Last updated: 28 October 2026
Welcome to Evya Adventures. These Terms and Conditions govern the booking and provision of travel services offered by Evya Adventures, including wildlife safaris, cultural experiences, mountain climbing and trekking, beach holidays, and other travel-related activities in Tanzania.
By making a booking with Evya Adventures, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. We encourage all travelers to review them carefully before confirming a reservation or making a payment.
1. Bookings and Reservations
All tour inquiries and booking requests are subject to availability and confirmation by Evya Adventures.
A booking is considered confirmed only after Evya Adventures has accepted the reservation, communicated the applicable booking terms, and received the required deposit or other agreed payment.
Once a booking is confirmed, we will provide the relevant itinerary, agreed services, payment details, and other necessary travel information.
Customers are responsible for reviewing their booking confirmation and notifying us promptly of any errors or discrepancies. Any requested corrections or changes will be subject to availability and confirmation.
Bookings may include accommodation, transportation, park fees, activities, meals, guides, domestic flights, or other services, depending on the itinerary selected. Only the services expressly listed as included in the confirmed itinerary or quotation form part of the booking.
Special requests, including dietary requirements, room preferences, accessibility needs, and other personal arrangements, must be communicated at the time of booking. Although we will make reasonable efforts to accommodate such requests, they cannot be guaranteed unless expressly confirmed in writing.
2. Prices and Quotations
All tour prices are based on the itinerary, travel dates, number of travelers, accommodation category, and services specified in the quotation.
Unless otherwise stated, quotations are provided in United States dollars (USD). The applicable currency and total price will be communicated before the booking is confirmed.
Prices may vary depending on seasonal demand, accommodation availability, group size, transportation requirements, and changes to the requested itinerary.
A quotation does not constitute a confirmed reservation. Accommodation, flights, activities, and other services remain subject to availability until the booking has been confirmed.
Where a quotation specifies an expiry date, the quoted price will remain valid until that date, subject to the stated conditions.
After a booking has been confirmed, any proposed price adjustment must be communicated to the customer and handled in accordance with the agreed booking terms and applicable law.
3. Deposits and Final Payments
A deposit of 30% of the total tour cost is required to confirm a booking, unless a different amount has been agreed in writing.
The deposit enables Evya Adventures to begin securing the necessary arrangements, including accommodation, transportation, permits, park-related services, and other components of the itinerary.
Certain services, including peak-season accommodation, mountain climbing arrangements, domestic flights, and specialized activities, may require higher advance payments. Where this applies, the payment requirements will be communicated before confirmation.
The remaining balance must be paid no later than 30 days before the scheduled arrival date, unless alternative payment arrangements have been expressly agreed in writing.
For bookings made less than 30 days before arrival, the full payment may be required at the time of confirmation.
Payment on arrival is permitted only where Evya Adventures has explicitly approved this arrangement in writing. Customers should not assume that outstanding balances can be settled upon arrival.
All payments must be made using the payment methods and account details officially provided by Evya Adventures. Customers should verify payment instructions before transferring funds.
Any bank charges, international transfer fees, intermediary bank fees, currency conversion costs, or other transaction charges imposed by the customer’s financial institution are the customer’s responsibility. The amount received by Evya Adventures must cover the applicable amount due under the booking.
Failure to make a payment by the agreed deadline may result in the suspension or cancellation of the reservation, subject to the applicable booking terms. Any resulting cancellation charges or supplier costs will be assessed in accordance with these Terms and Conditions.
4. Cancellation Policy
We understand that travel plans can change because of personal circumstances, unexpected events, or other reasons. If you need to cancel a confirmed booking, you must notify Evya Adventures in writing by email.
The cancellation date will be the date on which we receive your written cancellation notice.
Unless different cancellation terms have been expressly agreed in writing, the following charges will apply to customer-initiated cancellations:
| Notice before scheduled arrival | Cancellation charge |
|---|---|
| More than 30 days | Forfeiture of the 30% deposit |
| 15–30 days | 70% of the total tour cost |
| 7–14 days | 80% of the total tour cost |
| Less than 7 days | 100% of the total tour cost |
Cancellation charges are calculated against the total confirmed tour cost. Where the amount already paid is less than the applicable cancellation charge, the outstanding amount may remain payable, subject to the agreed booking terms and applicable law.
Where the amount already paid exceeds the applicable cancellation charge, any eligible refund will be processed after the relevant cancellation costs have been established.
Supplier Negotiations and Alternative Arrangements
Evya Adventures recognizes that cancellations can create financial difficulties for travelers. Where circumstances permit, we will make reasonable efforts to negotiate with accommodation providers, airlines, activity operators, and other suppliers to obtain a credit note, voucher, refund, or alternative travel date.
Where a supplier agrees to transfer a payment to a future booking, Evya Adventures may offer the customer the opportunity to reschedule the affected services, subject to the supplier’s conditions, availability, and any applicable price differences.
However, supplier credits, refunds, and vouchers are not guaranteed. If a supplier refuses to offer a credit or refund, the applicable cancellation charges will remain in effect.
Any agreed credit or voucher will be subject to its stated validity period, restrictions, and conditions. Additional costs arising from revised travel dates, seasonal price differences, or changes in supplier rates may be payable by the customer.
We will communicate any available alternatives and associated costs before proceeding with a revised arrangement.
Non-Refundable Services
Some services may be subject to separate, non-refundable payment conditions imposed by suppliers. These may include airline tickets, certain accommodation reservations, permits, park-related fees, and specialized activities.
Where such conditions apply, they will be communicated to the customer as part of the quotation or booking confirmation. Applicable supplier charges will be considered when determining any cancellation refund.
No-Show and Early Departure
A customer who fails to arrive at the agreed meeting point, misses a scheduled departure without prior notification, or fails to use a booked service may be treated as a no-show.
No-shows and unused services are generally non-refundable unless the relevant supplier permits a refund or an alternative arrangement has been agreed in writing.
Customers who voluntarily abandon a tour, leave before its scheduled conclusion, or choose not to participate in included activities are not automatically entitled to a refund for unused services.
5. Amendments and Changes to Bookings
Customers who wish to change their travel dates, itinerary, accommodation category, number of travelers, or other booking details must submit their request in writing.
All amendments are subject to availability and confirmation by Evya Adventures and the relevant service providers.
Changes may result in additional charges, including accommodation rate differences, transportation costs, flight amendment fees, permit-related costs, and supplier administration charges.
A reduction in the number of travelers may affect the per-person price and the overall cost of the booking.
Requests to change travel dates or services do not automatically cancel the original reservation. Until an amendment has been confirmed in writing, the existing booking remains in effect.
Where a requested amendment cannot be accommodated, the original booking conditions will continue to apply unless another arrangement has been agreed.
If a customer wishes to cancel the original booking and make a new reservation, the cancellation policy will apply to the original booking.
6. Changes by Evya Adventures
We make reasonable efforts to deliver the services described in the confirmed itinerary. However, circumstances may occasionally require adjustments to the travel arrangements.
Changes may arise from accommodation availability, transportation disruptions, weather conditions, wildlife movements, road conditions, park regulations, safety considerations, or other operational circumstances.
Where a change becomes necessary, Evya Adventures will seek to provide a suitable alternative that reasonably preserves the nature and overall quality of the agreed experience.
We reserve the right to adjust the order of activities, routes, departure times, accommodation arrangements, or other itinerary components when reasonably necessary for operational, safety, or logistical reasons.
Where a material change affects the agreed services, we will inform the customer as soon as reasonably practicable and discuss the available alternatives.
Any refund, credit, or compensation arising from a change will be determined by the circumstances, the services affected, the applicable supplier conditions, the agreed booking terms, and applicable law.
7. Accommodation and Third-Party Suppliers
Evya Adventures works with independent accommodation providers, airlines, domestic flight operators, transportation providers, guides, activity operators, and other suppliers to deliver the services included in a tour.
We take reasonable care when selecting and coordinating these providers. However, certain aspects of the services are operated and controlled by independent third parties.
Accommodation allocations, room categories, meal arrangements, check-in times, and other facilities are subject to the relevant provider’s conditions and availability.
If a confirmed supplier becomes unable to provide an agreed service, we will make reasonable efforts to arrange a suitable alternative.
Any difference in cost or quality arising from a replacement arrangement will be handled according to the circumstances, the agreed booking terms, and applicable law.
Customers must comply with the reasonable rules, safety instructions, and policies of accommodation providers and other suppliers. Additional charges arising from damage, excessive cleaning, loss of property, or other customer-caused incidents may be payable by the responsible customer.
8. Safari and Wildlife Experiences
Wildlife safaris take place in natural environments where animal movements, weather, road conditions, and other circumstances cannot be controlled.
Although our guides use their knowledge and experience to provide rewarding wildlife-viewing opportunities, Evya Adventures cannot guarantee sightings of specific animals, including the Big Five, particular predators, or migrating herds.
The location and timing of wildlife sightings vary according to seasonal conditions, natural behavior, and other environmental factors.
Game drives, walking safaris, and other outdoor activities may be adjusted or restricted when conditions make them unsafe or when required by park authorities.
Customers must follow the instructions of their safari guide, driver, park officials, and other authorized personnel. Approaching, feeding, disturbing, or attempting to interact with wild animals outside permitted guidelines is strictly prohibited.
Customers must remain within designated or authorized areas, observe park regulations, and respect the natural environment.
Evya Adventures is not responsible for disappointment arising solely from the unpredictable nature of wildlife encounters where the agreed services have otherwise been provided.
9. Mountain Climbing and Trekking
Mountain climbing and trekking activities, including Mount Kilimanjaro and Mount Meru expeditions, involve physical exertion, changing weather, high altitude, and inherent risks.
Customers must assess their fitness and preparedness before participating in these activities and disclose relevant requirements or limitations that may affect their ability to complete the planned expedition.
Participants must follow the instructions of their guides, mountain crews, park authorities, and other authorized personnel throughout the trek.
Guides may recommend delaying, modifying, or ending an ascent or trekking activity where weather, altitude-related concerns, physical condition, equipment, or other circumstances create a safety risk.
Reaching a summit cannot be guaranteed. Decisions concerning continuation, descent, or evacuation must prioritize the safety of participants and crew and comply with applicable park regulations.
Additional costs arising from evacuation, medical assistance, extra accommodation, transportation, or changes to travel arrangements may be payable by the customer or their insurer, depending on the circumstances and the relevant insurance coverage.
Customers are responsible for obtaining appropriate insurance for their planned activities, including high-altitude trekking where applicable.
10. Travel Documents, Visas and Entry Requirements
Customers are responsible for obtaining valid passports, visas, permits, and other travel documents required for their journey.
Passport validity requirements, visa eligibility, vaccination requirements, and other entry conditions may vary according to nationality, itinerary, and current government regulations.
Travelers should verify the applicable requirements with the relevant official authorities before departure.
Evya Adventures may provide general travel guidance, but customers remain responsible for ensuring that their documents are complete, accurate, and valid.
We cannot guarantee entry into Tanzania or another destination, as admission decisions are made by the relevant immigration and border authorities.
Costs or losses arising from denied boarding, denied entry, invalid documentation, or failure to meet applicable entry requirements are the customer’s responsibility, except where otherwise required by law.
11. Health, Fitness and Special Requirements
Customers are responsible for assessing their health, fitness, and ability to participate in the activities included in their itinerary.
Certain safaris, trekking routes, cultural excursions, and outdoor activities may involve long journeys, uneven terrain, limited facilities, high altitude, heat, insects, or other physical demands.
Customers should seek appropriate medical advice before travel when necessary, particularly for high-altitude activities or where pre-existing conditions may affect participation.
Any health, mobility, dietary, or accessibility requirements that may materially affect the trip should be communicated to Evya Adventures before booking.
We will make reasonable efforts to consider disclosed requirements when planning the itinerary. However, not every destination, vehicle, accommodation, or activity will be suitable for every traveler.
Where a customer’s condition or circumstances create a significant safety concern, an activity may need to be modified or discontinued. Any associated costs will be handled according to the circumstances, supplier conditions, applicable booking terms, and applicable law.
12. Travel Insurance
Evya Adventures does not provide travel insurance as part of its standard tour arrangements unless expressly stated in writing.
All customers are strongly advised to obtain comprehensive travel insurance before departure.
Insurance should cover, as appropriate to the itinerary:
- Emergency medical treatment and hospitalization.
- Emergency medical evacuation and repatriation.
- Trip cancellation and interruption.
- Travel delays and missed connections.
- Lost, stolen, or damaged baggage and personal belongings.
- Accidents and injuries during planned activities.
- High-altitude trekking and other adventure activities, where applicable.
Customers must ensure that their policy covers the destinations, activities, and duration of their trip, including any relevant exclusions or restrictions.
Evya Adventures will not be responsible for costs that should reasonably be covered by the customer’s insurance policy, except where liability cannot lawfully be excluded.
Customers are responsible for reviewing their insurance conditions, coverage limits, deductibles, and claim procedures before departure.
13. Force Majeure
A force majeure event means an exceptional circumstance beyond the reasonable control of the affected party that prevents, materially disrupts, or makes it unsafe or unlawful to perform an obligation under a booking.
Such events may include war, terrorism, civil unrest, natural disasters, floods, fires, epidemics, pandemics, government restrictions, border closures, sudden changes in official regulations, severe weather, road closures, strikes, airspace restrictions, and major transportation disruptions.
Where a force majeure event affects a confirmed trip, Evya Adventures will make reasonable efforts to notify affected customers and identify practical alternatives, including revised travel dates, changes to the itinerary, or replacement services where available.
Depending on the circumstances, suppliers may offer refunds, credits, vouchers, or alternative arrangements. These outcomes are subject to the applicable supplier terms and any mandatory legal requirements.
Customers may be responsible for non-recoverable costs already incurred in arranging the trip, to the extent permitted by applicable law and the agreed booking terms.
Neither party will be held responsible for a failure to perform an obligation to the extent that the failure results directly from a qualifying force majeure event, subject to applicable law.
Nothing in this section removes any mandatory refund, consumer protection, or other legal right that applies to the booking.
14. Liability and Responsibility
Evya Adventures will exercise reasonable care in arranging and delivering the travel services expressly included in a confirmed booking.
To the extent permitted by applicable law, Evya Adventures will not be responsible for losses or damages arising from:
- The customer’s failure to follow reasonable safety instructions or applicable regulations.
- The customer’s negligent, unlawful, or reckless conduct.
- The acts or omissions of independent third parties that are not attributable to Evya Adventures.
- Circumstances beyond our reasonable control, including qualifying force majeure events.
- Delays, disruptions, or service failures caused by external transportation providers or other independent suppliers, except where responsibility is imposed by law.
- The loss, theft, or damage of personal belongings that were not entrusted to Evya Adventures for safekeeping, subject to applicable law.
Travel in wilderness areas, on mountains, and during outdoor activities involves inherent risks, including injury, illness, accidents, environmental exposure, and encounters with wildlife.
Customers acknowledge these inherent risks when choosing to participate in the relevant activities. However, nothing in these Terms and Conditions excludes or restricts liability where such exclusion or restriction is prohibited by law.
Evya Adventures does not exclude responsibility for its own negligence, breach of contract, or other acts or omissions to the extent that liability cannot lawfully be excluded.
Customers are responsible for damage to property, equipment, or facilities caused by their own negligent, reckless, or intentional conduct, subject to applicable law.
15. Customer Conduct and Environmental Responsibility
Customers are expected to behave respectfully toward their guides, drivers, fellow travelers, accommodation staff, local communities, and other service providers.
All travelers must comply with applicable laws, park regulations, conservation requirements, cultural protocols, and reasonable safety instructions.
Customers must not engage in unlawful activities, disturb wildlife, damage natural or cultural sites, or behave in a manner that creates a safety risk for themselves or others.
During cultural visits, customers should respect local customs, seek permission before photographing individuals where appropriate, and follow the guidance provided by their local hosts.
Evya Adventures reserves the right to discontinue an activity or remove a participant from an arrangement where their conduct presents a serious safety risk, violates applicable law, or materially disrupts the experience of others.
