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Kilimanjaro Booking Conditions

LEGAL STUFF

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 need to know about preparing for your trip. If we cannot offer you a place, you may choose to 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). 

All Costs and Fees Detailed on this Page are in U.S. Currency. 

Payment Schedule for Kilimanjaro, Everest Base Camp, Mongolia, and Greenland:

      • $1,000 per person upon booking (to secure your spot).
      • Final payment 90 days before your departure.


Payment Schedule for Patagonia Trek:

      • $1,000 per person upon booking (to secure your spot).
      • $700 6 months before your departure.
      • Final payment 90 days before your departure.

Payment Schedule for Mexico Eclipse Trip: (To Be Announced)

      • $1,000 per person upon booking (to secure your spot).

If we have not 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 add a 3% processing charge. 

Tusker Waitlist: 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 you wish to be removed from the waitlist, we will refund your deposit in full. When a spot opens for you on the trip, we will let you know and ask that you confirm acceptance on the trip by email. Once you have agreed to join the trip, your deposit is subject to the normal cancellation terms for the trip.

Cancellations:

Kilimanjaro, Wildlife Safari, Everest Base Camp, Greenland and Mongolia:  While we do not recommend cancelling your adventure, we understand that events out of your control may force you to do so. We have a NON-PUNITIVE cancellation policy.  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 21 days before your departure -Full refund of monies paid to us.
      • Less than 21 days before your departure - 60% of the land cost

Note: Cancellation terms will differ on Zanzibar other extensions and customized itineraries.

Trip Cancellation Insurance: It is your responsibility to ensure that you are healthy enough to participate in your trip. 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.

Rain-Checks: 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 Nomad 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 must postpone, please contact our office immediately. We cannot guarantee it, but we will 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 trip, the following fees will apply to each person:

      • More than 21 days before departure – NO CHARGE
      • 0-21 days before departure – May not be possible, so call us immediately!

If we can 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.

Evacuation Coverage: 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. If you wish to extend your coverage for continued travel, contact Redpoint/Ripcord directly at +1-415-481-0600. All matters associated with Ripcord evacuations are governed by the Ripcord Member Service Agreement, a contract between Ripcord and the trip member. On all trips, and in all cases 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 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, which represents the 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: 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 must 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.)

Airfare: 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. 

Health: Each Tusker trip member is required to submit our Health &Fitness Report. This form does not require your doctor’s signature; however, it does require complete disclosure about your health. Once we receive your form, we will 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 our Kilimanjaro departures are guaranteed – even if there is only one 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 set up private climbs for Kilimanjaro or Mt. Meru; there is no surcharge if there are four or more in your group. As we have a limited number of guides, you should book your climb 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 price increase. 

Single Supplement – Kilimanjaro & Mt. Meru: If you are on your own and join a Kilimanjaro or Mt. Meru climb, we will 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 charge you the single supplement. There is no single accommodation available while climbing Kilimanjaro’s Marangu route and  Mt. Meru. As there are no tent accommodations, 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 on our website for details. 

Prices: 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 Tusker’s trips, 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 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 seven 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.

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