Terms and Conditions

When terms and Condition apply

These Terms and Conditions govern the relationship between the Client and Pundamilia Traverse and Escapade Limited. They apply in the following situations:

When you book a trip directly with us.
When you book a trip through any of our authorized partners or sales representatives.
When you make a booking through affiliated travel agencies, online marketplaces, or independent agents working on our behalf.

By booking a trip—whether directly with Pundamilia Traverse and Escapade Limited or through one of our accredited partners—you acknowledge and agree to be legally bound by these Terms and Conditions.

These Terms and Conditions outline your rights and responsibilities when booking and participating in our East Africa tours, ensuring a clear, transparent, and secure travel experience.

Our warranties and representations

Our Warranties and Commitments

We warrant and represent the following to every traveler choosing Pundamilia Traverse and Escapade Limited:

Proper Licensing & Permits:
We hold all required licenses and permit to organize and operate Mount Kilimanjaro climbing expeditions and wildlife safaris across East African countries.
Professional, Certified Team:
All our Kilimanjaro guides, safari driver-guides, and travel consultants are highly trained and certified professionals in their respective fields.
Accurate Marketing Information:
All information provided in our marketing materials, websites, and advertisements is accurate, truthful, and not exaggerated. We ensure all trip descriptions reflect the real experience.
Direct Tour Operator (Not a Travel Agency):
We operate all our adventures directly. We do not outsource any part of our expeditions or safaris—except for services provided by third-party accommodation partners and domestic or international airlines.
Positive Community & Environmental Impact:
Your trip contributes directly to the growth and well-being of local East African communities. We pay above-average salaries to our local staff, support local economies, and strictly adhere to eco-friendly, leave-no-trace policies to promote sustainable tourism and protect East Africa’s natural heritage.

With Pundamilia Traverse and Escapade Limited, you are choosing an ethical, responsible, and professionally guided adventure that benefits both you and the region.

Treatment of your personal information.

To efficiently organize and manage your expedition, we require certain personal details. This information may include your full name, age, nationality, passport details, dietary preferences, and relevant medical information.

Some of this data will be shared with the appropriate East African wildlife authorities to process park entry permits. Additionally, accommodation providers may receive the necessary details to ensure your stay is safe, comfortable, and tailored to your needs.

Booking and payment process

Your booking process with Pundamilia Traverse and Escapade Limited begins when you contact us via email or phone. Upon inquiry, we will assign you a dedicated travel consultant responsible for all communication, planning, and coordination of every detail of your tour.

Once all trip details have been finalized, we will issue an invoice so you can make the required deposit to confirm your booking.

Your adventure is officially confirmed when the deposit reaches our account, and your designated consultant will notify you immediately. Deposit deadlines vary depending on the type of tour, group size, and other factors. We typically require a 20–40% deposit of the total tour cost to secure any booking.

Final Payments

Full payment must be completed 28 days prior to the start of your tour, unless alternative arrangements have been made and confirmed in writing by your consultant. All travel packages must be fully prepaid.

Timely payment is essential, as these funds secure accommodations and other prepaid services. Failure to meet payment deadlines—without prior notice or agreed arrangements—may result in booking cancellation, and your deposit may be forfeited according to our cancellation policies.

Please be aware:

All bank and transaction charges must be covered by you.
Both sender and receiver bank fees apply to wire transfers.
A 4% surcharge is applied to all credit/debit card payments.

If any deposit or final payment received is incomplete for any reason, the outstanding balance must be paid upon arrival in East Africa, in USD or applicable local currency.

Participation of Minors

Minimum Booking Age: You must be at least 16 years old to independently book a wildlife adventure with Pundamilia Traverse and Escapade Limited. Bookings for minors can only be made by a parent, guardian, or legal custodian, who accepts these Terms and Conditions on the minor’s behalf—including all liability limitations and risk assumptions.
Supervision: Minors must be accompanied and supervised by an adult at all times. The accompanying adult is fully responsible for the minor’s behavior and for any damages caused. While we take special care with young travelers, we do not provide childcare or chaperone services.
Legal Requirements: All bookings for minors require our approval. The accompanying adult is solely responsible for securing all necessary travel documents, permits, and legal authorizations for the minor. We are not liable for any issues or denied entries resulting from incomplete or incorrect documentation.

