The Fine Print
Cancellation &
Refund Policy.
We understand that life is unpredictable. Plans made months in advance do not always survive contact with reality — illness, family emergencies, and unforeseen events happen. This page sets out our cancellation terms clearly, explains exactly what is refundable and what is not, and tells you why. There are no surprises here.
01 · Cancellation by you
If you need to cancel.
All cancellations must be submitted in writing to info@ngomiadventures.com from the email address used at the time of booking. The cancellation takes effect on the date we receive and acknowledge your written notice — not the date it is sent. Verbal cancellations over the phone or WhatsApp are not accepted as formal notice.
Our cancellation charges reflect the costs we have already committed on your behalf with camps, lodges, park authorities, and ground handlers — not a penalty we apply at our own discretion.
Tier 1
More than 30 days before arrival.
If you cancel more than 30 days before your scheduled Tanzania arrival date, we will refund all monies paid above the initial 30% booking deposit. The deposit is non-refundable at any stage, as these funds are disbursed immediately to secure your camps, permits, and guide allocation. We will issue your refund within 14 working days of receiving written cancellation notice.
30% lost · remaining balance refunded in full
Tier 2
Within 30 days of arrival.
Cancellations received within 30 days of your Tanzania arrival date are subject to a 50% refund of the total safari cost paid. By this point the majority of your ground arrangements — camp reservations, park permits filed with TANAPA and the NCAA, and internal transfers — are either fully pre-paid or past their own cancellation deadlines. The remaining 50% we retain covers committed costs we are unable to recover. We will issue the refund within 14 working days.
50% refunded · 50% retained
Tier 3
Within 7 days of arrival — or no-show.
Cancellations received within 7 days of your Tanzania arrival date, and no-shows on the day of travel, are subject to a 100% cancellation charge. At this stage all funds have been fully committed to our ground suppliers and no refund can be issued. In genuine emergency situations — hospitalisation or bereavement — we will make every effort to recover costs from our partners and issue a credit against a future booking, though this cannot be guaranteed. This is precisely why we make comprehensive travel insurance a condition of every booking.
0% refunded · no refund possible
02 · At a glance
Cancellation charges, summarised.
All figures are expressed as a percentage of the total safari cost, including any Kilimanjaro climbs, Zanzibar extensions, or internal flights booked through Ngomi Adventures.
More than 30 days out
30%
Deposit only forfeited
The 30% booking deposit is retained. Any additional amounts paid are refunded in full within 14 working days.
Within 30 days of arrival
50%
Half refunded
50% of the total safari cost paid is returned. The other 50% covers committed ground costs we are unable to recover.
Within 7 days of arrival
0%
No refund
All funds are fully committed to ground suppliers. No refund is possible. Travel insurance with cancellation cover is essential.
No-show
0%
Full forfeit
Failure to arrive at the agreed start point without prior written notice is treated as a cancellation within 7 days.
Late bookings (within 60 days)
0%
Non-refundable from booking
Bookings confirmed within 60 days of arrival are paid in full at confirmation and are non-refundable from the date of booking.
Refund timeline
14 days
Processing time
All eligible refunds are processed within 14 working days of written cancellation notice being received and acknowledged.
03 · Changing your dates
Postponing rather than cancelling.
If your circumstances change and you wish to postpone your safari rather than cancel it outright, please contact us as early as possible. We will always try to accommodate a date change before treating a booking as cancelled.
Date changes 31+ days out
We will transfer your booking to new dates at no amendment fee from Ngomi Adventures. Any rate differences between seasons — for example, moving from low season to peak Great Migration season — will be re-quoted and must be settled before the new dates are confirmed. Most of our camp partners are flexible at this stage, though we cannot guarantee their cooperation in all cases.
Date changes within 30 days
We will make every effort to transfer your booking. However, most Tanzanian camps and lodges apply strict cancellation policies within 30 days of arrival, and securing equivalent dates or room categories at the same price cannot be guaranteed. Any irrecoverable costs charged by our partners will be passed on at cost. We will always present the full picture before you commit to a change.
Date changes within 7 days
Date changes requested within 7 days of arrival are treated as a cancellation and re-booking. Full cancellation charges apply to the original booking. The new booking is subject to current pricing and availability.
Kilimanjaro climbs
Kilimanjaro permit allocations are registered with the Kilimanjaro National Park Authority (KINAPA) against specific dates and cannot be transferred without forfeiting the original permit and purchasing a new one. Date changes to Kilimanjaro climbs within 60 days of the climb start date will incur the cost of a fresh KINAPA permit regardless of the reason for the change.