Where a service is discontinued because of a customer’s conduct, any refund or additional costs will be assessed in accordance with the circumstances, applicable booking terms, and applicable law.
16. Complaints and Dispute Resolution
If a customer experiences a problem during a trip, they should notify their Evya Adventures representative or guide as soon as reasonably possible so that we have an opportunity to investigate and, where practicable, resolve the issue while the trip is ongoing.
If the matter remains unresolved, the customer may submit a written complaint to Evya Adventures after the trip, providing relevant details and supporting documentation.
We will review complaints fairly and make reasonable efforts to respond within a reasonable period.
Where a complaint concerns an independent supplier, we may need to obtain information from that supplier before providing a final response.
Both parties are encouraged to seek an amicable resolution before commencing formal legal proceedings.
Nothing in this section prevents a customer from exercising any statutory complaint, consumer protection, or legal rights available to them.
17. Privacy and Personal Information
Evya Adventures may collect and process personal information necessary to respond to inquiries, prepare quotations, confirm bookings, arrange travel services, communicate with customers, and meet applicable legal obligations.
Such information may include names, contact details, passport or identification details where required, travel dates, dietary requirements, and other information relevant to the booking.
Where necessary to deliver the agreed services, relevant information may be shared with accommodation providers, airlines, transportation operators, activity providers, guides, or other authorized service partners.
Personal information will be handled in accordance with applicable data protection and privacy laws and the Evya Adventures Privacy Policy.
Customers should refer to our Privacy Policy for further information about the collection, use, disclosure, retention, and protection of their personal information.
18. Payments, Refunds and Processing Times
All approved refunds will be processed using the original payment method where reasonably possible, unless another method has been agreed with the customer.
The time required to process a refund may depend on the payment provider, bank, currency, and any refund or cancellation processing requirements imposed by third-party suppliers.
Where a refund depends on recovering funds from a supplier, processing may take longer than usual. Evya Adventures will communicate relevant information when reasonably available.
Bank charges, currency conversion differences, and other transaction costs may affect the amount received by the customer, subject to applicable law and the agreed payment terms.
A refund will not be considered approved merely because a cancellation or refund request has been submitted. The applicable booking terms and supplier conditions must first be reviewed.
19. Intellectual Property and Website Use
Unless otherwise stated, the text, photographs, graphics, branding, tour descriptions, and other materials published on the Evya Adventures website are owned by or used with permission by the relevant rights holders.
Website content may not be reproduced, republished, distributed, or commercially exploited without the necessary authorization.
Customers may use the website to explore tours, request quotations, and obtain information for personal travel planning.
We make reasonable efforts to keep website information accurate and current. However, descriptions, photographs, prices, itineraries, and availability may change, and website content does not replace the terms stated in a confirmed booking.
20. Amendments to These Terms
Evya Adventures may update these Terms and Conditions when necessary to reflect changes in its services, business practices, supplier arrangements, or applicable legal requirements.
The latest version will be published on our website with the corresponding revision date.
Unless otherwise required by law or expressly agreed, changes to these Terms and Conditions will not automatically alter the terms of a booking already confirmed. Any changes affecting an existing booking will be handled in accordance with the original agreement and applicable law.
Customers are encouraged to review these Terms and Conditions before making a new booking.
21. Governing Law
These Terms and Conditions will be interpreted in accordance with the laws of the United Republic of Tanzania, subject to any mandatory legal protections or rules that apply to a particular booking.
Any dispute arising from a booking should first be addressed through good-faith discussions between the customer and Evya Adventures.
Where an amicable resolution cannot be reached, the dispute may be referred to a court or other competent forum with jurisdiction under the applicable law.
Nothing in this section limits any mandatory legal rights available to a customer.
22. Contact Information
If you have questions about these Terms and Conditions, your booking, payments, cancellations, or travel arrangements, please contact us using the details below.
Evya Adventures
Location: Arusha, Tanzania
Email: info@evyaadventures.com
Phone / WhatsApp: +255 796 280 472
Website: https://evyaadventures.com/
We appreciate your trust in Evya Adventures and look forward to helping you experience Tanzania’s wildlife, landscapes, culture, and unforgettable adventures.
