Cancelation and Refund Policy

At Safari Stride, we believe that trust, transparency, and responsible travel practices are essential when organizing safaris and mountain expeditions in Tanzania. A journey to climb Mount Kilimanjaro or explore Tanzania’s world-renowned national parks is not an ordinary holiday. For many travelers, it represents a lifelong dream, a major financial commitment, and months or even years of planning. Because of this, we take cancellations and refunds seriously and strive to handle them with fairness, clarity, and respect for all parties involved.

This Cancellation and Refund Policy explains how Safari Stride manages tour cancellations, refunds, rescheduling, and deposits. By confirming a booking with Safari Stride, you acknowledge and accept the terms outlined below.

The Nature of Safari and Kilimanjaro Travel

Safaris and mountain climbing expeditions differ significantly from conventional travel packages. These experiences involve remote locations, strict conservation regulations, limited accommodation availability, and complex logistics that must be arranged well in advance. Unlike city hotels or standard tours, safari lodges, mountain routes, and domestic flights operate under tight capacity and seasonal demand.

Once a booking is confirmed, Safari Stride immediately begins securing services, coordinating suppliers, allocating staff, and making advance payments to ensure that your journey runs smoothly. Many of these arrangements cannot be reversed without financial loss, even if a cancellation occurs weeks before travel.

Why Full Refunds Are Not Always Possible

Guests often wonder why a full refund cannot always be issued when a tour is canceled before it begins. While this question is understandable, the reality is that Safari Stride does not operate in isolation. Each tour relies on a network of independent service providers whose contributions are essential and whose policies we must respect.

Accommodation providers, domestic airlines, conservation authorities, food suppliers, and local staff all require advance payments. Once these payments are made, Safari Stride may not be able to recover the full amount, regardless of the reason for cancellation. For this reason, refunds are limited by costs already incurred on your behalf.

Accommodation and Domestic Travel Commitments

Most Safari Stride itineraries include overnight stays at safari lodges, tented camps, or mountain lodges operated by third-party partners. These properties often require full or partial payment in advance, especially during peak travel seasons. Their cancellation policies vary, and many do not offer full refunds once a reservation is confirmed.

Similarly, domestic flights within Tanzania are frequently used to access remote national parks or islands. These flights are subject to airline fare rules, many of which are non-refundable or carry significant cancellation penalties. Once tickets are issued, Safari Stride is bound by the airline’s conditions.

National Park Fees and Conservation Charges

All safaris and Kilimanjaro climbs require the payment of government-regulated park entry fees and conservation charges. These fees are collected by the Tanzania National Parks Authority and other governing bodies to support wildlife protection and environmental conservation.

To avoid delays and ensure timely departures, Safari Stride pays these fees on behalf of guests shortly before the tour begins. Once submitted, park fees are strictly non-refundable, regardless of cancellation reason or timing. These charges represent a substantial portion of the total tour cost and directly affect refund eligibility.

Supplies, Equipment, and Operational Expenses

Mountain climbs and safaris require extensive preparation. Fresh food, bottled water, fuel, medical supplies, and other consumables are purchased specifically for each trip. Many of these items are perishable and sourced locally from farms and suppliers who rely on advance orders.

Additionally, equipment preparation, vehicle servicing, and logistical coordination begin well before departure. These operational expenses are unavoidable and cannot be recovered if a tour is canceled at short notice.

Staff, Wages, and Ethical Tourism Commitments

Safari Stride proudly operates as a responsible and ethical tour company. Each trip supports a large team of Tanzanian professionals, including guides, drivers, cooks, porters, reservation agents, logistics staff, and managers. Planning and preparation require many hours of work long before guests arrive in Tanzania.

We are committed to protecting the livelihoods of our team members and their families. Tourism is a vital source of income for many communities in Tanzania, and Safari Stride takes its responsibility seriously. For this reason, staff wages and operational commitments cannot be compromised due to last-minute cancellations.

