Terms & Conditions | Genes Adventures

In these Terms & Conditions: “Genes Adventures”, “we”, “us” and “our” refer to Genes Adventures, based in Moshi, Tanzania.

“Booking Party” refers to the individual, company, travel agent, school, organisation or other party making the booking.

“Traveller” refers to any person participating in a tour, safari, mountain climb, trek, excursion, activity or other travel arrangement provided or arranged by Genes Adventures.

“Tour” refers to any itinerary, safari, mountain climb, trek, excursion, accommodation arrangement, transfer, activity or combination of travel services booked through Genes Adventures.

“Tour Price” refers to the total price stated in the confirmed quotation, proposal, itinerary, invoice or booking confirmation.

“Start Date” refers to the first date on which services arranged by Genes Adventures are scheduled to be provided.

“Force Majeure” refers to an event or circumstance beyond the reasonable control of Genes Adventures or its suppliers.

The Booking Party is responsible for ensuring that every Traveller included in the booking receives and accepts these Terms & Conditions.
All quotations and proposals are subject to availability at the time of booking.

A booking is only confirmed when:

Genes Adventures has received the required deposit or full payment;

all requested booking information has been provided; and

Genes Adventures has issued written confirmation of the booking.

Verbal discussions, provisional reservations and draft itineraries do not constitute a confirmed booking.

Any special requests must be submitted in writing at the time of booking. Genes Adventures will make reasonable efforts to accommodate such requests but cannot guarantee that they will be fulfilled unless they have been expressly confirmed in writing.

If there is any inconsistency between these Terms & Conditions and a written quotation, proposal or contract issued by Genes Adventures, the specific provisions stated in the quotation, proposal or contract will take precedence.
The Tour Price is based on the itinerary, services, number of Travellers, accommodation arrangements, exchange rates, park fees, government taxes and supplier rates known at the time the quotation is prepared.

Unless otherwise stated, the Tour Price does not include international flights, visas, travel insurance, vaccinations, personal expenses, optional activities, tips, drinks, laundry, additional meals or any other services not specifically listed as included. Prices are quoted in United States Dollars unless another currency is expressly stated.

A price based on a particular group size may be recalculated if the final number of Travellers changes. The revised price per person will be based on the actual group size and the services required.

Genes Adventures reserves the right to correct obvious pricing or calculation errors. If a material error is identified after booking, the Booking Party may accept the corrected price or cancel the booking and receive a refund of the amounts paid, less any non-refundable costs already incurred with the Booking Party’s prior knowledge or approval.
After a booking has been confirmed, Genes Adventures may adjust the Tour Price only when necessary because of circumstances beyond our reasonable control, including:

changes in government taxes or levies;

increases in national park fees, concession fees, permit fees or conservation charges;

newly introduced statutory charges;

significant currency exchange-rate fluctuations;

fuel price increases;

changes imposed by airlines, accommodation providers or other suppliers;

or changes requested by the Booking Party.

Genes Adventures will provide written details of any price adjustment.

If an unavoidable price increase exceeds 10% of the original Tour Price, the Booking Party may cancel the booking within seven days of receiving notification. In that case, Genes Adventures will refund the recoverable amounts paid, less any nonrefundable costs already paid or contractually committed to third-party suppliers.

This cancellation right does not apply to increases resulting from changes requested by the Booking Party, changes in group size or additional services added to the booking.
A non-refundable deposit of 30% of the total Tour Price is required to confirm a booking, unless otherwise agreed in writing.

The remaining balance must be paid no later than 70 days before the Start Date. For bookings made within 70 days of the Start Date, full payment is required at the time of booking.

Payments must be made in United States Dollars. All payment and bank charges are the responsibility of the Booking Party.

If payment is not received on time, Genes Adventures may treat the booking as cancelled and the applicable cancellation charges will apply.
To secure your trip, Genes Adventures may need to pay hotels, park authorities, airlines and activity providers in advance.

Some of these payments are non-refundable. If your booking is cancelled or changed, we can only refund these costs if we receive a refund from the relevant provider.

We will inform you if any part of your booking has special cancellation conditions.
All cancellations must be submitted by the Booking Party by email and are only valid after Genes Adventures has confirmed receipt.

The following cancellation charges apply:

More than 60 days before the Start Date: the 30% deposit;

29 to 60 days before the Start Date: 50% of the total Tour Price;

15 to 28 days before the Start Date: 75% of the total Tour Price;

14 days or less before the Start Date: 100% of the total Tour Price.

Any non-refundable costs already paid to hotels, park authorities, airlines or activity providers will also be deducted if they exceed the standard cancellation charge.

We strongly recommend taking out comprehensive cancellation insurance as soon as the booking is confirmed.
Any request to change a confirmed booking must be submitted by email.

Genes Adventures will try to accommodate the requested change, but this cannot be guaranteed. Any additional costs or cancellation fees resulting from the change are the responsibility of the Traveller.

