payment terms and conditions


After making an inquiry, we propose an itinerary until the final one is reached. Then we check with our office in Arusha the availability of everything necessary like accommodation and request provisional bookings. If the accommodation and everything is in place, we send a final itinerary/contract for signing and your deposit is due. If availability is not possible we will give some alternate options prior to the final itinerary. Once the final itinerary/contract is signed and the deposit is paid, we submit booking vouchers and submit necessary deposits to the hotels to finalize the bookings. You will later be informed the confirmation of your bookings.


Unless specified otherwise in the itinerary details, our prices include:

  • All accommodation and meals.
  • All domestic and/or chartered flights.
  • All airport transfers
  • Unlimited and exclusiveuse of a 4­wheel drives safari vehicle & driver while on safari. Your vehicle will be in excellent condition and have a pop­-open roof for 360 degree game viewing. It will also have a radio so your guide can communicate with other guides to find the best viewing locations.
  • Expert & Experienced Tanzanian driver/guide (English-speaking) with vast knowledge of Tanzania and its wildlife.
  • All park fees
  • All activity fees
  • Soft drinks and bottled water on game drives
  • On camping safaris the price includes camping fees and a cook who will not only prepare delicious meals, but will also set up and take down camp each day while you are enjoying the days’ activities. Equipment includes high quality all weather tents, sleeping bags, pillows, camping mattresses, and portable table, chairs, and washstand. Most campgrounds have communal restrooms with showers. Some have hot water.

Price excludes:

  • Tips
  • International flights
  • Drinks with meals
  • Visas, Laundry, Vaccinations, Malaria tablets and Travel insurance

Payment and General Terms Conditions

1. Tour Payment & Price

A 20% deposit is required to reserve your space. A second payment of 30% is due 4 months prior to the first land day of the trip and a final 50% payment is due 2 months prior to the first land day of the trip. If booked less than 4 months before first land day of your trip, 50% due upon signing. If booked less than 2 monthsbefore first land day of your trip, 100% due upon signing.

Payment is accepted as follows:

  • By wire transfer to our account in Centreville, VA or
  • You may also pay for up to 50% of the total cost via PayPal, but we must add a 2.5% (direct processing) or 2.9% (PayPal) surcharge as our tour prices are based on a cash discount.
  • You may Pay online

2. Hotels

Reservations cannot be guaranteed until paid and on rare occasion, hotels cannot fulfill their responsibilities to honour reservations. When an accommodation change must be made, we will do our best to allow the traveler(s) to give input on the selection of alternate locations, but we reserve the right to make this decision without consulting the traveler when time is limited. When this happens, the total price of the itinerary will be adjusted accordingly.

3. Not included in Prices

Prices quoted do not include costs of obtaining visas and passports, telephone calls, laundry, entertainment arrangements not shown in the itinerary, beverages unless specified, or any other items of a personal nature.

4. Amendments to the itinerary

If after this contract has been completed the traveler wishes to change the itinerary, Ilmaasai Expedition will endeavour to accommodate you wherever possible. However cancellation fees should be levied by our suppliers these will be charged to you.

Change Fees

After a contract has been signed, any change requested by the client will result in a change fee of $50 per change in addition to any other cost increases (decreases) resulting from the change. Prior to the first day of the safari, Ilmaasai Expedition will waive this change fee for the first change request. Starting on the first day of safari, no complimentary change requests will be allowed.

5. Cancellation and curtailment

In the event of the traveller(s) cancelling their reservation for any reason, traveller(s) will be charged a penalty as outlined below. No cancellations or notifications of reduced numbers booked are accepted by phone. Only written notifications are considered valid. Written notifications include email. No-shows are considered cancelled at the date of their first expected arrival. There will be no refunds to clients who do not complete an itinerary.

If cancelled: Penalty is:
More than 90 days prior to first land day20% of total price
More than 30 days and less than 91 days prior to first land day30% of total price
More than 7 days and less than 31 days prior to first land day 50% of total price
7 days or less prior to first land day100% of total price

6. Unavoidable circumstances

The company does not hold itself responsible nor can it be held responsible for any delays prior to departure or, during the course of any tour mentioned whether brought about by technical difficulties, strikes, weather conditions or any other circumstances whatsoever, whether foreseen or unforeseen. It is understood that any expenses relating to these unscheduled extensions or curtailments (eg. hotels, meals, airfares, telephone calls, etc) will be for the travellers’ account. We make every effort to ensure that all arrangements and services connected with your tour will be carried out as specified in the most efficient and effective way possible. However, we do not have direct control over the provision of services by suppliers and, whilst they are in all cases selected with the utmost care, we do not accept liability for error and omissions of such suppliers.

7. Travel documents

We do not accept responsibility for any consequences whatsoever from a traveller failing to ensure that he or she has complied with the necessary health, passport and visa requirements.

8. Insurance

We strongly advise travellers to take out insurance against cancellation, curtailments, illness, loss of baggage and default at the time of booking. The purchase of travel insurance should be completed within 15 days of your initial trip deposit in order to benefit from the carrier’s full range of benefits.

9. Contract

Once payment in whole or in part has been made by the traveller for a booking, the traveller shall be deemed to have accepted the terms and conditions contained herein as applicable to the contract entered into between the Company and the traveller.

10. Disclaimer

Ilmaasai Expedition acts only as an agent for the various independent suppliers that provide hotel accommodations, transportation, sightseeing, activities, or other services connected with its tours. Such services are subject to the terms and conditions of those suppliers. Ilmaasai Expedition and their respective employees, agents, representatives, and assigns accept no liability whatsoever for any injury, damage, loss, accident, delay, or any other incident which may be caused by the negligence, defect, default of any company or person in performing these services. Responsibility is not accepted for losses, injury, damages or expenses of any kind due to sickness, weather, strikes, hostilities, wars, terrorist acts, acts of nature, local laws or other such causes. All services and accommodations are subject to the laws and regulations of the country in which they are provided. Ilmaasai Expedition is not responsible for any baggage or personal effects of any individual participating in the tours/trips arranged by Ilmaasai Expedition. Individual travellers are responsible for purchasing a travel insurance policy, if desired, that will cover some of the expenses associated with the loss of luggage or personal effects.