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At Avi Expeditions, we are committed to creating safe, well-planned, and meaningful outdoor experiences. The following terms are designed to ensure clarity, fairness, and mutual understanding between Avi Expeditions and our clients. Please note that these Terms & Conditions may be updated from time to time to reflect operational changes, safety updates, or other important considerations. It is the client’s responsibility to review the most current version prior to each booking. This helps ensure clarity and a shared understanding for a safe and enjoyable experience.

By confirming a booking and making payment, you agree to these Terms & Conditions.

1. Bookings & Confirmation

1.1 A booking is considered confirmed once the required reservation deposit has been received and you have received written confirmation from Avi Expeditions. From this point, we begin planning, staffing, and making logistical arrangements for your trip.

1.2 In rare circumstances, Avi Expeditions may need to decline or cancel a booking for safety, operational, or regulatory reasons. Where this happens, we will communicate openly and do our best to handle the situation fairly and responsibly.

2. Payment Terms

2.1 Day Hikes (Single-Day Trips)

2.1.1 A KES 2,000 non-refundable booking deposit is required to reserve a place on a day hike. This confirms your seat in the vehicle and allows us to begin logistical arrangements.

2.1.2 The remaining balance must be paid in full no later than two (2) days before the

scheduled hike (typically by Thursday for weekend hikes). Payments will not be accepted on the day of the hike.

2.1.3 If payment is not completed within the stated timeline, we may be unable to hold the booking and it may be released, with the applicable day hike cancellation policy applied. We will always aim to communicate clearly before taking this step.

2.1.4 Day hike prices are based on current transport, park fees, fuel costs, and operational requirements. Should any changes occur beyond our control, clients will be informed as early as possible and any necessary adjustments will be communicated transparently.

2.2 Multi-Day Hikes & Expeditions

2.2.1 A non-refundable reservation deposit of 40% of the total trip cost is required at the time of booking. This secures your place on the trip and allows us to begin advance planning, staffing, permits, and logistical coordination.

2.2.2 The remaining balance must be paid in full at least ten (10) days before the scheduled departure date, unless otherwise stated in writing.

2.2.3 If payment is not completed within the required timeline, the booking may be cancelled and the applicable multi-day hike cancellation policy will apply. We will make reasonable efforts to communicate before taking this step.

2.2.4 Multi-day trip prices are based on current park fees, government taxes, fuel costs, and operational considerations. In the event of changes beyond our control, clients will be notified as early as possible and any necessary price adjustments will be communicated clearly.

3. Cancellation by the Client

All cancellations must be submitted in writing. The effective date of cancellation is the date your notice is received and acknowledged by Avi Expeditions. These policies exist to cover planning, logistics, and the commitments we make on your behalf. Written notice should be sent via email to aviexpeditions@gmail.com or via whatsapp to +254 720 046 621.

3.1 Day Hikes (Single-Day Trips) Cancellations

Day hikes involve transport arrangements, guide staffing, and other logistical costs that are committed in advance.

• More than 7 days before the event:
  Refunds will be issued less the non-refundable booking deposit. You can however carry forward the entire amount to a future hike within the quarter.
• 5 days to 48 hours before the event: 50% of the total trip cost is refundable (excluding the booking deposit).
• Less than 48 hours before the event, on the day of the hike, or no-show: No refunds will be issued. These timelines help us plan safe and enjoyable day hikes for all participants.

3.2 Multi-Day Hikes & Expeditions Cancellations

Multi-day hikes involve permits, staffing, accommodation, transport, and food logistics, which are arranged well in advance.

• More than 30 days before departure: Refunds will be issued less the non refundable reservation deposit.
• 14–30 days before departure: 70% of the total trip cost is forfeited.
• Less than 14 days before departure: 100% of payments made are forfeited.
• No-show: No refunds will be issued under any circumstances.

These policies allow us to honour our commitments to staff, suppliers, and park authorities while still offering fair notice to clients.

4. No-Show Policy

A no-show includes failure to arrive, late arrival, or inability to participate on the scheduled departure date for any reason.
In such cases, all payments are forfeited, and no refunds, credits, or rescheduling will be provided.

5. Cancellation Or Changes By Avi Expeditions

At Avi Expeditions, your safety and overall experience are our highest priorities. While we do everything possible to operate trips as planned, there may be rare situations where changes are necessary.