Third-Party Bookings (Tour Leaders, Travel Agencies & Travel Professionals)

If you are a tour leader, travel agent, or any travel professional making a booking on behalf of a group, you will be considered the primary contact for all participants. Therefore, you are responsible for:

Communicating Terms & Conditions: Ensuring all tour participants understand and agree to these Terms and Conditions. By accepting them, you confirm that every traveler under your booking has also given informed consent.
Timely Payments: Completing all payments accurately and within the established deadlines.
Information Sharing: Communicating all relevant details to participants promptly, including itinerary updates or date changes, and securing their consent for such changes.
Accuracy of Participant Information: Collecting and providing correct and complete information for every traveler. We are not liable for errors or omissions in participant information supplied by you.

If you cannot accept full responsibility for the above obligations, each traveler must contact us and complete their bookings individually.

Prices

Once your booking has been confirmed, your tour price is guaranteed and will not change—except in the rare event that an East African government implements new or increased park fees, taxes, or other tourism-related charges. Should this occur, we will immediately provide you with an official copy of the relevant public notice.

If a price adjustment becomes necessary, you will have two options:

Cancel your tour and receive a refund according to our established cancellation policies; or
Accept the price change and pay the difference required to proceed with your booking.

Changes to the itinerary

Changes Requested by the Client

Free Itinerary Adjustments:
We will make changes to your itinerary at no additional charge, provided these changes do not result in extra costs for the Company. Any additional expenses arising from your requested modifications must be covered by you, the Client.

Discontinuing the Tour:
If you choose to leave the tour after it has begun—whether voluntarily or due to unavoidable circumstances—you shall be responsible for any extra costs incurred as a result of your decision. These may include, but are not limited to, additional transportation or accommodation expenses.

Unused Services:
No refunds will be issued for any missed services, including sightseeing, meals, or other components of the tour, if you decide not to participate or fail to use them for reasons within your control.

Changes Made by the Company

While we strive to deliver your tour exactly as planned, unforeseen circumstances may occasionally require itinerary adjustments. Examples include inaccessible routes due to adverse weather or safety concerns.
In such instances—although rare—we will notify you as soon as possible and make every effort to minimize disruptions.

Changes Caused by Third Parties

The Company cannot be held liable for delays, disruptions, losses, or damages arising from situations beyond our reasonable control. These may include, but are not limited to:
- Actions of third-party service providers
- Flight delays or cancellations
- Force majeure events (natural disasters, political instability, etc.)

Any expenses resulting from such circumstances—such as additional accommodation or transportation—must be covered by you or your travel insurance provider.

Change to travel dates

If you wish to change your travel dates after making your payments, you must notify us at least 90 days before the original start date of your tour. Please note that any revised travel dates must fall within 8 months of your initial scheduled dates.

Be aware that East African domestic airlines do not allow flight rescheduling, and many hotels and lodges may apply penalties for date changes. Seasonal rates and limited availability may also result in higher accommodation costs.

In such cases, any additional expenses incurred will be your responsibility.

Cancellations

Cancellation by the Client

If you decide to cancel your tour, please note that hotels, lodges, and airlines typically impose penalty fees. To cover these penalties, the following cancellation charges will be deducted from your deposit:

USD 100 per person is non-refundable regardless of the cancellation date, but it may be transferred to new travel dates.
10% cancellation fee for cancellations made more than 120 days before the tour start date.
30% cancellation fee for cancellations made 90–119 days before the tour start date.
60% cancellation fee for cancellations made 60–89 days before the tour start date.
80% cancellation fee for cancellations made 38–59 days before the tour start date.
No refund for cancellations made 0–37 days before the tour start date.

