Terms & Conditions

1. Definitions

In these Terms and Conditions, the following terms shall have the meanings ascribed to them:

• "Company", "we", "us", "our" — Nashivai Safaris Ltd, a company registered under the laws of the United Republic of Tanzania.
• "Client", "you", "your" — any person(s) named in a booking and/or making a booking with the Company.
"Lead Client" — the person who completes and submits the booking form, who accepts these Terms on behalf of all members of the travel party.
• "Services" — all safari tours, Kilimanjaro and Mount Meru trekking expeditions, Zanzibar packages, lodge bookings, domestic flights, transfers, and related travel services arranged by the Company.
• "Booking" — a confirmed reservation of Services, which is formalised upon receipt of a signed booking form and the required deposit.
• "Itinerary" — the written trip plan, schedule, and inclusions provided by the Company to the Client.
• "Force Majeure" — any event beyond the Company's reasonable control, including natural disasters, epidemic/pandemic, war, civil unrest, government travel restrictions, or closure of national parks.

2. Formation of Contract

A legally binding contract between the Client and Nashivai Safaris is formed when:

1. The Lead Client has submitted a completed booking form (electronic or paper), confirming acceptance of these Terms;
2. The Company has issued a written booking confirmation and invoice; and
3. The required deposit payment has been received and acknowledged by the Company.

The Lead Client is responsible for ensuring that all members of the travel party are aware of and agree to these Terms. By accepting these Terms on behalf of the group, the Lead Client warrants that they have the authority to do so.

3. Our Services

3.1 Safari Tours

We arrange private, semi-private, and group wildlife safaris throughout Tanzania's national parks and conservation areas, including the Serengeti, Ngorongoro Crater, Tarangire, Lake Manyara, and Ruaha. All safaris are led by licensed guides and use well-maintained 4WD safari vehicles. Park entrance fees, game drives, accommodation, and meals as specified in the itinerary are included unless otherwise stated.

3.2 Kilimanjaro & Mount Meru Trekking

We operate licensed climbs on Mount Kilimanjaro (all 6 major routes) and Mount Meru under permits issued by Kilimanjaro National Park (KINAPA) and Arusha National Park. Climbs include licensed guides, assistant guides, certified porters, meals, camping/hut accommodation, park fees, and rescue fees. Climbing permits are non-refundable once issued.

3.3 Zanzibar Packages

Beach extensions and standalone Zanzibar packages include accommodation, selected meals, airport transfers, and any activities specified in the itinerary. Diving courses and water sports are subject to weather conditions and operator availability.

3.4 Exclusions (unless stated)

• International and domestic flights
• Visa and entry fees
• Travel insurance
• Gratuities/tips for guides and porters
• Personal expenses, laundry, telephone calls
• Activities not listed in the itinerary
• Any costs arising from delays, changes, or emergencies

4. Pricing & Currency

All prices are quoted in United States Dollars (USD) unless otherwise specified in writing. Our prices are based on current park fees, accommodation tariffs, fuel costs, and exchange rates at the time of quotation. We reserve the right to adjust prices if there are significant changes to any of these factors before your booking is confirmed (i.e., before deposit receipt).

Once your booking is confirmed by payment of a deposit, the total price is fixed except in cases of:

• Government-mandated increases in park fees, conservation levies, or taxes;
• Currency fluctuations exceeding 10% that increase our operational costs in USD terms;
• Changes requested by the Client to the original confirmed itinerary.

5. Payment Terms

Accepted payment methods include international bank transfer (SWIFT), credit/debit card (Visa, Mastercard — a 3% processing fee applies), and mobile money transfer. All bank charges are the responsibility of the Client. Payment is deemed received only when funds are cleared in our account.

Failure to make payment by the due dates may result in your booking being released without further notice.

6. Changes to Bookings

6.1 Changes Requested by the Client

We will make every effort to accommodate changes to confirmed bookings. All change requests must be made in writing to info@nashivaisafaris.com. Changes may incur an administration fee of USD 50 per amendment, plus any additional costs imposed by suppliers (lodges, airlines, permit authorities). Changes to Kilimanjaro climb routes within 30 days of departure are subject to permit availability and cannot be guaranteed.

6.2 Changes Made by the Company

We reserve the right to make minor changes to your itinerary where circumstances beyond our control require it (e.g., lodge unavailability, park closures, weather). Where such changes are made:

• Minor change: A substitute of equal or higher standard will be arranged at no extra cost. No compensation is payable.
• Significant change: You will be offered a choice of accepting the change, selecting an alternative trip of similar value, or cancelling with a full refund of monies paid to the Company.

A "significant change" includes: a change in departure date of more than 48 hours, downgrade to lower-grade accommodation, or change of route on a Kilimanjaro climb.