04 · Cancellation by us
If we need to cancel.
Ngomi Adventures reserves the right to cancel a booking in a small number of circumstances. This is rare and we treat it with the seriousness it deserves.
Minimum numbers not met
Certain group joining safaris require a minimum number of participants to operate. If a departure does not reach its minimum, we will notify you no later than 45 days before departure and offer either a transfer to another departure, a fully equivalent private alternative at the same price, or a full refund of all monies paid to Ngomi Adventures.
Force majeure
In the event of circumstances genuinely beyond our control — including natural disaster, civil unrest, disease outbreak, FCO or State Department travel advisories against Tanzania, park closures ordered by the Tanzania Wildlife Authority, or airline collapse — Ngomi Adventures reserves the right to cancel or curtail your safari. In such cases we will offer a full credit against a future booking, an alternative itinerary of equivalent value, or a refund of all costs we are able to recover from our ground suppliers. We are not liable for costs outside our control, including your international flights — which is precisely why we make travel insurance a condition of every booking.
Non-payment
If any instalment is not received by its due date and we are unable to reach you within seven days, Ngomi Adventures reserves the right to release your booking and return your spaces to our camp and lodge partners. We will always contact you by email and phone before taking this step, and will provide a grace period of seven working days.
Our liability
Where cancellation is initiated by Ngomi Adventures for any reason other than force majeure or non-payment, we will refund all monies paid to us in full within 14 working days. We will not be liable for any additional costs incurred in preparing for the journey — including international flights, vaccinations, visas, or equipment — which is another reason travel insurance with cancellation cover is essential.
05 · Why insurance matters
Travel insurance is not optional.
Comprehensive travel insurance that includes cancellation cover and emergency medical evacuation is a mandatory condition of every Ngomi Adventures booking.
Tanzania's national parks are remote. The Serengeti is four to five hours from the nearest full hospital in Arusha. Ruaha and Nyerere are even more so. AMREF Flying Doctors operates an outstanding air ambulance service across East Africa, but requires a policy number before wheels leave the ground. A medical evacuation flight from the Serengeti to Nairobi costs between USD 8,000 and USD 15,000 without cover.
Cancellation cover means that if you fall ill before departure, are made redundant, or suffer a bereavement, your insurer — not you — absorbs the cancellation costs set out above.
What your policy should cover
Emergency medical treatment and hospitalisation; emergency medical evacuation by air; trip cancellation and curtailment; personal baggage and equipment; personal liability; and adventure activities including game drives in open vehicles. Check the small print — some standard travel policies exclude safari activities.
Providers we suggest
We do not receive commission from any insurer. Providers our clients have used successfully include Campbell Irvine Direct (UK), World Nomads (global), Battleface (US and global), and Travel Guard (US). AMREF Flying Doctors also offer an annual subscription covering medical evacuation across East Africa — excellent value if you plan to visit more than once.
Proof of cover required
A copy of your insurance certificate must be submitted to info@ngomiadventures.com no later than 30 days before your Tanzania arrival date. Without proof of cover, your final travel documents will not be issued. If you are having difficulty obtaining cover, contact us — we will help.
06 · How refunds work
The refund process.
Processing time
All refunds are processed within 14 working days of the date on which written cancellation notice is received and acknowledged by Ngomi Adventures. During peak season (July to October and December to January) this may extend to 21 working days. We will confirm receipt of your cancellation within two working days.
Refund method
All refunds are returned via the same method used for original payment — bank transfer to the originating account, or credit card to the original card. We do not issue refunds by cheque, cash, or cryptocurrency. Any bank fees incurred in returning a wire transfer are deducted from the refund amount.
Currency
All refunds are issued in USD, matching the currency in which your safari was invoiced. We are not responsible for exchange rate fluctuations between the date of payment and the date of refund, nor for any conversion fees your bank may apply on receipt.
Partial recoveries
Where cancellation charges would normally apply, Ngomi Adventures will always attempt to recover costs from our camp and lodge partners on your behalf. Any amounts successfully recovered above those already due to you will be added to your refund and clearly itemised in the refund confirmation we send. We do not retain recovered amounts.
"We have been organising safaris in Tanzania for fourteen years. In that time we have processed cancellations due to cancer diagnoses, global pandemics, and circumstances we never anticipated. We apply this policy as written — but we also apply common sense. If something serious has happened, speak to us before you assume the worst."
— Amani & the Ngomi team · Arusha, Tanzania
Questions about your booking?
If you are considering cancelling, changing your dates, or simply want to understand how your booking is protected, contact us directly. We would rather have an honest conversation early than process a cancellation that could have been avoided.
