These Booking Terms and Conditions (“Terms”) define the legal agreement between you (“The Client”) and Bike2kili Safaris Tanzania (“The Company,” “We”). By booking a tour, you confirm your understanding and acceptance of these Terms, establishing a clear framework for our mutual relationship and your upcoming adventure.
1. Booking and Confirmation
1.1 Reservation Deposit: A non-refundable deposit equivalent to 30% of the total tour price is required at the time of booking to confirm your reservation. Receipt of the deposit constitutes acceptance of these Terms.

1.2 Final Payment: The remaining balance (70% of the total tour price) is due a minimum of 60 days prior to the tour start date (Departure Date).

Payment Methods: Payments can be made via bank transfer (details provided upon booking) or by cash on arrival for the outstanding balance, provided the 30% deposit has been paid prior to the 60-day deadline. All bank transaction charges are the responsibility of the Client.

Pricing and Surcharges

Tour Price Inclusions: Quoted prices cover all planning, handling, and operational charges, and are based on current costs, tariffs, and foreign exchange rates at the time of quotation.

Price Revision and Surcharges: The Company reserves the right to impose a surcharge for increased costs up to 30 days before the Departure Date in the event of unforeseen fluctuations in foreign exchange rates, fuel costs, tariffs, or government taxes. No surcharges will be applied within 30 days of the Departure Date. If the surcharge exceeds 10% of the total tour price, the Client may cancel the booking within 14 days of the surcharge notification and receive a full refund (excluding the non-refundable deposit).

Cancellation Policy (By Client)
All cancellations must be submitted in writing (via email). The date of the Company’s receipt of the written cancellation will determine the applicable refund or penalty.

Period Before Departure Date Cancellation Penalty (of Total Tour Price)
61 days or more Loss of Deposit (20%) only.
31 – 60 days 50% of total tour price.
0 – 30 days 100% of total tour price (No refund).

Cancellation and Itinerary Changes (By Company)
Right to Cancel: The Company reserves the right to cancel any tour prior to the Departure Date due to Force Majeure (see Section 9), insufficient enrollment, or other unforeseen operational difficulties. In such an event, the Client will be offered an alternative tour of comparable value or a full refund of all payments made.

Itinerary Modification: The Company reserves the right to alter the itinerary, accommodation, or services, including the substitution of facilities, vehicles, and hotels, if circumstances require it. Substitutions will be made with facilities of equal or better quality whenever possible. No refund will be due if such substitutions are made.

Travel Insurance (Mandatory)
Travel insurance is mandatory for all Clients. The insurance must provide comprehensive coverage for the entire duration of the tour, including:

Emergency medical expenses.

Emergency evacuation/repatriation (especially for mountain climbs/bike tours).

Trip cancellation or interruption.

Clients must provide proof of valid insurance coverage upon request. The Company is not responsible for any costs or losses incurred by the Client’s failure to secure adequate insurance.

Liability and Responsibility
Third-Party Suppliers: Bike2kili Safaris Tanzania acts only as an agent for transportation companies, hotels, and other third-party suppliers, which are not under the direct control of The Company. We exercise due diligence in selecting our partners but cannot be held liable for their acts or omissions.

Assumption of Risk: The Client acknowledges that adventure travel, particularly activities like cycling and mountain climbing in remote areas, involves inherent risks of injury, illness, delay, damage, or loss. The Client voluntarily accepts these risks.

Limitation of Liability: Bike2kili Safaris Tanzania is not responsible for any loss, damage, injury, death, or unforeseen expenses incurred by any tour member unless directly caused by the gross negligence or willful misconduct of the Company. The maximum liability of The Company for any claim is limited to the total price paid by the Client for the tour.

Health, Fitness, and Conduct

Health and Safety: The Client must ensure they are medically and physically fit for the tour they have booked. Clients must inform the Company of any pre-existing medical conditions, allergies, or required medications at the time of booking. Do not attempt high-altitude activities (e.g., Kilimanjaro, Meru) if ill.

Compliance and Guide Authority: The Client must strictly follow the advice, instructions, and laws of the guide(s) and local authorities at all times. The decision of the guide regarding the health, safety, and welfare of the group or any individual is final. The Company reserves the right to remove any Client from a tour if their behavior is deemed detrimental to the safety or welfare of the group, themselves, or if they are in breach of local laws, with no right to a refund.

Complaints and Dispute Resolution
Any dissatisfaction with the services provided must be reported immediately to the Company’s local representative or guide while on the tour so that remedial action can be taken. If an issue remains unresolved, a formal complaint must be submitted in writing to Bike2kili Safaris Tanzania within 30 days of the tour completion date. Failure to follow this procedure may limit The Company’s ability to investigate and resolve the complaint, and may void any claims against us.

Force Majeure
The Company is not liable for any failure or delay in performance resulting from any event beyond its reasonable control, including but not limited to acts of God, war, civil unrest, terrorism, government restrictions, disease, epidemic, pandemic (including COVID-19 related restrictions), labor disputes, or natural disasters (collectively, “Force Majeure”). In such an event, The Company may, at its sole discretion, offer a credit note for a future tour in lieu of a refund.

Governing Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of the United Republic of Tanzania. Any claim or dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the Courts of Tanzania.