7. Cancellation Policy

See our detailed Booking & Cancellation Policy for full cancellation terms, charges, and the amendment process. A summary of cancellation charges is provided below:

8. Travel Insurance

Travel insurance is not included in our prices and is strongly recommended — and for Kilimanjaro and Mount Meru climbs, it is mandatory. Your insurance policy should cover, at minimum:

• Emergency medical expenses and hospitalisation in Tanzania
• Emergency medical evacuation (including helicopter evacuation from altitude)
• Trip cancellation and curtailment
• Personal liability
• Loss or damage to personal belongings and luggage
• Altitude-related illness for trekking clients (ensure your policy covers above 5,895m)

Clients undertaking Kilimanjaro or Mount Meru climbs must provide evidence of insurance covering high-altitude evacuation before their climb commences. Nashivai Safaris reserves the right to refuse service to clients who cannot demonstrate adequate insurance for trekking activities.

9. Health, Fitness & Medical Conditions

You warrant that you and all members of your travel party are in good health and physically fit for the activities booked. You agree to:

• Disclose any pre-existing medical conditions, disabilities, or dietary requirements at the time of booking.
• Obtain medical clearance from your physician if undertaking Kilimanjaro or Mount Meru climbs, particularly if you have a history of heart conditions, respiratory illness, or have never been at altitude before.
• Follow the instructions of guides regarding acclimatisation, hydration, and pacing — especially on mountain climbs.

Nashivai Safaris reserves the right, through its guides and medical personnel, to make the final decision on whether a client is fit to continue any activity. If a guide or medical officer advises descent or evacuation on Kilimanjaro, that decision is final and non-negotiable for the safety of the client. No refund will be given for services not utilised due to a client's unfitness or early evacuation.

10. Client Conduct & Responsibilities

Clients are expected to conduct themselves in a respectful and responsible manner at all times during their safari or trek. You agree to:

• Follow all instructions from guides, lodge staff, and our representatives.
• Abide by Tanzania National Parks Authority rules and regulations, including vehicle and distance-from-wildlife rules.
• Treat wildlife with respect and not engage in any conduct that could harm or disturb animals.
• Respect local customs, traditions, and cultural sensitivities — particularly in rural communities and Zanzibar.
• Not carry, use, or distribute illegal substances in Tanzania (a criminal offence under Tanzanian law).
• Take responsibility for any damage caused to vehicles, accommodation, or equipment through negligent or willful actions.

We reserve the right to terminate the services of any client whose behaviour is deemed inappropriate, dangerous, or disruptive, without refund.

11. Limitation of Liability

Nashivai Safaris acts as a principal in arranging your trip. We accept responsibility for ensuring that the services we arrange are as described and are delivered with reasonable skill and care. However:

• We are not liable for any injury, illness, death, loss, damage, expense, or other claim arising from circumstances beyond our control (Force Majeure events), the actions or omissions of third-party service providers (lodges, airlines, port operators), or the negligence of the Client.
• Our liability is limited to the total amount paid by the Client for the affected services.
• We are not liable for any indirect, consequential, or special losses, including loss of enjoyment, business losses, or loss of earnings.
• Wildlife safaris and mountain trekking involve inherent risks. By participating, you acknowledge these risks and accept personal responsibility for them.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence.

12. Force Majeure

We will not be liable or pay compensation if our obligations are affected by Force Majeure events, including but not limited to: natural disasters, epidemics, pandemics, war, terrorism, civil unrest, government travel restrictions, strikes, extreme weather, closure of national parks by authorities, or any other event beyond our reasonable control.

In Force Majeure situations, we will endeavour to offer alternative dates, credits, or alternative arrangements wherever possible. Where we are unable to provide the agreed services due to Force Majeure, we will refund any amounts received minus non-recoverable third-party costs (permits, pre-paid lodge stays, etc.).

13. Complaints & Disputes

If you experience any problem during your trip, please inform your guide or our representative immediately so that we can attempt to resolve it on the spot. Complaints raised during the trip that were not brought to our attention at the time may not be considered after the fact.

If your concern is not resolved during the trip, please submit a written complaint to info@nashivaisafaris.com within 28 days of your return. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

Disputes that cannot be resolved amicably shall be referred to arbitration under the rules of the Tanzania Institute of Arbitration, and the decision of the arbitrator shall be final and binding.

14. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of the United Republic of Tanzania. The parties submit to the non-exclusive jurisdiction of the courts of Tanzania.

15. Intellectual Property

All content on our website, including text, photographs, videos, logos, and itinerary documents, is the intellectual property of Nashivai Safaris Ltd or is used with permission. You may not reproduce, distribute, or use our content for commercial purposes without our prior written consent.

16. Contact

For any questions regarding these Terms and Conditions, please contact us:

• Email: info@nashivaisafaris.com
• WhatsApp: +255 123 456 789
• Address: Nashivai Safaris Ltd, Arusha, United Republic of Tanzania