Booking and Cancellation Policy

KiliBackpackers

Kilimanjaro • Hiking • Trekking • Safaris • Tours

Website: Kilibackpackers.com

Thank you for choosing Kili Backpackers. We want every guest to have a clear understanding of our booking, payment, cancellation and trip-change conditions before making a reservation.

By confirming a booking and making a payment, you acknowledge and agree to the terms and conditions below.

1. BOOKING CONFIRMATION

A booking is considered confirmed only after:

Kili Backpackers has received the required deposit or full payment; and
Written confirmation of the booking has been issued.

Availability is subject to confirmation at the time of booking. A quotation or provisional reservation does not guarantee a place until the required payment has been received.

For group departures, places are subject to availability and may be limited.

2. PAYMENT TERMS

2.1 Standard Bookings

For most Kilimanjaro climbs, hiking trips, safaris and multi-day tours:

A 30% deposit is required to confirm the reservation.
The remaining 70% balance should normally be paid before the start of the trip.
For cash payments, the balance may be paid upon arrival if this has been agreed in advance.
For bank or international wire transfers, we recommend that the remaining balance be transferred 3–5 days before the trip start date to allow sufficient time for the payment to arrive.

The applicable payment schedule will be stated on your quotation or booking confirmation.

2.2 Short-Notice Bookings

For bookings made close to the departure date, Kili Backpackers may require full payment at the time of booking.

Certain hotels, park arrangements, permits, transport providers or other third-party services may require earlier or full payment. Where this applies, the payment requirements will be communicated to the client before confirmation.

2.3 Low-Value Trips

For trips costing USD 50 or less per person, full payment may be required before the booking is confirmed.

3. PAYMENT METHODS

Kili Backpackers may accept the following payment methods:

Online Payment

Where available, online payments may be made through the payment platform provided by Kili Backpackers.

Any applicable payment processing fees will be communicated to the client before payment.

Mobile Money

Mobile money payment options may be available for eligible bookings.

Clients should confirm the correct payment details with Kili Backpackers before making payment.

Bank / Wire Transfer

Bank and international wire transfers may be available upon request.

Official bank details will be provided on the invoice or payment instructions issued by Kili Backpackers.

Please note:

Bank transfers may take several working days to process.
Bank or transfer administration fees may apply where applicable.
Your bank or intermediary bank may charge additional fees.
The client is responsible for ensuring that Kili Backpackers receives the required amount after applicable bank charges.

4. DEPOSITS

Unless otherwise stated in your quotation:

A 30% deposit is required to secure your booking.

The deposit is applied toward the total cost of the trip and is subject to the cancellation terms below.

Because Kili Backpackers may make advance commitments to guides, porters, accommodation providers, transport companies, park authorities, permit providers and other suppliers, cancellation of a confirmed booking may result in cancellation charges.

The deposit is non-refundable, except where Kili Backpackers expressly agrees otherwise in writing or where a refund is required by applicable law.

5. CANCELLATION BY THE CLIENT

All cancellations must be submitted in writing by email using the official Kili Backpackers contact details.

A cancellation becomes effective only when Kili Backpackers confirms receipt of the cancellation in writing.

If you do not receive confirmation from us, please contact us again to ensure that your cancellation request has been received.

Cancellation Schedule

Unless different terms have been specifically stated on your quotation or booking confirmation:

Time before trip departure	Cancellation charge
More than 120 days	30% deposit is forfeited
120–46 days	30% deposit is forfeited
45–30 days	50% of the total booking value is forfeited
Less than 30 days	100% of the total booking value is forfeited
No-show	100% of the total booking value is forfeited

Certain third-party services, accommodation, park permits, flights, transport arrangements or special activities may have different cancellation conditions.

Where applicable, non-refundable supplier charges may be deducted in addition to the cancellation charges above.

6. CHANGES TO A BOOKING

If you need to change your:

Travel dates;
Number of participants;
Route or itinerary;
Duration of the trip;
Accommodation;
Type of tour; or
Other confirmed arrangements,

please contact Kili Backpackers as early as possible.

Changes are subject to availability and may result in additional costs.

An administration or amendment fee of USD 150 may apply to significant changes made after confirmation.

If the new arrangement costs more than the original booking, the difference must be paid before the change is confirmed.

If the new arrangement costs less, any applicable refund or credit will be calculated after deducting applicable amendment, supplier and payment charges.

Some changes may be treated as a cancellation and rebooking where the requested amendment cannot reasonably be accommodated.

