Payment & cancellation policies

Why payment and cancellation policies matter

Operators need your deposit to reserve accommodation, park permits (which are non‑refundable), guides, and vehicles. Cancellation fees compensate for these non‑recoverable costs. Unfair policies can leave you with no refund even if you cancel months in advance. Fair policies balance the operator’s business needs with your flexibility.

Industry‑standard deposit and payment schedule

• Deposit – Usually 20‑30% of the total cost. Paid to secure your booking.
• Balance due – Typically 30‑60 days before arrival. For peak season or Kilimanjaro climbs, some operators require 60‑90 days.
• Payment methods – Credit card (preferred for protection), bank transfer, or cash on arrival (balance only).

Typical cancellation fee structure

Below is a standard sliding scale (varies by operator). Always read the fine print:

• More than 60 days before departure – Full refund minus an admin fee (often $100‑200).
• 30‑60 days – 50% refund of total cost.
• 15‑29 days – 25% refund.
• 7‑14 days – 10% refund.
• Less than 7 days or no‑show – 0% refund (full forfeiture).

For Kilimanjaro climbs, the scale is often stricter because park permits and guide schedules are locked in months ahead. Some operators offer “cancel for any reason” (CFAR) add‑ons for an extra fee (10‑15% of total cost).

Force majeure – what happens when unforeseen events hit?

Force majeure includes natural disasters, pandemics (COVID‑19), political instability, or airline strikes. Most policies:

• Offer a future travel credit (valid for 12‑24 months) instead of a cash refund.
• Exclude “fear of travel” (i.e., you choose not to travel even if borders are open).
• Reputable operators will work with you to reschedule, but they are not legally required to refund.

Tip: Buy travel insurance that covers force majeure cancellation – it’s the only way to get cash back.

No‑show and last‑minute changes

• Late arrival – If you miss the first day (flight delay), most operators will try to adjust, but you may lose that day’s safari.
• Changing dates – Usually allowed with 30+ days’ notice, possibly with a fee ($50‑100).
• Reducing group size – May incur cancellation fees for the removed persons.

Operator cancellations – what if they cancel on you?

If the operator cancels (not due to force majeure), you should receive a full refund within 14 days. Some may offer a free upgrade or future credit – you are entitled to a cash refund. Check the policy before booking.

African Majestic Adventure’s payment & cancellation policy

We believe in transparency and fairness:

• Deposit – 30% of total (payable by credit card or bank transfer).
• Balance due – 45 days before arrival for safaris, 60 days for Kilimanjaro climbs.
• Cancellation refunds:
  • More than 60 days – full refund minus $100 admin fee.
  • 31‑60 days – 75% refund.
  • 15‑30 days – 50% refund.
  • 7‑14 days – 25% refund.
  • Less than 7 days or no‑show – no refund.
• Force majeure – We offer a 100% future travel credit (valid 18 months) to rebook.
• Operator cancellation – 100% cash refund within 10 business days.
• Date changes – Free of charge if requested more than 30 days in advance (subject to availability).

How to minimise financial risk

• Use a credit card for deposits – you can dispute unauthorised charges.
• Buy travel insurance within 7‑14 days of booking (to qualify for pre‑existing condition waivers and CFAR).
• Read the policy thoroughly before paying – don’t rely on verbal promises.
• Call the operator to clarify any ambiguous terms – record the conversation or get written confirmation.

Travelers’ Most Asked Questions