school-excursion-gautrain

Gautrain Schools Excursion Program

How it works:

1. To participate in the Gautrain School Excursion Program (“Program”), interested primary and/or secondary schools must complete registration either on the Gautrain website school-excursion-gautrain.co.za/ or by submitting a manual application form that can be obtained upon request, and which should be returned to schoolexcursions@gautrain.co.za
2. Within two to four (2-4) business days of completing the registration or application, the school will receive an e-mail with a cost estimate for their tailor-made school excursion.
3. Proof of payment must be received at least five (5) business days prior to the school excursion, or alternatively, customers may make an immediate payment/real-time payment/pay-and-clear payment and send Proof of Payment to schoolexcursions@gautrain.co.za.

Gautrain School Excursions – Terms and Conditions

These Terms and Conditions (“Terms”) govern the use of the Gautrain School Excursion Programme (the “Programme”) provided by the Gautrain (“we,” “us,” or “our”). By applying for or using this Programme, you agree to be bound by these Terms.

1. 1. This programme is only applicable to schools that will be traveling to a place of interest using the Gautrain train service or that are visiting the Gautrain as an excursion.
  2. School Excursions will only take place during Gautrain off-peak hours which are currently between 08:30 and 15:00 on weekdays, but which may change from time to time. School excursions must start and end within these time. Visit the Gautrain website to view the applicable schedule https://www.gautrain.co.za/commuter/schedule
  3. Applications must be submitted by an authorised school representative or tour operator and include all requested information on the form. Gautrain reserves the right to approve or decline applications based on the date and possible other big groups or events on the System.
  4. Interested schools or authorised tour operators, must ensure that contact details and school information, as well as personal information of person in charge on excursion day, have been correctly captured upon registration. Gautrain will not be held liable for any losses or additional expenses incurred by the school should their contact details be incorrectly captured.
  5. All excursions must be pre-booked at least 15 (fifteen) business days prior to the excursion. A booking is only confirmed once payment has been received (10 days in advance) and written confirmation is issued by Gautrain, specifying the approved travel details (date, time. route and group size).

Payment and Fares

Scholar Excursion Fares are based on off-peak standard Gautrain fares (excluding the Gautrain card fee). Visit the Gautrain website to view fares: https://www.gautrain.co.za/commuter/farecalc

1. 1. Gautrain will provide costs to the interested schools, this cost estimate will include all fees for the school excursion, which is inclusive of the Gautrain train and where applicable bus fares. The schools must collect the monies from the scholars and make a single payment to the Gautrain Management Agency (GMA) at least 10 (ten) business days before the school excursion. This will enable GMA to make the respective travel arrangements necessary for a successful school excursion.
  2. Proof of Payment must be sent to schoolexcursions@gautrain.co.za at least 10 (ten) business days prior to the excursion. Alternatively, immediate payment / real-time payment / pay-and-clear payment is also acceptable and the Proof of Payment must be sent at least 3 (three) business days prior to the excursion. Failure to complete payment within the required timeframe may result in cancellation.
  3. Scholars will all be given Gautrain swift cards, loaded with the excursion travel value agreed upon. These cards may be kept after the excursion and can be re-used for future travel by topping up travel value. Cards are complimentary to attendees of school excursions, currently valued at R21. Cards are not included in the school excursion fees.
  4. Gautrain will provide the school with confirmation of the excursion in writing via e-mail. This e-mail will confirm receipt of proof of payment as well as the date and time for the school excursion.

Consent and indemnity from participating schools:

1. 1. Schools participating in this Program shall remain responsible to obtain consent from Parents and/or Guardians of the participating scholars.
  2. Supervisors (educators/caregivers) will be responsible for the scholars for the duration of the excursion (from the time of departure from the school until the time of arrival back at the school).
  3. Schools are responsible for supervising learners at all times. Supervision ratios should be a minimum of:
    - 1 adult per 15 learners (primary schools)
    - 1 adult per 25 learners (high schools)
    - Supervisors remain responsible for learner conduct throughout the excursion
    - Standard Gautrain Rules apply
  4. Gautrain Management Agency or any of their sub-contractors or affiliates will not be held liable for any claim for loss, injury, illness, medical emergency, or death arising from participation in this Program.
  5. By participating in the Program, the school and tour operator (if applicable) acknowledges and agrees that it shall indemnify the Gautrain Management Agency from any and all claims as described above, made by the scholars (or parent(s)/guardian(s) thereof), and/or the points of interest.

Code of Conduct and Rules

Learners and supervisors must follow all safety instructions, signage, and directions from Gautrain staff. Unsafe behaviour within stations, trains, or buses will not be permitted.

1. 1. All participants must comply with Gautrain standard rules and regulations, respect other passengers and staff, and refrain from behaviour that may disrupt operations or damage Gautrain property. Penalty fees may be applied should passengers fail to adhere to the Gautrain rules.
  2. Please refer to the Gautrain website for Gautrain Travel Rules: https://www.gautrain.co.za/commuter/generalinformation

Cancellations and Changes

Schools must notify Gautrain of any cancellations or changes at least 72 hours prior to scheduled excursions. Refunds or credits will be considered in accordance with Gautrain refund policies and applicable notice periods.

