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Terms & Conditions

Applicable For All Departures

Your contract is with us (hereinafter called “Nihapa Tours”, “we” or “us”). We draw your attention to the following terms and conditions, which cover all brochures and correspondence and all bookings made with us. Any contract with us is subject to these terms and conditions from which no person has the authority to depart. Before making a booking with us you must ensure that you have read and understood these booking conditions (raising any queries you may have with us). By asking us to confirm your booking you are liable to be regarded as having had the opportunity to do so and to have actually done so before the contract between us comes into existence.

1.       Tailor-Made Holidays:

  • Nihapa Tours creates personalized holidays that align with your individual needs and preferences.

2.       Formation of Contract:

  • A binding contract is established between you (the client) and Nihapa Tours under either one or both of the following conditions: a) Upon receipt of a deposit amounting to 30% of the quoted price. b)Upon receipt of full payment for the holiday if the booking is made less than 15 days before the departure date.



3.       Payment Deadline:

  • Full payment for the holiday is required 15 days before the departure date.

4.       Cancellation Policy:

  • Failure to make full payment within the stipulated 15-day period empowers Nihapa Tours to cancel the holiday.
  • Cancellation charges, as outlined in paragraph 6, will be applicable. Cancellation will be without penalty to Nihapa Tours, absolving them of any further liability to the client.


5.       Credit/Debit Card Authorization:

  • If credit or debit card details are provided, Nihapa Tours may utilize them to obtain payment for any outstanding balance under the agreement.
  • A 3% credit card surcharge shall apply to payment sums made through credit cards.

Clients must notify Nihapa Tours in writing if they do not wish to authorize such use of their card details.

6.       Bank Charges:

  • All bank charges, including transaction fees levied by Nihapa Tours’ bank, are the responsibility of the client or agent.
  • The invoiced amount should be reflected in Nihapa Tours’ account without any deductions for bank charges. Any deductions will result in subsequent invoicing to the client.


7.       Communication of Amendments:

  • Clients are encouraged to promptly notify Nihapa Tours in writing regarding any discrepancies in the provided documentation.

8.       Liability Disclaimer:

  • Nihapa Tours acts with transparency and advises clients that failure to meet payment obligations may lead to cancellation without further liability on their part.


By confirming a booking with Nihapa Tours, clients acknowledge their understanding and agreement with these booking procedures.

Medical Disclosures:

  • Guests should disclose any pre-existing medical conditions that may affect their ability to participate in certain activities during the tour.
  • Nihapa Tours reserves the right to assess the suitability of a tour for individuals with certain medical conditions.

Accessibility Information:

  • Guests with disabilities should inform Nihapa Tours in advance to ensure proper accommodations can be arranged.
  • Nihapa Tours commits to providing accessible services whenever possible.

Medical Clearance:

  • In cases where a guest has a medical condition that may pose a risk, Nihapa Tours may require a medical clearance from a qualified healthcare professional before confirming the booking.

Special Dietary Needs:

  • Guests with specific dietary requirements due to medical conditions (e.g., allergies, diabetes) should communicate these needs in advance.

Mobility Limitations:

  • Guests with mobility limitations should inform Nihapa Tours to ensure appropriate accommodations are provided.

Emergency Contacts:

  • Guests are encouraged to provide emergency contact information, including details of any medical conditions, to be used in case of emergencies.

Travel Insurance:

  • Guests are strongly advised to obtain travel insurance that covers medical emergencies and trip cancellations due to unforeseen medical circumstances.

Assumption of Risk:

  • Guests may be required to sign a waiver acknowledging that they understand and accept the risks associated with their medical condition and the chosen activities.

Responsibility of Guests:

  • Guests are responsible for managing their medical conditions and taking necessary precautions during the tour.

We kindly request your thorough review of the confirmation invoice, itinerary, tickets, and any accompanying documentation promptly upon receipt. It is imperative that you carefully inspect all details therein. In the event of any perceived inaccuracies, we urge you to contact us immediately.

Please be advised that changes may not be feasible at a later stage, and as such, your swift attention to potential discrepancies is crucial. We regret to inform you that any oversight in notifying us of inaccuracies within 7 days of the dispatch of the documentation absolves us of any liability.

Please note the following important points:

  1. Notification Period: You must inform us of any inaccuracies within 7 days of receiving the documentation.
  2. Liability: We regret to inform you that we cannot accept liability for inaccuracies not brought to our attention within the specified notification period.
  3. Client Responsibility: You, as the client, will be held responsible for any costs and expenses associated with rectifying inaccuracies unless the error is attributable to our oversight.

We appreciate your cooperation and diligence in ensuring the accuracy of your documentation. Your understanding and prompt communication are pivotal in delivering a seamless and hassle-free travel experience.

