Terms & Conditions
Booking Policies & Travel Guidelines
Welcome to Sundown Expeditions. These Terms and Conditions outline the agreement between you as our valued client and Sundown Expeditions as your trusted tour operator in Arusha, Tanzania. By booking a safari, tour, or any travel service with us, you agree to the terms stated below.
These policies are designed to ensure clarity, fairness, and a smooth travel experience for all our clients while maintaining the highest standards of professionalism and service delivery.
Booking and Reservation Policy
All bookings with Sundown Expeditions must be confirmed through a formal reservation process.
Booking Requirements
- A completed booking request with accurate client details
- Confirmation of travel dates and itinerary
- Agreement to the Terms and Conditions
Reservation Confirmation
- Bookings are confirmed only after receipt of the required deposit
- Availability of accommodations and services is subject to confirmation at the time of booking
- Temporary reservations may be held for a limited period depending on supplier policies
We recommend confirming your booking as early as possible, especially during peak travel seasons in Tanzania.
Payment Terms
To secure your safari or travel experience, payment must be made according to the agreed schedule.
Deposit Policy
- A deposit is required to confirm all bookings
- The deposit amount will be specified in your quotation
- Reservations for lodges, camps, and services are made only after deposit payment is received
Final Payment
- The remaining balance must be paid before the start of the safari
- Specific payment deadlines will be clearly communicated
- Failure to complete payment may result in cancellation of services
Accepted Payment Methods
- Bank transfer
- Other agreed payment methods as communicated by our team
All payments must be made in the agreed currency as stated in your quotation.
Pricing and Inclusions
All prices provided by Sundown Expeditions are based on current rates at the time of quotation.
What Prices Include
- Accommodation as specified in the itinerary
- Meals as outlined in the program
- Transportation and safari vehicles
- Professional driver guide services
- Park fees and government taxes where applicable
What Prices May Exclude
- International and domestic flights
- Travel insurance
- Visa fees
- Personal expenses such as drinks, tips, and souvenirs
- Optional activities not included in the itinerary
Prices may be subject to change due to external factors beyond our control, including government regulations or supplier adjustments.
Cancellation Policy
We understand that travel plans can change, and we aim to handle cancellations fairly.
Cancellation Terms
- Cancellation requests must be submitted in writing
- Cancellation fees may apply depending on the timing of the cancellation
- Deposits may be partially or fully non refundable depending on supplier policies
Cancellation Charges
- Charges increase as the travel date approaches
- Late cancellations may result in significant fees due to confirmed bookings with suppliers
We strongly recommend securing travel insurance to cover unexpected cancellations.
Changes and Amendments
Changes to confirmed bookings may be possible depending on availability.
Amendment Policy
- All changes must be requested in writing
- Additional costs may apply for modifications
- Changes are subject to availability of services and accommodations
Sundown Expeditions will make every effort to accommodate your requests while maintaining the quality of your travel experience.
Travel Insurance
Travel insurance is highly recommended for all clients.
Importance of Travel Insurance
- Covers trip cancellations and interruptions
- Provides medical and emergency coverage
- Protects against loss of personal belongings
- Offers peace of mind during travel
Clients are responsible for obtaining appropriate insurance coverage before traveling.
Health and Safety
Your safety and well being are a top priority for Sundown Expeditions.
Client Responsibilities
- Ensure you are medically fit to travel
- Inform us of any medical conditions or special requirements
- Follow guidance from your driver guide and park authorities
Safety Guidelines
- Adhere to all park rules and regulations
- Respect wildlife and maintain safe distances
- Follow instructions during game drives and activities
Failure to comply with safety guidelines may result in restrictions on participation in certain activities.
Liability Disclaimer
Sundown Expeditions acts as an intermediary between clients and service providers such as lodges, transport operators, and activity organizers.
Limitation of Liability
- We are not liable for delays, injuries, or losses caused by third party providers
- We are not responsible for events beyond our control, including weather conditions, natural disasters, or political situations
- Clients participate in activities at their own risk
While we strive to ensure a safe and enjoyable experience, certain risks are inherent in travel and wildlife safaris.
Force Majeure
Sundown Expeditions shall not be held responsible for failure to perform obligations due to unforeseen circumstances beyond our control.
Examples of Force Majeure Events
- Natural disasters such as floods or earthquakes
- Government restrictions or policy changes
- Health emergencies or pandemics
- Transportation disruptions
In such cases, we will make reasonable efforts to provide alternative arrangements where possible.
Client Conduct
We expect all clients to behave responsibly and respectfully during their travels.
Code of Conduct
- Respect local cultures and traditions
- Treat staff, guides, and fellow travelers with courtesy
- Avoid behavior that may endanger yourself or others
Sundown Expeditions reserves the right to terminate services without refund if a client’s behavior is deemed inappropriate or harmful.
Passports, Visas, and Travel Documents
Clients are responsible for ensuring all travel documents are valid and up to date.
Requirements
- Valid passport with sufficient validity period
- Appropriate visa for entry into Tanzania
- Any required permits or documentation
Failure to comply with travel document requirements may result in denied entry or travel disruptions.
Complaints and Feedback
We are committed to providing high quality service and value your feedback.
Handling Complaints
- Any concerns should be reported immediately during the trip
- Our team will make every effort to resolve issues promptly
- Post travel feedback is encouraged to help us improve our services
Agreement to Terms
By booking with Sundown Expeditions, you confirm that you have read, understood, and agreed to these Terms and Conditions.
These terms form the basis of your agreement with us and are designed to ensure a smooth, transparent, and enjoyable travel experience.
Commitment to Excellence
At Sundown Expeditions, we are dedicated to delivering exceptional safari experiences while maintaining professionalism, transparency, and integrity. Our Terms and Conditions are structured to protect both our clients and our operations, ensuring that every journey is handled with care and precision.
