The following are the TERMS & CONDITIONS established for the Kilimanjaro Stage Run (KSR), organized and managed by Summit Expeditions & Nomadic Experience, Ltd. (Tanzania) and Summit Expeditions & Nomadic Experience, LLC (U.S.), (SENE).
Acceptance & Payment Schedule
A non-refundable deposit of US$500 is required at the time of your acceptance into the KSR.
Final payment of the remaining balance is due 90 days prior to the scheduled first day of the KSR. If registration is made within 90 days of the scheduled first day of the KSR, the entire price must be paid at the time of acceptance.
SENE accepts payment for the KSR in U.S. dollars using one of the following methods:
Check made out to Summit Expeditions & Nomadic Experience and sent to the SENE-U.S. office:
300 Red Winter Court
Matthews, NC, 28104
Credit or Debit Card (Visa, MasterCard, American Express, Discover) using the link on your invoice.
Note: Credit Card payments incur a fee of 3.5% due to processing transaction costs.
Price for the KSR is based on supplier prices, fees, and SENE costs in effect at the time of booking. SENE reserves the right to alter the KSR price should inflation, cost of fuel, labor or materials, exchange rates, or airfares change. If, after this agreement is made, any hotel, lodge, camp, or any other service provider raises their rates, SENE reserves the right to require additional payment from the runner.
Excluded from the KSR are the costs of passports and visas; baggage charges; international airfare; airport departure taxes; travel insurance; medical insurance; medical and evacuation fees; activities and meals not included in the itinerary; personal expenses such as cold beverages, alcohol, laundry, communication charges; and gratuities.
There is a supplemental pick-up fee for arrivals at Kilimanjaro International Airport between Midnight and 6am.
Runner Participation, Preparation & Insurance
Runners assume full responsibility for their ability and preparation to participate in the KSR. Persons not fit for a rigorous run due to heart disease, chronic illness, physical handicap, advanced pregnancy, or mental illness are advised not to participate in the KSR. Furthermore, it is the responsibility of each client to ensure that he or she meets any and all passport, visa, vaccination, health, or other entry requirements of each destination.
SENE does not provide medical or evacuation insurance for KSR participants. Runners must obtain or possess their own insurance, if so desired. In the case of injury or medical emergency, clients are responsible for any and all charges for health care services incurred regardless of whether their medical insurance covers such charges.
SENE does not provide travel insurance coverage for KSR participants. Any travel insurance to cover accident, theft, loss, cancellation, termination, delay, or disturbance must be provided by runners, if so desired.
Runner Cancellations, Alterations & Refunds
SENE adheres to the following refund policy for the KSR. If you feel there is a chance that you may need to cancel your trip, we recommend that you purchase trip cancellation insurance.
For cancellations received 90 or more days prior to the scheduled first day of the KSR the US$500 deposit is forfeited.
For cancellations received 45-89 days prior to the scheduled first day of the KSR 25% of the total trip price is forfeited.
For cancellations received 15-44 days prior to the scheduled first day of the KSR 50% of the total trip price is forfeited.
For cancellations received 14 or fewer days prior to the scheduled first day of the KSR 100% of the total trip price is forfeited.
KSR cancellation notifications must be made in writing. The email date stamp verifies the date of cancellation.
There will not be any refund to a runner who cancels while the KSR is in progress. Refunds are not made for any missed services unless verifiable extenuating circumstances exist. For verifiable claims to be considered, they must be received in writing within 45 days of the scheduled last day of the KSR and accompanied by supporting documentation verifying the claim.
Any additional transportation, accommodations, and meals charges necessitated and incurred by a runner who does not complete the planned itinerary due to illness, injury, health, personal choice or other factors not otherwise impacting the whole KSR are the responsibility of the runner (does not apply to runners who ride in the KSR support vehicle for the whole or any part of any day).
Runner POSTPONEMENT DUE TO COVID-19 (EFFECTIVE 15TH APRIL, 2020)
SENE adheres to the following policy for KSR trip postponement by the runner due to the 2020 global COVID-19 pandemic. This policy may be revised as the situation evolves over time and as international travel restrictions change. We will terminate this policy once the COVID-19 outbreak subsides and international travel to Tanzania resumes.
- Runners may postpone without penalty with notification 30 or more days prior to the KSR start date.
- Postponements made within 30 days of the KSR start date will incur a loss of deposit (or $500 per person, whichever is less).
- Postponed trips may be rescheduled for up to three years from the 2020 KSR start date.
- For all postponements, increases in the trip price due to the new travel date (seasonal rate differences) or due to an increase in supplier costs are the responsibility of the client.
Client KSR trip postponement notifications must be made in writing. The email date stamp verifies the date of postponement.
SENE Cancellations & Alterations
SENE reserves the right to cancel the KSR or any part of the KSR if security, weather, or other events beyond its control make such cancellations necessary for the health and safety of runners and/or SENE personnel. Refund of all payments received for the cancelled portion of the KSR shall release SENE from any further liability. SENE is not responsible for non-recoverable expenses incurred by clients for the cancelled trip, such as, but not limited to international air tickets, visa fees, vaccinations, clothing, and gear purchases.
SENE makes every effort to meet all services as described in the KSR itinerary, but SENE acknowledges that unforeseen circumstances may require alterations to the trip. In the event of circumstances beyond the control of SENE that require alterations to the KSR or any part of the KSR (including, but not limited to changes in accommodation, meals, activities, or services) then any additional expenses due to these alterations are the responsibility of the runner.
SENE is an agent providing KSR services and/or related travel services and assumes no responsibility whatsoever for injury, personal illness, loss or damage to person or property in connection with any service and for any reason whatsoever, included, but not limited to the following causes: act of God; weather; detention; annoyance; delays; expenses arising from quarantine; strikes; thefts; pilferage; force majeure; failure of any means of conveyance to arrive or depart as scheduled; civil disturbances; terrorism; government restrictions or regulations; and discrepancies or changes in services over which it has no control. Furthermore, each of the companies providing services to SENE runners is an independent corporation with its own management and terms & conditions, and is not subject to the control of SENE. As SENE does not have control over the actions of any supplier, SENE is not responsible for the failure of any supplier to provide the services stated in the supplier’s terms & conditions.
Where SENE acts as an agent for the transport, accommodation and services of another company supplying the KSR, SENE may not be held liable for non-performance of any such supplier.
Baggage and personal effects are at owners risk throughout the trip. SENE will take every care with runners’ baggage and property, but is not liable for loss, damage or delayed delivery.
All services are subject to the laws and regulations of the country in which they are provided.
SENE draws your attention to the fact that there are certain inherent dangers involved with adventure travel and the runner accepts them at his/her own risk.
SENE also requires a pre-trip voluntary release/waiver to be read and signed in Tanzania by all KSR participants (or parent/guardian if minor).
KSR Entry Not Guaranteed
Completing this registration form does not guarantee entry into the KSR. Your registration will be reviewed by KSR Director Simon Mtuy (or his designee). You will be notified of your acceptance within two weeks.