Terms & Conditions

1. Acceptance of terms

By accessing this website, submitting an enquiry, requesting a quotation, confirming a booking, or making payment to Beyond The Rift Tours and Adventures, you agree to be bound by these Terms & Conditions.

In these terms, “the Company”, “we”, “us”, and “our” refer to Beyond The Rift Tours and Adventures. “Client”, “you”, and “traveller” refer to the person making an enquiry, confirming a booking, making payment, or travelling under arrangements made by the Company.

If you are booking on behalf of other travellers, you confirm that you have the authority to accept these terms on their behalf and that every traveller in your group has been informed of the relevant booking requirements, risks, responsibilities, and conditions.

2. Booking confirmation, deposits, and payments

A booking is only confirmed once the Company issues formal booking confirmation and receives the required deposit or payment stated in the quotation, invoice, or booking communication.

• Commitment deposit: To secure a sports travel package, adventure itinerary, tour, event trip, or related travel service, 40% of the total trip cost is due at the time of booking. This commitment deposit is non-refundable.
• Second instalment: 30% of the total trip cost must be paid no later than 60 days before the scheduled departure date.
• Final balance: The remaining 30% must be paid in full no later than 30 days before the scheduled departure date.
• Late payments:If the final balance is not received by the 30-day deadline, the Company may cancel the booking immediately without liability. Any amounts already paid will be handled according to the cancellation tiers in these Terms & Conditions.
• Immediate full payment: Certain services, including international or domestic flights, high-demand sports event tickets, stadium hospitality packages, promotional fares, permits, and peak-season accommodation, may require 100% payment at the time of enquiry or booking depending on third-party supplier rules.
• Transaction fees: Payments may be processed through authorised M-Pesa corporate channels, direct bank transfer, or other approved payment channels. Bank charges, cross-border remittance fees, credit card charges, exchange rate costs, and mobile money transaction fees are the responsibility of the Client.

3. Pricing and price fluctuations

Prices are based on the rates, availability, exchange rates, supplier costs, statutory taxes, and operational information available at the time of quotation. Until a booking is formally confirmed and the required payment is received, prices remain subject to change without notice.

Even after confirmation, prices may be adjusted where external cost increases or mandatory charges arise, including:

• Changes to park fees, conservation fees, permits, government taxes, statutory levies, or local authority charges.
• Major fluctuations in fuel costs, transport tariffs, ground handling costs, or third-party supplier charges.
• Currency exchange rate changes affecting international bookings, supplier payments, or imported travel components.
• Mandatory surcharges imposed by suppliers, airlines, accommodation providers, event organisers, government agencies, or local authorities.
• Itinerary amendments, upgrades, substitutions, date changes, or additional services requested by the Client.

4. Client cancellations and refunds

All cancellation requests must be submitted to the Company in writing through email. Verbal cancellations are not recognised. The cancellation date is the date on which the Company receives the written cancellation notice.

Because travel commitments are often made immediately to hotels, lodges, airlines, event organisers, park authorities, specialised guides, transport providers, and other suppliers, the following cancellation penalties apply:

• 45 days or more before departure: The Client receives a refund of any balance paid, less the initial 40% non-refundable commitment deposit.
• 44 to 30 days before departure: 50% of the total trip cost is forfeited.
• 29 to 15 days before departure: 75% of the total trip cost is forfeited.
• 14 days or less before departure or no-show: 100% of the total trip cost is forfeited. No refund, partial payout, trip modification, or compensatory arrangement will be provided.

Regardless of the cancellation timeline, certain items may be completely non-refundable once secured. These include sports event tickets, hospitality packages, wilderness permits, promotional flights, specialised equipment rentals, peak-season accommodation, and supplier-controlled services.

Eligible refunds may take time to process depending on supplier timelines, international banking channels, local payment systems, administrative procedures, and applicable regulations.

5. Cancellations, alterations, and force majeure

We aim to deliver travel services as confirmed. However, sports tours, outdoor adventures, expeditions, event travel, and African travel logistics may require changes due to safety, weather, operational disruptions, road conditions, event changes, flight delays, supplier issues, government directives, or circumstances outside our reasonable control.

Where changes become necessary, we will make reasonable commercial efforts to provide alternative arrangements of a comparable standard where possible.

The Company is not legally liable or financially responsible for cancellations, delays, route diversions, shortened itineraries, missed activities, or service interruptions caused by events beyond our reasonable control. These may include flash floods, severe weather, volcanic activity, wildlife migration shifts, closed tracks, epidemics, pandemics, public health emergencies, political unrest, civil hostilities, war, strikes, transport disruption, security incidents, government restrictions, or supplier failures.

In force majeure situations, refunds are not issued. Where appropriate, the Company may provide a trip credit voucher valid for 12 months from the original departure date.

Some group sports tours, tournaments, team trips, and mountain expeditions require minimum participant numbers. If a trip does not meet the required minimum, the Company will notify the Client at least 14 days before departure. In that case, the Client may receive a full refund of monies paid to the Company for that trip or transfer to an alternative date. The Company is not responsible for ancillary expenses such as international flights, visa fees, insurance, or personal arrangements.

6. Passports, visas, and travel documentation

Clients are solely responsible for researching, obtaining, and maintaining all required travel documentation before departure and throughout the trip.

