Booking Terms and Conditions

The table below sets out, in general terms, how responsibility is shared between us and you. It is a guide and does not replace the rest of these terms.

A booking begins with an enquiry. We discuss your interests, dates and budget, and then send a proposal with a day-by-day plan and a price. A proposal is an invitation to book, not a reservation. Prices and availability can change until your booking is confirmed.

A binding contract exists only when all of the following have happened: you have accepted the proposal in writing, we have received your deposit, and we have sent you written confirmation. If we cannot confirm your booking, for example because a key supplier is unavailable, we will tell you and return anything you have paid for that booking.

The lead traveller books on behalf of the whole party and confirms that every member has read and accepted these terms. The lead traveller is responsible for passing on our messages and for making sure the others understand any rules, deadlines or requirements that affect them.

If a name or detail is wrong and needs correcting after confirmation, we will help, but airlines, park authorities and other suppliers may charge to make the change or may not allow it. Any such charge is passed on to you. If an error in the information you gave us causes a service to be refused or lost, we are not responsible for the consequences.

Your price is set in US dollars and we expect payment in US dollars. If you pay in another currency, or your bank or payment provider converts the amount, any exchange rate, conversion cost or bank charge is your responsibility. We do not guarantee any particular rate.

Until your booking is confirmed, we may update a quotation if costs change or availability moves. After confirmation, we will not increase your price for ordinary market movements. The exception is where a government or park authority charge, tax or levy outside our control changes, as explained in section 8.

• The accommodation, meals and drinks described in your itinerary.
• Ground transport and guiding as described in your itinerary.
• Park, conservation area or mountain fees where the itinerary says they are included.
• Airport or hotel transfers where the itinerary says they are included.

• International flights and any domestic flights not listed in your itinerary.
• Visas, vaccinations and travel insurance.
• Personal expenses such as laundry, phone calls, extra drinks and souvenirs.
• Optional activities that are not part of the itinerary.
• Tips and gratuities, unless your itinerary says otherwise.
• Costs caused by delays, changes or cancellations by airlines or other third parties.

If you choose not to use a service that was included, such as a meal, a night's accommodation or an activity, we cannot normally refund it, because we will already have paid our suppliers.

The deposit allows us to reserve camps, lodges, vehicles, flights and mountain permits on your behalf. Many of these suppliers require payment in advance, and some of that money cannot be recovered if the booking is later cancelled.

We accept the payment methods listed on our Payments page, which may include bank transfer and card payment. Please use only the payment details given in written messages from us. If you receive different details from anyone else, or a message that looks unusual, contact us directly using the email address or WhatsApp number in these terms before you pay.

Card payments may carry a processing surcharge, which reflects the cost charged to us by the payment provider. We will state any surcharge to you before you pay, and you will have the chance to choose another method. Bank charges on transfers sent from your side are your responsibility, and we ask that you send enough to cover them so that we receive the full amount due.

We will confirm each payment we receive in writing. Please keep your own records, and tell us if a payment you have sent has not been acknowledged.

You will need to cover any change fees charged by suppliers and any difference in price between the original and the new arrangement. We will tell you the cost before making the change, so that you can decide whether to go ahead.

A change that shortens your trip, removes a traveller, or reduces its value is treated as a partial cancellation. The cancellation terms in section 12 apply to the part that is removed, measured from the date we receive your request.

Once your trip has started, changes can be made only with the agreement of your guide and where practical. Any extra cost is payable on the spot or as agreed with us, and unused services are not refunded.

The 5% administrative fee is calculated on the payments we have received from you at the time of cancellation. Non-recoverable costs are those described in section 2. On request, we will give you a written breakdown of the costs we have retained, and we will not retain more than we are entitled to under these terms.

These figures are illustrations only and are not prices. Suppose a trip costs USD 5,000 in total and you have paid the USD 1,500 deposit. If you cancel with 60 days or more to go, the administrative fee is 5% of USD 1,500, which is USD 75. If we have also committed USD 200 to a non-recoverable permit, we would refund USD 1,225.

On the same trip, suppose you have paid the full USD 5,000 and you cancel with 45 days to go. The 30% deposit of USD 1,500 is kept. The remaining USD 3,500 is refunded, less any non-recoverable costs already committed beyond the deposit. If those costs came to USD 600, you would receive USD 2,900.

If you cancel with fewer than 30 days to go, or do not arrive for the start of your trip, the full price of USD 5,000 is retained in our example, whatever has been paid. If your insurance covers the reason for cancelling, you may be able to claim the loss from your insurer, which is why section 20 requires cancellation cover.

If only some travellers cancel, the cancellation terms apply to their share of the price. Because the price for those who remain may depend on the number sharing, it may change. We will explain any effect before you decide.

