Last Updated: January 30, 2026

At Safari Vibes Africa, we understand that travel plans can change unexpectedly. This Cancellation & Refund Policy outlines the terms and conditions that apply when you need to cancel or modify your booking. We recommend reading this policy carefully before making a reservation and considering comprehensive travel insurance to protect your investment.

Important Notice: All cancellations must be submitted in writing (email to info@safarivibesafrica.com is acceptable). Cancellations are effective from the date we receive your written notification, not from the date you decide to cancel. We strongly recommend obtaining comprehensive travel insurance that includes trip cancellation coverage.

1. General Cancellation Terms

1.1 Written Notice Requirement

All cancellation requests must be made in writing via:

Email to: info@safarivibesafrica.com
Postal mail to our registered office address
Written letter delivered in person to our office

Verbal cancellations (phone calls or in-person conversations) are not accepted until confirmed in writing. The cancellation is effective from the date we receive and acknowledge your written notification.

1.2 Cancellation Confirmation

Upon receiving your cancellation request, we will:

Send written acknowledgment within 24-48 hours
Calculate applicable cancellation fees based on the schedule below
Process any refund due within 14-30 business days
Provide a detailed breakdown of fees and refunds

2. Standard Cancellation Fee Schedule

Cancellation fees are calculated based on the number of days before your scheduled tour departure date:

Notice Period (Days Before Departure)	Cancellation Fee	Refund Amount
90+ days	Deposit only (30% of tour cost)	70% refund
60-89 days	50% of total tour cost	50% refund
30-59 days	75% of total tour cost	25% refund
15-29 days	90% of total tour cost	10% refund
0-14 days or no-show	100% of total tour cost	No refund

Example 1: You book a $3,000 safari and cancel 65 days before departure. Cancellation fee: $1,500 (50%). You receive a refund of $1,500 (50%).

Example 2: You book a $5,000 safari and cancel 25 days before departure. Cancellation fee: $4,500 (90%). You receive a refund of $500 (10%).

3. Deposit Policy

3.1 Non-Refundable Deposit

The initial booking deposit (typically 30% of the total tour cost) is NON-REFUNDABLE in all circumstances, including:

Cancellation for any reason by the customer
Failure to obtain necessary travel documents (visa, passport)
Medical or personal emergencies (unless covered by travel insurance)
Changes in personal circumstances
Travel advisories or warnings (unless we cancel the tour)

3.2 Deposit Purpose

The deposit is used to:

Secure your accommodation and vehicle reservations
Book your safari guides and crew
Reserve park permits and camping sites
Cover administrative and booking costs
Make advance payments to our service providers

4. Special Circumstances

4.1 Cancellation by Safari Vibes Africa

If we cancel your tour for any reason (except force majeure – see section 4.3), you will receive:

A full refund of all payments made, OR
The option to transfer your booking to an alternative tour of equal or greater value

We will notify you as soon as possible if we need to cancel your tour.

4.2 Force Majeure

In the event of force majeure circumstances beyond our control, including but not limited to:

Natural disasters (earthquakes, floods, wildfires)
Epidemics, pandemics, or health emergencies
War, terrorism, or civil unrest
Government travel bans or restrictions
Closure of national parks or borders
Political instability or security threats

We will work with you to:

Reschedule your tour to a later date (with no cancellation fees)
Offer alternative destinations or itineraries
Provide a credit note for future travel (valid for 24 months)

In force majeure situations, refunds may be limited to amounts we can recover from our suppliers. We strongly recommend travel insurance that includes coverage for cancellation due to force majeure events.

4.3 Medical Emergencies

While we sympathize with medical emergencies, standard cancellation fees apply unless you have travel insurance that covers medical-related cancellations. We cannot provide refunds for:

Personal illness or injury
Family member illness or death
Pregnancy complications
Pre-existing medical conditions

Tip: Comprehensive travel insurance with “cancel for any reason” coverage can protect you against these situations. We strongly recommend purchasing such insurance when you book your tour.

5. Modifications and Changes

5.1 Tour Modifications

If you wish to modify your tour (dates, itinerary, accommodation category, etc.) rather than cancel:

Modification requests must be made in writing
An amendment fee of $100 USD per booking applies
Changes are subject to availability
Price differences (if applicable) must be paid
Major changes may be treated as cancellations and new bookings

5.2 Date Changes

Notice Period	Change Fee	Conditions
90+ days before departure	$100 amendment fee	Subject to availability
60-89 days	$200 amendment fee	Subject to availability + price difference
30-59 days	$300 amendment fee	May be treated as cancellation
Less than 30 days	Treated as cancellation	Standard cancellation fees apply

5.3 Name Changes

Transferring your booking to another person:

Permitted up to 60 days before departure
$50 USD administrative fee applies
New traveler must meet all tour requirements
Original customer remains liable for payment
Not permitted for Kilimanjaro climbs (due to permit requirements)

6. Refund Processing

6.1 Refund Timeline

Approved refunds will be processed as follows:

Refund calculation completed within 5 business days of cancellation
Refund issued within 14-30 business days
Refunds returned via the original payment method
Bank processing times may add 5-10 business days

6.2 Refund Method

Refunds are processed via:

Bank transfer (for wire transfer payments)
Credit card reversal (for card payments)
PayPal refund (for PayPal payments)

Bank charges or transaction fees may be deducted from the refund amount. We do not refund in cash under any circumstances.

