Booking Terms and Conditions
Climbing Kilimanjaro accepts your reservations under the following terms and conditions:
The Booking Conditions and the Booking Form comprise the contract between you and Climbing Kilimanjaro CC. When you sign the Booking Form you are agreeing to the Booking Conditions. When you ask us to book your Kilimanjaro tour, you appoint us to act as your agent to arrange travel and other services. When we have done that for you and confirmed the booking and you have paid the initial payment, we will accept responsibility for providing your tour. Keep this document in a safe place after reading it.
How do I make a booking?
One person should make the booking on behalf of everyone who is going the tour. That person must be at least 18 years of age when they book the tour. He or she will be the first name on the booking form. This person must have the agreement of everyone who is going on the tour to make the booking with us and will be responsible for making sure all payments due for your holiday are paid in full and at the right time.
The person who is going to make the booking must fill in and sign our booking form. The names of everyone travelling on the holiday must be included on the booking form. This must then be sent to us together with your deposit or full payment as set out in clause 3. Providing we are able to do so, we will then confirm your chosen holiday.
How will my holiday be confirmed?
Your holiday will be confirmed when we issue a Booking confirmation. As soon as we do so, there will be a binding legal agreement between us. The Booking confirmation will be sent to the person who makes the booking. Please check your booking confirmation and all other documents thoroughly as soon as you receive them, as the responsibility is yours to advise Climbing Kilimanjaro without delay about any details that appear to be incorrect – it may not be possible to make amendments at a later date.
Disability or other medical condition
If you or any member of your party suffers from a medical condition or disability, which may affect their tour arrangements, full details of the disability or medical condition must be advised to Climbing Kilimanjaro. If in the opinion of Climbing Kilimanjaro a particular tour is not suitable for the disability/medical condition, then we reserve the right to refuse a booking at our discretion. In the event of the disability/medical condition not being made known to Climbing Kilimanjaro before/at the time of booking, then we further reserves the right to cancel the booking at any stage and the normal cancellation charges will apply.
We are happy to welcome travellers with disabilities on many of our holidays but regret that in some cases we are unable to do so, due to the travel arrangements and/or the hotels, which are featured. The suitability of any tour will depend on the nature of a disability and in some cases whether the person with the disability is accompanied by an able-bodied companion. In order to ensure the comfort, safety and enjoyment of your holiday we must ask all such intending travellers to provide details of your disability and any special requirements before booking so that we can advise whether a particular holiday is suitable and, where necessary, instruct our representatives accordingly.
The tour prices quoted are valid for dates of the respective tours only. Climbing Kilimanjaro reserves the right to adjust the tour price at any time (before full payment for the tour is received), due to currency fluctuations or any other unforeseen circumstances. Until full payment is received, the client will at all times be liable for any increases with regards to park fees, hotel rates, airfares airport taxes, fuel surcharges or exchange rate increases.
Tour prices are based on the total package and no breakdown of costs will be provided. Prices quoted do not include any items unless specifically specified in a booking documentation to the client.
Items Not Included In Your Tour Price
The following items are not included in your basic tour price:
- Tips to porters, cook and guide
- Travel insurance
- Passports, visas and vaccinations
- Optional excursions, meals not specified and items of a personal nature
- All airport taxes and air fuel surcharges
- Personal hiking gear
- Meals, snacks and drinks not specified
Please see the relevant section below for details.
Our prices are per person based on the shared occupancy of double or twin-bedded rooms. (Alternative accommodation supplements are given with the individual holiday details). While a supplement is normally charged for single rooms in Tanzania hotels these are often inferior to double or twin-bedded rooms. Three-bedded rooms are usually twin rooms with an extra bed. Check-out time is generally between 10am and midday on the day of departure.
Please note that hotel ratings used in our brochures and website refer to local classifications. Grading systems vary from country to country and cannot be compared. As far as possible we will use the hotels stated in our brochures and website. Occasionally it may be necessary to use an alternative hotel of equal standard and you will be advised at the earliest opportunity. The term `hotel’ includes motels, inns, lodges and other equivalent establishments according to local classification.
On most holidays a single room costs more. On selected tours we are able to offer shared accommodation in a twin room with another single person – you then have the pleasure of companionship and pay no supplement. This is, of course, subject to someone of the same sex being willing to share. If you are willing to share please indicate this on your booking form.
