BOOKING TERMS & CONDITIONS
Booking Your Trip
To secure your spot on a Tusker trip complete the trip application and make your $1,000 deposit. We will send you a detailed pre-departure trip planning packet. It tells you all you'll need to know about preparing for your trip. If we can't offer you a place you may choose join the trip waitlist, or request a refund of your trip deposit. See below for wait list terms.
We accept US dollars in the form of personal or bank checks, Visa, MasterCard, American Express, Discover or Wire transfer (contact us for bank details). The payment schedule is as follows:
- All treks: US$1,000 per person upon booking (to secure your spot).
- Patagonia trek & Eclipse trip: US$700 on the 1st of the month, in the 6th month before your departure.
- All treks: Final payment on the 1st of the month, in the 3rd month before your departure.
If we haven't received your final payment and no special arrangements have been made, we will assume that you have canceled and will fill your spot from our waitlist. If someone else is paying for any portion of your trip, you (the traveler) are responsible for payments and cancellation fees.
Additional payments may be required on extensions or customized itineraries.
Credit Card Payments: The land cost of your trip will be automatically charged to your credit card on the dates listed in the payment schedule. If you need to change credit cards please do so PRIOR to the charge date. Once your card is charged, if you decide to use a different card, we will assess you the 3% processing charge.
If we are not able to offer you a place at the time that you book your trip, you can choose to join the Trip Waitlist by placing the normal trip deposit of $1,000. If, at any time, you choose to be removed from the waitlist, we will refund your deposit in full. When a spot opens up for you on the trip, we will let you know and ask that you confirm acceptance on the trip - in writing. Once you have agreed to join the trip, your deposit is subject to the normal cancellation terms for the trip.
Kilimanjaro, Safari, Everest Base Camp, Mongolia, Peru
While we do not recommend cancelling your adventure, we understand that events out of your control may force you to do so. Here are the terms.
At the time we receive written notice from you that you are cancelling your trip, the following fees will apply for each person cancelling:
More than 90 days before your Tusker departure date - $250.
- 30-90 Days - 25% of the land cost.
- 0-29 Days - 100% of the land cost.
Cancellation terms may differ on extensions or customized itineraries.
Patagonia & Eclipse Cancellations
At the time we receive written notice from you that you are cancelling your Patagonia or Eclipse trip, the following fees will apply for each person cancelling:
- More than 150 days before your Tusker departure date - $250.
- 60-150 Days - 25% of the land cost.
- 30-59 Days - 50% of the land cost.
- 0-29 Days - 100% of the land cost.
Trip Cancellation Insurance
It is your responsibility to ensure that you are healthy enough to participate in our trips. Once Tusker has confirmed your place on a trip, cancellation fees will apply if you cancel your trip for ANY reason - even for medical issues. We strongly recommend that you buy Trip Cancellation Insurance.
We can only offer a rain check for the part of your trip that is operated by Tusker Trail. As we do not have control over service providers, we cannot offer rain checks for their services. They may levy their own cancellation fees. Rain checks are available only for the following trips:
- Kilimanjaro Climb
- Mongolia Trek
- Everest Base Camp Trek
Rain checks may be possible for your Mt. Meru Climb - check with us for details. Once you have signed up for one of the above trips, if you have to postpone, please contact our office immediately. We cannot guarantee it, but we'll do our best to reschedule your trip.
Rain-Check Terms & Conditions: At the time that we receive written request that you wish to postpone your Tusker trip, the following fees will apply to each person:
- More than 90 days before departure - NO CHARGE
- 15-90 days before departure - $150
- 0-15 days before departure - May not be possible, so call us immediately!
If we are able to give you a rain-check we will hold the deposits that you have paid, and apply them to your postponed Tusker Trail trip. The price of your Tusker Trail trip will remain valid for travel up to 1 year from the date that we received your original deposit. If you decide to cancel your trip completely, we will use your first notification to us as the cancellation date, and base your cancellation fees on your original trip date.
Tusker trip members are automatically enrolled with Ripcord evacuation coverage, which covers the cost of evacuation for many reasons, including medical and security or natural disasters. We have negotiated a large discount off the retail rate for this coverage. Your premium varies according to the length of coverage you require, and will appear on your Tusker trip statement. Ripcord will make the final determination if an evacuation is deemed necessary, and will also make all final decisions regarding the method of evacuation.
Tusker's Tier-Priced Trips
Mongolia, Everest Base Camp, Peru, Patagonia, Eclipse, Safari
In order to run trips with a small group size, some of Tusker's trips are priced according to the number of full-price travelers on the trip. Tusker staff, medical personnel and other discounted members are not included in the count for this purpose. On Tier-Priced trips, your statements will show the highest Tier Price (smallest group size that we can operate). This is what we will charge you when final payment is due. On the day of departure, if the group size is large, and the price drops due to the increased group size, we will refund you the difference in price immediately.
Minimum Group Size Requirement
Mongolia, Everest Base Camp, Peru, Eclipse, Patagonia, Safari
As there are certain fixed costs associated with running a trip, regardless of the group size, we may have to cancel a trip that falls below our Minimum Group Size Requirement. This happens very rarely. In the event we have to cancel a departure, we will inform you just prior to the time of final payment. In such a case, we will issue you a full refund of payments made to us for the land costs. Tusker is not responsible for additional expenses you may have incurred while preparing for the trip (e.g. non-refundable air tickets, passport and visa fees, clothing, equipment, medical expenses.)
