Cancellation & Changes Policy
Full guide to cancellations, changes, and payment terms with VISIT KILI ADVENTURES
CANCELLATION AND CHANGES CONDITIONS POLICY
1 Introduction
At VISIT KILI ADVENTURES, we aim to deliver memorable travel experiences in hiking/trekking (Kilimanjaro and Mount Meru) and day trips. However, unforeseen circumstances may necessitate changes or cancellations. This document outlines the conditions governing such scenarios to ensure transparency and fairness.
Our Commitment
We strive to be flexible and fair while maintaining sustainable business practices. This policy ensures clarity for all parties involved in booking adventures with us.
2 Cancellation Policy
a) General Cancellation Terms
- All cancellations must be submitted in writing via email to info@visitkili.com.
- Cancellations are effective upon acknowledgment from VISIT KILI ADVENTURES.
Important Notice
Cancellations are only valid when submitted in writing and acknowledged by our team. Verbal cancellations are not accepted.
b) Cancellation Charges
Fees apply based on notice period before departure:
| Notice Period | Cancellation Fee |
|---|---|
| 60 days or more | 10% of total booking |
| 30-59 days | 20% of total booking |
| 15-29 days | 40% of total booking |
| 7-14 days | 60% of total booking |
| Less than 7 days | 100% of total booking |
Pro Tip
Cancel as early as possible to minimize fees. We recommend comprehensive travel insurance to protect against unexpected cancellations.
c) Non-Refundable Components
Some components (e.g., permits, park fees) are non-refundable regardless of cancellation timing.
Non-Refundable Items
National park permits, conservation fees, and pre-booked accommodations may be non-refundable even with early cancellation.
d) Refund Process
Refunds are processed within 14 business days. Bank transfer or transaction fees will be deducted from the refund amount.
3 Changes Policy
a) Changes to Booking Dates
- Changes requested 30+ days before departure are subject to a $50 per person fee.
- Changes requested within 30 days are treated as cancellations and re-bookings.
Flexible Booking Tips
- Book early to have more flexibility with date changes
- Consider travel insurance that covers date modifications
- Contact us as soon as you know you need to change dates
b) Changes to Itinerary
Modifications are subject to feasibility and may incur additional costs.
c) Substitution of Travelers
Traveler substitutions are permitted up to 14 days before departure for a $50 administrative fee per person.
4 Force Majeure
VISIT KILI ADVENTURES is not liable for disruptions caused by events beyond our control. In such cases, we will assist in rescheduling or alternative arrangements.
Force Majeure Events Include:
Natural disasters, political instability, terrorism, pandemics, extreme weather conditions, and other circumstances beyond reasonable control. We'll work with you to find the best solution.
5 Special Offers and Group Bookings
Terms for special offers and group bookings may differ and will be outlined during booking.
6 Travel Insurance
We recommend purchasing travel insurance to cover cancellations, emergencies, and interruptions.
Travel Insurance is Highly Recommended
Comprehensive travel insurance protects your investment and provides peace of mind. It should cover trip cancellation, medical emergencies, and evacuation.
7 Tour Payment and Confirmation
a) Safari Tours
In order to reserve your seat, you will need to pay a 30% deposit at the time of booking to reserve your space in the Tented lodge, Hotel or Camping Accommodations and joining Safari Car. The balance (70%) is due 1 day before the tour start. Bookings within 2 weeks require full payment (100%).
b) Mount Kilimanjaro Hiking and Meru Hiking
A 10% deposit is required to confirm your reservation. The balance (90%) is due 1 day before the tour start. Bookings within 1 week require full payment (100%).
c) Mode of Payment
Payment is accepted via credit card through our Merchants DPO, Pesapal online, or POS machine at our office. Cash payments are accepted in USD, EURO, GBP, and Tanzanian Shilling. POS and online credit card payments incur a 5% surcharge.
Credit Card
DPO & Pesapal
+5% surcharge
Cash
USD, EURO, GBP, TZS
No surcharge
POS Machine
At our office
+5% surcharge
d) Confirmation
Reservations are not officially confirmed until the deposit is paid. On rare occasions, changes may occur.
Payment Summary
- Safari Tours: 30% deposit, 70% balance due 1 day before departure
- Kilimanjaro/Meru Treks: 10% deposit, 90% balance due 1 day before departure
- Last-Minute Bookings: Full payment required (within 2 weeks for safaris, 1 week for treks)
8 Contact Information
For assistance with cancellations, changes, or any questions:
Get in Touch
9 Acceptance of Terms
By booking with VISIT KILI ADVENTURES, you accept the terms outlined in this policy.
Binding Agreement
Your booking confirmation constitutes acceptance of these terms and conditions. Please read carefully before confirming your reservation.
10 Prepared By
VISIT KILI ADVENTURES
11 Date
01st January, 2024
12 Director
Norbert Edward Kavindi
Director
Need Help with Cancellations or Changes?
Our support team is ready to assist you with any questions or concerns
Travel Insurance Reminder
We strongly recommend purchasing comprehensive travel insurance at the time of booking to protect against unexpected cancellations and emergencies.
Cancellation Tips
- Always cancel in writing via email
- Cancel as early as possible to minimize fees
- Get comprehensive travel insurance
- Keep all booking confirmation emails
- Contact us immediately if issues arise