides adequate coverage for your personal circumstances and the full value of your booking.

We may request evidence of appropriate travel insurance before departure.

16. Health, Mobility and Participation

Some elements of Spotlight take place in remote safari environments and may involve uneven terrain, steps, climbing into and out of safari vehicles and periods away from immediate medical facilities.

Guests are responsible for ensuring that they are physically able to participate in the activities they choose to undertake.

If you have mobility requirements or require particular assistance, please contact us before booking so that we can discuss whether appropriate arrangements can reasonably be made.

Certain activities may be subject to additional health, mobility, weight or safety requirements imposed by individual suppliers.

17. Acceptance of Risk

By participating in Spotlight, you acknowledge that travel and safari activities involve inherent risks.

These may include encounters with wildlife, travel in open safari vehicles, walking in natural environments, changing weather conditions, uneven terrain and travel in remote areas where medical assistance may not be immediately available.

You agree to comply with reasonable safety instructions provided by Spotlight, Kapama Private Game Reserve, guides, rangers, transportation providers and other suppliers.

Certain activities may require you to accept additional supplier terms or sign a waiver or release before participating.

Refusal to comply with mandatory safety requirements or execute a required supplier waiver may result in your being unable to participate in the relevant activity and will not entitle you to a refund.

18. Behaviour and Conduct

Spotlight has been designed as an intimate shared Event.

Guests are expected to behave respectfully towards fellow guests, artists, musicians, Spotlight personnel, lodge staff, guides and other suppliers.

We reserve the right to remove a guest from an activity or from the remainder of the Event where, in our reasonable opinion, their behaviour is dangerous, abusive, threatening, disruptive, illegal or materially interferes with the safety, privacy or enjoyment of others.

A guest removed for such behaviour will be responsible for any resulting accommodation, transportation or other costs and will not be entitled to a refund for unused portions of the Event.

19. Artists and Guest Privacy

The intimate nature of Spotlight is an important part of the Event.

Guests must respect the personal space and privacy of participating artists, fellow guests and other members of the Spotlight party.

Access to artists outside scheduled performances, conversations, events or other programmed interactions is not guaranteed.

Guests must comply with any reasonable instructions concerning artist access, backstage areas, photography, recording or private areas.

20. Photography and Recording

Professional photographers and videographers may be present throughout Spotlight to capture the Event.

Photography or recording of performances may be restricted or prohibited.

Guests must comply with any photography, video, recording or mobile phone policies communicated by Spotlight, the artists, venues or their representatives.

Professional cameras, audio recording equipment or commercial photography may not be used without prior written permission.

Further information concerning Spotlight's use of photography and video featuring guests will be provided through our applicable photography, media and privacy policies or releases.

21. Third-Party Suppliers

Many components of Spotlight are provided by independent third parties, including hotels, safari lodges, airlines, transportation providers, guides, activity operators, caterers, artists and production suppliers.

Those services may be subject to the supplier's own terms, conditions, restrictions and safety requirements.

We take reasonable care in selecting suppliers, but we do not directly control every aspect of services provided by independent third parties.

Guests may be required to comply with additional supplier terms or conditions in order to participate in particular activities or receive particular services.

22. Force Majeure

We will not be responsible for failure to perform, or delay in performing, our obligations where caused by circumstances beyond our reasonable control.

These may include, without limitation, extreme weather, natural disasters, fire, flood, epidemic or pandemic, government action, war, terrorism, civil unrest, strikes, transportation disruption, airport closure, failure of utilities or communications, restrictions imposed by authorities or other circumstances that make the Event impossible, unsafe or impractical to operate as planned.

If a force majeure event materially affects Spotlight, we may modify, postpone, relocate or cancel some or all of the Event.

Where Spotlight is materially affected by force majeure, any refund, credit or alternative arrangement will be determined having regard to the circumstances and may take into account amounts already paid or irrevocably committed to third-party suppliers and which cannot reasonably be recovered.

23. Cancellation or Material Change by Spotlight

We reserve the right to cancel, postpone or materially alter Spotlight where circumstances make it reasonably necessary to do so.

If we cancel the entire Event for reasons within our reasonable control, we will provide affected guests with the remedy communicated at the time of cancellation, subject to applicable law.