7. TRANSFER OF A BOOKING

Where permitted, a confirmed booking may be transferred to another person, subject to:

Written notification to Kili Backpackers;
Availability;
The replacement traveller meeting all applicable requirements; and
Payment of applicable amendment or supplier charges.

Once a booking has been transferred, the original booking holder may no longer be entitled to a refund or further cancellation credit.

8. CANCELLATION OR CHANGES BY KILI BACKPACKERS

Kili Backpackers reserves the right to modify an itinerary where reasonably necessary because of:

Severe weather;
Heavy rain, flooding or landslides;
Dangerous mountain conditions;
Road or transport conditions;
Government restrictions or instructions;
Park or conservancy restrictions;
Changes to permits or entry requirements;
Security concerns;
Natural disasters;
Public health emergencies;
Operational or safety considerations; or
Other circumstances beyond our reasonable control.

The safety of our guests, guides, porters and staff is our priority.

Where reasonably possible, Kili Backpackers will offer an alternative itinerary, alternative date, replacement service or trip credit.

Where an alternative trip has a higher price, the client will be responsible for the difference.

Where the alternative arrangement costs less, any applicable difference will be handled in accordance with the circumstances and applicable supplier terms.

9. FORCE MAJEURE

Kili Backpackers shall not be responsible for failure or delay in providing services caused by circumstances beyond our reasonable control.

Such circumstances may include:

Natural disasters;
Floods;
Earthquakes;
Landslides;
Severe weather;
Epidemics or pandemics;
War or armed conflict;
Civil unrest or riots;
Government restrictions;
Changes in immigration or entry requirements;
Closure of national parks or protected areas;
Security threats;
Strikes or major transport disruptions; or
Other extraordinary events beyond our reasonable control.

Where a force majeure event affects a trip, Kili Backpackers will make reasonable efforts to provide an alternative arrangement, reschedule the trip or issue a credit where practical and appropriate.

Any refund will be subject to amounts already paid to third-party suppliers and other non-refundable costs incurred on behalf of the client.

10. THIRD-PARTY SERVICES

Some trips include services provided by third parties, including:

Hotels and lodges;
Airlines;
Vehicle hire companies;
National parks and conservancies;
Camps and accommodation providers;
Mountain park authorities;
Local activity providers;
Permit authorities; and
Other contracted suppliers.

Third-party suppliers may have their own payment and cancellation conditions.

Where those conditions differ from Kili Backpackers’ standard terms, the applicable supplier conditions may apply to that specific service.

Significant third-party cancellation conditions will be communicated to the client where applicable.

11. EARLY DEPARTURE OR ABANDONMENT OF A TREK

No refund will normally be provided if a guest voluntarily leaves a trek, safari or tour before completion.

This includes situations where a guest decides to stop participating because of:

Personal reasons;
Lack of preparation;
Lack of fitness;
Failure to follow the itinerary;
Failure to follow reasonable guide or trip-leader instructions; or
Other personal circumstances.

Where a guide or trip leader determines that a participant should leave a trek for safety reasons—including altitude-related symptoms, injury, illness, exhaustion, failure to meet required turnaround times or other safety concerns—the unused portion of the trip will normally not be refundable.

Any additional costs arising from an early departure, including accommodation, transport, medical assistance or evacuation, are the responsibility of the guest unless covered by insurance or specifically included in the booking.

12. FITNESS AND SAFETY REQUIREMENTS

Guests participating in mountain trekking, climbing, hiking, safari and other outdoor activities are responsible for honestly disclosing relevant information that may affect their participation.

Participants must follow reasonable instructions from Kili Backpackers guides, trip leaders, park authorities and other responsible personnel.

For mountain activities, guides may require a participant to turn around or discontinue an ascent where continuing would create an unacceptable safety risk.

No refund will normally be provided where a participant is unable or unwilling to continue because of insufficient preparation, fitness limitations or failure to follow reasonable safety instructions.

13. TRAVEL AND MEDICAL INSURANCE

Kili Backpackers strongly recommends that all guests obtain comprehensive travel insurance before travelling.

Depending on the trip, insurance should ideally include:

Trip cancellation;
Trip interruption;
Medical expenses;
Emergency evacuation;
Mountain rescue where applicable;
Personal belongings;
Travel delays; and
Repatriation where applicable.

Guests should carefully check that their insurance covers the specific activities they are undertaking, including high-altitude trekking or climbing where applicable.

