This document supersedes all previous versions of Vision Safari & Tours’ Terms and Conditions. The version in force at the time of booking confirmation governs that booking.
1. Introduction
1.1 Company Details. Vision Safari & Tours is a TATO-licensed destination management company headquartered in Arusha, Tanzania, operating exclusively on the Northern Circuit (Serengeti, Ngorongoro, Tarangire, Lake Manyara, and Mount Kilimanjaro region).
1.2 Definitions. “Company”, “we”, “us”, “Vision Safari & Tours” refers to Vision Safari & Tours and its employees, guides, and authorized agents. “Client”, “you”, “Guest” refers to the person(s) booking or traveling on a safari or tour arranged by the Company. “Booking” means any confirmed reservation of safari, tour, or related services. “Supplier” means any third-party provider of accommodation, transport, flights, or activities used in fulfilling a Booking. “Agreement” means these Terms and Conditions together with the written booking confirmation.
1.3 Acceptance of Terms. By requesting, booking, paying a deposit for, or otherwise engaging Vision Safari & Tours’ services — whether directly or through our website, email, WhatsApp, or an online booking channel — the Client confirms they have read, understood, and unconditionally accepted this Agreement in its entirety.
2. Booking & Confirmation
2.1 A booking is confirmed only once the required deposit has been received in full and the Company has issued written confirmation, including a unique booking reference number.
2.2 Every confirmed booking is assigned a reference number, which must be quoted in all correspondence, payments, and amendment requests relating to that booking.
2.3 The Client is responsible for ensuring that names, passport details, dates of birth, and travel dates supplied to the Company exactly match official travel documents. The Company is not liable for costs arising from inaccurate information supplied by the Client, including denied boarding, denied park entry, or amendment fees charged by airlines or Suppliers.
3. Pricing
3.1 Currency. All prices are quoted in United States Dollars (USD) unless otherwise stated in writing.
3.2 What’s Included. Inclusions are listed on each specific quotation and itinerary and typically cover ground transport in a safari vehicle, park entry fees, accommodation as specified, and meals as stated (e.g. full board, half board).
3.3 What’s Excluded. Unless expressly stated as included, the following are excluded from all quoted prices: international and domestic flights, visas, travel insurance, tips and gratuities, personal expenses, alcoholic beverages, laundry, optional activities, and items of a personal nature.
3.4 Exchange Rate Adjustments. Where park fees, government levies, or supplier costs are set in a currency other than USD, the Company reserves the right to adjust the final invoice to reflect material exchange-rate movement between the date of quotation and the date of balance payment, with written notice to the Client.
4. Payment Terms
4.1 Deposits
- 10% for camping safaris
- 25% for camping safaris including domestic flights
- 25% for lodge safaris
- 50% for lodge safaris including domestic flights
- 40% or more for luxury or tailor-made safaris, as specified in the quotation
Deposits are non-refundable and non-transferable under all circumstances, except where the Company cancels the tour under Clause 6.2, or the tour does not proceed due to Company fault.
4.2 Balance Due Date. The remaining balance is due in full no later than 14 days before the safari start date. Bookings made within 30 days of departure require full payment at the time of booking.
4.3 Late Payments. Failure to settle the balance by the due date constitutes automatic cancellation of the booking by the Client, with all sums paid forfeited in accordance with Clause 7 (Cancellation Policy). The Company is not obliged to issue a reminder before this clause takes effect.
4.4 Payment Methods. Bank transfer, credit/debit card (Visa, MasterCard, and other supported cards via secure platforms), or cash in clean, undamaged USD notes ($50 or $100 bills issued 2013 or later).
4.5 Card Processing Fees. A card-processing surcharge of up to 3.5% may apply and will be disclosed to the Client before payment is taken.
4.6 Bank Transfer Fees. All bank charges, intermediary fees, and currency-conversion costs are the responsibility of the Client and must not be deducted from the amount due to the Company. Payments received short due to bank fees remain outstanding until topped up in full.
4.7 No-Chargeback Clause. Once services have commenced, the Client agrees to first notify Vision Safari & Tours in writing of any dispute and to allow the Company a reasonable opportunity — no less than 14 days — to investigate and resolve the matter before initiating a credit card chargeback or payment reversal. Initiating a chargeback without first following this process shall be treated as a breach of this Agreement, and the Company reserves the right to recover any associated costs, contest the chargeback with supporting documentation, and decline future bookings from the Client.
5. Amendments by the Client
5.1 Requests to change dates, group size, or itinerary content prior to deposit payment may be accommodated free of charge, subject to availability.
5.2 Once a booking is confirmed, any change requested by the Client — including date changes, itinerary upgrades, or additional travelers — must be submitted in writing and is subject to availability, Supplier confirmation, and full payment of any resulting cost difference before the change is confirmed.
5.3 An administrative fee of USD 50 per amendment (or as stated in the original quotation) applies to confirmed bookings, in addition to any cost difference charged by Suppliers, airlines, or parks.
6. Amendments by Vision Safari & Tours
6.1 Itineraries, routes, and activity sequencing are indicative and may be altered by the Company at any time due to weather, road or park conditions, wildlife movement, safety concerns, or other operational factors, without this constituting a breach of this Agreement.
