Terms & Conditions
Terms & Conditions of Prime Kilimanjaro
Book with Confidence we want you to book your trip with us with 100% confidence. We know booking a safari can be as stressful as it is exciting! Below is some information to let you know more about who we are and how payments and monies are managed. We Know Our Reputation is the Lifeblood of Our Business We pride ourselves in providing amazing experiences and exceeding expectations and know we will do that for you because We work hard to provide exception service to our clients to make your trip of life time experience.
We shall require certain personal information to take care of your expedition arrangements. Such information includes your full name, age, nationality, passport information, diet, and medical particulars.
Parts of this information will be made available to the administration of the Tanzania wildlife areas for the processing of entry permits and to the accommodation providers to make your stay comfortable.
To avoid travel scams, please ensure that all communications with us are conducted through the following official channels:
- Email: All emails should end with @primekilimanjaro.com
- Phone and WhatsApp: Use only the phone numbers listed on the Prime Kilimanjaro website.
- Other means: Utilize the online chat on our official website.
Due to our proactive communication policies, we have not experienced any cases of our company being impersonated or misrepresented by malicious third parties for their own gain. However, it’s always wise to exercise caution. If you suspect that someone you are communicating with is not a legitimate representative of Prime Kilimanjaro, please contact our founder, Jonas, at : jonas.richard@primekilimanjaro.com
1. When you confirm your itinerary, Accommodations and Services, you will be provided with your Booking Confirmation.
2. All confirmed bookings are subject to these Terms and Conditions. A booking is confirmed and a binding contract comes into existence between Prime Kilimanjaro and you when we receive the following: The Deposit, or Full payment when the booking is made less than 40 days before the start date of your Tour.
3. No contract will exist between you and us until the Deposit or Full Payment, as set out above, has been received. These Terms and Conditions and your Booking Confirmation form the Contract between us.
4. It is your responsibility to seek clarification from us for anything you do not understand, agree with or that is not clear to you in either the Booking Confirmation or these Terms and Conditions.
5. By making a confirmed booking with us, you agree that you have read, understood and agree to be bound by these Terms and Conditions.
6. You understand and agree that confirmed bookings cannot be transferred to any other person.
7. The lead booking name is liable for making Full Payment for all persons in the booking party and is responsible for ensuring that all of those in their booking party (including anyone added or substituted at a later stage) are aware of and have read these terms and conditions.
8. By proceeding with the booking, all of those in the booking party agree that they have read, understood and agree to be bound by these Terms and Conditions. Parents/guardians agree on behalf of any minor children in the booking party.
9. The lead booking name also agrees to provide to us with the correct nationalities, dates of birth, passport numbers and scanned copies of passport photo pages for all members of the booking party.
A 30% deposit is required to secure a booking. This deposit forms part of the payment for the trip and shall be offset to the total amount charged to the client/agent.
If the full amount is not paid at least 30 -40 days prior to departure, the Company reserves the right to treat the booking as cancelled and the deposit shall be forfeited.
Clients/Agents booking within 30 days of tour departure are required to pay the full amount immediately to secure the reservation.
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.
All Quoted Prices are given in US dollars (USD) or Euros per person. Prices are based on known costs when we provide you with the Booking Confirmation.
Prices for children are given based on the ages provided to us by you for the children on the Start Date. If the provided ages of the children were incorrect, you are responsible for any price increases for the children.
Quoted Prices in general include:
- All park entrance fees and taxes
- Game safari to national parks as specified in your Itinerary
- Activities as specified in your Itinerary
- Hotel/lodge/camp accommodation and meals as specified in your Itinerary
- Unless specified otherwise, private 4×4 wheel drive vehicle with a roof hatch and sliding windows
- English-speaking tour guide/driver
- Water and hot drinks (coffee and tea) during safari.
Quoted Prices exclude any accommodation, service, or activity not specifically included in your Itinerary, such as the following:
Any sightseeing excursions and optional activities other than those specified;
- Any meals or drinks not specifically included
- Entry visas
- International flights
- Laundry
- Tips and gratuities
- Travel Insurance
- Landing fees (for charter flights)
- Phone calls;
- Toiletries and items of a personal nature and Souvenirs.
Once we confirm your booking, the price will not be changed, except for the unlikely case of the government of Tanzania increasing park fees, taxes or other tourism-related payments. In such a case, a copy of the relevant public notice shall be made available to you immediately. Two options shall be available to you in case of price increase:
- To cancel your tour and receive a refund in accordance with our cancellation policies;
- To agree to the change of price and pay the difference to us;
If you wish to change your Tour after the Deposit has been paid, we will do our utmost to make the changes required, provided that notification is received in writing.
Once the Deposit has been paid, the fee to change your itinerary is $100 per person in addition to any other fees such as cancellation penalties, airline fees, or fees passed onto us from hotel or local operators.