An initial payment (deposit) of 20% is required at time of booking. Climbing Kilimanjaro will be under no duty to provide any services to the Client until the Client’s initial payment has been received.
The balance of the total tour price is payable not less than 8 weeks before the departure date. Climbing Kilimanjaro shall be entitled to cancel the booking in the event that the balance of the tour price has not been received in full by us 8 weeks before departure in which event a cancellation charge of 20% of the total tour price will become due.
Climbing Kilimanjaro reserves the right to cancel any booking without any further notice, which is overdue in terms of any outstanding payment and all monies received to date of such a cancellation will be put towards the cancellation charge payable by the client.
Travel documents will not be released until receipt of full payment.
Accepted methods of payment include: bank transfers, cash or credit cards (Visa, MasterCard, Diners Card, and American Express).
Cancellation by the client
In the event passengers cancelling their reservations Climbing Kilimanjaro shall have the right either to claim the total amount of any deposit paid by such passenger or to claim any damages suffered by the company. The maximum cancellation fees, which may be imposed, are as follows:
Prior to departure % of the tour price:
- Up to 42 days 20%
- 42 to 28 days 30%
- 28 to 14 days 50%
- Less than 14 days 100%
Should a passenger cancel his/here reservations due to medical or work related reasons with reasonable notice to Climbing Kilimanjaro, Climbing Kilimanjaro will grant an extended 10-month period to reschedule the trip from date of cancellation. The client will at all times be liable for any increases with regards to park fees, hotels rates, airfares or exchange rate increases / cancellation fees. The client will have to complete and sign a new booking form, accepting the new conditions.
Please note clients cancelling for a Marangu route will lose the deposit paid to the national park for their climbing permit.
Cancellation by the company
In circumstances beyond the Company’s control such as war, terrorism, hostilities, riots or political unrest (or the threat of any of these), industrial disputes, natural disasters, adverse weather conditions or the withdrawal of (or significant interference with) travel or accommodation facilities, it may be necessary for the Company to cancel the Client’s booking. In such circumstances, the Company will notify the Client of the cancellation as soon as practicable. Following such cancellation the Company may refund to the Client all or part of the monies paid.
In other circumstances, such as insufficient demand for the holiday, it may necessary for the Company to cancel the Client’s booking. In such circumstances the Company will notify the Client of the cancellation as soon as practicable. The Company will then offer the Client a similar holiday, if one is available, but if that is not acceptable to the Client, the Company will refund all monies paid by the Client.
Climbing Kilimanjaro or its agents shall not be liable for any injury, damage or loss including consequential loss to any person or their possessions howsoever caused, including personal injury, disease or death caused by or contributed to by negligence of Climbing Kilimanjaro, its employees or agents. Climbing Kilimanjaro shall further not be held responsible for any type of claim, including damages to persons or property, loss of enjoyment, delays and illness as a result of, but not limited to:
- Acts, errors or omissions, injury, loss, accidents, delays or irregularities that could be caused by the breakdown or defect of a land vehicle or airline carrier or any other company transporting passengers;
- Negligence, fault or omission on the part of a tour service supplier or its personnel, including all persons over which Climbing Kilimanjaro has no direct or immediate authority;
- Theft, strike, illness, quarantine, mechanical failure, terrorist attack, war, government or police constraint, weather condition, or any other cause beyond our control, including any modification to the itinerary resulting from these events;
- Bankruptcy or suspension of activities of a carrier
While every precaution is taken on the tour, Climbing Kilimanjaro or its agents does not hold itself responsible for death or any injury or loss, which might occur to such persons sustained from any cause whatsoever. The client hereby indemnifies and holds Climbing Kilimanjaro and its agents harmless against any and all claims in respect of personal injury or damages either direct or consequential arising from any cause whatsoever as a result of the participation by the client and persons under his authority on the tour.
Climbing Kilimanjaro shall not be liable for any claims or if any additional expenses incurred through delays, accidents, or disruption of planned itineraries beyond the control of Climbing Kilimanjaro (e.g. flight delays, wars, strikes, weather, act of God, etc), and such expenses (e.g. hotels, meals, telephone calls, flight tickets etc.) are to be borne by the client.
