Hotsun Safaris Ltd.
Booking Procedure, Package Pricing, Payment & Terms

Booking Procedure

  1. You make an inquiry via our online contact form, email, telephone or SKYPE. These can be found on our contact page here
  2. We propose an itinerary and a price quote.
  3. As many variations are made until the perfect itinerary is reached and an acceptable price.
  4. Prior to going to contract we run a comprehensive availabiltiy check on all acommodations & request provisional bookings.
  5. If all accommodations are available, you are sent a final contract/itinerary for signing and your deposit is due (see Terms & Conditions). If availability is not possible at some of your desired locations, we seek out altnerate options prior to going to contract.
  6. Once you sign and return your contract, our office in Moshi submits booking vouchers and makes necessary deposits to all the accommodations to finalize the bookings.
  7. Signed and stamped booking vouchers are scanned and emailed to you as confirmation of your bookings.

Late Bookings

When booked well in advance (6 months or more), there is usually no problem in securing all the desired accommodations. However, when we encounter full locations, we place immediate bookings at alternate locations and then, time permitting, present these options to you for a final decision. Typically, we have been very good at getting excellent locations, even last minute. While it's true that many lodges do indeed fill up quickly, we find that rooms usually open up as the date gets closer due to the release of rooms from block bookings.

What are block bookings?

It is common for large tour operators who organize group tours to book a block of rooms in anticipation that their pre-planned itineraries will operate at full capacity. Many lodges allow block bookings without deposit, but force the tour operators to pay for these rooms or release them as the actual dates get near (between 45 and 60 days in advance). What does this mean for a private tour? It means that sometimes it can be difficult to secure certain accommodations that cater to group tours.

Package Pricing

Unless specified otherwise in the itinerary details, our prices include:

Price exclusive of:

Payments, General Terms & Conditions

  1. Tour Payment & Price

    A 20% deposit is required to reserve your space. A second payment of 30% is due 4 months prior to the first land day of the trip and a final 50% payment is due 2 months prior to the first land day of the trip. If booked less than 4 months before first land day of your trip, 50% due upon signing. If booked less than 2 months before first land day of your trip, 100% due upon signing.
    Payment is accepted by wire transfer to our account in Moshi, Tanzania. Price quoted is based on current park entry fees. If these fees should go up, the total cost of the itinerary will go up accordingly.
    1. Park Fees Assumptions:
      The price quoted assumes the following about park fees: Arusha, Tarangire, Mkomazi, and Lake Manyara National Parks ($35 per adult per 24 hours); Mt. Kilimanjaro National Park and Serengeti National Park ($50 per adult per 24 hours); Ngorongoro Crater $50 per adult per 24 hours plus $200 per vehicle for a half day in the Crater. All fees in Northern parks are $10 per child 16 & under. Selous Game Reserve $50/adult and $30/child under 16 plus a conservation of $25 per person per 24 hours; Mikumi, Ruaha, Rubondo and Udzungwa National Parks $20/adult and $5/child under 16. Mahale National Park $80/adult and $30/child. Gombe National Park $100/adult and $20/child under 16. For Kenyan National Parks, Maasai Mara current park fee is $60/day, all others are $50/day.

  2. Hotels


    Reservations cannot be guaranteed until paid and on rare occasion, hotels cannot fulfill their responsibilities to honor reservations. When an accommodation change must be made, we will do our best to allow the traveler(s) to give input on the selection of alternate locations, but we reserve the right to make this decision without consulting the traveler when time is limited. When this happens, the total price of the itinerary will be adjusted accordingly.

  3. Not included in Prices


    Prices quoted do not include costs of obtaining visas and passports, telephone calls, laundry, entertainment arrangements not shown in the itinerary, beverages unless specified, or any other items of a personal nature.

  4. Amendments to the itinerary


    If after this contract has been completed the traveler wishes to change the itinerary, Hotsun Safaris Ltd will endeavor to accommodate you wherever possible. However should cancellation fees be levied by our suppliers these will be charged to you.
    1. Change Fees
      After a contract has been signed, any change requested by the client will result in a change fee of $50 per change in addition to any other cost increases (decreases) resulting from the change. Prior to the first day of the safari, Hotsun Safaris Ltd will waive this change fee for the first change request. Starting on the first day of safari, no complimentary change requests will be allowed.

  5. Cancellation and curtailment


    In the event of the traveler(s) canceling their reservation for any reason, traveler(s) will be charged a penalty as outlined below. No cancellations or notifications of reduced numbers booked are accepted by phone. Only written notifications are considered valid. Written notifications include email. No-shows are considered cancelled at the date of their first expected arrival. There will be no refunds to clients who do not complete an itinerary.
    If cancelled the penalty is:
    More than 90 days prior to first land day 20% of total price
    More than 30 days and less than 91 days prior to first land day 30% of total price
    More than 7 days and less than 31 days prior to first land day 50% of total price
    7 days or less prior to first land day 100% of total price

  6. Unavoidable circumstances


    The company does not hold itself responsible nor can it be held responsible for any delays prior to departure or, during the course of any tour mentioned whether brought about by technical difficulties, strikes, weather conditions or any other circumstances whatsoever, whether foreseen or unforeseen. It is understood that any expenses relating to these unscheduled extensions or curtailments (eg. hotels, meals, airfares, telephone calls, etc) will be for the travelers' account. We make every effort to ensure that all arrangements and services connected with your tour will be carried out as specified in the most efficient and effective way possible. However, we do not have direct control over the provision of services by suppliers and, whilst they are in all cases selected with the utmost care, we do not accept liability for error and omissions of such suppliers.

  7. Travel documents


    We do not accept responsibility for any consequences whatsoever from a traveler failing to ensure that he or she has complied with the necessary health, passport and visa requirements.

  8. Insurance


    We strongly advise travelers to take out insurance against cancellation, curtailments, illness, loss of baggage and default at the time of booking. The purchase of travel insurance should be completed within 15 days of your initial trip deposit in order to benefit from the carrier's full range of benefits.

  9. Contract


    Once payment in whole or in part has been made by the traveler for a booking, the traveler shall be deemed to have accepted the terms and conditions contained herein as applicable to the contract entered into between Hotsun Safaris Ltd. and the traveler.

  10. Disclaimer


    Hotsun Safaris Ltd. acts only as an agent for the various independent suppliers that provide hotel accommodations, transportation, sightseeing, activities, or other services connected with its tours. Such services are subject to the terms and conditions of those suppliers. Hotsun Safaris Ltd. and their respective employees, agents, representatives, and assigns accept no liability whatsoever for any injury, damage, loss, accident, delay, or any other incident which may be caused by the negligence, defect, default of any company or person in performing these services. Responsibility is not accepted for losses, injury, damages or expenses of any kind due to sickness, weather, strikes, hostilities, wars, terrorist acts, acts of nature, local laws or other such causes. All services and accommodations are subject to the laws and regulations of the country in which they are provided. Hotsun Safaris Ltd. is not responsible for any baggage or personal effects of any individual participating in the tours/trips arranged by Hotsun Safaris Ltd. Individual travelers are responsible for purchasing a travel insurance policy, if desired, that will cover some of the expenses associated with the loss of luggage or personal effects.