Terms and Conditions

These Terms and Conditions constitute the entire agreement between Malaika Travel Ltd (“the Company”, “we”, “us”, or “our”) and the client (“the Guest”, “you”, or “your”) purchasing tour and trekking arrangements. Please read these terms carefully prior to completing your booking.

Tour inclusions and accommodation

As explicitly indicated in your personalised itinerary, packages generally include:

• Accommodations based on twin-bedded rooms, double-bedded rooms, or premium tents where specified.
• Meals as indicated in each itinerary, alongside domestic bottled water provided during group meals.
• Arrival and departure airport transfers and all other specified land transportation.
• For Mountain Treks (e.g., Kilimanjaro, Mount Meru): Services of professional, licensed English-speaking guides, professional mountain cooks, and an adequate number of porters to carry luggage, equipment, food, and supply water.
• For Safaris: Services of a professional English-speaking driver-guide and a skilled camp cook (for mobile camping safaris).
• All applicable entrance fees to National Parks, game reserves, conservation areas, and museums, as well as specified government taxes and transit fees.

Exclusions from quoted prices

Unless explicitly listed as included in the final itinerary invoice, the following items are excluded from the package price:

• Costs of passports or visas.
• Excess baggage charges.
• Comprehensive travel insurance.
• International and domestic airfares (unless stated).
• Airport departure taxes.
• Additional sightseeing, game drives, or meals not specified in the schedule.
• Personal expenses such as alcoholic beverages, soft drinks, laundry, communication charges, and voluntary gratuities (tips) to guides, cooks, and porters.

Reservations, deposits, and payments

To secure a booking, a non-refundable deposit of 30% of the total tour price per person is required at the time of reservation. The remaining balance is strictly due ninety (90) days prior to your scheduled departure date.

Payment methods include international wire transfer or credit/debit cards. Payments made via credit/debit card are subject to a merchant processing fee surcharge of 4%. Last-minute reservations (made within 90 days of departure) will be accommodated where possible, subject to availability, and require immediate full payment upon confirmation.

Cancellations and refunds

Prior to tour departure, all cancellation requests must be submitted to Malaika Travel in writing via email. The date on which the written notice is received by our booking office will determine the applicable cancellation fees. Malaika Travel will retain a percentage of the total package price according to the following schedule:

• 91 days or more before departure: An administrative fee of £100 per person plus any completely non-refundable deposits already paid to third-party suppliers (such as national park fees, trekking permits, internal flights, or specific luxury lodges) will be retained.
• 90 to 61 days before departure: 50% of the total package price is non-refundable.
• 60 to 46 days before departure: 65% of the package price is non-refundable.
• 45 days or less before departure: 100% of the total package price is non-refundable.

These cancellation charges are calculated to cover the estimated operational losses and non-recoverable financial commitments incurred by Malaika Travel. For all trekking and mountaineering expeditions, this explicitly covers non-refundable park fees, climbing permits, and regional rescue infrastructure allocations. If non-refundable commitments made to hotels, park authorities, airlines, or local sub-operators exceed the percentages listed above, the client will remain liable for covering the actual higher amount proved by the supplier invoice.

No refunds will be issued for any missed tour services, unused accommodations, or if a guest voluntarily or involuntarily cancels a tour already in progress, except under verified extenuating circumstances presented to the company in writing within 45 days of tour termination.

MANDATORY INSURANCE REQUIREMENT: Malaika Travel strictly requires all participants to purchase comprehensive Trip Cancellation, Interruption, and Medical Insurance at the time of booking. For clients participating in mountaineering or trekking expeditions, this policy must explicitly cover high-altitude trekking up to 6,000 meters (for Kilimanjaro), specialised mountain search and rescue, and urgent helicopter medical evacuation.

Guest representation and group bookings

The individual completing the booking form and submitting payment warrants that they possess the legal authority to enter into a contract on behalf of all persons included in the reservation. The submission of a deposit or any partial payment constitutes full, conscious consent by all guests covered by that booking to all provisions contained within these Terms and Conditions, regardless of whether individual signatures are captured.

Alterations itineraries and accommodation

Malaika Travel operates expeditions in regions where operational environments can change rapidly. We reserve the right to modify or alter itineraries, flight paths, and surface transportation routes if necessitated by weather conditions, volcanic/seismic activity, airline schedule shifts, infrastructure safety issues, or unexpected security developments.

Accommodations are subject to change due to unexpected overbookings or events beyond our control. In such instances, Malaika Travel pledges to make every reasonable effort to secure alternative accommodation of an equivalent or superior standard. If a material change becomes necessary prior to departure, the client will be notified immediately.

Price stability and adjustments

All quoted tour costs are current at the time of publication. Malaika Travel reserves the right to adjust the tour price to reflect direct increases in national park entry fees, concession fees, government taxes, statutory VAT increases, internal airfares, or fuel surcharges imposed by third-party providers. No price increases will be applied within twenty (20) days of the scheduled departure. If any necessary price adjustment exceeds eight percent (8%) of the original total package price, the client holds the right to cancel the booking within 7 days of notification and receive a full refund of all monies paid, excluding non-recoverable flight bookings.

Transfer of booking (replacement guest)

If a client is prevented from traveling due to serious illness, injury, or severe personal circumstances, they have the right to transfer their booking to another suitable individual (a replacement guest), provided the company is notified in writing at least fourteen (14) days prior to departure. The original client and the replacement guest shall be jointly and severally liable for paying any remaining balances and any explicit administrative or operational costs resulting from the transfer (such as airline name-change tickets).

Limits of liability and Force Majeure

Malaika Travel acts as an organizer and contracts with an independent network of hotels, lodges, transport providers, local guides, and aviation entities. While we assume full statutory responsibility under UK/EU Package Travel Regulations for the proper performance of the contracted holiday services, Malaika Travel shall not be held liable for death, injury, delay, loss, or property damage resulting directly from circumstances amounting to Force Majeure.

Force Majeure includes, but is not limited to: acts of God, extreme weather phenomena, wildlife encounters, outbreaks of infectious diseases or pandemics, civil unrest, strikes, acts of war, terrorist activity, food poisoning at independent establishments, mechanical failures of aircraft/vehicles, or the failure of independent transport infrastructure to run according to schedule.

Right to subcontract

Malaika Travel retains the absolute right to subcontract any portion of its land logistics, guiding services, mountain support, or transport arrangements to qualified, licensed, and vetted third-party service providers within the host destination to ensure optimal delivery of the tour itinerary.

Baggage and personal effects

Baggage and personal belongings remain at the owner’s risk throughout the duration of the trip. Luggage weight restrictions on internal flights or mountain portage rules apply (typically 15kg for internal flights and 15kg for mountain portage in soft duffel bags). Detailed guidelines are outlined in your pre-departure package.

Marketing and media release

By participating in an expedition operated by Malaika Travel, guests acknowledge that photography and video recordings may be taken by guides, staff, or fellow participants. The guest agrees that Malaika Travel may utilise such photographic or video media containing their likeness for legitimate marketing, promotional materials, brochures, and digital social media channels without requiring further compensation or written authorisation.

Governing law and jurisdiction

These Terms and Conditions, and any contract or dispute arising out of or in connection with them, shall be governed by, and construed exclusively in accordance with, the laws of England and Wales. Both parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute, claim, or litigation arising under this agreement.