1. Acceptance

By making a booking with Asili Explorer Tanzania Safaris (“the Company”), the customer acknowledges and accepts these Terms and Conditions.

2. Booking a Tour

A. Making a Booking

Booking a safari or tour is an interactive process. After initial contact, clients typically communicate with us to finalize itinerary details. This process is normal and ensures that the final itinerary meets the client’s expectations.

Once a final quotation has been agreed upon, the Company will issue payment details for the required deposit. Upon receipt of the deposit, a booking confirmation will be issued.

Clients will then receive registration forms requesting inbound flight details, dietary restrictions, and other relevant information. Limited special requests (such as dietary requirements) may be captured within the Registration Form and will be honored when possible. If a request cannot be met, the Company will inform the client in advance.

Requests not included on the Registration Form do not form part of the contract, regardless of any external communication.

At any time prior to issuing final receipt paperwork, the Company reserves the right to decline a booking.

3. Price Guarantee

Once a booking has been made and the deposit received, the Company guarantees the quoted prices except for the following situations:

1. Estimated Price Increases:
   If suppliers have not yet released prices (e.g., bookings made a year in advance), an estimated price adjustment may be applied. Final prices must be honored by the client up to a maximum of twice the estimated increase.

2. Government Fees & Taxes:
   Sudden changes in park fees or taxes in Tanzania may occur without notice. Any increase must be covered by the client.

3. Fuel Surcharges:
   If suppliers introduce fuel-related surcharges, these costs will be passed on to the client.

4. Major Quotation Errors:
   In the event of a significant pricing error, the Company may withdraw the offer.

5. Exchange Rate Fluctuations:
   If suppliers apply exchange-rate-related adjustments, clients are responsible for covering the difference.

4. Payment Terms

Deposit Requirements:

• Budget camping safaris: 25%

• Lodge safaris: 40%

• Tailor-made options: 20% – 70%, depending on arrangements

Final balance may be paid upon arrival (cash accepted & preferred).

Important Notes:

• All payments must be made to Company accounts in Tanzania.

• The Company holds no offshore accounts.

• Separate payments by group members are allowed, but the Group Leader remains financially responsible for the entire booking.

Payment & Invoicing

• All payments must be completed before the tour start date.

• Online credit card payments incur a 5% processing surcharge, payable by the client.

5. Currency

• All quotations are issued in USD.

• Payments in EUR, GBP, or TZS are accepted in cash upon arrival.

• Clients should check the day-of-payment exchange rate.

• Banking details will be provided when needed.

6. Tour Modifications

A. Modifications by the Company

The Company reserves the right to adjust itineraries when necessary. Delays or changes caused by natural events, weather, strikes, civil unrest, flight disruptions, or similar circumstances are the client’s responsibility. Clients are strongly encouraged to obtain suitable travel insurance.

In group tours, itineraries may be reordered to accommodate differing package selections without altering the duration or destinations.

If essential services become unavailable (e.g., lodge closures or road damage), payment obligations may be waived. Minor modifications that do not affect the legal contract may include:

• Replacing up to two accommodations with similar options

• Reordering hotel/lodge nights

• Adjusting the number of nights at each accommodation

• Switching transport suppliers

If modifications reduce costs, the lower price will apply. If costs increase, the Company will either seek client approval or absorb the difference.

Clients must carefully review all paperwork for errors. Errors not reasonably detectable by the Group Leader will be absorbed by the Company or the order may be declined.

B. Modifications by the Client

Post-deposit changes may incur administrative amendment fees. Cancellations of specific elements are subject to standard cancellation charges. Additions to bookings typically do not incur amendment fees.

7. Cancellation Policy

Client Cancellations

• Less than 20 days before tour:
  Tour fees are forfeited. Refunds may be considered in proven extraordinary circumstances.

• More than 20 days before tour:
  Refunds may be issued (bank fees deducted), except for lodging tours, which follow lodge-specific policies.

• Exchanges/Substitutions:
  Permitted; no refunds for cancelled individual tours.