Tour packages are confirmed upon receipt of a 30% deposit of the total cost of the trip package. Balance payable in full 45 days before arrival. Full payment is required if a tour is booked less than 15 days before arrival.

Cancellation of a holiday must be made in writing and is effective from the date we receive the written notification. In all cases of cancellation the deposit, and any amendment charges will be forfeited. Cancellation charges are expressed at a percentage of quoted price as follows.

Period before departure when we receive your written cancellationCancellation charge per person cancelling
120 to 61 daysDeposit only 30%
60 to 46 days50%
45 to 8 days75%
7 to 0 Days100%

If the reason for cancellation is covered under the terms of your insurance policy you may be able to reclaim these charges. Notwithstanding the above, if we have issued your domestic airline tickets and you choose at any time to cancel them then we will not refund you any monies for these tickets.

The price of your itinerary will be based on known costs at the date of issue of the itinerary. At any time before a full payment of your holiday has been made, Nihapa Tours reserves the right to levy a surcharge where costs have changed since the date of issue of the itinerary. Nihapa Tours will absorb amounts up to 2% of the total holiday price and surcharge any amount greater than 2%. Should the surcharge exceed 10% of the total holiday price before 60 days of arrival date you are entitled to cancel the holiday and receive a full refund of all monies paid. We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any errors of which we are aware and of the then applicable price at the time of booking.

Matters influencing a surcharge would include, but are not limited to, increases in transportation costs e.g. fuel, scheduled air fares and any other airline surcharges, taxes or fees payable for services such as landing taxes, or embarkation or disembarkation fees at ports or airports, or increases in park fees, reserve fees or concession fees.

If you wish to change your itinerary after a deposit has been made we will do our utmost to make the changes required, provided that notification is received in writing. Every change is subject to a fee depending on your amendments.

We reserve the right in any circumstances to cancel your holiday for any reason at any time before full payment has been received. We cannot accept liability or pay compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you suffer any damage or loss as a result of force majeure. In these booking conditions force majeure means any event that we or the supplier of services in question could not even with all due care foresee or avoid.

Such events are likely to include war, the threat of war, civil strife, riot, civil disorder/unrest, industrial dispute, actual or threat of terrorist activity, natural or nuclear disaster, fire, a breakout of an epidemic or pandemic disease, technical problems with transport, cancellation or amendment to any scheduled flight, closure, congestion of airports or ports, adverse weather conditions and all similar events outside our control. In the circumstances amounting to force majeure, we will not refund any money to you although if we can recover any monies from our suppliers we will refund these to you or keep a credit for you to utilize in the future – a written credit note shall be issued to you per the applicable terms and conditions.

It is unlikely that we will have to make any changes to your holiday although we reserve the right to make changes at any time. Most of these changes are minor and we will advise you of these in writing at the earliest possible date. When a major change is necessary such as the alteration of your outward or return flights by more than 12 hours or a significant change in the standard of accommodation, provided it does not arise from conditions amounting to force majeure or as a result of an amendment to a scheduled airline timetable, you will have the choice of accepting the new arrangements, taking another holiday with us or cancelling your holiday and receiving a full refund of all monies paid.

Compensation will not be payable and no liability beyond offering the above-mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual or unforeseen circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable and the above-mentioned options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, or if the change is a minor one.

A minor change is a change which, taking into account the information you give us at the time of booking or which we can reasonably be expected to know as a tour operator, we would not reasonably expect to have a significant effect on your confirmed holiday. No compensation is payable for children aged 3 and under. Please note we cannot accept any liability for any damage, loss, expense or other sums of any description, which :

  • Based on the information given to us by you concerning your booking before our acceptance, we could not have foreseen you would suffer or incur if we breached our contract with you, or
  • Did not result from any breach of contract or any other fault by ourselves or our employees, or where we are responsible for them our suppliers. Additionally, we cannot accept liability for any sums which relate to any business losses.

Carriage by air and sea is subject to the terms and conditions of the carriers with whom you are travelling and to international conventions. Nihapa Tours accepts no liability whatsoever for cancellations, strikes, timetable changes, diversions, technical issues unrelated to Nihapa Tours, lost or mislaid luggage, rescheduling costs, missed accommodation, or delays which result from any operational decision of the carrier concerned. TO accepts no liability for death, injury or illness that derives from carriage by air or sea.

You must ensure that your travel documents, passports, visas and vaccination certificates are in order and that you ensure that you have taken the advice of your GP concerning inoculations. We refer in particular to our pre-departure information sheet. Nihapa Tours will offer general advice but cannot be held responsible if you do not comply with current requirements before your departure. Nihapa Tours does not accept liability for any advice given of a general nature before the holiday commences. You are responsible for a timely check-in for all flights and for presenting yourself to take up all pre-booked components of your holiday. No credit or refund will be given to you should you fail to take up any component of your holiday or if you lose any travel documents. Nihapa Tours draws your attention to the fact that there are certain inherent risks involved in all of the holidays to Africa that we supply and these must be accepted by you at your own risk. If you wish to discuss any such risks with us we would be more than happy to provide advice over the telephone or in writing.