We plan every trip carefully, but sometimes events force a change. Examples include weather, road conditions, flooding, park or route closures, changes to flight schedules, or a supplier being unable to host you. We may need to change the order of days, substitute a similar lodge, vehicle or route, or alter an activity.

If a significant change is needed, we will tell you as soon as reasonably possible and offer a suitable alternative. A significant change is one that materially reduces the quality or purpose of your trip.

If we offer an alternative and you reasonably decline it, or if no suitable alternative exists, you may cancel the affected part of the trip and we will refund what you have paid for it. Minor changes, such as a different vehicle of similar standard or a change to the timing of a game drive, are part of normal operations and do not give a right to cancel or to compensation.

We may cancel your trip if it is unsafe to run, if we cannot deliver it for reasons outside our control, or if you do not pay on time. If we cancel because it is unsafe or impossible to run, we will refund the money you have paid for the parts we cannot provide. We are not responsible for separate costs, such as flights, visas or insurance you arranged yourself.

A private trip is arranged for your party alone. The pace and many details can be tailored to you within what is practical and safe, and the price is based on the number of people in your party.

On a shared departure, you will travel with people you do not know. We ask everyone to be considerate, to keep to agreed times and to respect the group. Group fitness, pace and mood vary, and a shared trip may not move at exactly the speed you would choose.

Some trips depend on a minimum number of participants to run. If a shared departure does not reach the number needed, we will tell you as soon as reasonably possible and offer another date, a private alternative at a revised price, or a refund of the money you have paid for that trip.

If a named property is unavailable, overbooked, closed, or unsuitable for safety reasons, we may replace it with another of a similar standard in the same area. If a substitute is of a clearly lower standard, we will discuss a fair adjustment with you.

Remote camps and lodges may have limited electricity, hot water, mobile signal and internet. These are features of the location, not defects, and we cannot guarantee any of them. Mountain huts and camps are basic.

Prices assume two people sharing unless stated. If you travel alone and want your own room, a single supplement may apply. We cannot always match solo travellers with a compatible roommate.

You are responsible for loss or damage you cause to accommodation, equipment or vehicles, other than normal wear and tear.

Roads in and around the parks can be rough, and travel times are estimates. Weather, road works, wildlife, border and checkpoint stops and traffic can cause delays. A long drive is a normal part of many itineraries.

Seat belts and any other safety equipment provided must be used. Travellers must follow the driver's instructions about when to stay in the vehicle, when to stand in an open roof and when to remain seated.

If a vehicle breaks down, we will arrange a replacement or repair as soon as reasonably possible. We cannot be liable for delay that is outside our control, but we will do what we reasonably can to keep your trip on track.

Airlines can change or cancel schedules, particularly in bad weather or because of operational needs. If this affects your trip, we will help to rearrange it, but any extra costs that follow from a flight change are generally outside our control.

Small aircraft and some transfers have strict limits on baggage size, weight and type, and often require soft bags. We will tell you the limits that apply when we know them. Airlines may refuse or charge for baggage that does not comply, and any such charge is yours.

Flight tickets are issued in the name given to us, which must match your passport. Changes after ticketing may be costly or impossible.

If your trip includes Kilimanjaro, your policy must specifically cover trekking up to the summit at 5,895 metres, including emergency evacuation from the mountain. Many standard policies exclude trekking at altitude, so please read yours carefully and ask your insurer to confirm in writing.

We may ask to see proof of insurance before you travel and, for a climb, before you start. If you cannot show suitable cover, we may refuse to let you take part, and the cancellation terms in section 12 apply. We do not sell insurance and cannot advise on which policy suits you.

Medical care and evacuation in remote areas can be very costly, and cancellation charges under these terms can be substantial. Without insurance, these costs fall on you.

We will ask you to tell us about any medical condition, injury, allergy, medication, pregnancy, disability or other circumstance that could affect you or others during the trip. You must answer honestly and fully, and update us if anything changes before you travel. If you do not disclose something relevant, we may be unable to adapt your trip safely, and we may not be responsible for the consequences.

If we reasonably believe that taking part would put you or others at serious risk, we may refuse to let you start or continue the trip. In that case, services you do not use are not refunded.

You are responsible for bringing enough of any prescription medicine you need, in its original packaging, together with any supporting letter your doctor suggests. Medical facilities in remote areas can be far away.

Your guide has the authority to change the route, the pace or the day's plan, or to ask any traveller to stop, rest, turn back or descend, if they believe this is needed for safety. Their decision is final. Unused days and services are not refunded, and costs of evacuation, treatment or onward travel are for you and your insurer.

We cannot guarantee that you will reach the summit. Altitude affects everyone differently, regardless of fitness or experience, and weather and mountain conditions change. A climb that ends early for safety or health reasons is still a completed service, and no refund is due for unused days.