Changing the travel date may be treated as a cancellation and a new booking if hotels or other providers do not allow the original booking to be transferred.
The Tour Price is based on the confirmed number of Travellers.

If the group size decreases, the price per person may increase because transport, guides and other shared costs are divided among fewer Travellers.

If the group size increases, additional Travellers can only be accepted subject to availability and payment of the applicable costs.

The final group size must be confirmed by the deadline stated in the proposal or booking confirmation.
Genes Adventures will make every reasonable effort to provide the Tour as described in the confirmed itinerary.

However, changes may sometimes be necessary due to weather, road conditions, safety concerns, park regulations, supplier changes or other circumstances beyond our control.

Where possible, we will provide a suitable alternative of a similar standard and inform the Traveller as soon as reasonably possible.
Genes Adventures may cancel a Tour if:

the minimum number of Travellers has not been reached;

payment has not been received on time;

it is no longer safe or reasonably possible to operate the Tour;

or circumstances beyond our control prevent the Tour from taking place.

If Genes Adventures cancels the Tour for reasons within our control, we will offer a suitable alternative or refund the amount paid for the cancelled services.

If the cancellation is caused by circumstances beyond our control, the conditions under Force Majeure will apply.
Genes Adventures is not responsible for changes, delays or cancellations caused by circumstances beyond our control. These may include extreme weather, natural disasters, war, civil unrest, strikes, epidemics, government restrictions, road or park closures and flight disruptions.

We will make every reasonable effort to offer an alternative itinerary, postpone the Tour or recover payments from the relevant providers.

Any refund will be limited to the amount we are able to recover after deducting costs already paid or incurred.
No refund will be provided for services a Traveller chooses or is unable to use after the Tour has started.

This includes unused accommodation, meals, activities, transfers, park fees or other services due to late arrival, illness, injury, early departure or a decision to stop an activity.

Any additional transport, accommodation, medical or other costs are the responsibility of the Traveller.
Safaris, mountain climbs, trekking, diving, snorkelling, canoeing, cycling and other adventure activities involve certain risks.

These may include altitude sickness, extreme weather, difficult terrain, injury, wildlife encounters and being far from medical facilities.

Genes Adventures will take reasonable safety measures, but cannot eliminate all risks associated with adventure travel. By participating, Travellers accept the normal risks involved in the booked activities.
Travellers are responsible for ensuring that they are physically and medically fit to participate in the booked Tour.

Any medical condition, allergy, medication, disability or dietary requirement that may affect the Tour must be disclosed to Genes Adventures before travelling.

Genes Adventures may request medical confirmation that a Traveller is fit to participate. If important health information is withheld, participation may be refused for safety reasons and no refund will be provided.
The guide is responsible for the safety of the group, and all Travellers must follow the guide’s instructions immediately and without discussion.

This is especially important during wildlife encounters, emergencies, mountain climbs and other situations where remaining quiet, staying inside the vehicle, stopping, turning back or acting quickly may be essential for everyone’s safety.

The guide’s decision is final in all safety matters. A Traveller who ignores instructions or endangers themselves, the group, staff or wildlife may be removed from an activity or from the remainder of the Tour.

No refund will be provided in such cases. Any additional evacuation, transport, accommodation, medical or other costs are the responsibility of the Traveller.
Reaching the summit of Kilimanjaro, Mount Meru or any other mountain cannot be guaranteed. Success depends on personal fitness, health, acclimatisation, weather and mountain conditions.

The head guide has the final authority to stop a Traveller from continuing when this is necessary for their health or safety.

If a Traveller stops or is required to leave the climb, no refund will be provided for unused services, park fees or permits.

Any additional descent, evacuation, transport, accommodation or medical costs are the responsibility of the Traveller.
Wild animals move freely in their natural environment. Genes Adventures cannot guarantee sightings of any particular species, animal behaviour or wildlife event.

Safari routes and game-drive times may be changed due to wildlife movements, weather, road conditions, park regulations or safety concerns.

In the event of a vehicle problem, Genes Adventures will arrange repairs or a replacement vehicle as soon as reasonably possible. Unavoidable delays caused by minor repairs do not automatically entitle Travellers to compensation.

Travellers must remain inside the vehicle unless the guide confirms that it is safe to leave.
Accommodation is subject to availability until the booking has been confirmed.

If confirmed accommodation becomes unavailable, Genes Adventures may provide suitable alternative accommodation of a similar or higher standard.

Room types, bed configurations and special requests are subject to confirmation by the accommodation provider.

Single rooms and single tents are subject to availability and payment of the applicable supplement.

Travellers are responsible for any damage they cause to the accommodation, equipment or other property.
Travellers are responsible for providing Genes Adventures with correct and up-todate flight details.