Important Note:
If the penalty fees imposed by lodges or airlines exceed the percentages listed above, the non-refundable amount will be increased accordingly. Additionally, all bank charges related to processing your refund will be deducted from the reimbursed amount.

Rescheduling Instead of Canceling

If you choose to reschedule rather than cancel your tour, many lodges and airlines may allow a no-penalty date change under their terms. When such a deferral is granted, we will make every effort to reschedule your tour to the new dates without modifications.

However, please understand that the decision to allow a no-penalty date change rests entirely with the lodges and airlines, as they legally reserve the right to apply penalties regardless of circumstances.

Travel Insurance Recommendation

To protect yourself from unexpected events such as illness, flight disruptions, or personal emergencies, we strongly recommend purchasing comprehensive travel insurance that includes sufficient cancellation coverage. Should you need to file a claim, we will provide all necessary documentation to support your insurance claim.

Cancellation by the Company

In the unlikely event that Pundamilia Traverse and Escapade Limited must cancel your tour for any reason; you will receive a 100% refund minus the $100 per person of all payments you have made to us.

Travel documents, visa, and entry to East Africa

It is your responsibility as the traveler to ensure that all required travel documents are complete, valid, and up to date.

Your passport must:

Be valid for at least six (6) months beyond your date of entry into any East African country
Contain a minimum of two blank pages for visas and entry/exit stamps

You must also obtain the appropriate entry visa for each specific country you plan to visit. The most convenient and efficient method is to apply online through the official immigration website of that country.

Tanzania - Home | Immigration Department - Tanzania Immigration Department
Kenya - Directorate of Immigration Services – DIS
Uganda - Welcome to Uganda Electronic Visa/Permit Application System

Although we provide helpful guidance and general information regarding visas and entry requirements, our recommendations should not be considered final, comprehensive, or legally binding. Visa rules and regulations may change without prior notice. While we strive to keep our website updated, we strongly advise you to confirm the latest entry, visa, vaccination, and health requirements directly with the respective country’s Embassy or Immigration Department.

You are solely responsible for all costs associated with visas, travel documents, and other entry-related procedures.

Denied Entry

In the rare and unfortunate event that you are denied entry to any East African country—or any transit country en route—we cannot be held liable for the outcome. Additionally, if you are refused entry for any reason:

No refunds will be issued, and
Your tour cannot be rescheduled, as park fees, permits, accommodations, and other related services are paid in advance prior to your arrival.

Accommodations

Accommodation in Hotels

Shared Rooms for Group Departures:
Prices for our open group departures include shared accommodation in double or twin rooms with another traveler. Solo travelers will be paired with a same-sex guest. If you prefer a private room, please inform our team during booking. A single-supplement fee will apply.
Private Tour Accommodation:
Accommodation type, room setup, and comfort levels for private adventures are arranged individually with your assigned travel consultant.
Hotel Availability:
All our safari and Kilimanjaro tours include the hotels specified in the respective travel packages published on our website or provided to you upon inquiry. If any hotel listed in your itinerary is fully booked, we will inform you and propose an equivalent alternative before confirming your tour and making payments to new accommodation partners.

Tented Accommodation on Mount Kilimanjaro

Shared Tents:
All Kilimanjaro climbing packages include tented accommodation on a shared basis, with two climbers per tent. Solo travelers will be matched with a same-sex partner.
Single Tent Option:
If you prefer to have your own tent, please notify us at the time of booking. Single-supplement charges apply.
Exceptions (Park Restrictions):
Please note that single tented accommodation is not allowed on the Marangu Route of Mount Kilimanjaro or on Mount Meru, as per national park regulations. These routes use hut accommodations managed by the park, and solo occupancy cannot be guaranteed.

Fitness and Medical information

It is your responsibility to determine whether you are physically fit for a Kilimanjaro climb or any wildlife adventure, and to assess your overall health condition. Our travel consultants can provide general guidance, but we strongly recommend seeking a qualified medical opinion if you are unsure about your fitness for such activities.

