Booking Terms & Conditions
Contract
Your contract is with King Of Kilimanjaro Expedition (hereinafter called “TO”, “we” or “us”). We draw your attention to the following terms and conditions, which cover all brochures and correspondence and all bookings made with us. Any contract with TO is subject to these terms and conditions from which no person has the authority to depart. Before making a booking with us you must ensure that you have read and understood these booking conditions (raising any queries you may have with us). By asking us to confirm your booking you are liable to be regarded as having had the opportunity to do so and to have actually done so before the contract between us comes into existence.
Booking Procedure
TO will create a tailor-made holiday to suit your personal needs. A binding contract comes into existence between us when:
a. We receive a deposit of 30% of the quote price, or
b. when we receive full payment of the holiday when the booking is made less than 45 days before your departure date.
No contract will exist between the parties until such monies have been received. We require full payment to be made for your holiday 45 days prior to the departure date. If full payment is not received 45 days prior to the departure date, we reserve the right to cancel your holiday and apply the cancellation charges set out in paragraph 5. Cancellation will be without penalty to us and we will have no further liability to you. If however, you have already provided us with your credit or debit card details whether this was to make a payment on account or not, and you do not specifically notify us in writing to the contrary prior to the date upon which any balance becomes payable by you, you agree that we may use such credit or debit card details to obtain payment of any balance due by you under this agreement.
The lead booking name is liable for making full payment for all persons in the booking party and all those in the booking party agree to be bound by conditions (including anyone added or substituted at a later stage). It is the responsibility of the lead booking name responsible for making the booking to ensure all in their party are aware of and have read these terms and conditions. If you accept our quote in respect of your holiday you must make a payment of 30% of the total price of the quote when you confirm your trip with us in writing. A delay in acceptance of the quote may result in a variation of the holiday price. Where the proposed departure date is within 45 days of the quote being given we require full payment at the time of your written acceptance of the quote.
All bank charges are to be settled by the client or agent respectively. This includes transaction fees charged by our bank. The amount shown on the invoice, is the amount that needs to reflect in our account and should bank charges have been deducted, we would have to invoice you subsequently.
Medical conditions and disabilities
If you or any member of your party have any medical problem or disability which may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline the booking or, if full details are not given at the time of booking, cancel when we become aware of these details.
Documentation
Please carefully read your confirmation invoice, tickets and all other documentation we send you as soon as you receive them. Contact us immediately if any information appears to be incorrect as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy in any documentation within 7 days of our sending it out. You will be responsible for any costs and expenses involved in rectifying any inaccuracies except where we made the mistake.
Payment Terms
Tour packages are confirmed upon receipt of 30% deposit of the total cost of the package. Balance payable in full 45 days prior to arrival. Full payment is required if the tour is booked less than 45 days.
Cancellation by you:
Cancellation of a holiday must be made in writing and is effective from the date we receive the written notification. In all cases of cancellation, the deposit, and any amendment charges will be forfeited. Cancellation charges are expressed as a percentage of the quoted price as follows:
40 days or more notice: 75 percent of the TOTAL BOOKING COST shall be refunded.
39 – 20 days notice: 50 percent of the TBC shall be refunded.
19 – 10 days notice: 25 percent of the TBC shall be refunded.
9 days or less notice given: no refund of the TBC shall be made.
All changes in trekking itineraries are free of charge until 10 days before departure, and a handling fee of $120 per group will be added for any changes done within 10 and 5 days before departure. No changes for trekking itineraries between 5 and 0 days. For the safari itineraries, a handling fee of $70 per booking will apply to any changes made after the reservation has been made, and changes are subject to availability.
If the reason for cancellation is covered under the terms of your insurance policy you may be able to reclaim these charges. Notwithstanding the above, if we have issued your domestic airline tickets and you choose at any time to cancel them then we will not refund you any monies for these tickets.
Pricing Itineraries
The price of your itinerary will be based on known costs at the date of issue of the itinerary. At any time before full payment of your holiday has been made TO reserves the right to levy a surcharge where costs have changed since the date of issue of the itinerary. TO will absorb amounts up to 2% of the total holiday price and surcharge any amount greater than 2%. Should the surcharge exceed 10% of the total holiday price before 60 days of arrival date you are entitled to cancel the holiday and receive a full refund of all monies paid. We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any errors of which we are aware and of the then applicable price at the time of booking.