Different provisions may apply where cancellation or material alteration results from force majeure or circumstances beyond our reasonable control.

Spotlight is not responsible for incidental or consequential expenses arising from cancellation, postponement or alteration, including independently booked flights, accommodation, visas, insurance, vaccinations or other travel arrangements, except where applicable law requires otherwise.

For this reason, guests should ensure that independently booked travel arrangements are appropriately insured.

24. Unused Services

If you cancel, arrive late, leave Spotlight early, miss an activity or choose not to participate in any included component, no refund or credit will be provided for unused accommodation, meals, transportation, performances, activities or other services.

Any additional transportation, accommodation or other arrangements required as a result will be your responsibility.

25. Personal Information

We collect personal information necessary to administer your booking and deliver the Event.

This may include sharing relevant information with hotels, airlines, transportation companies, activity providers and other suppliers where necessary to provide services included within your booking.

Personal information will be handled in accordance with our Privacy Policy.

If you provide personal information relating to another guest, you confirm that you have authority to provide that information to us.

26. Complaints

If you experience a problem during Spotlight, please bring it to the attention of a Spotlight representative as soon as reasonably possible so that we have an opportunity to address it.

Any complaint that cannot be resolved during the Event should be submitted to us in writing within 30 days following the conclusion of Spotlight.

27. Liability

Nothing in these Booking Terms & Conditions excludes or limits any liability that cannot lawfully be excluded or limited.

Subject to applicable law, Spotlight will not be responsible for indirect, incidental, special or consequential losses arising from your booking or participation in the Event.

Services supplied by independent third parties may be subject to limitations of liability contained within those suppliers' own terms and conditions.

To the fullest extent permitted by applicable law, Spotlight’s liability arising from or in connection with your booking or the provision of the Event will be limited as provided by applicable law and these Booking Terms & Conditions.

28. Governing Law, Jurisdiction & Dispute Resolution

These Booking Terms & Conditions and your contract with Spotlight are governed by the laws of the State of Delaware, without regard to its conflict of law principles.

Nothing in these Booking Terms & Conditions limits any consumer rights that cannot lawfully be waived.

We wish to resolve any concerns relating to your Spotlight experience fairly and efficiently. If a dispute, claim or controversy arises out of or relates to your booking, the Spotlight Event or these Booking Terms & Conditions, you agree to first contact Spotlight in writing and provide reasonable details of the dispute.

Spotlight and the guest will then attempt in good faith to resolve the matter directly.

If the dispute has not been resolved within 30 days after written notice is received, the dispute will be resolved by binding individual arbitration administered by the American Arbitration Association (AAA) in accordance with its Consumer Arbitration Rules then in effect.

The arbitration will be conducted by a single neutral arbitrator. Unless the parties agree otherwise, the arbitration may be conducted remotely by video conference, telephone or on the basis of written submissions where permitted by the applicable rules.

The arbitrator will have authority to award any individual remedy or relief that would otherwise be available under applicable law.

Arbitration will take place on an individual basis only. To the extent permitted by applicable law, neither you nor Spotlight may bring or participate in a claim as a plaintiff or class member in any class, consolidated or representative proceeding.

29. Severability

If any provision of these Booking Terms & Conditions is found to be invalid, unlawful or unenforceable, that provision will be modified or severed only to the extent necessary.

The remaining provisions will continue in full force and effect.

30. Entire Agreement

These Booking Terms & Conditions, together with your booking confirmation, itinerary, applicable payment terms and any additional conditions expressly communicated to you, constitute the agreement between you and Spotlight relating to your booking.

No failure or delay by Spotlight in exercising any right under these terms constitutes a waiver of that right.

31. Changes to These Terms

We may update these Booking Terms & Conditions where reasonably necessary to reflect changes in law, regulation, suppliers or the operation of the Event.

The terms applicable to your booking will be those provided or made available to you when your booking is confirmed, subject to any changes that are required by law or expressly agreed with you.

32. Contact

Questions regarding your booking or these Booking Terms & Conditions should be directed to contact@spotlightretreats.com

By completing your booking, you confirm that you have read, understood and agreed to these Booking Terms & Conditions.