KILIMANJARO BOOKING CONDITIONS

KILIMANJARO BOOKING CONDITIONS AND TERMS

The Kilimanjaro Booking Conditions and the Booking Form comprise the contract between you and Kilimanjaro Hiking Tours (Pty) Ltd (hereafter referred to as “KHT”). By signing the Kilimanjaro Booking Form, you confirm your agreement to the Booking Conditions. When you request us to arrange your Kilimanjaro tour, you are appointing us as your agent for coordinating travel and other services. Upon completing these arrangements, confirming the booking, and receiving your initial payment, we assume responsibility for providing your tour. After reading this document keep it in a safe place.

BOOKING

How do I make a booking?

One person should make the Kilimanjaro 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. The person making the booking with us must obtain the agreement of everyone going on the tour to our Kilimanjaro booking conditions. Additionally, please ensure that you pay all due payments for the holiday in full and on time. The person who is going to make the booking must fill in and sign our booking form. Include the names of all individuals traveling on the holiday in the booking form. Send the completed form to us along with your deposit or full payment, as specified in clause 3.

Providing we are able to do so, we will then confirm your chosen holiday.

Confirmation of your holiday and tour arrangements.

We will confirm your holiday upon issuing a Booking confirmation. As soon as we do so, there will be a binding legal agreement between us. The person who makes the booking will receive the Booking confirmation. Please check your Kilimanjaro Booking confirmation and all other documents thoroughly as soon as you receive them. You must advise KHT without delay, if any details appear incorrect. It may not be possible to make amendments at a later date.

DISABILITY OR OTHER MEDICAL CONDITIONS

If you or any member of your party has a medical condition or disability that may impact your tour arrangements, you must provide KHT with full details of the disability or medical condition. KHT reserve the right to refuse a booking if we are of the opinion that a particular tour is not suitable for the disability/medical condition of the participant. If the disability or medical condition is not disclosed to KHT before or at the time of booking, we reserve the right to cancel the booking at any stage, and the standard cancellation charges will apply.

While we are pleased to accommodate travelers with disabilities on many of our holidays, regretfully, there are instances where we are unable to do so. This limitation may be due to the specific travel arrangements and/or featured hotels. The suitability of any tour will depend on the nature of a disability. 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. 

PRICE

The tour prices quoted are valid for dates of the respective tours only. KHT reserves the right to adjust the tour price at any time, for any unexpected park fee and park fee related tax increases. Until we received full payment, the client will be liable for any increases in hotel rates, airport taxes, fuel surcharges, or potential exchange rate fluctuations. 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 Kilimanjaro booking documentation to the client.

Items Not Included In The 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.

ACCOMMODATION

Our prices are per person based on the shared occupancy of double or twin-bedded rooms. The individual holiday details include supplements for alternative accommodation. Although single rooms in Tanzanian hotels typically incur a supplement, they are often of lower quality compared to double 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. It is not possible to compare grading systems as they vary from country to country. As far as possible we will use the hotels stated in our brochures and website.

We may need to occasionally utilize an alternative hotel of equal standard. In this event you will be notified at the earliest opportunity. The term `hotel’ includes motels, inns, lodges and other equivalent establishments according to local classification.

Shared Accommodation

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 will 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.

PAYMENT

The Client is required to make an initial payment (deposit) of 20% at the time of booking. KHT will not be obligated to provide any services to the Client until the initial payment has been received.

The balance of the total tour price is payable not less than 8 weeks before the departure date. If the outstanding balance is not received in full by KHT 8 weeks before departure, we reserve the right to cancel the booking. In such an event, a cancellation charge of 20% of the total tour price will be applicable. KHT reserves the right to cancel such bookings without further notice. In the event of such a cancellation, all monies received, will be applied towards the cancellation fees, payable by the client.

Travel documents will not be released until receipt of full payment.

Accepted methods of payment include: Bank transfers or cash

CANCELLATION BY THE CLIENT

In the event passengers cancelling their reservations KHT 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 maybe 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/her reservations due to medical or work related reasons, with reasonable notice to KHT, KHT 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. The grant will only be applicable, provided the client informed KHT in writing with reasonable time notice.

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. If that is not acceptable to the Client, the Company will refund all monies paid by the Client.

LIABILITY

KHT 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 KHT, its employees or agents. KHT 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 KHT 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, KHT 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 KHT 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.

DELAYS

KHT 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 KHT. For example flight delays, wars, strikes, weather, act of God, etc.

Such expenses, for example hotels, meals, telephone calls, etc, are to be borne by the client.

INSURANCE

It is strongly advised that you take adequate insurance cover on the same day you make a Kilimanjaro booking. This provide cover in the event of cancellation due to illness, accident or injury. KHT will not be responsible or liable if any passenger fails to take insurance cover. We recommend you consider Ripcord Insurance. They offer cover for Kilimanjaro treks, regardless of your origin country.

CANCELLATION OF A CLIMB

Should the Kilimanjaro national park cancel or modify any route for any reason whatsoever KHT 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.

BROCHURE ACCURACY

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, videos and other advertisements issued by KHT or its agents is given in good faith and unless specifically stated shall not form part of any contract between the client and KHT. No agent, servant, representative or client of KHT has any right to alter or vary or waive any of these conditions.

TOUR LEADERS RESPONSIBILITY

The tour leader who completes the Kilimanjaro 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 KHT to him/her, to the group. KHT 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, VISAS & VACCINATIONS

The responsibility for the provision of valid passports, visa and vaccinations, where required, is that of the client alone. KHT 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.

BAGGAGE

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).

TRAVEL DOCUMENTS

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.

Verifiable claims must be submitted in writing within 14 days of the tour’s conclusion. These claims should be accompanied by supporting documentation and/or a statement from the Ground Operator confirming the legitimacy of the claim to be considered. Any adjustment considered will be based on the actual cost of the services involved and not on a per day basis. Refunds imposed by the relevant suppliers will be transferred to the client; however, KHT assumes no liability for claims not submitted within 14 days following the conclusion of your tour.

Clients acknowledge and accept that personal belongings, including valuables, cameras, or money, carried on any of our ground operators’ vehicles or other modes of transport, as well as items left in accommodations provided by our company or its suppliers during a trip, are at the client’s own risk. Kilimanjaro Hiking Tours (Pty) Ltd bears no responsibility for any loss, damage, or theft of clients’ personal possessions or valuables that may occur during the course of a tour.

UNSCHEDULED EXTENSIONS

If flight delays, inclement weather, strikes, or any unforeseen circumstances beyond the control of KHT result in an unscheduled extension to the holiday, the passenger acknowledges that expenses related to such extensions will be the responsibility of the passenger’s account.

We strive to minimize delays and alterations to the itinerary. We put forth every effort to ensure a smooth and uninterrupted travel experience. However 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.