A. DEFINITIONS OF TERMS

Baggage: Client’s personal belongings packed for travel.
Booking: A provisional request made by the client for tour or travel services offered by Pamoja Kilimanjaro & Safaris.
Cancellation Fee: A fee deducted from the total tour program to cover any advance payments or administrative costs incurred by Pamoja Kilimanjaro & Safaris due to cancellation.
Cancellation Policy: A set of procedures and conditions that both the client and Pamoja Kilimanjaro & Safaris must follow in the event of a cancellation.
Consequential Damages Liability: Any indirect damages that arise during the provision or use of Pamoja Kilimanjaro & Safaris’ services.
Departure: Refers to either the day a client begins or ends the tour program.
Deposit: An advance payment made to confirm a reservation for a tour program.
Privacy Policy: A document outlining how Pamoja Kilimanjaro & Safaris collects, uses, stores, and protects client data.
Refunds: Amounts paid back to the client after complying with refund procedures outlined in our policies.
Reservation: A preliminary hold on a spot in a tour program, pending confirmation and deposit payment.
Travel Documents: All essential documents required for travel including visas, passports, insurance, vaccination certificates, etc. These vary by country of residence.
Trip: The full travel program booked with Pamoja Kilimanjaro & Safaris.
Unforeseen Circumstances: Events occurring unexpectedly after the trip has started that may disrupt or alter the planned itinerary.

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B. JURISDICTION AND CONTRACTUAL APPLICABILITY

All bookings and contracts are deemed to be concluded in Moshi / Arusha, Tanzania, and shall be interpreted in accordance with the laws of the United Republic of Tanzania. These Terms apply to both direct clients and agents booking on behalf of clients.
Pamoja Kilimanjaro & Safaris reserves the right to amend tour prices, booking conditions, or cancellation fees at any time, particularly in response to changes in government levies, third-party supplier costs, or currency fluctuations.

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C. ACCEPTANCE OF TERMS

Pamoja Kilimanjaro & Safaris accepts bookings subject to these Terms and Conditions. The company reserves the right to reject any booking at its sole discretion. If a booking is declined, a reason will be provided through our official contact details .

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D. DEPOSITS AND PAYMENT POLICY

• A deposit of 30% is required to secure a safari booking, and 10% for mountain climbing. These deposits are part of the total tour cost
• The full payment can be made upon arrival, prior to the start of the tour. Failure to do so may result in cancellation of the booking and forfeiture of the deposit.
• Bookings made within 1 day of departure require full payment at the time of booking.
• All bank transfer charges are the responsibility of the client or agent.
• The amount stated on the invoice is the net amount due to Pamoja Kilimanjaro & Safaris and must exclude any bank fees or charges.,

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E. BOOKING AMENDMENTS

• Changes to confirmed bookings (e.g., travel dates, accommodation, or number of participants) are subject to a handling fee, depending on the costs incurred.
• Any additional costs incurred due to these amendments (e.g. airline or hotel charges) are the responsibility of the client or agent.

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F. BOOKING PROCEDURES

1. Use contact details through our official website: https://pamojakilisafaris.com
2. The client contacted with us does so on behalf of all participants listed and affirms authority to enter into the contract. In the event of non-payment by any listed participant, the primary signatory assumes full financial responsibility.
3. Upon receipt of your request and confirmation of program details, we will issue a detailed itinerary and associated cost.
4. After agreement on the itinerary and budget, a contract and full invoice will be sent. A 30% deposit must be made to secure the booking for safari and 10% for mountain climbing.
5. Once the deposit is received, we will:
o Confirm your reservation
o Send a formal confirmation voucher
6. The balance of the payment must be settled before the tour start date.
7. Failure to make the final payment or confirm participation prior to departure may result in cancellation.
8. Late applications will be accepted only if space (accommodation and transport) is available.
9. Pamoja Kilimanjaro & Safaris reserves the right to subcontract services to trusted partners if necessary, without prior notice to the client.

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G. CANCELLATION POLICY

If a written cancellation is received by our office more than 30 days prior to the tour start date, the deposit paid is fully refundable, minus any applicable bank transfer charges.
However, if hotel reservations have already been made at the time of cancellation, the refund will be subject to the hotel’s individual cancellation policy. In such cases, we will provide verification by sending you a copy of the hotel voucher confirming the booking. Any applicable refund will then be processed in accordance with the hotel’s terms and conditions.
NOTE: The reservation deposit for Kilimanjaro trek is refundable minus any bank charges.
If your travel companion cancels their tour, you may use their payment to cover or contribute to the cost of your own tour, provided we receive a written consent letter from them.
If you postpone your tour, the deposit can be used to reschedule for new dates, depending on availability and any related costs.
If you decide to pay the price for your Kilimanjaro climbing tour in full before arriving in Tanzania for security or other reasons, it is fully refundable 7 days before the starting date. Within 7 days of start date, we will refund after accounting for the park fees and hotel cancellation charges that we might have to pay.
For Safari up 30 days before start date – deposit paid is not refundable. This is because the deposit is used to reserve rooms at the safari lodges. These hotels have strict cancellation policies in place.
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 money 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.