1. How to Make a Booking
Booking your Tanzania safari or Kilimanjaro trek with Nashivai Safaris is a straightforward process. We work closely with each client to design the perfect trip before any commitment is required.
Send Your Enquiry
Contact us via our Trip Planner, email info@nashivaisafaris.com, or WhatsApp +255 123 456 789. Share your travel dates, group size, interests, and budget.
Receive Your Custom Itinerary & Quote
Within 24–48 hours, our travel experts will send a personalised, detailed itinerary and no-obligation quote. We can revise this as many times as needed — there is no charge for itinerary planning.
Review & Accept
Once you're happy with the itinerary, we'll send a formal Booking Form and Invoice. Review the details, sign the Booking Form, and accept our Terms & Conditions to proceed.
Pay Your Deposit
Pay the 30% deposit to confirm your booking. Once your deposit is received and cleared, you'll receive a written Booking Confirmation — your trip is officially reserved. We begin securing lodges, permits, and guides immediately.
Complete Your Balance Payment
The remaining balance is due 30 days before your departure (60 days for trips booked well in advance — see payment schedule below). We'll send a reminder 7 days before each payment due date.
Receive Your Trip Documents
Upon final payment, we'll send your full Travel Pack — detailed day-by-day itinerary, lodge vouchers, park permit copies, guide contacts, emergency numbers, packing list, and Tanzania travel tips.
2. Payment Schedule
| Payment Stage | Amount Due | Due Date | Notes |
|---|---|---|---|
| Deposit | 30% of total cost | At booking confirmation | Secures all elements of your itinerary |
| Interim Payment (if applicable) | 30% of total cost | 60 days before departure | For bookings made more than 90 days in advance |
| Final Balance | Remaining balance | 30 days before departure | Required to receive travel documents |
| Late Booking (under 30 days) | 100% of total cost | At booking confirmation | Full payment required to secure all permits |
2.1 Accepted Payment Methods
- Bank Transfer (SWIFT/TT): Preferred method. No surcharge. Our banking details are provided on your invoice. All bank transfer fees (both sending and receiving bank) are the responsibility of the Client.
- Credit/Debit Card: Visa and Mastercard accepted. A 3% processing surcharge applies to all card payments.
- Mobile Money: M-Pesa (Tanzania) available for local bookings.
- Cash: USD, EUR, or GBP cash accepted in person at our Arusha office for final balances. We do not accept cheques.
3. Cancellation by the Client
We understand that circumstances can change. All cancellations must be submitted in writing by email to info@nashivaisafaris.com. The cancellation is effective from the date we receive your written notice. The following charges apply:
3.1 Safari & Beach Package Cancellation Charges
| Notice Period Before Departure | Cancellation Charge | Amount Refunded |
|---|---|---|
| More than 90 days | Loss of deposit (30%) | 70% of total trip cost |
| 60–90 days | 50% of total trip cost | 50% of total trip cost |
| 30–59 days | 75% of total trip cost | 25% of total trip cost |
| 15–29 days | 90% of total trip cost | 10% of total trip cost |
| Less than 15 days | 100% of total trip cost | No refund |
| No-show / Departure not taken | 100% of total trip cost | No refund |
3.2 Kilimanjaro & Mount Meru Cancellation Charges
| Notice Period Before Climb Start | Cancellation Charge | Notes |
|---|---|---|
| More than 90 days | Loss of deposit (30%) | Park permits NOT yet purchased |
| 60–90 days | 50% of total climb cost | Permits may already be purchased — non-refundable |
| 30–59 days | 80% of total climb cost | All permits purchased, non-refundable |
| Less than 30 days / No-show | 100% of total climb cost | All services committed and non-recoverable |
4. Amendments & Date Changes
We understand that travel plans sometimes need to flex. We will do our utmost to accommodate changes to confirmed bookings, subject to availability.
4.1 Amendment Process
- Submit your amendment request in writing to info@nashivaisafaris.com.
- We will confirm feasibility and any cost implications within 48 hours.
- An amendment fee of USD 50 per change will apply, plus any supplier-imposed costs.
- Your booking remains valid while the amendment is being processed.
4.2 Date Changes
| Notice Period | Date Change Policy | Fee |
|---|---|---|
| 90+ days before departure | Free rescheduling (subject to availability) | USD 50 admin fee |
| 60–89 days before departure | Rescheduling allowed with supplier cost differences applied | USD 50 + any price differences |
| 30–59 days before departure | Subject to availability; cancellation policy may apply | USD 100 + supplier costs |
| Less than 30 days | Treated as cancellation; new booking required | Cancellation charges apply |
Date changes for Kilimanjaro climbs are subject to permit availability with KINAPA. We cannot guarantee the same route or start date will be available.