Matters influencing a surcharge would include, but are not limited to, increases in transportation costs e.g. fuel, scheduled air fares, and any other airline surcharges, taxes, or fees payable for services such as landing taxes, or embarkation or disembarkation fees at ports or airports, or increases in park fees, reserve fees or concession fees.
Amendments by you
If you wish to change your itinerary after a deposit has been made, we will do our utmost to make the changes required, provided that notification is received in writing. Every change is subject to a fee depending on your amendments.
Cancellation by King Of Kilimanjaro Expedition
We reserve the right in any circumstances to cancel your holiday for any reason at any time before full payment has been received. We cannot accept liability or pay compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you suffer any damage or loss as a result of force majeure. In these booking conditions, force majeure means any event which we or the supplier of services in question could not even with all due care foresee or avoid.
Such events are likely to include war, threat of war, civil strife, riot, civil disorder/unrest, industrial dispute, actual or threat of terrorist activity, natural or nuclear disaster, fire, breakout of an epidemic or pandemic disease, technical problems with transport, cancellation or amendment to any scheduled flight, closure, congestion of airports or ports, adverse weather conditions, and all similar events outside our control. In the circumstances amounting to force majeure, we will not refund any money to you, although if we can recover any monies from our suppliers we will refund these to you.
Amendments by King Of Kilimanjaro Expedition
It is unlikely that we will have to make any changes to your holiday, although we reserve the right to make changes at any time. Most of these changes are minor and we will advise you of these in writing at the earliest possible date. When a major change is necessary such as the alteration of your outward or return flights by more than 12 hours or a significant change in the standard of accommodation, provided it does not arise from conditions amounting to force majeure or as a result of an amendment to a scheduled airline timetable, you will have the choice of accepting the new arrangements, taking another holiday with us or cancelling your holiday and receiving a full refund of all monies paid.
Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual or unforeseen circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable and the above mentioned options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, or if the change is a minor one.
A minor change is a change which, taking into account the information you give us at the time of booking or which we can reasonably be expected to know as a tour operator, we would not reasonably expect to have a significant effect on your confirmed holiday. No compensation is payable for children aged 3 and under. Please note we cannot accept any liability for any damage, loss, expense or other sums of any description, which:
a. On the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you, or
b. Did not result from any breach of contract or any other fault by ourselves or our employees, or where we are responsible for them our suppliers. Additionally, we cannot accept liability for any sums which relate to any business losses.
Carriers
Carriage by air, and sea is subject to the terms and conditions of the carriers with whom you are traveling and to international conventions. King Of Kilimanjaro Expedition accepts no liability whatsoever for cancellations, strikes, timetable changes, diversions, technical issues unrelated to us, lost or mislaid luggage, rescheduling costs, missed accommodation, or delays which result from any operational decision of the carrier concerned. King Of Kilimanjaro Expedition accepts no liability for death, injury, or illness that derives from carriage by air or sea.
Your Responsibility
You must ensure that your travel documents, passports, visas, and vaccination certificates are in order and that you ensure that you have taken the advice of your GP with regard to inoculations. We refer in particular to our pre-departure information sheet. King Of Kilimanjaro Expedition will offer general advice but cannot be held responsible if you do not comply with current requirements before your departure. King Of Kilimanjaro Expedition does not accept liability for any advice given of a general nature prior to the holiday commencing. You are responsible for timely check-in for all flights and for presenting yourself to take up all pre-booked components of your holiday. No credit or refund will be given to you should you fail to take up any component of your holiday or if you lose any travel documents.
King Of Kilimanjaro Expedition draws your attention to the fact that there are certain inherent risks involved in all of the holidays to Africa that we supply and these must be accepted by you at your own risk. If you wish to discuss any such risks with us we would be more than happy to provide advice over the telephone or in writing.
Disputes
If you have any cause of complaints while traveling, you must immediately bring it to the attention of the company’s management on email info@kingofkilimanjaro.com or phone: +255 754 494 114 .
Consent
The payment of the deposit or any other partial payment for a reservation constitutes consent to all provisions of the Terms and Conditions. The Terms under which you agree to make the reservation cannot be changed or amended unless this is done in writing and signed by an authorized staff of the company.
