Terms & Conditions

Your Agreement with Maasai Spirit Expedition.

Please read these Terms & Conditions carefully. They outline the basis of your contract with Maasai Spirit Expedition (referred to as “the Company,” “we,” “us,” or “our”) and govern our mutual responsibilities.

Introduction

Welcome to Maasai Spirit Expedition! These Terms & Conditions form the entire agreement between you (referred to as “the Client,” “you,” or “your”) and Maasai Spirit Expedition, governing all services provided by us. By proceeding with a booking or engaging with our services, you acknowledge that you have read, understood, and agreed to be bound by these terms on behalf of yourself and all persons named in your booking. We encourage you to review them thoroughly before making any reservations and to contact us with any questions.

1. Booking & Confirmation Process

1.1 Booking Request

All requests for safari, Kilimanjaro treks, Zanzibar holidays, local day trips, or any other tour service must be submitted to Maasai Spirit Expedition. This can be done via email or through our official website booking forms. When submitting a request, you confirm that you have the authority to make decisions for all participants listed in your booking.

1.2 Provisional Itinerary & Quote

Upon receiving your inquiry, we will develop a provisional itinerary tailored to your preferences and provide a detailed quotation. This initial itinerary and quote serve as a proposal and do not constitute a confirmed booking.

1.3 Booking Confirmation & Deposit

Your booking is definitively confirmed only upon our receipt of the required deposit payment (as detailed in Section 2.1) and our subsequent issuance of a written “Booking Confirmation” and invoice. This confirmation will meticulously detail your finalized itinerary, confirmed services, and the remaining payment schedule. It is your responsibility to meticulously review this confirmation immediately upon receipt and notify us without delay of any discrepancies.

2. Payment Terms

All tour prices are quoted in United States Dollars (USD) unless explicitly stated otherwise.

2.1 Deposit Requirement

To secure your reservation, a non-refundable deposit is required at the time of booking:

  • For Safaris and Zanzibar Packages: A deposit of 30% of the total tour price is required.
  • For Kilimanjaro Climbs: A fixed deposit of USD $500 per person is required.
  • For any booking made within 60 days of the tour start date, full payment of the total tour price is immediately required to confirm the reservation.

2.2 Final Balance Payment

The remaining balance of your total tour price is strictly due 60 days prior to the confirmed tour start date. Failure to ensure that the final payment reaches us by this specified due date may regrettably lead to the automatic cancellation of your booking. In such an event, your initial deposit will be forfeited, and applicable cancellation charges (refer to Section 3) will apply.

2.3 Accepted Payment Methods

We offer convenient payment options:

  • International Bank Wire Transfer (Bank TT): Our bank details will be provided on your invoice. Please be advised that all bank charges incurred by both the sending and receiving banks during the transfer are your sole responsibility and must not be deducted from the total amount remitted to us.
  • Credit/Debit Card (via Secure Online Payment Link): We accept major credit and debit cards, including Visa and MasterCard. Please note that a surcharge of 3.5% to 5% will be added to all card payments to cover the transaction processing fees charged by our payment gateway providers. A secure payment link will be sent to you upon request.
  • Cash Payment upon Arrival: For the remaining balance (after the initial deposit), cash payment in clean, new US Dollar bills (printed 2006 or later) may be accepted upon your arrival in Tanzania, strictly prior to the commencement of any tour services. This option must be explicitly arranged and confirmed in writing with Maasai Spirit Expedition well in advance of your arrival. Please be aware of the inherent risks associated with traveling with large sums of cash.

2.4 Price Adjustments

While we strive to maintain price stability, quoted tour costs are subject to change due to unforeseen increases in government-imposed fees, such as national park entry fees, conservation fees, or taxes. Increases in lodging rates, internal airfares, or significant currency fluctuations may also necessitate adjustments. In such rare instances, we reserve the right to revise the tour price accordingly, even after your booking has been confirmed. We will notify you of any such changes as soon as practically possible. Should a price increase exceed 10% of the total tour price, you will be granted the option to cancel your booking and receive a full refund of all monies paid, provided you inform us of your decision in writing within 7 days of receiving the surcharge notification.

3. Cancellation Policy

All requests for cancellation must be formally submitted to Maasai Spirit Expedition in writing (via email). The cancellation will be deemed effective from the exact date and time we receive your written notification.

3.1 Cancellation by the Client

If you cancel your confirmed booking, the following cancellation charges, calculated as a percentage of the total tour price, will apply:

  • More than 90 days prior to tour start date: Forfeiture of the initial deposit only.
  • 61 to 90 days prior to tour start date: 50% of the total tour price.
  • 31 to 60 days prior to tour start date: 75% of the total tour price.
  • 0 to 30 days prior to tour start date or “No Show”: 100% of the total tour price.

Important Note: Certain specific services within your itinerary, particularly fixed-date lodge bookings, domestic flights, or special permits, may be subject to stricter non-refundable cancellation policies imposed by third-party suppliers. Where applicable, these specific terms will be communicated to you at the time of booking and will supersede our general policy. We strongly advise obtaining comprehensive travel insurance that includes robust cancellation coverage for unforeseen circumstances.

3.2 Cancellation by Maasai Spirit Expedition

While it is an extremely rare occurrence for us to cancel confirmed tours, we reserve the right to do so in exceptional circumstances beyond our reasonable control. These may include, but are not limited to, natural disasters, significant political instability, severe weather conditions rendering travel unsafe, or, for certain group tours, if minimum participant numbers are not met.

