How these booking terms work
These general conditions explain the booking process used by Kilima Trek & Safaris. Your dated proposal, invoice, confirmed itinerary, and any trip-specific conditions form part of the agreement. Where a trip-specific document states a deposit, cancellation charge, supplier rule, or payment date, that specific term applies to that booking.
An enquiry, saved trip, provisional itinerary, or availability discussion does not create a booking. Do not send payment until you have received an invoice that identifies the trip, travellers, currency, payee, amount due, and applicable terms.
The accepted itinerary, invoice, and booking confirmation should describe the same services. Ask for clarification before paying if any date, inclusion, room type, amount, or condition is unclear.
1. Booking and contract formation
A booking is confirmed only when Kilima accepts it in writing and receives the payment required by the invoice. The lead passenger acts for the travelling party unless a different arrangement is agreed in writing.
The lead passenger confirms authority to provide information and accept the booking documents for the party. Names, dates of birth, rooming, passport details, dietary needs, and other requested information must be accurate and supplied through the agreed channel.
2. Price, deposit, and balance
Website prices are planning ranges. A quotation states the currency, validity period, group size, room occupancy, included services, exclusions, taxes and fees, payment method, and whether supplier space is held or still on request.
The invoice states the deposit or staged payment, balance due date, bank or processor charges, and any non-refundable supplier commitments. Late or incomplete payment may release unconfirmed services or require a revised price, subject to the trip-specific documents.
3. Traveller changes and cancellation
Requests to change names, dates, route, rooms, or services must be made in writing. Supplier re-pricing, permit rules, flight conditions, and new availability may change the cost or make a requested change impossible.
Cancellation charges are stated in the confirmed booking documents and reflect the notice date, supplier commitments, and services already secured. Comprehensive travel insurance is strongly recommended from the time the booking is confirmed.
4. Changes by the company or suppliers
Travel in Tanzania can be affected by weather, roads, wildlife movement, park rules, air schedules, accommodation operations, safety decisions, public-health measures, or events outside reasonable control. Kilima may substitute, re-route, postpone, or remove a service when reasonably necessary for safety or operations.
A substitute will be reasonably comparable where possible, but a specific animal, migration event, mountain view, summit, room number, guide, vehicle, or exact daily timing cannot be guaranteed. Material changes and any resulting options will be communicated as soon as reasonably possible.
5. Traveller responsibilities
Travellers are responsible for passports, visas, transit rules, official health advice, medication, vaccination evidence where applicable, insurance, fitness, declared needs, baggage limits, punctuality, and following guide and supplier instructions.
Kilima may end a traveller's participation where conduct creates a serious safety risk, involves unlawful activity, harassment, deliberate damage, severe intoxication, or substantial disruption. The traveller remains responsible for resulting accommodation, transport, medical, repatriation, or other costs unless applicable law provides otherwise.
6. Safari, trekking, marine, and remote-travel risk
Wildlife, high altitude, rough roads, boats, water, weather, insects, remote locations, and limited medical access involve inherent risk. Kilima provides practical information and uses reasonable operational care, while travellers make informed choices and follow safety instructions.
Travellers must disclose relevant needs through an appropriate channel and obtain medical advice where necessary. Nothing in these terms excludes a right or responsibility that cannot lawfully be excluded.
7. Problems, complaints, and dispute process
Report a problem promptly to the guide, supplier, or Kilima contact so a practical solution can be attempted during travel. Keep relevant photographs, receipts, and messages where they help explain the issue.
A written complaint after travel should be sent to info@kilimatrekandsafaris.com with the booking reference, dates, facts, and requested outcome. Kilima will acknowledge the complaint and explain the review process applicable to the booking.
8. Personal information and document priority
Personal information is handled under the privacy policy and shared with suppliers only as needed to arrange the trip, meet legal duties, or protect vital interests. Sensitive information should be sent only through the channel agreed for that purpose.
If a general website page conflicts with the accepted itinerary, invoice, or trip-specific booking terms, the more specific accepted document governs that service, subject to applicable law.