Genes Adventures is not responsible for flight delays, cancellations, schedule changes, missed connections or delayed or lost baggage.

If a flight disruption affects the Tour, we will try to adjust the arrangements where possible. Any additional transfers, accommodation, meals or other costs are the responsibility of the Traveller and should be claimed from the airline or travel insurer.
Comprehensive travel insurance is mandatory for every Traveller and must cover the full duration of the Tour and all booked activities.

The policy must include medical treatment, emergency evacuation, repatriation, cancellation, interruption and loss or damage to baggage.

For mountain climbs and trekking, the insurance must provide cover up to the maximum altitude included in the itinerary.

All Travellers visiting Zanzibar must also purchase the mandatory Zanzibar travel insurance online before arriving on the island, even if they already have their own international travel insurance. The insurance can be purchased through the official website: https://visitzanzibar.go.tz/

Travellers must provide proof of insurance when requested. Genes Adventures may refuse participation if adequate insurance cannot be confirmed.
Travellers are responsible for arranging and carrying all required travel documents, including a valid passport, visa, vaccination certificates and any documents required for travelling with minors.

Passports must be valid for at least six months from the date of entry into Tanzania.

Travellers must check the current entry, visa and health requirements before travelling.

Genes Adventures is not responsible for delays, denied entry, missed services or additional costs caused by incorrect, incomplete or invalid travel documents.
Travellers under the age of eighteen must be accompanied by a parent, legal guardian, authorised tour leader or other responsible adult.

The Booking Party is responsible for all required permissions, medical information and travel documents.

For student and youth groups, the accompanying tour leaders remain responsible for the supervision and behaviour of the participants.
In accordance with Tanzanian regulations, a foreign tour leader is not permitted to work as a guide in Tanzania.

Tour leaders therefore have an accompanying and supportive role, focusing on the general wellbeing and organisation of their group. All guiding, safety instructions, route decisions and information about wildlife and local areas will be provided by the authorised Genes Adventures guides.

We kindly ask tour leaders to respect the professional responsibilities and decisions of the local guides, particularly in matters concerning safety.
Travellers must behave respectfully towards other guests, staff, local communities, wildlife and the environment.

Genes Adventures may remove a Traveller from an activity or Tour for dangerous, abusive, illegal or seriously disruptive behaviour, including ignoring safety instructions.

No refund will be provided in such cases. Any resulting costs are the responsibility of the Traveller.
Travellers are responsible for their own baggage, money, travel documents, electronic devices and other personal belongings.

Genes Adventures is not responsible for loss, theft or damage unless it is directly caused by proven negligence on our part.

Travellers must follow any baggage weight and size limits provided for vehicles, flights or mountain climbs. Valuable items should not be left unattended or placed in luggage carried by porters.
Genes Adventures works with carefully selected hotels, airlines, activity providers and other local suppliers.

These suppliers operate independently and may apply their own terms and conditions. Genes Adventures will assist where possible but cannot be held responsible for changes, delays or failures caused by an independent supplier.
Genes Adventures will provide the booked services with reasonable care and attention.

Genes Adventures is not responsible for loss, injury, illness, delays or additional costs caused by the Traveller, an independent supplier, circumstances beyond our control or the normal risks associated with adventure travel.

Nothing in these Terms & Conditions limits any liability that cannot legally be excluded under applicable law.
Any problem during the Tour must be reported immediately to the guide or Genes Adventures so that we have the opportunity to resolve it.

If the matter is not resolved during the Tour, a written complaint must be submitted within 28 days after the Tour has ended.

Complaints that were not reported during the Tour may be more difficult to investigate or resolve.
Genes Adventures collects only the personal information needed to arrange and operate the Tour, such as contact details, passport information, insurance details, dietary requirements and relevant medical information.

This information may be shared with guides, accommodation providers, authorities or emergency services when necessary to provide the booked services or protect the Traveller’s safety.

Personal information will be handled confidentially and will not be used for unrelated purposes without permission, unless required by law.
Genes Adventures may take photographs or videos during the Tour.

Images in which a Traveller is clearly recognisable will only be used with the Traveller’s permission on our website, social media channels and other promotional materials.

Travellers who do not wish to be photographed or filmed should inform Genes Adventures or their guide. Permission from a parent or legal guardian is required for minors.
These Terms & Conditions and all bookings made with Genes Adventures are governed by the laws of the United Republic of Tanzania.

We will first try to resolve any dispute through mutual discussion.

If a dispute cannot be resolved, it will be submitted to the competent courts of Tanzania, unless mandatory applicable law requires otherwise.
These Terms & Conditions, together with the confirmed proposal, itinerary, invoice and booking confirmation, form the agreement between Genes Adventures and the Booking Party.

If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.
Genes Adventures

PO Box 531

Moshi, Tanzania

Telephone: +255 759 862 199

Email: sales@genesadventures.com

Website: www.genesadventures.com