TERMS AND CONDITIONS FOR THE TOUR

These terms and conditions outline the rules and regulations for using Dynamax Adventures. By accessing our services, you accept and agree to be bound by these terms and conditions. Please read them carefully before booking this tour with us.

 

1. Applicability of Terms and Conditions

These Terms and Conditions govern the relationship between the Client (referred to as “you”) and Dynamax Adventures (referred to as “we” or “the Company”). They apply in the following situations:

• When you book a tour or service directly with us;
• When you book through one of our authorized partners or agents.

By booking a trip with Dynamax Adventures, either directly or via a partner, you automatically agree to be bound by these Terms and Conditions. These terms outline your rights and obligations while planning, booking, and participating in any of our services.

 

2. Our Commitments and Representations

We warrant and represent that:

• We hold all necessary licenses and permits required to operate wildlife safaris, cultural tours, and Zanzibar holidays within Tanzania.
• We are experienced in organizing and running trips, with a team of professionally trained guides and specialists.
• We provide accurate and honest information about all our services. We strive to avoid any exaggeration or misrepresentation in our marketing materials.
• We are a tour operator, and most aspects of our tours are organized and managed directly by us. However, certain elements like accommodation and flights are handled by trusted third parties.
• We are committed to supporting local communities in Tanzania through fair wages, sustainable tourism practices, and community projects.

3. Use of Personal Information

We may require certain personal information from you to manage your trip effectively. This may include details such as your full name, age, nationality, passport information, dietary preferences, and any relevant medical information. Some of this information may be shared with national park authorities or accommodation providers to secure permits or ensure your comfort during the trip. We are committed to protecting your personal data and will only use it for essential purposes.

 

4. Communication and Contact Details

To ensure the authenticity of all communications and avoid fraud, we ask that you contact us through the following official channels:

• Email: all email in the @dynamaxadventures.co.tz domain zone
• Phone/WhatsApp: all phone numbers that are published in our website
• Website: www.dynamaxadventures.co.tz

We take significant measures to safeguard our communications and will never ask for sensitive information through unofficial channels. Should you have concerns about the legitimacy of a communication, please get in touch with us immediately.

 

5. Booking and Payment Process

To book a trip, you can contact us via phone or email. A dedicated travel consultant will be assigned to manage your booking and assist you through the process. Once all details are finalized, you will receive an invoice and will be required to pay a deposit to confirm your booking.

• Deposit and Confirmation: Your trip will be confirmed once the deposit has been received. The deposit amount is as mentioned below; –

• For safari adventures, a 30% deposit of the total tour price is required.

• Final Payment: Full payment is required at least 40 days before the scheduled departure unless otherwise agreed in writing. Failure to complete the payment by the due date may result in cancellation, with applicable penalties.
• Transaction Fees: All transaction fees, including bank charges and credit card surcharges (typically 3.5%), must be covered by you.
• Incomplete Payments: Any outstanding payments or discrepancies must be resolved before your arrival or participation in the trip.

6. Participation of Minors

• You must be 18 years or older to book a trip with Dynamax Adventures. For minors under the age of 18, bookings can only be made by a parent or legal guardian, who must agree to these Terms and Conditions on the minor’s behalf.
• Minors must always be accompanied and supervised by an adult. The supervising adult will be responsible for the child’s behavior and any resulting damages.
• All necessary legal documentation and permits for minors entering Tanzania must be arranged by the accompanying adult. Dynamax Adventures will not be held liable for issues relating to incomplete or incorrect documentation.

7. Pricing

Once a booking is confirmed, the agreed price will not change unless external factors beyond our control necessitate an increase. These include but are not limited to changes in park fees, government taxes, or other mandatory tourism-related charges.

Should such changes occur, we will provide you with the official notice, and you may choose to:

• Cancel your booking with a refund, as per our cancellation policy.
• Proceed with the booking and pay the adjusted amount.

8. Changes to the Itinerary

• Client-Requested Changes: You may request changes to your itinerary, which we will accommodate if they do not incur additional costs. Any extra costs resulting from such changes will be your responsibility.
• Discontinuation of Tour: Should you decide to discontinue your trip voluntarily or involuntarily after the start of the tour, you will be responsible for any extra costs incurred (e.g., transportation or accommodation). No refunds will be provided for unused services.
• Company-Requested Changes: Dynamax Adventures reserves the right to alter the itinerary if necessary due to unforeseen circumstances such as weather conditions or other factors beyond our control. We will endeavor to notify you as soon as possible.

9. Changes to Travel Dates

If you wish to change your travel dates after making payments, you must inform Dynamax Adventures at least 60 days before the original start date of your tour. New travel dates must fall within one year of your originally planned dates.

Please note that Tanzanian domestic airlines typically do not allow changes to flight schedules without penalties. Additionally, hotels and lodges may impose fees or apply seasonal price differences for booking changes. You will be responsible for covering any additional costs resulting from these changes.