• Passports must remain valid for at least six months beyond the intended date of departure from Kenya or the relevant destination.
• Passports should contain enough blank visa pages for entry, transit, and exit stamps.
• International clients must independently secure the relevant visa, Kenyan Electronic Travel Authorisation, transit authority, diplomatic clearance, or entry documentation before boarding.
• Clients are responsible for health documentation, vaccination records, Yellow Fever certificates, medical tests, permits, event access documents, and any destination-specific requirements where applicable.

The Company is not liable if a Client is denied boarding, refused entry, delayed at immigration, removed from a trip, or prevented from participating due to invalid, expired, incomplete, or missing documentation.

If a Client cannot participate because of passport rejection, visa denial, missing health credentials, or failure to comply with travel documentation requirements, the booking will be treated under the 14-days-or-less cancellation tier, and 100% of trip fees will be forfeited.

7. Travel, medical, and adventure sports insurance

Due to the physical, remote, high-adrenaline, and sometimes unpredictable nature of sports and adventure tourism, every Client must obtain comprehensive travel and medical insurance as a condition of participation.

The insurance policy should cover:

• Adventure or extreme activities matching the booked itinerary, such as mountain trekking, trail running, off-road cycling, rafting, diving, motorsport-related experiences, or other relevant activities.
• Emergency medical treatment, field rescue, evacuation, helicopter rescue, airlift operations, hospitalisation, and repatriation.
• Trip cancellation, interruption, delays, baggage loss, personal liability, and specialised sports equipment loss or damage.

We may require proof of insurance, including the insurer name, policy number, cover details, and 24/7 emergency assistance contact. The Company reserves the right to prevent a Client from joining a trip without a refund where valid insurance documentation is not provided before departure.

In the event of injury, illness, rescue, evacuation, hospitalisation, or repatriation, all costs are the direct responsibility of the Client and their insurer. The Company, its directors, guides, staff, and partners will not advance funds, provide loans, or absorb emergency medical or rescue costs.

8. Sports equipment, fitness, and operational safety

Clients are responsible for ensuring they are physically, medically, and mentally fit for the trip, sport, expedition, event, or activity they book.

• By booking, the Client confirms that they are in suitable physical condition and have not withheld any medical condition, allergy, injury, disability, medication requirement, or health concern that could affect their safety or the safety of others.
• The Client assumes full financial responsibility for rented Company gear, including bicycles, helmets, camping gear, ropes, and other activity equipment. Loss, theft, or damage beyond normal wear and tear may be charged at full retail replacement cost.
• The Company is not liable for loss, theft, damage, component failure, or deterioration of the Client’s own sporting, athletic, photographic, electronic, or personal equipment during transit, vehicle storage, accommodation stays, or field activities.
• Lead guides, activity leaders, event managers, or Company representatives may remove, disqualify, or refuse a Client from an activity where the Client’s stamina, health, equipment, conduct, or readiness creates a safety risk to themselves, staff, suppliers, or the group.

No refund or compensatory alternative arrangement will be provided where a Client is removed or refused participation for safety, conduct, health, documentation, insurance, or fitness reasons.

9. Client conduct and responsibilities

Clients must:

• Provide accurate, complete, and truthful personal, travel, medical, insurance, and booking information.
• Review quotations, invoices, itineraries, inclusions, exclusions, payment deadlines, and cancellation conditions before confirming a booking.
• Arrive on time for transfers, flights, activities, sporting events, guided services, briefings, and scheduled arrangements.
• Respect local laws, cultural customs, conservation rules, wildlife regulations, venue rules, hotel policies, supplier requirements, and guide instructions.
• Treat staff, guides, suppliers, local communities, hosts, event personnel, and other travellers with respect.

The Company may refuse, suspend, or terminate services immediately where a traveller behaves unlawfully, abusively, dangerously, dishonestly, aggressively, or disruptively, or where their conduct threatens the safety, rights, comfort, or enjoyment of others. No refund will be provided in such cases.

10. Third-party suppliers

Many parts of a travel package are provided by independent third parties, including hotels, lodges, camps, airlines, transport companies, local ground handlers, guides, park authorities, activity operators, sports venues, and event organisers.

We use professional care when selecting and coordinating reputable suppliers. However, these suppliers operate under their own terms, cancellation rules, safety procedures, liability limits, schedules, and operating conditions.

The Company is not responsible for acts, omissions, delays, failures, cancellations, injuries, losses, or service issues caused by third-party suppliers, except where the law provides otherwise.

11. Website use and intellectual property

Website content is provided for general information and travel planning purposes. We aim to keep information accurate, but package details, prices, dates, availability, inclusions, exclusions, hotels, venues, event schedules, and season details may change at any time.

All website text, design, imagery, graphics, logos, branding, page layouts, and content belong to Beyond The Rift Tours and Adventures or the relevant licensors. Content may not be copied, scraped, reproduced, republished, distributed, or used commercially without our written consent.

12. Amendments and severability

The Company may update, amend, or replace these Terms & Conditions at any time. The version active at the time of your booking confirmation or later itinerary amendment will govern that booking.

If any provision of these Terms & Conditions is found to be invalid, unlawful, or unenforceable by a competent authority, that provision will be treated as severed, and the remaining provisions will continue in full force.

13. Governing law and dispute resolution

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

Any dispute, controversy, or claim arising from these terms, a booking, or travel services arranged by the Company should first be handled through good-faith discussions between the parties.

If the dispute cannot be resolved amicably within 30 days of formal written notice, the matter may be referred to the appropriate courts or recognised alternative dispute resolution bodies in Kenya.

14. Contact us

For questions about these Terms & Conditions, bookings, cancellations, refunds, or travel arrangements, contact us through: