Cancellation and Refund Policy
At Big Mama Safari Adventures, we understand that a Kilimanjaro climb or a Tanzania wildlife safari is often the adventure of a lifetime. We also recognize that these experiences represent a significant investment in terms of time, planning, and cost.
We know that unexpected events can arise, sometimes forcing travelers to postpone or cancel their plans. Because this is such an important topic, we want to be completely transparent about how our cancellation and refund process works, why certain policies are in place, and how we strive to be as flexible as possible with our Big Mama family.
Why Full Refunds Aren’t Always Possible
It’s a fair question: If the trip hasn’t happened yet, why can’t we just return the money? We genuinely wish we could offer a full refund to every guest whose plans change. It is always difficult for our team to deliver disappointing news to travelers we’ve been excited to host.
However, your journey with Big Mama Safari Adventures involves a network of partners who are essential to making your adventure safe and memorable. To secure the best lodges, permits, and services, we pay these partners long before you arrive in Tanzania. These costs are not recoverable by us once they are paid. Key partners include:
Hotels, Lodges, and Local Airlines: While we work closely with our accommodation partners, most operate independently and have their own strict cancellation terms. When a booking is canceled, these partners rarely provide us with a full refund, and those costs are passed along.
Tanzania National Parks Authority (TANAPA): Park entry fees for Kilimanjaro and the safari parks must be paid in advance to secure your permits. To ensure your trip starts without delay, we pay these fees 2–3 days before your arrival. Once paid, these government fees are non-refundable.
Local Suppliers & Perishable Goods: Your adventure requires fresh food (much of which is perishable), fuel, water, and other supplies. We purchase these items locally ahead of your trip to ensure quality and freshness.
Our Team: Behind every great safari is a dedicated team. From the expert guides and porters to the reservation agents who plan your itinerary and the staff who prepare your gear, many people work hard to prepare for your arrival. Sustainable community development is at the heart of Big Mama Safari Adventures. The livelihoods of our Tanzanian team members and their families depend on the stability of tourism, and we will never compromise their job security.
Keeping these commitments in mind, we must adhere to a clear cancellation policy. However, we always aim to treat our guests with the understanding and respect they deserve.
Our Commitment to Flexibility
While the terms below are our standard policy, Big Mama Safari Adventures believes in looking at each situation individually. In extreme circumstances—such as a death in the family, serious illness, or natural disasters—we always advocate for our guests and will contact our partners to request a waiver of penalties.
Because of our strong, long-standing relationships with local lodges and airlines, they are often willing to work with us to reduce or waive fees in genuine hardship cases. If you need to cancel, we will evaluate your request and respond within 72 hours.
Cancellation Fees
The amount of your refund is determined by the date we receive your written cancellation request.
For all Kilimanjaro climbs and Safari adventures, the following policy applies:
More than 90 days before departure: Loss of deposit only.
60–89 days before departure: 30% cancellation fee.
30–59 days before departure: 60% cancellation fee.
8–29 days before departure: 80% cancellation fee.
0–7 days before departure: No refund.
Please Note:
A $100 USD per person deposit is non-refundable but is fully transferable to future dates.
If our partners (lodges or airlines) charge penalties that exceed the percentages above, their charges will supersede our standard policy, and the non-refundable amount will be adjusted accordingly.
Any bank or wire transfer fees incurred during the refund process will be deducted from the total amount.
Lifetime Deposits & Rescheduling
We strongly encourage you to consider rescheduling rather than canceling. Big Mama Safari Adventures offers a lifetime deposit hold. This means you can apply any paid deposits toward a future trip with us, allowing your adventure to simply be postponed, not lost.
No-Penalty Deferrals: When you reschedule, we immediately contact our partners to request a no-penalty deferral. While this is at the sole discretion of the hotels and airlines, we have a high success rate, especially when notice is given well in advance.
Peak Season Bookings: Please be aware that cancellations made during peak seasons (mid-December to mid-March, and early July to mid-October) are far more likely to incur the full penalty from lodges and airlines. In these cases, charges can range from 50–80% of the trip cost. Any remaining balance will be held as a credit for a future adventure.
Price Adjustments: If our prices increase in the future (due to park fee hikes or supplier costs), you may be required to pay the difference if you reschedule to a later date.
The Importance of Travel Insurance
Life is unpredictable. For complete peace of mind, Big Mama Safari Adventures strongly recommends purchasing comprehensive travel insurance that covers cancellation, medical emergencies, and trip interruption.
If you are forced to cancel due to illness, flight delays, or other unforeseen events covered by your policy, your insurance provider can reimburse you for the financial losses. We will gladly provide all necessary documentation to support your claim.
If you have any questions about these policies or need to discuss a specific situation, please don’t hesitate to contact our team. We are here to help you plan the adventure of a lifetime, safely and securely.
Big Mama Safari Adventures – Creating Memories, One Adventure at a Time.