Our payment, cancellation and postponement policies do not apply to air travel arranged through Tusker Trail. Full payment for air travel is usually due the day after we make your reservation. Cancellation and change policies are different for each airline we use.
Each Tusker trip member is required to submit our Medical Fitness Report. This form does not require your doctor's signature; however it does require complete disclosure about your health. Once we receive your medical form, we'll be able to confirm your acceptance on the trip. If there are any concerns about your health, we may need to contact your doctor for more detailed information. Please send your medical form to us immediately after you receive it. This will allow us adequate time for review and possible follow-up questions. It will also allow you sufficient time to make alternate plans in the event you are not eligible to join the trip.
Guaranteed Kilimanjaro Departures
We have many scheduled departures throughout the year. All of our Kilimanjaro departures are guaranteed - even if there is only 1 climber. This means that we will NEVER cancel a Kilimanjaro climb due to low sign up. Extension and/or other expedition departures are not guaranteed, as they are operated by other service providers.
Custom Kilimanjaro Departures
We are happy to customize dates or setup private climbs for Kilimanjaro or Mt. Meru; there is no surcharge if there are 4 or more in your group. As we have a limited number of guides, you should place your deposit immediately.
Park Fees & Flights
Most Tusker trips involve entrance to managed areas, such as national parks. Some Tusker trips involve internal flights. Please note that the park fees and internal flight costs can change at any time and without notice. Trip members are responsible for any cost increase.
Kilimanjaro & Mt. Meru: If you are on your own and join a Kilimanjaro or Mt. Meru climb, we'll match you up with a roommate of the same gender. If you request your own room at our hotel in Moshi and/or tent while on the Kilimanjaro climb, we will charge you a "single supplement" fee. If you are forced to sleep in a single room or tent due to an odd number of climbers, we will not charge you the single supplement. There is no single accommodation available while climbing Mt. Meru. As there are no tents on Meru, all climbers share hut accommodation.
Other Trips & Trip Extensions: On Tusker's Trips other than Kilimanjaro and Mt. Meru, single supplements vary by destination. Refer to the specific information about each trip for details: Everest Base Camp | Mongolia | Peru | Patagonia
Subject to change without notice. Every effort has been made to produce this information accurately. We reserve the right to correct errors.
Late Itinerary Changes
If you change your itinerary after you have made your final payment we will charge you an itinerary change fee of $125 per new itinerary. We must receive your written approval by the next business day at 12 noon, Pacific Time US. You will be responsible for any additional charges that may be levied by other service providers.
Trip Member Responsibility & Tusker Discretion
It is the trip member's responsibility for understanding the nature of the trip they have elected to join, and for selecting a trip appropriate to their interests and abilities. Tusker Trail requires trip members to be prepared physically and mentally, and to have the appropriate equipment for the trip selected. Trip members must provide us with true and accurate information about their health, abilities and preparations. TUSKER TRAIL reserves the right to dismiss a trip member at any time without the right of refund, for any reasons that TUSKER TRAIL may later learn about the trip member, or if the trip member's further participation may be detrimental to the individual or to other trip members.
If we must cancel or change a trip, we will do our best to provide you with a full or partial refund for the Tusker Trail-operated land portion of your trip. This refund shall release Tusker Trail & Safari Co. from any further liability. Tusker Trail & Safari Co. is not responsible for expenses incurred by trip members in preparing for the trip, e.g. non-refundable fees for air tickets; equipment; visa fees, etc. Cancellation fees may be levied by other operators running other portions of your trip.
Due to the nature of this wilderness trip, certain events may occur which could incur additional costs not planned for at this time, including but not limited to currency fluctuation, change in costs or means of conveyance, the cost of evacuation, medical treatment, body recovery and/or repatriation and other related matters. Those additional costs are not the responsibility of Tusker Trail & Safari Co. and that the Trip member is responsible for the payment of those costs. Any search and rescue undertaken on the trip member's behalf will be the financial responsibility of the trip member involved, including costs incurred by Tusker Trail & Safari Co., other expeditions, governments or other entities.
Personal Contact Information
We have found that trip members enjoy contacting one another prior to their Tusker trek. For this reason Tusker Trail provides each trip member with a list of their fellow trip members. The list contains the name, city, state, country, phone number and email address of each member. This list is sent only to you and your fellow trip members. If you do not wish to be added to this list, please inform us within 7 days of booking your trip. If you elect not to be added to the group member list, then you will not receive the list of other members.
Events beyond Our Control
Force Majeure & Delayed or Cancelled Trips: Tusker Trail may, at any time, cancel or withdraw a tour or trek due to circumstances beyond our reasonable control such as weather or other acts of God, strikes, war, hostile governments, riots, fire, pandemics, etc. In these cases, we will, with no penalty to ourselves, undertake to notify you of the circumstances for our withdrawal of the tour or trek. In the event we choose to cancel a tour or trek for one of these uncontrollable and safety oriented reasons, neither Tusker Trail nor our staff, vendors or service providers will be liable or responsible for refunds, reimbursements, increased or altered trip fees or damages to participants or clients.