  • If we are compelled to cancel your tour prior to departure for any reason other than your failure to make due payments, you will be offered the choice of:
    • A full and prompt refund of all monies you have paid directly to us.
    • An offer of an alternative tour of comparable value, if such an alternative is available.
  • We shall not be held liable for any incidental expenses, consequential loss, or indirect damage that you may incur as a result of such a cancellation (e.g., non-refundable international flight tickets, visa application fees, vaccination costs, or non-refundable travel insurance premiums).

4. Amendments & Changes

4.1 Changes Requested by the Client

If you wish to make any amendments to your confirmed booking (e.g., changes to dates, number of participants, or itinerary details), you must submit your request to us in writing. While we will exert every reasonable effort to accommodate your requested changes, this is subject to the availability of services and may incur additional costs (e.g., rebooking fees, price differences from suppliers). An administrative fee of USD $50 per change may apply, in addition to any charges levied by third-party suppliers. Please note that changes requested within 60 days of the tour start date may, at our discretion, be treated as a cancellation of the original booking and a subsequent rebooking, thereby incurring applicable cancellation charges.

4.2 Changes Initiated by Maasai Spirit Expedition

While we meticulously plan every itinerary, minor changes to the advertised itinerary, accommodation, or services may occasionally be necessary due to unforeseen operational circumstances (e.g., road conditions, unseasonal weather, updated national park regulations, supplier availability issues). We will endeavor to inform you of any such changes as soon as reasonably possible. In the event a “major change” (defined as a change to the departure date, the primary destination, or a significant portion of the confirmed itinerary) becomes necessary before departure, you will be offered the choice to accept the revised arrangements, select an alternative tour of comparable value (if available), or receive a full refund of all monies paid.

5. Client Responsibility & Liability

5.1 Travel Insurance (Strictly Mandatory)

It is an absolute and non-negotiable condition of booking with Maasai Spirit Expedition that you possess comprehensive travel insurance. Your insurance policy must provide adequate coverage for:

  • Trip cancellation and interruption (including COVID-19 related disruptions).
  • Medical expenses incurred abroad and emergency medical evacuation (for Kilimanjaro climbs, this must specifically cover helicopter rescue and altitudes up to 6,000 meters / 19,685 feet).
  • Repatriation costs.
  • Loss or damage to personal baggage and effects.
  • Personal liability. We require valid proof of insurance coverage prior to your departure. Failure to provide satisfactory evidence of adequate insurance may result in the cancellation of your booking without refund.

5.2 Client’s Obligations

You are solely responsible for:

  • Ensuring you possess valid passports with sufficient validity (minimum 6 months beyond your return date), all necessary visas, and any required health certificates or vaccinations for Tanzania and any transit countries.
  • Adhering to all local laws, customs, and regulations of the United Republic of Tanzania.
  • Strictly following the instructions and advice of our professional guides and representatives, particularly regarding safety procedures in wildlife areas and on Mount Kilimanjaro.
  • Taking all reasonable and prudent steps to ensure your own personal safety and the security of your property throughout the duration of the tour.
  • Promptly notifying us of any pre-existing medical conditions, disabilities, or special requirements that may affect your ability to participate fully in the tour activities.

5.3 Limitations of Maasai Spirit Expedition’s Liability

Maasai Spirit Expedition acts in the capacity of an agent for the various independent suppliers (including but not limited to accommodation providers, airlines, transportation companies, and activity operators) that provide services for your tour. While we exercise due diligence and reasonable care in selecting these suppliers, we cannot be held responsible for their individual acts, omissions, negligence, or any resulting loss, damage, injury, delay, inconvenience, or death arising from their services. Our liability to you is strictly limited to the direct services provided by Maasai Spirit Expedition. We explicitly disclaim liability for any loss or damage to personal property, howsoever arising, including during transit or while at accommodations.

5.4 Force Majeure

Maasai Spirit Expedition shall not be held liable for any failure or delay in the performance of our obligations under these Terms & Conditions that is caused by circumstances or events beyond our reasonable control (“Force Majeure”). Such events include, but are not limited to, acts of God, war, civil unrest, acts of terrorism, industrial disputes, natural disasters (e.g., floods, earthquakes, volcanic eruptions), epidemic or pandemic, governmental actions, road closures, or severe weather conditions. In such circumstances, we reserve the right to modify, postpone, or cancel any tour without penalty. While we will endeavor to refund any recoverable costs from suppliers, we will not be liable for any additional compensation, consequential losses, or incidental expenses you may incur as a result of such events.

6. Complaints Procedure

Should you encounter any issue or have a complaint during your tour, please immediately inform your Maasai Spirit Expedition guide or a Company representative. Many concerns can be promptly resolved on the spot. If the matter cannot be satisfactorily resolved locally, please submit your complaint in writing to Maasai Spirit Expedition within 30 days of the completion of your tour. We are committed to thoroughly investigating all valid complaints and responding promptly.

7. Marketing & Photography Rights

You agree that Maasai Spirit Expedition may capture and use photographs and videos featuring you during your tour for our marketing and promotional purposes. This includes, but is not limited to, usage on our website, social media channels, brochures, and other advertising materials, without requiring further consent or payment. Should you prefer not to be included in such materials, please clearly inform us in writing prior to your departure.

8. Governing Law & Jurisdiction

This agreement, including these Terms & Conditions, shall be governed by and construed solely in accordance with the laws of the United Republic of Tanzania. Any dispute arising out of or in connection with this agreement shall be subject to the exclusive jurisdiction of the competent courts of Tanzania.

START PLANNING YOUR ADVENTURE