 

10. Cancellation Policy

In the event that you need to cancel your tour, penalties may apply based on the cancellation schedule outlined below. These fees are necessary to cover non-refundable expenses charged by airlines, lodges, and other service providers. If the cancellation fees charged by service providers exceed the amounts listed below, the non-refundable portion may be adjusted accordingly. All bank fees and transaction charges related to refund processing will be deducted from the refunded amount.

10.2 Cancellation for Safaris and Zanzibar Beach Holidays

Safaris and beach holidays often involve third-party accommodations and flights, which have stricter cancellation policies. We must adhere to the cancellation terms of these service providers. *Please note: the cancellation policy for Safari and Zanzibar is per booking and not per person.

Cancellation Fees for Safaris and Zanzibar Beach Holidays:

• More than 50 days before the start date: USD 100 per person non-refundable administration fee. The remainder of the deposit will be refunded, excluding the bank charges.
• 40 to 49 days before the start date: 20% cancellation fee.
• 30 to 39 days before the start date: 50% cancellation fee.
• 15 to 29 days before the start date: 75% cancellation fee.
• Within 14 days or no show: No refund is provided. 

Rescheduling for Safari and Zanzibar:

• If you wish to reschedule your tour instead of canceling, some service providers, including lodges and airlines, may allow changes without penalty. However, this is subject to their discretion, and Dynamax Adventures cannot guarantee such deferrals. We will make every effort to secure a no-penalty rescheduling where possible.
• Rescheduling can be done up to 50 days before the start of your safari or Zanzibar holiday without penalty. After that, rescheduling may result in additional charges depending on accommodation and service provider policies.
• Note: For any rescheduled tour once canceled in the future a 100% cancellation fee will be applied.

Considerations for safari and Zanzibar:

• Penalties charged by hotels, lodges, and airlines may exceed the percentages outlined. In such cases, the non-refundable amount will be increased accordingly.
• For game packages (where the hotel carries the game drives), the cancellation fees will be considered according to the cancellation policy of the specific properties and other suppliers included.
• We recommend securing comprehensive travel insurance that includes coverage for trip cancellations.

Cancellation by Dynamax Adventures:

In the unlikely event that we must cancel your tour, we will offer a full refund of any payments you have made. Alternatively, we may offer the option to reschedule your tour at no extra charge.

We strongly recommend purchasing comprehensive travel insurance that covers cancellations due to unforeseen circumstances such as illness or flight cancellations. Dynamax Adventures will provide any necessary documentation to support your insurance claims.

 

11. Travel Documents, Visa, and Entry Requirements

It is your responsibility to ensure that you have all necessary travel documents for your trip to Tanzania. This includes, but is not limited to:

• A valid passport that remains effective for at least six months after your intended date of entry into Tanzania, with at least two blank pages for stamps and visas.
• A Tanzanian visa, which can be obtained online via the Tanzanian Immigration Department website.

Although Dynamax Adventures provides visa guidance, this should not be considered legal or definitive advice. We recommend checking with the Tanzanian embassy or consulate for the most up-to-date entry requirements. Any costs associated with visas or other travel documentation are the responsibility of the traveler.

Dynamax Adventures is not liable if you are denied entry into Tanzania or any other country during transit. If you are unable to enter Tanzania for any reason, no refunds or rescheduling will be possible, as payments for park fees and other services will have been made in advance.

 

12. Accommodation

Hotel Accommodation:

• For open group tours, accommodation is typically provided on a shared basis in double or twin rooms with another traveler of the same gender. If you prefer a single room, please inform us at the time of booking, and an additional charge for the single supplement will apply.
• For private tours, accommodation arrangements will be made according to your preferences, as discussed with your travel consultant.
• While we strive to provide the accommodation specified in your itinerary, availability can vary. Should your chosen hotel be unavailable, we will notify you promptly and suggest alternative options before finalizing your booking.

13. Fitness and Medical Information

You are responsible for ensuring that you are physically fit to participate in our tours, particularly in challenging activities like Mount Kilimanjaro climbs or wildlife safaris. We recommend consulting a healthcare professional if you have any concerns about your fitness or health conditions.

Dynamax Adventures may request that you complete a medical form prior to your tour. If you have pre-existing health conditions that could impact your ability to participate safely, we may require a signed clearance from a licensed medical practitioner. Failure to provide the required documentation may result in the cancellation of your tour, with applicable cancellation fees.

We reserve the right to refuse participation in our tours if we believe your medical condition poses a risk to your safety or the safety of others. If false or incomplete medical information is provided, Dynamax Adventures reserves the right to cancel your participation without a refund.