It is strongly advised that you take adequate insurance cover on the same day you make a booking, in the event of cancellation due to illness, accident or injury. Climbing Kilimanjaro will not be responsible or liable if any passenger fails to take insurance cover.
Cancellation of a climb
Should the Kilimanjaro national park cancel or modify any route for any reason whatsoever Climbing Kilimanjaro cannot and will not be held liable for any losses incurred as a result of this cancellation. Only refunds levied by the respective suppliers will be passed onto the client.
Whilst all efforts have been made to produce accurate information in its website and brochures we accept no liability for any losses resulting from incorrect information. The information in the brochures, circular, leaflets, videos and other advertisements issued by Climbing Kilimanjaro or its agents is given in good faith and unless specifically stated shall not form part of any contract between the client and Climbing Kilimanjaro. No agent, servant, representative or client of Climbing Kilimanjaro has any right to alter or vary or waive any of these conditions.
Tour leaders responsibility
The tour leader who completes the booking form for and on behalf of a group will be responsible for passing on, all information, vouchers, schedule changes or any other information forwarded by Climbing Kilimanjaro to him/her, to the group. Climbing Kilimanjaro does not take any responsibility for failure to do so. If the group leader does not accept this responsibility, every member is required to complete and sign the booking form with his/her relevant contact details.
Passports, Visa and vaccinations
The responsibility for the provision of current and valid passports, visas, vaccinations and inoculations and the like, where required, is that of the client alone and Climbing Kilimanjaro shall not be responsible or liable for any consequence of any nature arising from the client failing to ensure that he/she has complied with all such requirements.
On the majority of treks all your trek baggage will be carried by porters or pack animals. You need only carry a small daypack for your essentials. You are restricted to 20 kg of baggage on flights and to around 15 kg on the trek. Items not required during the trek can be left in a locked bag at the hotel. Please use only duffel bags for the porters to carry (NO SUITCASES PLEASE).
Documents (vouchers, itineraries, etc) are only prepared after receipt of full and final payment. Documents will be sent about two weeks prior to departure of your tour by email. If hard copies are required by the client, delivery charges will be for the clients account and must be settled before departure.
Break-aways, claims and refunds
Refunds will not be made for any missed tour services, unused sightseeing trips or meals. Whilst it is possible to break away from the planned holiday itineraries, it is understood that such break-aways will be for the passenger’s account and there will be no refunds under any circumstances for unused services.
For verifiable claims to be considered, they must be received in writing within 14 days of the termination of the tour and be accompanied by supporting documentation and/or a statement from the Ground Operator verifying the claim. Any adjustment considered will be based on the actual cost of the services involved and not on a per day basis. Only refunds levied by the respective suppliers will be passed onto the client. Climbing Kilimanjaro will not accept any liability for any claims that are not received within 14 days of the termination of your tour.
Clients accept that any personal possessions such as valuables, cameras or any money that is carried on any of our ground operators vehicles or any other form of transport, or that is left in accommodation provided by our company or its suppliers during a trip are carried at the clients own risk. ClimbingKilimanjaro.com & Destination Africa Tours do not accept responsibility for client’s personal possessions or valuables that are lost, damaged or stolen during the course of a tour.
In the unlikely event of there being an unscheduled extension to the holiday caused by flight delays, bad weather, strikes or any other cause which is beyond the control of Climbing Kilimanjaro, it is understood that expenses relating to those unscheduled extensions will be for the passenger’s account.
Every effort is made to avoid delays and changes to the itinerary, but due to the nature of our trips there will be occasions when they do happen. Where a delay does occur, we shall do everything possible to minimize its effects, but we cannot be responsible for the result of delays.
All courier services will be for the account of the client. The accounts department will issue an invoice after the documents have been couriered, which must be settled before your departure date.
For those who want to travel and enjoy the countries we go to, it is very important to set your expectations on the right level for the country you are visiting – leaving Western expectations behind.
To provisionally reserve your climb, please download our booking form and return to our office via fax or e-mail (scanned copy please). Our office will contact you with secure payment options. Please remember your booking cannot be confirmed without your deposit payment.
Thank you for booking with climbingkilimanjaro.co.za!