Terms & Conditions

1. Booking your trip

A booking is confirmed once we have received your signed booking form (or written confirmation by email) together with the required deposit. From that point, we consider both parties bound by these terms.

When you book on behalf of others, you confirm that you are authorised to do so and that all members of your party agree to these terms.

2. Deposits and payment

• Standard safaris: 30% non-refundable deposit at booking; balance due 60 days before arrival.
• Kilimanjaro climbs: 40% deposit at booking; balance due 60 days before arrival.
• Peak-season & Migration tours: 50% deposit may be required to secure lodging.
• Bookings within 60 days of arrival: full payment is due at confirmation.

Payments may be made by bank transfer or by card (a small processing surcharge may apply for cards). All bank charges and currency-conversion fees are the responsibility of the client.

3. Prices and what's included

Each itinerary clearly lists what is and isn't included. As a guide, our standard quotations typically include:

• Accommodation as specified, on the meal plan stated (FB, HB or BB)
• Park fees, concession fees and government taxes during the safari
• Private 4x4 safari vehicle with professional English-speaking guide
• Airport transfers on arrival and departure days
• Bottled water during game drives

Unless otherwise stated, prices do not include:

• International flights to/from Tanzania
• Tanzania visa fees
• Travel and medical insurance (mandatory)
• Tips for guides, porters and lodge staff
• Optional activities (e.g. balloon safari, walking safari, spa)
• Drinks, laundry and personal expenses

Prices are quoted in US Dollars and are valid for the dates noted in the proposal. We reserve the right to amend a quotation if the booking is not confirmed within the stated validity period, or if there are significant changes in park fees, fuel costs or exchange rates.

4. Cancellation by you

If you need to cancel a confirmed booking, written notice must be sent to us by email. Cancellation charges apply as follows:

• More than 60 days before arrival — loss of deposit only
• 59 to 30 days before arrival — 50% of total trip cost
• 29 to 15 days before arrival — 75% of total trip cost
• 14 days or fewer before arrival — 100% of total trip cost
• No-show or early departure — 100% of total trip cost

Some lodges, mountain operators and charter flights have stricter cancellation rules. Where this applies, we will inform you in writing before you confirm.

For the full schedule by trip type — safaris, Kilimanjaro climbs, Zanzibar extensions and day trips — please see our dedicated Cancellation & Refund Policy.

5. Changes & cancellation by us

We reserve the right to make minor changes to your itinerary at any time (e.g. swapping a lodge of equivalent standard if availability changes). We will inform you of significant changes as soon as we become aware of them.

In the unlikely event we have to cancel your trip for reasons within our control, we will offer you an alternative of equivalent standard or a full refund of monies paid to us.

6. Travel insurance

Comprehensive travel insurance is mandatory for every traveller on a trip with Kibulu Tanzania Safaris. Your policy must cover, as a minimum:

• Medical expenses and emergency medical evacuation (essential for Kilimanjaro climbs)
• Trip cancellation, curtailment and travel delay
• Loss or damage to baggage and personal items
• High-altitude trekking up to 5,895m for Kilimanjaro clients

You will be asked to provide your insurance policy number and emergency-contact details before travel. Travelling without adequate insurance is at your own risk.

7. Passports, visas and health

It is your responsibility to ensure that your passport is valid for at least 6 months from the date of entry, that you hold any required visas, and that you have any vaccinations or medications recommended for travel to Tanzania. We are happy to give general guidance, but cannot accept responsibility for refusal of entry caused by missing documentation.

8. Client responsibility

You agree to:

• Disclose any pre-existing medical condition that could affect your ability to participate
• Follow your guide's instructions during game drives, walks, climbs and transfers
• Respect wildlife, the environment and the communities we visit
• Behave in a way that does not put yourself or other travellers at risk

We reserve the right to refuse to carry, or to remove from a tour, any client whose conduct is, in our reasonable opinion, dangerous or seriously disruptive — without refund.

9. Our liability

We accept liability for the proper performance of the services we directly provide. Where third-party suppliers (lodges, airlines, mountain operators) are involved, our liability is limited to the standard of reasonable care in selecting and monitoring those suppliers.

We do not accept liability for loss, damage, injury or death caused by circumstances beyond our reasonable control, including (but not limited to) wildlife behaviour, weather, altitude sickness, road or air conditions, and the actions of independent third parties.

10. Complaints

If something is not right during your trip, please tell your guide or our office immediately so we have the chance to put it right. If a complaint cannot be resolved on the ground, please write to us within 28 days of the end of your trip and we will investigate fully.

11. Force majeure

We cannot accept liability or pay compensation where the performance of our contract is prevented or affected by circumstances amounting to “force majeure” — including but not limited to war, civil unrest, government action, epidemic or pandemic, natural disaster, fire, severe weather, or airline / airport disruption.

12. Governing law

These Terms & Conditions are governed by the laws of the United Republic of Tanzania. Any dispute that cannot be resolved amicably will be submitted to the exclusive jurisdiction of the courts of Arusha, Tanzania.