Booking Terms & Conditions

1. Booking & Payment

A booking is confirmed upon receipt of the required deposit (30% of the total package price). The remaining balance is due 60 days prior to the departure date. Failure to pay the balance by the due date may result in the cancellation of the booking without refund of the deposit.

All prices are quoted in US Dollars (USD). We accept:

Credit card payments may be subject to a processing fee of up to 3% which will be added to the invoice amount. Bank transfer fees are the sole responsibility of the client.

For bookings made within 60 days of departure, the full amount is due immediately.

2. Cancellation by the Client

All cancellations must be submitted in writing (email or WhatsApp) and are effective from the date received by Safari Kilimanjaro.

• Cancellation 60+ days before departure: full refund minus the 30% deposit.
• Cancellation 30–60 days before departure: 50% refund of the total package price.
• Cancellation 15–30 days before departure: 25% refund of the total package price.
• Cancellation under 15 days before departure: no refund.

We strongly recommend purchasing travel insurance with trip cancellation coverage at the time of booking to protect yourself against unforeseen circumstances.

3. Cancellation or Modification by Safari Kilimanjaro

Safari Kilimanjaro reserves the right to cancel or modify any booking due to circumstances beyond our control, including but not limited to: government travel advisories, natural disasters, civil unrest, health emergencies, insufficient participants for a scheduled group departure, or closure of national parks by Tanzanian authorities.

In the event of cancellation by Safari Kilimanjaro, clients will receive a full refund of all payments made. We will always offer alternative dates or itinerary modifications before processing a refund.

If we need to modify your itinerary (for example, due to weather or park closures), we will always propose a comparable alternative and seek your approval before implementing changes.

4. Travel Insurance

Comprehensive travel insurance is mandatory for all Safari Kilimanjaro bookings. Your policy must cover: trip cancellation and interruption, medical expenses and emergency evacuation (including helicopter evacuation from altitude), repatriation, and personal liability.

Altitude trekking coverage: Not all travel insurance policies cover trekking above 4,000m. Confirm with your insurer that your policy explicitly covers Kilimanjaro climbing activities before you book. Failure to have appropriate insurance may result in the cancellation of your booking without refund.

Proof of travel insurance (policy number, coverage details, and emergency contact number) must be provided to our Arusha team before the climb begins.

5. Health & Fitness Requirements

You must disclose any pre-existing medical conditions, injuries, or physical limitations that may affect your ability to complete the climb or safari safely. Our team will conduct a brief fitness assessment before confirming your booking.

Altitude affects everyone differently. Safari Kilimanjaro and its guides cannot be held liable for health events that occur during the trip, including altitude sickness, provided all safety protocols have been followed and the guide's instructions have been adhered to.

Climbers who are unable to continue due to health reasons may descend early. No refunds are issued for partial completion of the itinerary. If you join a trip but leave early for any reason, all costs associated with the early departure (additional transfers, accommodation, etc.) are your responsibility.

6. Minimum Age & Special Requirements

The minimum age for the Kilimanjaro climb component is 12 years old. Climbers under 18 must be accompanied by a parent or legal guardian. There is no minimum age for the safari component, though parents should carefully consider whether long game drives and basic mountain facilities are appropriate for young children.

Passengers requiring special assistance, wheelchair access, or with specific dietary, medical, or religious requirements should inform us at the time of booking. While we will make every effort to accommodate special requirements, some facilities in Tanzania (particularly on the mountain) have limited accessibility.

7. What Is Not Included

The following are not included in Safari Kilimanjaro package prices:

• International flights to/from Kilimanjaro International Airport (JRO)
• Tanzania tourist visa ($52–$104 per person, depending on nationality)
• Personal travel insurance (mandatory)
• Vaccinations and medication
• Tips for guides, porters, and camp staff (budget $200–$350 per person)
• Personal climbing and safari gear
• Alcoholic beverages and personal spending
• Optional activities not specified in your confirmed itinerary
• Airport departure taxes (if applicable)
• Items of a personal nature

8. Tipping on Kilimanjaro

Tipping is customary and expected on Kilimanjaro. Our crew (guides, assistant guides, porters, cooks, and camp managers) rely on tips as a significant portion of their income. Tips are not included in the package price.

We operate a pooled tipping system: you give one tip amount and our office distributes it fairly among the crew in proportion to their role and the services provided. Budget $200–$350 per person depending on group size. Your tip reflects the quality of service provided throughout the climb.

See our Kilimanjaro Tipping Guide for a full breakdown of recommended amounts.

9. Summit Success

Summit success on Kilimanjaro cannot be guaranteed. Altitude, weather, and individual physical response are factors outside our control. Our guides will do everything within their power to help you reach the summit, including pacing, rest timing, nutrition, and encouragement.

The package price is due in full regardless of summit outcome. No refunds are issued for failure to summit. See What Happens If You Do Not Summit for information on partial itinerary completion.

