Terms and Conditions for Woodland Trek & Safaris

Welcome to Woodland Trek & Safaris. Our terms and conditions are designed to protect our clients and our company while ensuring we deliver an unforgettable travel experience. By booking a tour with Woodland Trek & Safaris, you agree to the following terms.

1. Cancellation and Refund Policy

At Woodland Trek & Safaris, we understand that your Kilimanjaro trek or Tanzania safari may be a once-in-a-lifetime experience. These tours involve a significant investment, covering airfare, tour fees, accommodation, and travel insurance. Therefore, we have developed a clear cancellation and refund policy to address unexpected changes.

Why Full Refunds Are Not Always Possible

Many elements of your trip, from accommodation to national park fees, require advance payments, which are often non-refundable. We partner with a network of local suppliers—hotels, airlines, and service providers—who have their own cancellation terms. Below are the main cost elements we commit to in advance:

• Accommodation and Airlines: Most lodges and airlines require upfront payments and have strict refund policies that we must follow.
• Tanzania National Parks Authority: Park entry fees, including those for Kilimanjaro and other safari parks, are paid in advance and are non-refundable once submitted.
• Suppliers for Expeditions: Kilimanjaro climbs and safaris require fresh food, fuel, water, and other essentials, which we purchase before your trip.

In addition, we employ a dedicated team that works extensively to plan your experience, and we are committed to supporting our staff and local community. Therefore, we adhere to specific cancellation policies to balance client flexibility with staff and community welfare.

Our Flexible and Compassionate Approach

Although our standard terms apply to most situations, we aim to be flexible and responsive to exceptional circumstances such as illness, loss, war, or natural disasters in your home country. In such cases, we endeavor to provide a full refund and liaise with our partners to waive cancellation penalties wherever possible. We process refund requests within 72 hours or less.

Cancellation Fees

The refund amount depends on when we receive your cancellation request. Our current cancellation and refund policy is as follows:

• Non-refundable deposit: $100 per person, transferable to new dates.
• More than 90 days before tour start: 10% cancellation fee
• 60-89 days before tour start: 30% cancellation fee
• 30-59 days before tour start: 60% cancellation fee
• 8-29 days before tour start: 80% cancellation fee
• 0-7 days before tour start: No refund

Please note: If penalties charged by lodges and airlines exceed the above percentages, the non-refundable amount may increase accordingly. Any bank fees required to return funds to your account will also be deducted.

2. Lifetime Deposits

We understand that you may want to delay rather than cancel your adventure. Woodland Trek & Safaris allows for indefinite holds on deposits, giving you the flexibility to reschedule at a later date. While deposit payments are secure, future trips may be subject to price increases due to external factors, such as rising park fees or higher supply costs, which you would cover upon rebooking.

Should you reschedule instead of canceling, we work with our partners to secure a no-penalty deferral. However, the final decision on waiving penalties lies with the hotels and airlines involved in your booking.

Peak seasons, including mid-December to mid-March and early July to mid-October, may incur additional cancellation charges. The accommodation and airfare costs during these periods can be as high as 50-80% of the tour cost, but we will transfer any remaining balance to your account.

3. Travel Insurance

We strongly advise you to obtain travel insurance with coverage for tour cancellations. In the event of unforeseen circumstances, such as illness or flight cancellations, insurance can cover your financial losses. Woodland Trek & Safaris will provide documentation of any expenses incurred to support your insurance claim.

4. Changes in Itinerary and Price Adjustments

While we strive to adhere to the planned itinerary, certain factors—such as weather, wildlife conditions, or unexpected operational changes—may necessitate adjustments. Woodland Trek & Safaris reserves the right to alter or substitute specific elements of the itinerary to ensure the safety and enjoyment of our clients. In such cases, we will make every effort to notify you and provide a suitable alternative.

Prices listed are subject to change due to factors beyond our control, such as park fee increases, supplier rate changes, or fluctuations in local costs. Woodland Trek & Safaris will communicate any price adjustments as soon as possible.

5. Liability and Responsibility

Woodland Trek & Safaris prioritizes your safety but cannot be held liable for events beyond our control, including natural disasters, weather delays, or unexpected political or environmental circumstances. By booking with us, you acknowledge that travel to remote areas and wildlife experiences involve inherent risks, and you assume responsibility for your personal safety and actions.

By booking with Woodland Trek & Safaris, you confirm that you have read, understood, and agreed to the terms and conditions outlined above. Thank you for choosing us for your Tanzania adventure. We look forward to delivering an unforgettable experience with you!