Terms of Service

Dear International Travel Partner and/or Client.

KlimbKing Mountain Expeditions Ltd (hereinafter referred to as “KlimbKing”, "the Company," "we," "us," or "our") is a licensed Destination Management Company (DMC) and Trek Tour Operator based in Arusha, Tanzania. We specialize in high-altitude trekking expeditions on Mount Kilimanjaro and Mount Meru. We also operate memorable Gorilla mountains treks in Rwanda and Uganda destinations. Thank you for considering KlimbKing as your on-the-ground Destination Management Company (DMC) in Tanzania.

This Terms of Service (hereinafter "the Agreement") governs the relationship between KlimbKing and our private client, international partners, including Travel Agents, Tour Operators, and Agencies based in China, Asia, the Americas, Canada, and Europe (hereinafter referred to as the “Client”, “Partner," "Agent," or "you").

By making a booking with KlimbKing, the Partners and/or Clients acknowledges and agrees to the terms and conditions set forth in this website.

1. Partnership Policy & Code of Conduct
As a local ground handler, we view our direct and private client, international partners, as an extension of our brand. To ensure a seamless collaboration, the following principles apply:

• Exclusive Representation
  We act solely as the ground handler for the Partner and our private client trekkers.

2. Bookings & Reservations
As a local ground handler, we view our direct and private client, international partners, as an extension of our brand. To ensure a seamless collaboration, the following principles apply:

• Booking Process
  All bookings must be submitted via email to bookings@klimbking.com using the official KlimbKing Booking Form. The following information is mandatory:
  - Full name of trekker(s) as per passport.
  - Nationality and Date of Birth.
  - Chosen trekking route and itinerary.
  - Preferred start date.
  - Accommodation preferences (before/after trek).
  - Dietary requirements or medical conditions.
• Provisional Holds
  We can hold space provisionally for a maximum of “7 days” without payment. After this period, the space will be released automatically unless a deposit has been received or an extension has been granted in writing.

3. Pricing & Payment Terms
As a local ground handler, we view our direct and private client, international partners, as an extension of our brand. To ensure a seamless collaboration, the following principles apply:

• Currency
  All prices are quoted in “United States Dollars (USD)” unless otherwise agreed in writing.
• Deposit Requirements
  A non-refundable deposit of “30% of the total package price” per person is required to confirm the booking.
  - For Groups: A non-refundable deposit of 30% is required per person to secure the roster.
• Final Payment
  The balance of the payment (70%) is due “60 days” prior to the trek start date.
  - For bookings made within 60 days of departure, “100% full payment” is required at the time of booking to confirm.
• Payment Methods
  Payments can be made via:
  - International Bank Wire Transfer: To our USD Corporate account (bank details provided on invoice). The Partner is responsible for all
  bank charges. We require the full net amount to be received.
  - Credit Card: Via our secure payment link (a processing fee of 3.5% applies).
  - PayPal: Via invoice (a processing fee of 4.5% applies).

4. Cancellation Policy
The Partner or client must notify KlimbKing of any cancellation in writing via email. The cancellation will be effective on the date we receive your written notice. The following per-person charges will apply:

• No Refunds on the Mountain
  There will be “no refunds” for clients who fail to complete the trek due to altitude sickness, fatigue, injury, or personal decision, or for clients who arrive late and miss the departure. We will, however, assist in arranging rescue services (at the client's expense).

5. Amendments by the Partner (Changes)
The Partner or client must notify KlimbKing of any cancellation in writing via email. The cancellation will be effective on the date we receive your written notice. The following per-person charges will apply:

• Name Changes
  Name changes are permitted up to 30 days before departure. A fee of “50 USD per person” will apply to cover administrative and park system updating costs.
• Date/Route Changes
  If a Partner or client requests a change to the trek date or route less than 45 days before departure, this will be treated as a cancellation of the original booking, and cancellation fees will apply to the original booking. A new booking must be made for the new dates.

6. Amendments by Klimbking

• Minor Changes
  We reserve the right to make minor changes to itineraries (e.g., changing a hotel to one of a similar or higher standard) without prior notice due to local conditions.
• Major Changes
  In the unlikely event that we are forced to cancel a trek due to unforeseen circumstances (e.g., government restrictions, natural disasters, or severe weather warnings), we will offer:
  - A full refund of all monies paid; or
  - An alternative trek date (if available).
  Note: KlimbKing is not responsible for any incidental expenses incurred by the Partner or the client relating to international flights, visas, or travel insurance.

7. Client Cancellation / Rescue / Refunds
Since the Partner is the direct point of sale to the client, the Partner is responsible for communicating this policy to the end-user.

• Medical Evacuation:
  KlimbKing does not carry a mandatory evacuation insurance and/but will coordinate rescues. However, the cost of evacuation from the mountain (if not covered by our standard policy limits) or helicopter rescue will be billed to the client. We “strongly” recommend all trekkers have comprehensive travel insurance that covers high-altitude trekking up to 6,000 meters.

8. Special Offers & Commissions

• Group Policy
  For groups of 6 paying trekkers or more, the Partner may be eligible for a “1 Free Place for the Group Leader/Tour Leader” (sharing a twin room and tent). This is subject to specific program codes and blackout dates.
• Marketing Support
  We provide Partners with high-resolution images, route maps, and video content free of charge for marketing purposes. Co-branded marketing campaigns can be discussed on a case-by-case basis.

9. Liability & Insurance

• Operators License
  KlimbKing is a fully licensed Tour Operator in Tanzania. We operate under Tanzania Tourist Board License No................ and are registered with the Tanzania Revenue Authority.
• Client Responsibility
  The Partner warrants that they will inform their clients that mountain trekking involves inherent risks, including but not limited to altitude sickness, hypothermia, and physical exertion. All clients must sign our standard “Indemnity and Assumption of Risk Form” upon arrival in Tanzania before the trek commences.

10. Force Majeure
Except where otherwise expressly stated in these terms, KlimbKing shall not be liable for any failure or delay in performing our obligations where such failure or delay results from any cause that is beyond our reasonable control. Such causes include but are not limited to: war, civil unrest, travel advisories, terrorist activity, natural or nuclear disasters, fire, adverse weather conditions, closure of airports, or global pandemics.

11. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the United Republic of Tanzania. Any disputes arising under or in connection with this Agreement shall be subject to the exclusive jurisdiction of the Courts of Arusha, Tanzania.

12. Limitations & Partner Responsibilities
What we do not cover. To maintain clarity, the following limitations apply:

• International Logistics:
  KlimbKing is not responsible for international airfare, visa procurement (though we advise on the process), or mandatory travel insurance. Clients must arrive with valid insurance covering high-altitude trekking up to 6,000 meters.
• No Refunds for Summit Failure:
  Summit success depends on weather, client health, and physical condition. There are “no refunds” if a client turns back due to altitude sickness, fatigue, or personal decision. This must be clearly communicated to the end-user by the Partner.
• Client Conduct:
  The Partner AND/OR is responsible for ensuring their clients respect local customs, environmental regulations (Leave No Trace), and the authority of the Head Guide on the mountain.