6.2 The Company reserves the right to substitute accommodation of equal or higher standard at its discretion, including on short notice, without liability to the Client.
6.3 Game-drive routing and park entry points may be adjusted based on ranger guidance, wildlife activity, and road conditions to maximize the safety and quality of the experience.
6.4 The Company may substitute the safari vehicle assigned to a booking with another of similar or higher specification in the event of mechanical issues or operational necessity.
7. Cancellation Policy
All cancellations must be submitted in writing and are effective from the date received by the Company.
| Time Before Safari | Refund to Client | Retained by Company |
|---|---|---|
| More than 60 days | 70% refund | 30% retained |
| 59–45 days | 40% refund | 60% retained |
| 44–30 days | 15% refund | 85% retained |
| Less than 30 days | No refund | 100% retained |
| No-show / early departure / unused services | No refund | 100% retained |
7.2 Deposits, domestic flight tickets, park permits already issued, and any Supplier costs confirmed as non-refundable at the time of booking are excluded from all refund calculations and are retained in full in all circumstances.
7.3 Peak Season Conditions. Bookings for peak season travel (including but not limited to the Great Migration River Crossing period, Christmas, New Year, and Easter) may be subject to stricter cancellation terms, non-refundable deposits of up to 100%, and earlier balance due dates, as specified in the individual quotation.
7.4 Refund Processing. Approved refunds are processed within 14–30 business days of written confirmation, less any bank charges, card-processing fees, or third-party cancellation penalties already incurred, and are paid to the original method of payment only.
8. Flights
8.1 Domestic Flights. Where domestic flights form part of the itinerary, tickets are issued once full payment for that flight has been received and are subject to the airline’s own terms, including baggage limits and non-refundability.
8.2 International Flights. International flights are the sole responsibility of the Client to arrange and confirm, unless expressly included in the quotation. The Company recommends against booking non-refundable international flights until the safari booking is fully confirmed in writing.
8.3 The Company is not liable for schedule changes, delays, or cancellations made by any airline, and is not responsible for costs arising from missed connections caused by flight disruption.
9. Accommodation
9.1 The Company reserves the right to substitute accommodation of similar or higher standard where the originally booked property becomes unavailable.
9.2 Check-in / Check-out. Standard check-in and check-out times are set by each property and are typically 14:00 and 10:00 respectively. Early check-in or late check-out is subject to availability and may incur an additional charge.
9.3 Specific room types, views, or configurations requested by the Client are passed on to the property as a preference but cannot be guaranteed.
10. Transport & Safari Vehicles
10.1 Safari vehicles are allocated based on group size and itinerary requirements, typically 4×4 Land Cruisers with pop-up roofs, maintained to high safety standards.
10.2 In the rare event of a mechanical breakdown, the Company will make reasonable efforts to provide a replacement vehicle as quickly as possible. No compensation is payable for resulting delays under normal operational circumstances.
10.3 Northern Circuit roads, including within national parks, may be unpaved, dusty, or affected by seasonal rain. Travel times stated in itineraries are estimates and may vary.
11. Wildlife Viewing
11.1 Vision Safari & Tours does not guarantee sightings of any specific animal, species, or event (including the Great Migration river crossing). Wildlife viewing depends entirely on natural behavior and conditions beyond the Company’s control.
11.2 The location of the wildebeest migration varies year to year based on rainfall and grazing patterns. The Company provides itinerary recommendations based on historical patterns and current ranger reports, but cannot guarantee the migration’s presence in any specific park or region on any given date.
11.3 Weather, vegetation, and animal behavior are natural variables that affect visibility and are outside the Company’s control and do not constitute grounds for a refund or complaint.
12. Health Requirements
12.1 Clients must be in a state of general health suitable for travel in remote areas with variable terrain, altitude, and limited immediate medical access. Clients with pre-existing conditions should consult a physician before booking.
12.2 Special dietary requirements must be disclosed in writing at the time of booking. The Company will communicate these to camps, lodges, and caterers but cannot guarantee availability of all specialty items in remote locations.
12.3 Clients with severe allergies must disclose these in writing prior to travel and are responsible for carrying any necessary emergency medication.
12.4 Clients requiring regular medication must carry a sufficient supply for the full duration of travel plus a reasonable buffer, together with a doctor’s note where the medication may require explanation at border control.
13. Travel Insurance (Mandatory Requirement)
Comprehensive travel insurance — covering medical treatment, emergency evacuation, trip cancellation/interruption, and loss of personal belongings — is a mandatory condition of travel with Vision Safari & Tours. The Company may request evidence of a valid policy before or during the safari. We strongly recommend a policy that specifically includes emergency medical evacuation coverage for East Africa, including flying doctor / air ambulance services.
14. Passport, Visa & Entry Requirements
- All travelers must hold a passport valid for at least six months beyond the date of entry into Tanzania.
- Clients are solely responsible for obtaining any visa, entry permit, or vaccination certificate (including Yellow Fever certification where applicable) required for entry.
