Cancellation and Refund Policy

At KLA Adventures, we understand that climbing Mount Kilimanjaro or going on a Tanzania wildlife safari is a once-in-a-lifetime experience for many travelers. These trips often involve a significant financial commitment, including international flights, tour costs, accommodation, and travel insurance.

 

Because of this investment, cancellation and refund policies are very important. We recognize that unexpected circumstances may arise, and travel plans may sometimes need to be canceled or postponed.

 

Our goal is always to be fair, transparent, and as flexible as possible while ensuring that the operational costs of organizing your adventure are covered.

 

 

A Kilimanjaro climb or safari involves the coordination of many partners and service providers, not just KLA Adventures. In order to secure your trip and guarantee availability, many services must be arranged and paid for in advance before your arrival in Tanzania.

 

These services include accommodation, park permits, transport, food supplies, and logistics necessary for a safe and successful trip.

 

 

Your itinerary may include accommodation at various hotels and safari lodges. While we always try to work with our partners to obtain flexible cancellation terms, many properties operate under their own cancellation policies.

 

If reservations are canceled close to the travel date, these accommodations may charge penalties that cannot be recovered.

 

Similarly, domestic airlines operating flights within Tanzania—such as flights between the mainland, islands, and remote national parks—also apply their own cancellation and refund rules.

 

 

All Kilimanjaro climbs and national park safaris require park entry permits that must be paid on behalf of our clients.

 

To ensure smooth logistics and avoid delays at the start of your trip, these fees are usually paid several days before the tour begins. Once submitted to the Tanzania National Parks Authority, these fees are non-refundable.

 

 

Every mountain expedition requires advance preparation. Our logistics team purchases fresh food supplies, fuel, bottled water, medical supplies, and other essential items before your arrival.

 

Many of these supplies are perishable and sourced from local vendors, which means the costs cannot be recovered if a trip is canceled.

 

 

A dedicated team works behind the scenes to organize every tour. This includes travel planners, reservation staff, mountain guides, porters, drivers, and logistics personnel who prepare equipment and supplies.

 

At KLA Adventures, we are committed to responsible tourism and supporting local communities. Tourism provides livelihoods for many families in Tanzania, and we work hard to ensure stable employment for our team members.

 

For these reasons, we must carefully manage refunds and adhere to our cancellation policies.

 

 

Although the policies outlined below represent our standard terms, we always review each situation individually and do our best to assist our guests.

 

In exceptional circumstances—such as serious illness, death, natural disasters, or other major unforeseen events—we will work closely with our partners to minimize penalties and, whenever possible, offer more flexible solutions.

 

Once a cancellation request is received, our team reviews the case and provides a response within 72 hours.

 

 

The amount refunded depends on the date we receive your written cancellation request.

 

 

A USD 100 deposit per person is required to confirm a Kilimanjaro climbing or safari booking.

 

This deposit is non-refundable, but it can be transferred to a future trip with KLA Adventures.

 

 

The following cancellation fees apply to Kilimanjaro climbing packages and safari tours:

 

•If cancellation penalties charged by hotels, lodges, or airlines exceed the percentages above, the non-refundable amount may increase accordingly.

•Bank transfer fees or transaction charges associated with refund processing will be deducted from the refunded amount.

 

 

Instead of canceling your trip entirely, you may choose to keep your deposit on hold indefinitely and apply it toward any future tour with KLA Adventures.

 

Please note that if prices increase due to factors such as park fee adjustments or rising operational costs, the difference will need to be paid when you rebook your trip.

 

 

If you decide to reschedule your trip instead of canceling, many hotels, lodges, and airlines are often willing to offer rebooking options or reduced penalties.

 

When possible, we will work to reschedule your entire itinerary for new travel dates with minimal changes. However, final decisions regarding penalties or deferrals remain at the discretion of the accommodation providers and airlines involved.

 

 

Cancellations made on short notice during peak travel seasons—typically mid-December to mid-March and July to mid-October—may result in higher penalties from hotels and airlines.

 

Since accommodation and flights represent a large portion of the total tour cost, cancellation charges during these periods can reach 50–80% of the overall trip cost. Any remaining balance will be credited to your account.

 

 

We strongly recommend purchasing comprehensive travel insurance that includes coverage for trip cancellations and interruptions.

 

If unexpected events such as illness, flight disruptions, or emergencies occur, you may be able to recover financial losses through your insurance provider. KLA Adventures will gladly provide the necessary documentation to support your insurance claim.