6.3 Partial Refunds

In certain situations, partial refunds may apply:

If you join a tour late or leave early (no refund for unused services)
If you choose not to participate in included activities
If you require alternative arrangements due to personal preferences

7. No-Show Policy

No-Show = No Refund: If you fail to arrive for your tour without prior notification, or if you cancel on the departure date, you will forfeit 100% of the tour cost with no refund. This includes situations where:

You miss your flight or connection
You are denied entry to Tanzania
You do not arrive at the meeting point
You cancel on the day of departure

8. Group Bookings

8.1 Group Cancellation Terms

For group bookings (4+ people traveling together):

Cancellation by entire group follows standard cancellation schedule
If individual members cancel, per-person pricing may increase for remaining travelers
Remaining group may need to pay price difference
Group discount may be forfeited if numbers drop below minimum

8.2 Partial Group Cancellations

Example: A group of 6 books a private safari at $2,500 per person. If 2 members cancel 45 days before departure:

The 2 canceling members pay 75% cancellation fee ($1,875 each)
The remaining 4 members may face a price increase due to reduced group size
Alternative: remaining members may absorb the cancellation cost to maintain original pricing

9. Kilimanjaro Climbing Expeditions

9.1 Special Cancellation Terms

Due to advance permit purchases and crew bookings, Kilimanjaro climbs have stricter terms:

Permits are non-refundable once purchased (typically 60+ days before climb)
Earlier cancellation deadlines may apply
Name changes not permitted after permits are issued
Weather-related cancellations follow force majeure terms

9.2 Failed Summit Attempts

No refunds are provided if:

You fail to reach the summit due to altitude sickness or fatigue
Guide recommends descent for safety reasons
You choose to descend voluntarily

All decisions made by guides for safety reasons are final and non-negotiable.

10. Travel Insurance Recommendations

We STRONGLY recommend purchasing comprehensive travel insurance that includes:

Trip cancellation and interruption coverage
Medical expenses and emergency evacuation
“Cancel for Any Reason” (CFAR) coverage if available
Coverage for adventure activities and mountain climbing
Pre-existing medical condition coverage
Baggage loss and delay coverage

10.1 When to Purchase Insurance

Purchase travel insurance:

Immediately after booking (within 14-21 days for best coverage)
Before making final payment
Before any cancellation penalties begin

10.2 Insurance Claims

If you need to cancel due to circumstances covered by your insurance:

Standard cancellation fees still apply
You claim the refund from your insurance provider
We will provide all necessary documentation for your claim
You are responsible for filing and managing the insurance claim

11. Non-Refundable Items

The following are never refundable under any circumstances:

Initial booking deposit (30% of tour cost)
National park permits and conservation fees already paid
Kilimanjaro climbing permits
Special event tickets or reservations
Hot air balloon safaris or special activities booked in advance
Domestic flight tickets (if already issued)
Travel insurance premiums

12. Postponement vs. Cancellation

12.1 Rescheduling Your Tour

Instead of canceling, you may postpone your tour:

Available if requested 60+ days before departure
Valid for rebooking within 24 months
Subject to availability and seasonal pricing
One free date change; subsequent changes incur fees
Price protection applies if rescheduled within 12 months

12.2 Credit Note Option

We may offer credit notes in certain circumstances:

Valid for 24 months from issue date
Transferable to another person (with conditions)
Can be used for any Safari Vibes Africa tour
Cannot be redeemed for cash
Expires if not used within validity period

13. Weather and Seasonal Considerations

Weather conditions in Tanzania:

Standard cancellation terms apply for rain or poor weather
Tours operate year-round regardless of weather (except extreme situations)
Wildlife viewing varies by season (this is not grounds for refund)
Only extreme/dangerous weather classified as force majeure

14. Dispute Resolution

If you dispute a cancellation fee or refund amount:

Submit your dispute in writing within 30 days
Provide supporting documentation
We will review and respond within 14 business days
If unresolved, refer to Terms of Use for dispute resolution procedures

15. Exceptions and Special Cases

We reserve the right to make exceptions to this policy on a case-by-case basis for:

Extreme humanitarian circumstances
Situations genuinely beyond customer control
Long-standing customer relationships

Such exceptions are at our sole discretion and do not create precedent for future bookings.

Cancellation Inquiries

For cancellation requests or questions about this policy, contact us:

Safari Vibes Africa
Email: info@safarivibesafrica.com
Phone: +255757001988
WhatsApp: +255757001988
Address: Moshono, Arusha, Tanzania
Website: www.safarivibesafrica.com

Important: All cancellations must be submitted in writing via email to be valid.

Cancellation Checklist:

Review this policy thoroughly before booking
Purchase comprehensive travel insurance immediately after booking
Submit cancellations in writing as soon as you know you need to cancel
Keep all email confirmations and documentation
Contact your insurance provider if claiming cancellation costs
Request all refund documentation for your records

This Cancellation & Refund Policy is part of our Terms of Use. By making a booking with Safari Vibes Africa, you acknowledge that you have read, understood, and agree to these cancellation terms.