Last updated: 1 October 2026
Who we are
These terms apply to every safari booked with Charles Tours, a tour operator based in Arusha, Tanzania. We operate under a Tanzania Tourism Agent Licence (TALA) issued through the Ministry of Natural Resources and Tourism. Our licence number is shown on every quote and invoice, and we are happy to share it before you book.
“We”, “us” and “our” mean Charles Tours. “You” means the person making the booking and everyone travelling on it. The person who books accepts these terms on behalf of the whole group.
Quotes and prices
- All quotes are tailor-made and given in US dollars (USD) per person, based on your group size, travel dates, season and accommodation level.
- A quote is valid for 14 days unless it says otherwise. Lodge and camp space is not held until we receive your deposit.
- Prices include the park and conservation fees, government taxes and levies (including VAT at the current rate) that apply on the date of the quote.
- Park fees, concession fees and taxes are set by Tanzanian authorities such as Tanzania National Parks (TANAPA) and the Ngorongoro Conservation Area Authority (NCAA). If they change after you book, we will pass on the difference at cost and show you the official notice. We will never add our own surcharges.
Booking and deposit
- Your booking is confirmed when we receive a deposit of 30% of the total trip price and send you a written booking confirmation.
- Some items need full payment at the time of booking, such as domestic flights, hot-air balloon flights, chimpanzee trekking permits and some peak-season lodges. We will tell you in your quote if this applies.
- When you book, please send the full names, passport numbers, nationalities and dates of birth of every traveller exactly as shown in their passports. We need these for park permits and lodge bookings.
Paying the balance
- The balance is due 60 days before your arrival. If you book within 60 days of arrival, the full amount is due when you book.
- If the balance is not paid on time, we may treat the booking as cancelled by you and apply the cancellation charges below.
- We accept international bank transfer and card payments. Bank charges are paid by the sender so that the full amount reaches us. Card payments may carry a processing fee, which we show before you pay.
- We do not accept payments to personal accounts. Always check that the account name on our invoice matches our registered company name. If you receive a message asking you to pay into a different account, call us on +255 627 415 415 before sending money.
What is included
Each itinerary lists exactly what is and is not included. As a rule, prices include your private vehicle and guide, park and conservation fees, the accommodation and meals listed, drinking water on game drives and airport transfers. International flights, visas, travel insurance, tips, drinks at lodges and optional activities are not included unless your quote says so.
Changes by you
We will always try to help if you want to change your dates, route or accommodation. Changes depend on availability and may cost more, especially where lodges, airlines or parks charge their own change fees. A change of travel dates made within 60 days of arrival is treated as a cancellation and a new booking.
Cancellation by you
Please tell us in writing (email is fine) if you need to cancel. Charges are based on the date we receive your notice and are a percentage of the total trip price:
| Notice before arrival | Cancellation charge |
|---|---|
| 61 days or more | Loss of the 30% deposit |
| 60 to 31 days | 50% |
| 30 to 15 days | 75% |
| 14 days or less, or no-show | 100% |
Items that are non-refundable when bought (such as domestic and balloon flights, chimpanzee permits and some lodges) are charged in full whatever the notice period. Our Cancellation & Refund Policy explains this in more detail. This is why we strongly recommend travel insurance with cancellation cover.
Changes or cancellation by us
Safaris happen in wild places, and we may need to make small changes to your itinerary because of weather, road or park conditions, or the movement of animals. Your guide will always choose the safest and best option on the day.
If we have to make a major change before you travel, such as a different lodge of a lower standard or a change of park, we will tell you as soon as possible. You can accept the change, choose another trip of similar value, or cancel and receive a full refund of what you have paid us. If we cancel your trip for any reason other than an event outside our control, we will refund everything you have paid us.
Events outside our control
We are not responsible for changes, delays or cancellations caused by events we cannot reasonably foresee or control. These include natural disasters, extreme weather, epidemics, government action or travel bans, civil unrest, strikes, fire, and airline or airport problems. In these cases we will help you as much as we can and refund any money we are able to recover from our suppliers.
Travel insurance
Travel insurance is a condition of booking. Your policy must cover medical treatment, emergency evacuation and repatriation, and we recommend cover for cancellation, curtailment and lost luggage. Please send us your policy number and the insurer’s emergency phone number before you travel. Most of the parks we visit are covered by air evacuation services, and we can advise you on Flying Doctors (AMREF) membership.
Passports, visas and health
- Your passport must be valid for at least six months after you leave Tanzania, with at least two blank pages.
- You are responsible for getting the right visa. Most visitors apply for the Tanzania e-visa through the official Immigration Department website before travelling.
- A yellow fever vaccination certificate may be required if you arrive from, or have travelled through, a country with a risk of yellow fever. Please check current health advice with your doctor or a travel clinic, including advice on malaria prevention.
- Please tell us about any medical conditions, mobility needs, allergies or dietary needs when you book, so we can plan the right trip for you.
See our travel information for practical details.
On safari
- Please follow your guide’s instructions at all times, especially around wildlife. You must stay inside the vehicle on game drives except at designated places.
- Park rules apply to everyone. Driving off-road where it is not allowed, feeding or disturbing animals, and taking plants, animals or their parts are against the law.
- Plastic carrier bags are banned in Tanzania. Please do not pack them in your luggage.
- Drones may not be flown in national parks or conservation areas without official permits.
- We may end a trip for any traveller whose behaviour puts other people, wildlife or our staff at risk. No refund is due in that case.
Our Responsible Travel Policy explains how we work.
Our responsibility to you
We plan and run your safari with reasonable skill and care, and we choose lodges, camps and suppliers carefully. Lodges, airlines and other independent suppliers are responsible for their own services, and their own terms also apply. Safaris involve some risk. We are not responsible for injury, illness, loss or damage that is not caused by our own negligence. Nothing in these terms limits our responsibility where the law does not allow it.
Problems and complaints
If something is not right during your trip, please tell your guide or call us straight away so we can fix it on the spot. If you are still unhappy, please write to us within 30 days of the end of your trip and we will reply within 14 days.
Law
These terms are governed by the laws of the United Republic of Tanzania. Any dispute that cannot be settled between us will be dealt with by the courts of Tanzania.
Contact us
Charles Tours
Mineral Market, Nyerere Road, Arusha, Tanzania
Email: tours@charles-tours.com
Phone and WhatsApp: +255 627 415 415