1. 1. Standard Gautrain refund fares apply. Visit the Gautrain website to view fees: https://www.gautrain.co.za/termsconditions
  2. Schools may reschedule a school excursion depending on availability or maintain a credit with Gautrain to be used at a later time.

General

Gautrain reserves the right to refuse, cancel, or terminate participation in the programme in cases of non-compliance with these terms, safety concerns, or operational requirements.

1. 1. Personal information collected for the programme will be managed in accordance with the Protection of Personal Information Act (POPIA) and used solely for programme administration and operational purposes.

If you have any queries, please send an email to schoolexcursions@gautrain.co.za or contact the Call Centre at 0800-GAUTRAIN or 0800 428 87246 (toll-free) available daily from 05h30 to 20h00. We also have a LiveChat available at https://www.gautrainalerts.co.za/contact/

By participating in the Programme, the school acknowledges that it read, understood, and agreed to these terms and conditions.

1. The Program is valid till March 2026. Gautrain reserves the right to withdraw, postpone, amend, or suspend this Program at any time and for any reason which may be deemed necessary, without prior notice. This Program may also be amended at any time due to Covid-19 regulations as issued by the Government of South Africa.
2. This tailor-made Program is only applicable to schools that will be traveling to their place of interest by the Gautrain train service.
3. Interested schools must ensure that their contact details and school information have been correctly captured upon registration. Gautrain will not be held liable for any losses or additional expenses incurred by the school should their contact details be incorrectly captured.
4. Whilst we make every effort to reserve discount entry fees/prices at the list of places of interest, prices may fluctuate, depending on the place of interest. We will however timeously inform the school of any price changes.
5. Booking and payment
  - Bombela will provide costs to the interested schools, this cost estimate will include all fees for the school excursion, which is inclusive of the Gautrain train and bus fares and entry fees of the place of interest. The schools must collect the monies from the scholars and make a single payment to Bombela at least five (5) business days before the school excursion. This will enable Bombela to make the respective payment/s to the place of interest on behalf of the school, as well as to make the other travel arrangements necessary for a successful school excursion.
  - Proof of Payment must be sent to Gautrainexcursion@Bombela.com at least five (5) business days prior to the excursion. Alternatively, immediate payment/real-time payment/pay-and-clear payment is also acceptable and the Proof of Payment must be sent to Gautrainexcursion@Bombela.com at least 2 hours before the school arrives at a Gautrain station.
  - Bombela will provide the school with confirmation of the excursion in writing via e-mail. This e-mail will confirm receipt of proof of payment as well as the date and time for the school excursion.
  - Please note that should the school pay more than the costs quoted by Bombela, the onus will be on the school to request a refund of this overpayment. Should no such refund request be received by Bombela within a period of 60 days from the date of payment, the school will be deemed to have forfeited the excess payment and shall have no claim whatsoever as against Bombela for such excess payment.
6. Gautrain Train fares and Entry fees:
  - Interested schools will be responsible for the payment of the full Gautrain fare per scholar as well as discounted entry fee at the place of interest per scholar. Visit the Gautrain website to view fares: www.gautrain.co.za/commuter/farecalc
  - This Program will only take place during Gautrain off-peak hours which are currently between 08h30 and 15h00 on weekdays, but which may change from time to time. Visit the Gautrain website to view the applicable schedule: https://www.gautrain.co.za/commuter/schedule.
7. Consent and indemnity from participating schools:
  - Schools participating in this Program shall remain responsible to obtain consent from Parents and/or Guardians of the participating scholars.
  - Educators/caregivers will be responsible for the scholars for the duration of the excursion (from the time of departure from the school until the time of arrival back at the school).
  - Gautrain Management Agency, Bombela or any of their sub-contractors or affiliates will not be held liable for any claim for loss, injury, illness, medical emergency, or death arising from participation in this Program.
  - By participating in the Program, the school acknowledges and agrees that it shall indemnify Bombela from any and all claims as described above, made by the scholars (or parent(s)/guardian(s) thereof), and/or the points of interest.
  - Bombela will not be held liable for the products and/or services rendered by the places of interest and any queries related to the third party’s products and/or services must be addressed directly with the respective third party.
8. Cancellation, Rescheduling and Refunds:
  - Standard Gautrain refund fares apply. Visit the Gautrain website to view fees: https://www.gautrain.co.za/termsconditions
  - Cancellations must be made at least 72 hours in advance of the scheduled date of the excursion, failing which an administrative fee, as well as entry fees at place of interest/s may be charged.
  - Schools may reschedule a school excursion depending on the availability of the selected place of interest.
9. Schools must submit any special request/s prior to making payment to Gautrainexcursion@Bombela.com.
10. All standard Gautrain rules are to be observed at all times. Penalty fees may be applied should passengers fail to adhere to the Gautrain rules. Please refer to the Gautrain website for Gautrain Travel Rules: https://www.gautrain.co.za/commuter/generalinformation.
11. By participating in this Program, you acknowledge that you have read, understood, and agreed to these terms and conditions.

For any queries, please call our Customer Care Centre on 0800 428 87246 (0800 GAUTRAIN), daily from 05h30 to 20h00. You may also use the LiveChat feature on the Contact Us page.