• Insurance Requirement:
  Clients must obtain travel and medical insurance covering cancellations or alterations.

Credit notes may be issued for certain shoulder-season bookings.

Company Cancellations

If suppliers fail or are unable to operate (e.g., rule changes, weather, closures), the Company will attempt to provide equal replacements.

The Company may cancel a tour if it becomes unsafe due to terrorism, political instability, natural disasters, or similar events. Refund of land payments releases the Company from further liability.

The Company is not responsible for incidental costs such as visas, vaccinations, or non-refundable air tickets.

8. Insurance

Clients are responsible for securing adequate travel and medical insurance covering:

• Trip cancellation or curtailment

• Medical emergencies

• Evacuation & repatriation

• Death

• Loss or theft of luggage or money

• Accident risks (e.g., diving, climbing, water sports)

The Company holds no liability if clients fail to obtain sufficient coverage.

9. Tour Suitability & Conduct

The Company may terminate a client’s participation without refund if their behavior causes (or is likely to cause):

• Danger

• Distress

• Annoyance

• Damage

• Illegal activity

Clients must disclose relevant health conditions & mobility limitations at booking and update the Company if changes occur.

10. Issues During a Trip

Clients must report problems immediately to the guide or Company to allow corrective action. Complaints made after returning home without providing an opportunity to resolve issues on-site may not be accepted.

Evidence (photos, notes, supplier concessions) is useful for post-trip review.

11. Liability & Limitations

Neither the Company nor its agents are liable for:

• Loss, damage, injury, or death

• Delays, schedule changes, or overbooking

• Third-party negligence

• Wildlife encounters

• Epidemics

• Weather or force majeure

• Lost luggage

• Crime or scams

• Lack of medical care

• Acts of terrorism or war

Clients must exercise reasonable awareness, especially in public areas and airports.

Tanzanian laws and standards apply to determining service adequacy, even if different from the client’s home country.

12. Additional Excursions

Third-party activities (e.g., local tours, sports, events) are:

• Not part of the Company’s contract

• Not operated or controlled by the Company

The Company accepts no liability for these activities, even if recommended or assisted in booking.

13. Airline & Flight Issues

Flight delays, cancellations, downgrades, or denied boarding must be resolved with the airline directly. Airline compensation does not automatically entitle cancellation of ground arrangements.

14. Transfer Disruptions

If transport elements fail (e.g., boat or aircraft non-departure), the Company will rearrange where possible but is not liable for knock-on effects.

Reservations made within 7 days of departure are at the client’s risk.

15. Information

The Company is not liable for losses arising from incorrect or missing information unless expressly guaranteed.

Specific room requests may be honored but are not guaranteed.

16. Health & Safety

Clients must seek appropriate medical advice and vaccinations before travel. Conditions in Tanzania differ from those in developed countries, including:

• Health standards

• Child safety features

• Security conditions

• Hygiene expectations

Shortcomings in these areas do not constitute grounds for special cancellation terms.

17. Supplier Terms

Many trip components are provided by independent suppliers operating under their own terms & conditions, which may limit liability under international conventions. Relevant sections are available from the supplier on request.

18. Customer Protection

To safeguard clients:

• Suppliers are paid in advance to secure bookings.

• Company profits are held separately until clients return.

• Travel insurance is required at booking.

19. Legal Jurisdiction

Tanzanian law governs all contracts. All disputes must be handled exclusively in Tanzanian courts.

20. Fraudulent Enquiries

Fake quotation requests submitted by competitors, suppliers, or associates will be pursued legally. Claims may include:

• Time losses

• Competitive advantage damages

21. Definitions

• “Company” — Asili Explorer Tanzania Safaris, Plot No. 8 Kaloleni Street, Arusha, P.O. Box 13401.
  Tel: +255 767 140 150 | Email: hello@asiliexplorer.com

• “Group Leader” — First named customer responsible for communication and all financial matters.

• “Contract / Booking / Trip” — The binding agreement formed between the Company and Group Leader under these Terms & Conditions.