If you have any special dietary or medical requirements, please inform us at least 30 days before your arrival in Tanzania. We will make reasonable efforts to accommodate your needs, including vegetarian, vegan, gluten-free, and halal meal options. However, Dynamax Adventures cannot guarantee that all special requests will be met, and no refunds will be issued in such cases.

 

14. Travel Insurance

Comprehensive travel insurance is mandatory for all Dynamax Adventures participants. Your insurance should cover:

• Emergency medical expenses, including evacuation and repatriation.
• Trip cancellations, curtailments, or delays.
• High-altitude trekking (up to 6,000 meters) and helicopter evacuation for Mount Kilimanjaro climbs.

We strongly recommend ensuring that your insurance provider is aware of the specific nature of your trip and any potential risks involved. Dynamax Adventures will provide assistance in the event of an insurance claim but will not be held responsible for the outcome of the claim or any delays in processing. 

 

15. Vaccinations and Health Requirements

Dynamax Adventures provides general, non-medical advice regarding vaccinations and immunizations that may be required or recommended for travel to Tanzania. It is your responsibility to consult with a licensed medical professional to determine the necessary vaccinations and health precautions for your trip. We recommend seeking this advice well in advance of your departure.

 

16. Guide Authority

For your safety, it is essential to follow all instructions provided by our guides. The chief guide’s decisions regarding expedition logistics, team management, itinerary, and other matters related to your Kilimanjaro trek are final. Should the chief guide determine that your physical condition or behavior poses a risk to yourself or others, they may require you to descend the mountain. You will be accompanied by an assistant guide and porters if this becomes necessary. 

 

17. Acceptance of Adventure Travel Risks

By participating in a Dynamax Adventures adventure, you acknowledge that you may be traveling to remote areas where medical services and facilities may be limited or unavailable. You also understand that certain risks are inherent in adventure travel, such as encountering wildlife or trekking at high altitudes. You assume full responsibility for these risks, and you release Dynamax Adventures from any claims related to injury, loss, damage, or death that may result from these inherent risks.

 

18. Liability for Damaged or Destroyed Property

If you damage or destroy any property belonging to Dynamax Adventures, including Kilimanjaro tents, safari vehicles, or any rental equipment, you will be liable for the costs of repair or replacement. Any claims related to damaged or destroyed property must be settled in Tanzania before your departure.

 

19. Third-Party Accommodation Providers and Air Carriers

Certain parts of your tour, including accommodations and flights, may be provided by third parties. While Dynamax Adventures carefully selects its partners, we are not responsible for their performance. Your interactions with these providers are subject to their own terms and conditions, and any claims arising from their services should be directed to them. We are not responsible for any issues related to the conditions of carriage with airlines or the terms set by accommodation providers.

 

20. Personal Travel Expenses

You are responsible for covering personal travel expenses that are not included in your tour package, such as souvenirs, tips, extra meals, and alcoholic beverages. Dynamax Adventures is not liable for any failure to budget for such expenses during your trip .

 

21. Equipment and Gear for Kilimanjaro Climbs

While group camping equipment is provided for Kilimanjaro climbs, personal gear (such as clothing and boots) is not included. A list of required personal gear will be provided to you prior to the expedition. If needed, you can rent personal gear from Dynamax Adventures at an additional cost. All rental equipment is renewed regularly to ensure quality. Before starting your trek, our staff may inspect your personal gear to ensure it is suitable for the climb.

 

22. Luggage and Valuables

Dynamax Adventures is not responsible for luggage lost, damaged, or delayed by airlines or transportation providers outside of our direct control. If your luggage is delayed or lost and contains necessary trekking equipment for Kilimanjaro, we will provide replacement gear at a 25% discount. However, this applies only to items that were in your lost luggage, not gear you did not originally possess.

We are not responsible for tracking or collecting delayed luggage from airlines, and if your luggage arrives later, you will need to cover the cost of delivering it to your location.

We recommend that you keep valuables such as money, electronics, and personal items with you at all times. Dynamax Adventures is not liable for any lost, stolen, or damaged personal property during your tour. If you wish, we can store valuables in a secure, monitored location at our offices.

 

23. Use of Images for Marketing

During your tour, photos, videos, and other media may be captured by Dynamax Adventures staff and other participants. By joining our tours, you consent to the use of these images for promotional and marketing purposes. This includes use on our website, social media, and advertising materials, without the requirement of any compensation to you. If you prefer not to be photographed or recorded, please inform our team in advance. 

 

24. Force Majeure

Dynamax Adventures shall not be held liable for any delays, changes, or cancellations caused by events beyond our control, including but not limited to natural disasters, wars, civil unrest, strikes, governmental actions, extreme weather, or other circumstances that are unforeseeable and unavoidable. In such cases, refunds may not be possible, but we will work to provide alternative solutions where feasible.

 

25. Governing Law

These terms and conditions are governed by the laws of the United Republic of Tanzania. In the event of any disputes, they will be resolved under Tanzanian law.