BOOKING TERMS & CONDITIONS

OVERVIEW:

KILI HIGHLANDS EXPLORER TEAM
Terms and Conditions
These Terms and Conditions regulate the relationship between [Kili-Highlands-Explorer Company], a locally owned family adventure travel company based in Moshi, Kilimanjaro, Tanzania. Please read these Terms and Conditions carefully. By booking any tour with [Kili-Highlands-Explorer], you acknowledge that you have read, understood, and accept these Terms and Conditions. If you have confirmed a booking with more than one client named on the booking, you shall be deemed to have accepted these Terms and Conditions on behalf of all clients (including minors and those with disabilities) and therefore, all clients in the group agree to these Terms and Conditions. The client who confirmed the booking is considered the primary contact for all other clients named in that booking.

THE BOOKING:

Bookings and the resulting contract become legally binding in Moshi or Arusha, Kilimanjaro, Tanzania. Therefore, the regulations and laws of the Democratic Republic of Tanzania apply.

UNDERAGE TRAVELERS:

Bookings will only be accepted for persons under 18 years of age when accompanied by an adult who assumes responsibility for them.

PAYMENTS & DEPOSIT:

Upon acceptance of the offered travel, a 15-30% deposit is payable by the client. The booking will be confirmed once the deposit payment is received. The deposit is part of the total payment for the trip.
Short-notice bookings: If a booking is made within 2 weeks of departure, the full amount must be paid to secure the booking.
If the full amount is not paid at least one (1) week before departure, the company reserves the right to treat the booking as canceled, and the deposit will be forfeited.
Clients or agents booking within four (4) weeks of the tour departure must pay the full amount immediately to secure the reservation.
All bank charges are to be paid by the client or agent. This includes any transaction fees charged by our bank. The amount shown on the invoice must reflect the full amount received in our account. If bank charges are deducted, we will invoice you for the difference.

MODIFICATION OF BOOKINGS:

If the client requests changes to an existing booking (e.g., modifications to the trip itinerary, rebooked flight tickets, accommodation changes, or changes in the number of participants), they must contact [Kili-Highlands-Explorer] promptly. A booking modification fee of 50 USD may apply. Last-minute changes may cause delays or disrupt the original schedule. Although our team is dedicated to fulfilling client requests, we advise clients to adhere to the original schedule whenever possible. No modifications during a safari will be refunded.

CANCELLATION POLICY:

Cancellations must be sent in writing to the office that confirmed the reservation. Cancellations are only effective when received by the booking office. In the event of cancellation, the company will retain the full deposit unless otherwise agreed.
Due to COVID-19 travel restrictions and potential flight cancellations, cancellations will be free under such circumstances, and we will refund the payment. We also advise clients to postpone their trips until the situation improves, with no additional costs required.
Tailor-made tours may be subject to alternative cancellation terms, which will be communicated to clients at the time of booking.

CANCELLATION FEES FOR PAID DEPOSITS ARE AS FOLLOWS:

More than 6 weeks prior to departure – No cancellation fee

4 to 6 weeks prior to departure – 30% cancellation fee

2 to 4 weeks prior to departure – 50% cancellation fee

1 to 2 weeks prior to departure – 75% cancellation fee

Less than 1 week prior to departure – 100% cancellation fee

EXCEPTIONS: Flights are excluded from refunds. If the trip is canceled, we cannot guarantee a full refund for flights, as this depends on the airline’s policies. While we strive to offer free cancellations, we rely on the terms and conditions of hotels and airlines.
The company reserves the right to cancel any tour at its discretion, without prior notification, in cases where it is unavoidable. In such cases, the company will refund all payments already made by the client. This will be the company’s sole responsibility to the client, and no further claims for damages, regardless of cause, will be accepted.

MEDICAL CONDITIONS:

All clients are obligated to truthfully provide any relevant medical information during the booking process. Clients are responsible for assessing their own suitability and capability to participate in a tour with us. All clients should consult their physician regarding their fitness for taking part in the booked tour. KILI-HIGHLANDS-EXPLORER TEAM recommends that all clients seek their physician’s advice regarding necessary or advisable vaccinations, medical precautions, or other medical concerns. KILI-HIGHLANDS-EXPLORER does not provide medical advice.

CLIMATE:

The climate is hot and sometimes humid. From December to March, when the northeast monsoon blows, it is hot and humid. April and May see heavy rains, while June to October is the coolest and driest period. Lesser rains occur in November. The temperature ranges between 25 and 35 degrees Celsius, and the annual rainfall is about 20mm.

SHOPPING TRIPS:

Driver/guides will stop at shops or curiosity stalls recommended by KILI-HIGHLANDS-EXPLORER TEAM. We provide 100% escort services at no extra cost to accompany guests on shopping trips, helping with recommendations and assisting clients.

SPECIAL REQUIREMENTS:

[KILI-HIGHLANDS-EXPLORER] will strive to accommodate the special requests of clients, including (but not limited to) dietary and accommodation requests.

TRAVEL DOCUMENTS / PASSPORTS, VISAS, AND OTHER TRAVEL PAPERS

It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations, travel insurance, and other required documents are in order for the countries to be visited. The company cannot be held liable for any consequences, damages, or claims arising from the client’s failure to ensure proper documentation.

BAGGAGE:

All baggage and personal effects are the client’s responsibility. The company is not liable for any loss or damage to personal items, regardless of the cause.
For hiking tours, clients are allowed one duffel bag weighing no more than 15 kg (soft bag or backpack—no hard-shell suitcases) and a daypack.
Safari clients are recommended to use duffel bags, as they are easier to store. Hard-shell suitcases may be used with consultation from our safari guides for private safaris.
The company reserves the right to refuse excess baggage. For trekking tours or certain “bush” flights, different baggage regulations may apply.

RISK:

The client acknowledges that all tours involve an element of personal risk. The company and its agents cannot be held liable for any injury, loss of life, or damage to property. The client indemnifies the company and holds it harmless from any such claims.
The client accepts full responsibility for all risks involved.
We request that clients arrive on time for all departures. Delays caused by clients can result in unforeseen risks. Clients should always listen to the guidance of our professional guides and tour leaders.

AUTHORITY ON TOUR:

The decisions of the company’s guides/drivers on tour are final and binding.
The client must comply with the laws, customs, and foreign exchange regulations of all visited countries.
Any participant exhibiting threatening, disruptive, or rude behavior toward our team or other clients will have their safari or hike terminated immediately. This decision will be made at the discretion of the guide/driver/tour leader.
Clients are reminded to adhere to the itinerary schedule. Failure to comply with the schedule, causing delays or missing agreed pick-up times, may result in the termination of the safari or hike at the client’s cost.

PHOTOS & MARKETING:

The company reserves the right to use any photographs or videos taken during tours for marketing or advertising purposes. By booking, the client consents to the use of such photographs and authorizes the company to retain copyright over these materials.

WEATHER AND FORCE MAJEURE:

Unforeseen circumstances, such as war, mechanical breakdowns, weather conditions, riots, and other factors beyond the company’s control, may cause delays or alterations to the tour. The company will not be held liable for any consequences arising from these events.

REGISTERED ADDRESS:
Kili-Highlands-Explorer Ltd.
P.O. Box 1131, Moshi, Kilimanjaro, Tanzania.

Email: info@kilihighlandsexplorer.com
Tel: +255 769 557 831
Moshi, Kilimanjaro, Tanzania.