Your guides will monitor your health as you climb. If they judge that you or another climber should stop or go down, you must follow their decision, which is final. This applies even if you feel able to continue.

Mountain fees, rescue arrangements and rules are set by the authorities responsible and can change. Route, camps and itinerary may be adjusted for safety or conditions.

You are responsible for suitable clothing, boots and personal equipment, and for the training that your doctor advises. Where we provide or arrange equipment, it is for use as instructed and must be returned in good condition.

We expect everyone on the mountain to treat porters and crew with respect and fairness. Please follow the guidance of your guide about weight, tips and conduct towards the crew.

If an evacuation is needed, the decision to carry out an evacuation is taken on safety grounds, and the costs are for you and your insurer. This is why section 20 requires cover for evacuation from the mountain.

Wildlife moves freely and cannot be guaranteed. Sightings, migration movements, river crossings, births and predator behaviour are natural events. The absence of a particular animal or event is not a ground for a refund or compensation, even if it was a reason you chose the trip.

Descriptions of the best time to see particular things are general and based on past experience. Weather and ecological patterns vary from year to year, and we cannot promise outcomes for any date.

Your guide will use their judgement to choose where to go, when, and how long to stay at a sighting, taking account of safety, park rules, road conditions and the experience of all travellers in the vehicle. Timings in the itinerary are guides, not fixed promises.

Wild animals can be dangerous even when they appear calm. You must follow your guide's instructions at all times and accept the risks that come with being close to wildlife.

If your behaviour puts others at risk, breaks park or national law, or seriously affects the enjoyment of others, we may end your participation. No refund is then due, and you are responsible for fines, damage and any costs resulting from your actions.

Anyone under the legal age of adulthood must be accompanied by a parent or responsible adult, who stays responsible for their supervision, safety and conduct throughout the trip. Guides and crew cannot act as childminders.

Safaris involve long drives, early starts and close proximity to wild animals. Climbing Kilimanjaro carries added risks, particularly for children. Please talk to us and to your doctor before booking for a child, and tell us the age of each child when you enquire.

Prices for children may differ from adult prices and will be stated in your quotation. Children need their own valid passport, and additional documents may be required if a child travels without both parents. Please check the current requirements with the relevant authorities.

We will pass on dietary and allergy information to our suppliers and do our best to cater for it. Kitchens in remote locations may be small, and we cannot always guarantee that food is free of traces of allergens. If your allergy is severe, please tell us in detail and carry any medication you need.

Many properties, vehicles and routes have steps, uneven ground and limited facilities. If you or a member of your party has limited mobility, tell us before booking so that we can look for suitable arrangements. We will say honestly what is and is not practical.

Special requests are passed on and noted, but unless we confirm a request in writing, we cannot guarantee that it will be met. Failure to meet a request that was not confirmed does not entitle you to compensation.

You are welcome to take photographs for your own use. Please ask before photographing people, and respect a refusal. Some places, such as military, government or religious sites, restrict photography. Follow local rules and your guide's advice.

Drones, commercial filming and professional photography are regulated and often need permission from the authorities. Do not bring or fly a drone without telling us first and obtaining all necessary approvals. Equipment may be confiscated and fines may apply, and you are responsible for them.

We may take photographs or video of our trips, and may use them in our marketing. If you do not want to appear in our images, tell your guide or us in writing and we will respect that. If you send us your own photos and agree that we may publish them, you confirm that you have the right to do so.

To the extent the law allows, our liability for any claim relating to your trip is limited to the amount you paid us for the part of the trip affected. We are not liable for indirect loss, such as loss of enjoyment of an unrelated part of your holiday, lost earnings or costs of separate arrangements, unless the law says we must be.

Nothing in these terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for fraud or for death or personal injury caused by our negligence, where the law does not allow it.

We are not responsible for loss, injury or damage caused by your own actions, by ignoring instructions from guides or park rules, by your failure to disclose a health condition, or by your failure to follow these terms.

Please look after your valuables, documents and money. We cannot be responsible for items lost, stolen or damaged during your trip, so make sure your insurance covers them.

If the problem is not resolved during the trip, please send us a written complaint within 14 days of the end of your trip, by email to info@theexpeditiontourstz.com. Include your name, your booking details, what went wrong, what you already did about it and what outcome you would like.

We will reply within 14 days of receiving your complaint. If it needs more investigation, we will say what we are doing and when to expect a full answer. We will consider your complaint fairly and with an open mind.

Telling us during the trip lets us act, and a written complaint soon after helps us to check what happened with our suppliers and crew while events are fresh. A failure to raise an issue during the trip may affect what we are able to do afterwards.