Any requests for changes to be made to your Tour within 60 days of your arrival date are subject to cancellation fees.
Should you wish to change your Itinerary during your Tour, we will assist you to do so if it is possible and practicable, but you must pay the change fee of $100 per person plus any additional costs arising from the requested changes.
We will not provide a refund for any unused Services and/or Accommodations due to any changes during your Tour.
We will not be responsible if your Tour needs to be changed due to any changes in international or local flight schedules that delay your arrival for your Tour. In such cases, you must pay any additional costs arising from the changes.
You may cancel your Trip booking at any time before departure. If you wish to cancel, Prime Kilimanjaro must receive notice in writing from you (which can be by Email). Effective date of cancellation will be the date such notice is received by Prime Kilimanjaro. Cancellation fees will be charged as below.
The percentages shown are of the Trip Cost. In calculating these cancellation charges, Prime Kilimanjaro has taken account of possible cost savings and the generation of income from other bookings which may be able to utilize cancelled services to the extent this is likely to be achievable
- 100 USD per person deposit is non-refundable regardless of the date of cancelation, though transferable to any other dates;
- 10% cancelation fee if canceled more than 90 days before tour start;
- 30% cancelation fee if canceled 60-89 days before tour start;
- 60% cancelation fee if canceled 30-59 days before tour start;
- 80% cancelation fee if canceled 8-29 days before tour start;
- No refund if canceled 0-7 days before tour start.
* The Company reserves the right to cancel any tour at its sole and absolute discretion, without prior notification in instances where this is unavoidable. However, in that case the Company agrees to refund all monies already paid by the client. This shall be the Company’s sole responsibility to the client and no claim for any damages, howsoever arising, shall accrue against the company.
Accommodation in hotels
- Our prices for the open group departures include accommodation on a sharing basis in double or twin rooms with your fellow-traveler. If you travel alone, we will match you with a same-sex traveler to share a room. If you want to stay in your room alone, please inform our managers at the time of booking. Extra charges for single supplements apply;
- Accommodation type and setup for our private adventures are agreed with our consultants individually;
- Our safari and Kilimanjaro climbing tours include hotel accommodation described in the respective travel packages on our website. In some cases, however, those hotels may be fully booked. We will notify you and suggest an alternative hotel before confirming your tour and accepting payment;
Tented accommodation on Mount Kilimanjaro
- Our Kilimanjaro climbing packages include tented accommodation on a sharing basis (2 travelers per tent). You will share a tent with your fellow-traveler. If you travel alone, we will match you with a same-sex traveler to share a tent;
- If you want to stay in a tent alone, please inform our managers at the time of booking. Extra charges for single supplements apply. Please note that single tented accommodation on Marangu route of Mt Kilimanjaro and Mt Meru is not possible because of the park regulations;
It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations and any other documentation required are all in order for the countries to be visited.
The Company cannot be held liable for any consequences, damages or claims if the client does not attend correctly to the client’s documentation and related matters prior to commencement of the tour.
At any time, all baggage and personal effects are at the client’s responsibility and the Company does not accept any liability for any loss or damage of any personal effects, howsoever arising.
Clients are entitled to one bag of not more than 20 kg (backpack or soft bag – no hardtop suitcase) and a daypack. The Company reserves the right to refuse excess baggage. Please notice that on our tours and on some “bush” flights other baggage regulations may apply.
The client accepts that all tours are of an adventurous nature and involve an element of personal risk. Neither the Company nor any of its agents can be held liable in any way for any injury, loss of life or damage to property, howsoever caused. The client hereby indemnifies the Company and will hold the Company, its agent, assigns and servants harmless from any such claim.
The client accepts full responsibility for all risks involved.
The decisions of the Company’s Tour guide/ Tour driver Guide on tour shall at all times be final and binding.
The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited.
The Company reserves the right to use any photographs and videos taken during tours for marketing or any other advertising material. The client hereby gives consent to use such photographs and authorizes the Company to retain copyright for these photographs and such material.. unless clients has to inform Prime Kilimanjaro for any reason not to use pictures or videos.
If you have a problem during your Tour, you must inform us immediately by contacting the emergency contacts listed in your Booking Confirmation. We will endeavour to solve the problem to your satisfaction.
If your problem could not be resolved during your Tour, you must send an email with full details to us within 10 days of the end of your Tour.
If you fail to follow this procedure, we will not accept liability as we have been deprived of the opportunity to investigate and rectify the problem as and when it was occurring during your Tour.
Unforeseen circumstances including but not limited to war, mechanical breakdowns, weather, riots and other unforeseen reasons beyond the control of the Company may cause delays or alterations to the tour. The Company shall not be held liable in any way for any of these possible occurrences or any consequences, which may arise as a result of these.
The laws of the United Republic of Tanzania shall apply in case of any disputes.