Kili Backpackers is not an insurance provider and does not guarantee that a client’s insurance policy will cover a particular claim.

14. MOUNTAIN RESCUE AND EVACUATION

Mountain trekking and climbing involve inherent risks, including altitude-related illness, falls, injury, illness, changing weather and other hazards.

Where evacuation or rescue is required, availability and costs will depend on the circumstances and the service provider involved.

Unless specifically stated in the itinerary or quotation, air evacuation and specialist medical evacuation are not included in the trip price.

Guests are strongly encouraged to obtain insurance covering emergency evacuation and medical treatment.

15. WILDLIFE AND SAFARI SAFETY

African safaris and wilderness activities involve inherent risks associated with wildlife and natural environments.

Guests must:

Follow instructions from their guide or driver;
Remain in designated areas;
Observe park and conservancy regulations;
Not approach or attempt to feed wild animals;
Follow camp and accommodation safety instructions; and
Immediately report safety concerns to their guide or trip leader.

Wildlife sightings cannot be guaranteed.

Although serious wildlife incidents are uncommon, no safari operator can guarantee that guests will never encounter dangerous wildlife or other natural hazards.

16. ITINERARY CHANGES

Itineraries are prepared based on information available at the time of planning.

Routes, camps, accommodation, transportation arrangements and daily schedules may change because of weather, road conditions, park regulations, safety requirements, supplier availability or other operational circumstances.

Where changes are necessary, Kili Backpackers will make reasonable efforts to maintain the overall character and value of the trip.

17. PRICES AND RATE CHANGES

Prices quoted by Kili Backpackers are based on rates available at the time of quotation.

Prices may be affected by changes in:

Park and conservation fees;
Accommodation rates;
Government taxes or levies;
Transport costs;
Fuel prices;
Permits;
Supplier rates;
Currency exchange rates; or
Other mandatory charges.

Once a booking has been confirmed and paid for, any price changes will be handled according to the terms of the confirmed booking.

However, additional mandatory government, park, conservation or supplier charges introduced after confirmation may be payable by the client where applicable.

18. VOUCHERS AND TRIP CREDITS

Where Kili Backpackers agrees to issue a travel voucher or trip credit instead of a cash refund:

The voucher will normally be issued in the guest’s name unless otherwise agreed;
The voucher may be transferable where expressly permitted;
The voucher may be used toward another eligible Kili Backpackers trip;
Any price difference must be paid where the new trip costs more; and
Applicable supplier charges and other non-refundable costs may be deducted.

The validity period and conditions of the voucher will be stated when it is issued.

19. NO-SHOWS

If a guest does not arrive for the scheduled trip and has not contacted Kili Backpackers in advance, the booking will be treated as a no-show.

No refund will normally be provided for no-shows.

Unused accommodation, transport, permits, park fees or other services may also be non-refundable.

20. RESPONSIBILITY FOR PERSONAL BELONGINGS

Guests are responsible for their personal belongings, passports, money, electronic devices, cameras and other valuables during the trip.

Kili Backpackers recommends that guests use appropriate security arrangements and maintain suitable travel insurance.

21. LIABILITY

Kili Backpackers will provide services with reasonable care and in accordance with applicable laws and regulations.

Nothing in these terms is intended to exclude or restrict liability where doing so would be unlawful.

Kili Backpackers shall not be responsible for loss, delay, injury, damage or additional expenses resulting from circumstances beyond our reasonable control or from the acts or omissions of independent third-party suppliers, except to the extent that applicable law provides otherwise.

22. GOVERNING LAW

These terms and conditions shall be governed by and interpreted in accordance with the applicable laws of the country in which the relevant services are provided.

Nothing in these terms is intended to remove or restrict any rights that a consumer may have under applicable law.

23. CONTACTING KILI BACKPACKERS

For booking changes, cancellations or payment questions, please contact Kili Backpackers using the contact details provided on our official website and booking confirmation.

Kili Backpackers
Website: Kilibackpackers.com

For cancellations, please ensure that you receive written confirmation from Kili Backpackers that your cancellation request has been received.

IMPORTANT

We strongly recommend that all guests read these booking, payment and cancellation terms before making a payment.

Your booking confirmation, invoice and trip-specific quotation may contain additional conditions applicable to your particular trip.

Where specific trip conditions differ from these general terms, the conditions stated in your confirmed quotation or booking confirmation will apply to that trip, subject to applicable law.

By making a payment and confirming a booking, the client acknowledges that they have read, understood and agreed to these terms and conditions.