Nihapa Tours requires clients to purchase travel insurance. The clients ensures to take out adequate insurance, including, death, medical and evacuation insurance, to cover any loss or damages.

The above booking terms and conditions together with all correspondence form part of your contract with Nihapa Tours. This contract and any matters arising from it shall be governed by and interpreted in accordance with Tanzania law and the courts of Tanzania shall have exclusive jurisdiction to hear any and all proceedings between us either relating to our contract or arising out of it.

If you have been referred to us by another party (for example a travel agent) you agree to hold them blameless and waive any, and all claims against such party. Any issues you may have must be directed to us and dealt with under the terms of our contract.

If you have a problem during your holiday, please inform the relevant organiser (camp/hotel manager/Safari guide) immediately and he will endeavour to put things right. If your problem cannot be resolved you need to contact the Nihapa Tours office so that we have the opportunity to investigate and rectify the problem.

At any time, all baggage and personal effects are at the client’s responsibility and the Company does not accept any liability for any loss or damage of any personal effects, howsoever arising. * Clients are entitled to one bag of not more than 15 kg (backpack or soft bag – no hardtop suitcase) and a daypack. The Company reserves the right to refuse excess baggage. Please notice that on our trekking tours and some “bush” flights other baggage regulations may apply.

The company and its owner, director, management staff and employees shall not be held responsible for any injury or death to persons on tour, nor for loss or damage to personal property, however they may be caused. The company draws your attention to the fact that there are certain inherent risks present when on Safari, or when engaging in any strenuous physical activity. It is your sole responsibility to obtain appropriate medical advice as to medication, immunization, and whether or not you are fit enough to undertake the trip, before departure. The company shall not be liable for illness, injury or death sustained whilst visiting the attractions, properties booked, or properties owned and managed by the company.

The decisions of the Company´s guide / driver on tour shall at all times be final and binding. * The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited.

The Company reserves the right to use any photographs and videos taken during tours for marketing or any other advertising material. The client hereby gives consent to use such photographs and authorises the Company to retain copyright for these photographs and such material.

All our prices are based on the current national park fees and taxes. There have been ongoing talks that East African countries will be undergoing changes to tax regulations in 2014. Should the authorities decide on increasing fees and taxes, even though they might currently not be scheduled, we would subsequently have to pass on these increases to you.

We cannot be held responsible for road and airstrip conditions, which may make travel impossible at times. Any changes to the initial itinerary are subject to the conditions and rates outlined above, despite any access matters or weather conditions.

“Force Majeure ” means, in relation to the company, any circumstances beyond the control of the company (including and without limitation, acts of God, explosions, floods, tempests, fires, accidents, war or threat of war, sabotage, insurrection, civil disturbance or requisition, sickness, quarantine, government intervention, weather conditions or other outwards occurrences).

If the company is affected by force majeure it shall forthwith notify you of the nature and extent thereof. The company shall not be deemed to be in breach of these items and conditions or otherwise be liable to you, by reason of delay in performance, or by non-performance, of any of its obligations hereunder to the extent that any such delay or non-performance is due to any force majeure.

If the company is affected by force majeure it shall be entitled to, and may at its sole and absolute discretion, vary or cancel any reservations or cancel any reservation or arrangement in relation to the visits. Payment of any refund by the company to you as result of the non-performance of any company shall use its reasonable endeavors to reimburse you where possible. However, the company shall be entitled to deduct from any refund recoverable to the reasonable actual and potential costs to the company of the force majeure.

If you have any cause of complaints while traveling, you must immediately bring it to the attention of the company’s management on email or phone : +255 786 261 927

The payment of the deposit or any other partial payment for a reservation constitutes consent to all provisions of the Terms and Conditions. The Terms under which you agree to make the reservation cannot be changed or amended unless this is done in writing and signed by an authorized staff of the company.

Bookings must be made by emailing, Cannot be combined with any other offers, promotions or discounts and is subject to availability.


Nihapa Tours is committed to creating magical journeys to Tanzania and Africa. With experienced guides and safari consultants, we are well-versed in the leisure and travel business.

We offer Luxury safari and Beach vacation trips to Tanzania and Zanzibar, Camping safari, and Adventure trips to Serengeti, Kilimanjaro, and the whole of East Africa.


Meru Spring Plaza, Box 13287, Arusha Tanzania, Plot 690 Block D, 23106.