Medical Forms and Preexisting Conditions

We may request that you provide certain medical information and complete our medical form. If you have a preexisting medical condition that could affect your ability to participate safely in mountainous or remote areas of East Africa, or that may endanger yourself or other participants, we may require the form to be signed by a licensed medical practitioner.

Failure to submit the required medical form, or not having it properly signed, may result in tour cancellation with applicable fees, as outlined in the Cancellation clause of these Terms and Conditions.

Participation Restrictions

We reserve the right to decline your participation if, in our sole opinion, your medical condition renders you unfit for the tour. This includes physical or mental conditions that may jeopardize your safety or that of other participants.

Medical information provided to us will be treated in accordance with the “Treatment of Personal Information” clause of this agreement.

Tour Cancellation for Medical Reasons

We may cancel your participation without refund if:

The medical information provided is false, inaccurate, or incomplete.
Your medical condition worsens during the tour, creating danger for yourself or other participants.

You are responsible for covering all costs associated with such cancellations.

Special Medical or Dietary Requirements

If you have special medical or dietary needs, you must inform us at least 30 days prior to your scheduled arrival in East Africa. While we will make every effort to accommodate these needs, including vegetarian, vegan, gluten-free, lactose-tolerant, and regular meal plans, we cannot guarantee fulfillment of all special requirements. No refunds will be issued for unmet requests.

Local Facilities and Services

Please be aware that some facilities or services you may be accustomed to in your home country may be unavailable or inaccessible in parts of East Africa. You acknowledge and accept these limitations when participating in our tours.

Travel insurance

Travel insurance is mandatory for participation in all tours and expeditions organized by Pundamilia Traverse and Escapade Limited. Please note that insurance is not included in our standard travel packages and must be arranged separately by each traveler.

Your insurance policy should provide coverage for:

Emergency medical expenses in case of injury or illness
Medical evacuation and repatriation
Trip cancellation or curtailment
Other reasonable travel-related expenses

Additional Coverage for Kilimanjaro Climbers

If you are climbing Mount Kilimanjaro, your insurance must specifically cover high-altitude trekking up to 6,000 m (19,858 ft) and include provisions for helicopter evacuation.

Responsibility of the Traveler

It is your responsibility to ensure that your insurance policy provides adequate coverage for all relevant risks associated with your trip. You must also keep your insurance provider fully informed about your travel itinerary, activities, and potential hazards.

In the event of an insurance claim, you are responsible for:

Notifying your insurance provider promptly
Following all procedures required for reimbursement or indemnification

While we will provide reasonable assistance with documentation and information, we are not responsible for the outcome of any insurance claims.

Vaccinations

We provide general, non-medical guidance regarding vaccinations and immunizations that may be required or recommended for travel to Tanzania or any other East African country.

However, it is your responsibility to seek professional advice from a licensed physician or travel health specialist to determine which specific vaccinations, boosters, or medical precautions are necessary for your trip.

Authority of our guides

For your safety, it is mandatory to follow all instructions and guidelines provided by our guides during your tour or expedition.

On Kilimanjaro treks, the chief guide’s decisions are final regarding all expedition arrangements, team management, itinerary adjustments, objectives, and any other expedition-related matters.

If the chief guide determines that your physical condition or behavior poses a risk to yourself or other participants, they may require that you descend from the mountain. Assistance from the chief guide, their assistant, and support staff, including porters, will be provided to ensure your safe descent.

You accept all risk of your travel to East Africa

You acknowledge that your adventures with Pundamilia Traverse and Escapade Limited may take you to remote areas, including national parks and rural regions, where medical facilities may be limited, different from those in your home country, or entirely unavailable.

You also recognize that certain activities and experiences—such as wildlife encounters, high-altitude trekking, or other adventure activities—carry inherent risks to your health and safety. By participating, you confirm that you have carefully assessed these risks and voluntarily assume full responsibility for them.

You hereby release Pundamilia Traverse and Escapade Limited from any claims, actions, or liabilities arising from loss, damage, injury, or death resulting from the inherent risks of your travel and activities in East Africa.

