Why Full Refunds Aren’t Always Possible

Organizing your trip involves extensive behind-the-scenes coordination, collaboration with service providers, and financial commitments made well before your arrival. Key factors include:

Hotels, Lodges, and Airlines

We secure bookings in advance to guarantee availability, often requiring non-refundable payments.

Park Fees

Entry fees to Tanzania’s national parks, including Kilimanjaro, are paid in advance and are strictly non-refundable once processed by the Tanzania National Parks Authority.

Supplies and Local Services

We purchase fresh food, bottled water, fuel, and medical supplies prior to your trek or safari. These expenses are non-recoverable.

Staff and Preparation

Our guides, porters, cooks, and support teams prepare extensively for your trip. Our reservations and operations teams also invest considerable time to ensure a seamless experience.

Sustainability and Community Impact

Aydid Adventure prioritizes job security for our Tanzanian team. Supporting local livelihoods is central to our operations. Last-minute cancellations without retaining some funds may affect our ability to provide stable employment.

For these reasons, we must maintain structured cancellation policies to ensure fairness to all stakeholders.

Our Commitment to Flexibility

At Aydid Adventure, we recognize that unexpected events such as illness, natural disasters, or emergencies may disrupt travel plans. We approach such situations with empathy and fairness while maintaining operational sustainability.

1. Evaluating Individual Circumstances

Every cancellation request is reviewed individually.

Medical Emergencies

If a client or immediate family member experiences a serious illness or injury, we may request medical documentation. Upon verification, we will explore refund or rescheduling options promptly.

Natural Disasters

For disruptions caused by earthquakes, hurricanes, floods, or similar events, we assess the severity and timing and work with partners to offer rescheduling or partial refunds where possible.

Personal Emergencies

For unforeseen personal challenges, we evaluate available solutions while honoring our contractual obligations.

2. Negotiating with Our Partners

Upon receiving your cancellation request, we immediately contact:

• Hotels and Lodges – We attempt to negotiate reduced penalties or future credits.

• Airlines – Refunds depend on ticket type and airline policies. We advocate for the best possible outcome.

• Tanzania National Parks Authority – Park fees are non-refundable by regulation. While we cannot recover these costs, we explore flexibility in other areas.

We act as your advocate to reduce financial impact wherever possible.

3. Balancing Refunds and Operational Needs

Refund amounts depend on how far in advance cancellation occurs. The closer to your travel date, the more non-recoverable costs we have incurred.

Rescheduling Option

Rescheduling is often the best way to minimize losses. Many partners are more flexible with date changes than cancellations.

4. Streamlined Refund Process

We aim to:

• Acknowledge your request promptly

• Begin partner negotiations immediately

• Process eligible refunds within 72 hours when possible

• Keep you informed throughout the process

Cancellation Fees

Refundable amounts depend on the notice period:

• More than 90 days before the tour: 10% cancellation fee

• 60–89 days before the tour: 30% cancellation fee

• 30–59 days before the tour: 60% cancellation fee

• 8–29 days before the tour: 80% cancellation fee

• 0–7 days before the tour: No refund

Important Notes:

• If penalties from lodges or airlines exceed the percentages above, the non-refundable amount will be adjusted accordingly.

• Bank transfer charges for refunds will be deducted from the refund amount.

Lifetime Deposits

To provide maximum flexibility, Aydid Adventure offers lifetime deposits. Instead of canceling, you may hold your deposit indefinitely and apply it toward a future trip with us.

Please note: Price adjustments may apply if external costs (such as park fees or operational expenses) increase before your rescheduled trip.

Rescheduling

Rescheduling is often preferable to cancellation. Our partners are generally more willing to waive penalties for date changes.

We will make every effort to secure new travel dates without additional charges; however, final approval depends on third-party service providers.

Peak Season Considerations

Trips scheduled during peak seasons (mid-December to mid-March and early July to mid-October) may incur higher penalties due to limited availability and high demand.

Travel Insurance

We strongly recommend comprehensive travel insurance to protect your investment. A suitable policy should cover:

• Medical emergencies

• Trip cancellation or interruption

• Flight cancellations

• Emergency evacuation

Aydid Adventure will provide necessary documentation to support insurance claims.

Unforeseen Circumstances and Special Cases

In cases involving:

• Death in the family

• Serious illness

• Natural disasters

We aim to provide compassionate solutions, including full or partial refunds where possible. Each case is handled individually, and we negotiate with partners to minimize penalties.

Why Choose Aydid Adventure?

We pride ourselves on:

• Transparency

• Excellent customer care

• Sustainable tourism practices

• Supporting local communities

Our cancellation and refund policy balances fairness to our clients with responsibility to our local teams and partners.