5.1 Avi Expeditions reserves the right to adjust, postpone, reroute, or cancel a trip due to factors such as weather conditions, safety concerns, illness, park or government regulations, or other circumstances beyond our reasonable control.

5.2 Where a trip is cancelled by Avi Expeditions for operational or safety reasons, we will communicate as early as possible and offer one of the following options, where applicable:

• A refund of amounts paid, or
• A transfer of payments to a future trip of equal value.

5.3 Avi Expeditions is not responsible for additional costs incurred by the client as a result of such changes, including flights, accommodation, visas, equipment purchases, or personal expenses. We strongly encourage clients to plan with flexibility and appropriate insurance, especially for multi-day trips.

6. Force Majeure

While we do everything possible to operate trips as planned, some situations may arise that are outside anyone’s control.

Avi Expeditions will not be responsible for delays, changes, cancellations, injury, loss, or damage resulting from events beyond our reasonable control. These may include, but are not limited to, severe weather conditions, natural disasters, government or park authority restrictions, strikes, public health emergencies, illness, or other unforeseen circumstances.

In such situations, we will always communicate openly and make reasonable efforts to support clients and manage the situation responsibly.

7. Client Responsibility & Fitness

7.1 To help ensure a safe and enjoyable experience, clients are expected to be physically and medically able to take part in the activity they have booked.

7.2 Clients are asked to share any relevant medical conditions, injuries, allergies, or physical limitations with Avi Expeditions before the trip. This information helps us plan responsibly and provide appropriate support where possible.

7.3 If, during a trip, a client’s health or condition is assessed as posing a safety risk to themselves or to others, Avi Expeditions may need to limit participation or arrange for the client to leave the activity. In such cases, refunds cannot be provided.

8. Safety & Assumption of Risk

8.1 Hiking, trekking, and mountaineering are outdoor activities that involve physical effort and changing environmental conditions. These may include uneven terrain, weather variations, altitude effects, and the possibility of injury or illness.

8.2 Avi Expeditions is committed to thoughtful planning, working with experienced guides, and making safety-focused decisions throughout each activity. Even with careful preparation, some risks are a natural part of outdoor adventures and cannot be completely removed.

8.3 By choosing to participate, clients acknowledge and accept these inherent risks and agree to take part responsibly, including following guide instructions and established safety guidelines at all times.

8.4 Avi Expeditions, its guides, and staff cannot be held responsible for incidents that arise from these inherent outdoor risks, except where such incidents result from gross negligence.

9. Travel Insurance

9.1 For all multi-day hikes and expeditions, clients are strongly encouraged to obtain comprehensive travel insurance. This should cover medical emergencies, evacuation, trip interruption or cancellation, and personal belongings.

9.2 While Avi Expeditions takes care in planning and operating trips, travel insurance provides an additional layer of protection for unexpected situations such as illness, injury, or changes to travel plans.

9.3 Avi Expeditions is not responsible for costs that would typically be covered by personal travel insurance.

10. Media & Content Use

10.1 During trips, Avi Expeditions may capture photographs and videos for promotional and marketing purposes. These images help us share the beauty and experiences of our adventures with future clients.

10.2 We respect your privacy. If you prefer not to have your image used, please let us know in advance, and we will ensure that your preferences are honored.

10.3 By participating in a trip, clients agree to the use of any media captured for promotional purposes, unless a prior request for exclusion has been made.

Participant Care & Community Spirit

At Avi Expeditions, every trip is a shared adventure, and the experience is best enjoyed when everyone looks out for one another. We encourage participants to be mindful of how their actions, pace, or noise may affect fellow hikers, and to consider the comfort and well-being of those around them. Simple choices, like moderating music volume, help ensure everyone can enjoy the journey fully. By supporting one another with patience, encouragement, and awareness, we can foster a positive, cooperative, and welcoming environment where each hike is safe, enjoyable, and memorable for all.

11. Governing Law

These Terms & Conditions are governed by and interpreted in accordance with the laws of Kenya.

12. Acknowledgement

By making a booking and completing payment, clients confirm that they have read, understood, and agreed to these Terms & Conditions. These terms are intended to ensure clarity, fairness, and a shared understanding so that every trip can be planned and experienced safely and smoothly.