Your liability for damaged or destroyed property

You are responsible for any willful damage or destruction of property belonging to Pundamilia Traverse and Escapade Limited. This includes, but is not limited to:

Kilimanjaro tents
Safari vehicles
Personal expedition gear rented from us
Hotel furniture, appliances, and other items

Any costs for repair or replacement must be settled locally in the country where the damage occurred, prior to your departure from East Africa.

Our liability for accommodation providers and air carriers

Some components of your tour may be subcontracted to accommodation providers and local airlines.

While we carefully select our partners, we cannot control their performance and therefore cannot assume responsibility for your experience with them. When staying at hotels or lodges, their own terms and conditions will apply. Similarly, your relationship with airlines is governed by the Conditions of Carriage and applicable aviation conventions.

As a result, Pundamilia Traverse and Escapade Limited will not be liable for claims or losses arising from the performance of third-party service providers. Our responsibility is limited solely to services directly provided by our company and our employees.

Money for regular travel expenses

You acknowledge that it is your responsibility to carry a sufficient amount of money to cover incidental and personal expenses during your trip. This may include, but is not limited to:

Souvenirs and gifts
Tips for guides, drivers, and staff
Meals not included in your tour package
Alcoholic beverages and personal purchases

Pundamilia Traverse and Escapade Limited is not responsible for any failure to cover these expenses for any reason.

Equipment and gear for Kilimanjaro climbs

While all group camping equipment is included in our Kilimanjaro packages, your personal gear, primarily clothing and items for climbing, is not included. You are responsible for bringing all necessary personal equipment for your expedition. Our consultants will provide detailed guidance on the required gear.

If you do not have certain items, you may rent personal gear from us. Please note that gear rental is not included in your tour price and will incur additional fees.

Prior to the start of your Mount Kilimanjaro or Mount Meru climb, our mountain guide may request to inspect your personal equipment to ensure it meets safety and expedition requirements.

Your luggage and valuables

Responsibility for Luggage:
Pundamilia Traverse and Escapade Limited is not responsible for luggage lost, damaged, or delayed by airlines or any transportation providers other than our company.

Kilimanjaro Climbing Tours:
If you are on a Kilimanjaro climbing tour and your luggage containing climbing gear is lost or delayed, we will provide the necessary items from our rental shop free of charge, limited to the items that were originally in your luggage. Any additional items not in your luggage must be rented at the standard cost.

Please note that we are not responsible for liaising with airlines to track lost or delayed luggage, nor for transporting it to your hotel upon arrival. If your luggage arrives after you, you will be responsible for the delivery fee from Kilimanjaro International Airport to your hotel.

Valuables:
You are responsible for safeguarding your personal valuables, including money, gadgets, jewelry, and other possessions during your tour. We are not liable for any loss, theft, or damage to your property.

Optional Safekeeping:
You may request our managers to store valuables or personal belongings in our company safe, which is secure, alarmed, and under constant video surveillance. We assume full responsibility for items placed in our care.

Images and Marketing

By participating in tours with Pundamilia Traverse and Escapade Limited, you acknowledge that our employees, guides, and other tour participants may capture photos, videos, or other media that could include your image.

You consent to the use of such media by us and our partners for marketing, promotional, and advertising purposes without any royalty, payment, or other compensation to you.

If you do not wish your image to be captured, please inform our staff in advance so that your preferences can be respected.

Force Majeure

Pundamilia Traverse and Escapade Limited shall not be liable for any events or circumstances beyond our reasonable control, including but not limited to:

Natural disasters and extreme weather conditions
War, military operations, or civil unrest
Mechanical failures, fires, or breakdowns of vehicles and equipment
Labor strikes or industrial actions
Government actions, political instability, insurrections, or mutinies
Any other unforeseen events or calamities

These events are considered force majeure, and we cannot be held responsible for any losses, damages, delays, or disruptions arising from them.

The laws of East African Countries shall apply

Any disputes or claims arising from your tour with Pundamilia Traverse and Escapade Limited shall be governed by the laws of the relevant East African country in which the tour is conducted.