- The Company bears no responsibility, and owes no refund, for costs, delays, or denied entry arising from missing, invalid, or non-compliant travel documents.
15. Guest Responsibilities — Code of Conduct
To protect the safety of our staff, the welfare of wildlife, and the experience of all guests, every Client agrees to:
- Treat guides, drivers, and all Company staff with respect and courtesy at all times.
- Follow all national park regulations, ranger instructions, and guide directions without exception.
- Never feed, touch, chase, or otherwise disturb wildlife under any circumstances.
- Engage in no harassment, discrimination, or abusive behavior toward staff, other guests, or members of local communities.
- Refrain from the possession or use of illegal drugs at any time during the safari.
- Consume alcohol responsibly; guides may decline to continue an activity where a Client’s intoxication presents a safety risk.
- Respect the customs, privacy, and property of local communities, including seeking permission before photographing individuals.
The Company reserves the right to remove any Client from a tour, without refund, whose conduct breaches this Code and endangers staff, wildlife, other guests, or the Company’s reputation.
16. Responsible Tourism & Sustainability
16.1 Vision Safari & Tours adheres to responsible wildlife-viewing practices, including maintaining safe distances, respecting off-limits areas, and using only licensed guides trained in ethical game-viewing conduct.
16.2 The Company is committed to fair engagement with the communities of the Northern Circuit, including local employment, respectful cultural visits, and fair compensation for community-based activities.
16.3 The Company actively works to reduce single-use plastic across its operations, including the use of refillable water containers on safari vehicles where possible.
16.4 The Company supports park conservation fees and regulations that fund habitat protection, and expects all Clients to leave no litter and minimize their environmental footprint while in protected areas.
17. Photography & Media
17.1 The Company may photograph or film Clients during a safari for use in marketing and promotional material, unless the Client objects in writing prior to the start of the safari.
17.2 Any commercial photography, filming, or drone use by a Client for publication, advertising, or resale purposes requires prior written approval from the Company and may be subject to national park filming permits and fees, which are the Client’s responsibility to obtain.
18. Liability
18.1 To the maximum extent permitted by Tanzanian law, the Company’s total aggregate liability to the Client, however arising, shall not exceed the total amount paid by the Client for the relevant booking, and the Company shall not be liable for indirect or consequential loss.
18.2 The Company acts as an agent for lodges, airlines, ground transport operators, and other third-party Suppliers. Participation in any safari or adventure activity is at the Client’s own risk, and the Company is released from all claims relating to accident, injury, illness, loss, or damage, except where gross negligence or willful misconduct by the Company is proven by a competent Tanzanian court.
18.3 The Company is not responsible for the loss, theft, or damage of personal belongings during the safari. Clients are advised to keep valuables secured and to ensure their travel insurance covers personal effects.
19. Force Majeure
The Company shall not be liable for any failure or delay in performance caused by circumstances beyond its reasonable control, including extreme weather or natural disaster, government actions, border closures or travel restrictions, epidemic or pandemic, unscheduled national park closures, or war, terrorism, or civil unrest. In such events, the Company’s sole obligations are to use reasonable efforts to reschedule the tour or issue a credit for future travel to the extent costs are recoverable from Suppliers. The Company is under no obligation to issue a cash refund for a Force Majeure event.
20. Complaints Procedure
20.1 Any service concern must be raised immediately with the guide or Company representative in the field to allow real-time correction.
20.2 Any unresolved complaint must be submitted in writing within 10 days of tour completion. Claims submitted after this period will not be considered.
20.3 The parties will first attempt to resolve any dispute through good-faith negotiation. If unresolved within 30 days, either party may refer the matter to mediation in Arusha before pursuing court action.
21. Refund Policy
Refunds are governed by Clause 7 (Cancellation Policy) for Client-initiated cancellations and Clause 6 (Amendments by Vision Safari & Tours) for Company-initiated changes. Where a refund is approved, it will be paid to the original method of payment within 14–30 business days, less any bank charges, card-processing fees, or non-recoverable third-party costs already incurred.
22. Privacy & Data Protection
The Company collects and processes personal data solely for booking, safety, legal, and service-delivery purposes, and does not sell Client data to third parties. Data is retained only as long as necessary for these purposes and applicable legal requirements. The Client indemnifies the Company against any claim arising from the Client’s own breach of local law, park regulation, or third-party rights during the safari.
23. Intellectual Property
All itineraries, quotations, written content, branding, and materials produced by Vision Safari & Tours remain the intellectual property of the Company and may not be reproduced, redistributed, or used to solicit a booking with another operator without written consent.
24. Governing Law
24.1 This Agreement is governed exclusively by the laws of the United Republic of Tanzania.
24.2 Any dispute arising from this Agreement that cannot be resolved under Clause 20 (Complaints Procedure) shall be subject to the exclusive jurisdiction of the courts of Arusha, Tanzania.
25. Acceptance of Terms
By confirming a booking and/or submitting payment of any deposit — whether directly or through an online booking channel — the Client acknowledges having read, understood, and agreed to be bound by this Agreement in its entirety, including the no-chargeback clause, Guest Code of Conduct, assumption-of-risk, and limitation-of-liability provisions above.