10. Liability

Safari Kilimanjaro acts as an intermediary between clients and local service providers (guides, transport operators, hotels, lodges, and national park authorities). We are not liable for the actions, negligence, or failure of service by third-party providers, provided we have exercised reasonable care in their selection.

Our full liability is limited to the amount of the package price paid. We strongly recommend reviewing your travel insurance policy to ensure it covers all activities and potential scenarios relevant to your trip.

11. Safety Record & Emergency Protocols

Safari Kilimanjaro operates under Bobby Tours Tanzania, which has been running guided expeditions in Tanzania since 1978. All guides are certified in wilderness first aid and altitude medicine. Every expedition carries emergency communication equipment (satellite phone and/or PLB — personal locator beacon) and a comprehensive first aid kit.

Our emergency protocol covers three scenarios:

• Altitude sickness / medical emergency on the mountain: Our guides are trained to recognise HAPE and HACE symptoms early. If a climber cannot continue, our protocol is immediate descent with a dedicated guide. In serious cases, we coordinate helicopter evacuation through Tanzania's national park rescue service. All costs for evacuation and medical treatment are the responsibility of the client's travel insurer.
• Vehicle breakdown on safari: A backup vehicle is always staged within reach. If a vehicle becomes immobilised, we arrange replacement transport within 2–4 hours and adjust the itinerary accordingly.
• Natural disaster or civil unrest: We monitor Tanzanian government advisories and international travel alerts continuously. If a trip cannot safely proceed, we will contact you with an alternative plan or process a full refund.

All Safari Kilimanjaro crew carry proof of first-aid certification and have undergone background checks through the Tanzania Tourist Board licensing process.

12. Credentials & Industry Memberships

Safari Kilimanjaro is operated by Bobby Tours Tanzania, a licensed tour operator registered in Tanzania. Our credentials include:

• TATO (Tanzania Association of Tour Operators): Member — TATO is the principal trade body for tour operators in Tanzania and works closely with the Ministry of Tourism to set industry standards.
• ATTA (African Travel and Tourism Association): Member — a pan-African trade association representing travel businesses across the continent.
• IATA (International Air Transport Association): Registered as an IATA agent, enabling us to issue airline tickets and coordinate flight logistics for our clients.
• Tanzania Tourist Board: Licensed operator — all our guides hold valid Tanzania Tourist Board guide licences, which require written examinations and verified experience.

Our parent company Bobby Tours Tanzania has been in continuous operation since 1978. You can verify our credentials directly with TATO or the Ministry of Tourism, Arusha Regional Office.

13. Governing Law

These terms are governed by the laws of the United Republic of Tanzania. Any disputes shall be resolved through good-faith negotiation. In the absence of resolution, disputes shall be referred to mediation in Arusha, Tanzania.

12. How to Book — Step by Step

With 47+ years of experience, Bobby Tours Tanzania has refined the booking process to be simple and transparent. Here is exactly what happens from your first enquiry to your departure day.

1. 1

   Enquire via WhatsApp or Email

   Send Kassim a message with your proposed travel dates, group size, and any special requirements. You will receive a reply within a few hours — often within minutes during East Africa business hours.

   WhatsApp: +255 786 110 786 | Email: travel@safarikilimanjaro.com

2. 2

   Receive Your Custom Itinerary

   Kassim will build a day-by-day itinerary tailored to your goals — matching the right Kilimanjaro route with the best safari parks for your dates. You will receive a PDF itinerary and a detailed price quote within 24–48 hours.

   All quotes are in USD and valid for 14 days.

3. 3

   Review and Ask Questions

   Go through the itinerary with your travel companions. Kassim is available on WhatsApp to adjust the route, accommodation level, safari duration, or any other detail. There is no obligation at this stage.

   Most clients exchange 3–5 messages before confirming.

4. 4

   Pay the 30% Deposit

   Once you are happy with the itinerary, pay a 30% deposit to secure your booking. The remaining 70% is due 60 days before your departure. Payment options: SWIFT bank transfer, Visa, Mastercard, or PayPal.

   Your booking is confirmed only upon receipt of the deposit.

5. 5

   Receive Your Confirmation Pack

   You will receive a detailed confirmation document including: your full itinerary, guide assignments, packing list, vaccination requirements, Tanzania visa instructions, and Arusha arrival information. Our Arusha team will also reach out to introduce themselves.

   Look out for an email from travel@safarikilimanjaro.com within 48 hours of your deposit.

6. 6

   Pre-Departure Preparation

   In the months before your trip, stay in touch with Kassim as questions arise. We recommend booking your international flights early and purchasing travel insurance with altitude trekking cover as soon as your deposit is confirmed.

   A final balance reminder is sent 75 days before departure; the balance is due at 60 days.

7. 7

   Arrive in Arusha — Your Adventure Begins

   Arusha is your basecamp. Our driver will meet you at Kilimanjaro International Airport (JRO) and transfer you to your Arusha hotel. The next morning, your guide will collect you and the adventure starts.

   Airport transfer is included in all packages.