5. Cancellation by Nashivai Safaris
In the unlikely event that we need to cancel your trip, we will notify you as soon as possible. Our cancellation policy in this case is as follows:
5.1 Cancellation for Reasons Within Our Control
If we cancel due to reasons within our control (e.g., insufficient bookings for a group departure, operational failure on our part), you will receive:
- A full refund of all monies paid to us; OR
- The option to transfer to an alternative trip of equal value; AND
- Compensation of USD 100 per person for the inconvenience (waived if you accept an alternative trip).
5.2 Cancellation Due to Force Majeure
If cancellation is required due to Force Majeure events (natural disasters, pandemic, park closures ordered by government, civil unrest, etc.), we will refund all monies paid minus non-recoverable third-party costs (permits already purchased, pre-paid lodges, non-refundable flights). We will provide a detailed breakdown of non-recoverable costs. No additional compensation is payable in Force Majeure situations.
6. Refund Process
When a refund is due to you, we process it as follows:
Day 1 — Cancellation Received
We acknowledge your cancellation in writing and confirm the applicable cancellation charges within 2 business days.
Day 3–7 — Refund Calculation
We calculate the exact refund amount, accounting for non-recoverable third-party costs (permits, pre-paid lodges, flights). We issue a formal refund statement.
Day 7–14 — Refund Initiated
We initiate the bank transfer to the account you specify. We'll send you the transfer confirmation details.
Day 14–28 — Funds Received
Funds typically reach you within 14–21 days of cancellation, depending on your bank's processing time. International transfers can take 3–7 additional business days.
- Refunds are issued in USD by international bank transfer to the original payment account.
- Bank transfer fees for refunds are deducted from the refund amount.
- Refunds for card payments may be processed back to the original card.
- We do not issue refunds for unused portions of a trip once travel has commenced.
7. No-Show & Early Departure
If you fail to join your safari or trek on the departure date without prior notice, this is treated as a no-show and no refund is payable.
If you choose to depart early from a safari or leave a Kilimanjaro climb before the conclusion of your itinerary (for reasons other than a medical emergency diagnosed by a qualified medical professional), no refund will be given for unused services.
In genuine medical emergency situations requiring early evacuation, we will provide a written cost breakdown. The portion of costs recoverable will depend on what has already been committed to suppliers at the time of early departure.
8. Travel Insurance Requirements
We cannot overstate the importance of comprehensive travel insurance. For all bookings, we strongly recommend — and for trekking, we require — that you hold a valid travel insurance policy covering:
- Emergency medical treatment in Tanzania
- Emergency evacuation (including helicopter rescue — particularly critical for Kilimanjaro)
- Trip cancellation and curtailment
- Delay or missed connections
- Baggage loss and personal effects
- Personal liability
- High-altitude activity (your policy must explicitly cover climbing above 5,895m for Kilimanjaro)
Protect Your Investment
We recommend purchasing travel insurance that covers your full trip cost including cancellation. Many policies allow you to insure up to 100% of your trip value, protecting you against the unexpected.
Learn More in Our FAQ9. Group Departure Bookings
Our Group Departures (joining tours) may have slightly different payment and cancellation terms depending on the specific departure. These are detailed on each group departure listing and in the individual booking confirmation.
General principles for group departures:
- Group departures require a minimum number of participants to operate. If minimum numbers are not reached by 90 days before departure, we may cancel the departure and offer a full refund or transfer to an alternative date.
- Individual cancellations from a group booking are subject to the same cancellation schedule as private bookings (Section 3).
- Group leaders booking on behalf of multiple participants are jointly and severally responsible for all payments.
10. Special Offers & Promotional Pricing
From time to time, we offer promotional pricing, early-bird discounts, or special packages. The following conditions apply to all promotional bookings:
- Promotional prices are non-negotiable and cannot be combined with other discounts unless specifically stated.
- Early-bird offers require full payment of the deposit by the stated deadline to secure the promotional rate.
- Promotional bookings are subject to the same cancellation policy as standard bookings. The promotional discount does not affect the cancellation charges (which are calculated on the total trip cost).
- Prices advertised are per-person based on double occupancy unless otherwise stated. Solo traveller supplements apply.
11. Contact Our Booking Team
Our booking team is available to answer any questions about this policy or to help you plan your trip:
- Email: info@nashivaisafaris.com
- WhatsApp / Phone: +255 123 456 789
- Office Hours: Monday–Saturday, 08:00–18:00 EAT (East Africa Time / UTC+3)
- Emergency Line: Available 24/7 for clients currently on safari or climbing