Our Approach to Fairness and Flexibility

While the realities described above limit refund possibilities, Safari Stride always aims to act reasonably and compassionately. Every cancellation request is reviewed individually, and we work closely with our partners to minimize losses where possible.

In exceptional and verifiable circumstances such as serious illness, injury, death, natural disasters, or major political instability in the traveler’s country of departure, Safari Stride will make every reasonable effort to reduce penalties and explore alternative solutions. These may include partial refunds, future travel credits, or rescheduling options.

Once a cancellation request is received in writing, Safari Stride contacts all relevant service providers immediately. A refund or credit decision is typically made within seventy-two hours or less, depending on supplier response times.

Deposits and Booking Confirmation

To confirm a booking, Safari Stride requires a deposit. This deposit secures accommodations, staff allocation, park permits, and logistical planning.

The standard deposit amount is USD 100 per person, which is non-refundable under all circumstances. However, this deposit is fully transferable and may be applied toward a future Safari Stride trip without expiration. The deposit ensures commitment from both parties and allows us to begin preparations confidently.

Cancellation Timeline and Refund Eligibility

Refund eligibility depends on the date Safari Stride receives written notice of cancellation. Earlier cancellations allow greater flexibility and a higher chance of recovering prepaid costs, while later cancellations result in higher penalties due to non-recoverable expenses.

Cancellations made well in advance of the tour start date incur minimal charges, while cancellations closer to departure incur higher penalties. Cancellations made within the final days before departure are not eligible for refunds due to full operational commitments already in place.

Please note that if third-party providers impose penalties higher than Safari Stride’s standard rates, the non-refundable amount will be adjusted accordingly. Any bank charges, card processing fees, or international transfer costs associated with refunds will be deducted from the refunded amount.

Rescheduling as an Alternative to Cancellation

Rather than canceling entirely, Safari Stride strongly encourages guests to consider rescheduling their trip. Rescheduling often provides the best financial outcome and preserves the value of your investment.

Safari Stride allows deposits and unused balances to be held indefinitely and applied toward future travel. While prices may increase due to rising park fees, accommodation rates, or operational costs, guests only pay the difference at the time of rescheduling.

Lodges and airlines are generally more flexible with date changes than with refunds, although final approval remains at their discretion. Safari Stride will make every effort to coordinate rescheduling without additional penalties whenever possible.

Peak Season Considerations

Tanzania has distinct peak travel seasons, including mid-December to mid-March and early July to mid-October. During these periods, demand for accommodations and flights is exceptionally high, and cancellation penalties are significantly stricter.

Short-notice cancellations during peak seasons are more likely to result in substantial non-refundable charges, particularly for accommodations and domestic flights. While the entire tour cost may not be forfeited, accommodation and transport penalties alone can account for a large percentage of the total price.

Any remaining balance, when applicable, may be retained as credit for future travel with Safari Stride.

Refund Processing

Approved refunds are processed using the original payment method whenever possible. Processing times vary depending on banks and payment providers, and Safari Stride cannot be held responsible for delays caused by financial institutions.

All refunds are issued in U.S. dollars unless otherwise agreed in writing. Currency exchange fluctuations are not the responsibility of Safari Stride.

Travel Insurance Strongly Recommended

Safari Stride strongly advises all guests to purchase comprehensive travel insurance that covers trip cancellations, medical emergencies, evacuation, and travel disruptions. Insurance is the most effective way to protect against unexpected events that may require canceling or postponing a trip.

In the event of a claim, Safari Stride will provide documentation confirming expenses and payments made on your behalf to support your insurance process.

Final Acknowledgment

By booking a safari or Kilimanjaro climb with Safari Stride, you confirm that you have read, understood, and agreed to this Cancellation and Refund Policy. Our goal is to balance fairness to our guests with responsible operations that support conservation, local communities, and sustainable tourism in Tanzania.

If you have questions or need clarification before confirming your booking, our team is always available to assist.