Refund & Cancellation Policy

Effective Date: January 24, 2026
Apexline Expeditions – Mount Kenya Trekking & Kenya Safari Tours

1. Overview

At Apexline Expeditions, we understand that travel plans can change. This Refund and Cancellation Policy outlines the terms and conditions for canceling or modifying your Mount Kenya expedition, trekking package, or Kenya safari tour. Please read this policy carefully before making your reservation.

2. Pricing & Payment Information

2.1 Pricing Details

All prices on our website are quoted in US Dollars (USD) and are per person unless otherwise stated. Our published prices for Mount Kenya and Kenya safari packages are:

Mount Kenya Trekking (Point Lenana – Non-Technical):

  • 4-day routes: $1,100 per person
  • 5-day routes: $1,320 per person
  • 6-day routes: $1,530 per person

Technical Peak Expeditions:

  • Point Lenana Expedition: Starting from $1,100
  • Nelion Peak (5,188m): Starting from $2,450
  • Batian Peak (5,199m): Starting from $2,600

Kenya Safari Tours:

  • 3-day Masai Mara: Starting from $800 per person
  • 4-day Amboseli-Tsavo: Starting from $950 per person
  • 5-day Masai Mara-Lake Nakuru: Starting from $1,400 per person
  • 7-day multi-park safaris: Starting from $1,800 per person

2.2 What’s Included

All Mount Kenya trekking and safari prices are all-inclusive with no hidden costs, covering:

  • All park and conservation fees
  • Certified guides and professional guiding services
  • Porter support (for Mount Kenya treks)
  • All meals as specified in itinerary
  • Mountain huts or camp accommodation (Mount Kenya)
  • Safari lodge/camp accommodation (Kenya safaris)
  • 4×4 safari vehicles with window seats (safaris)
  • Private return transfers from Nairobi
  • Trek briefing and route planning
  • Emergency first aid and communication support

2.3 What’s Not Included

  • Personal clothing and climbing equipment
  • Tips for guides and porters (recommended 10-15%)
  • Beverages when not on the mountain or safari
  • Travel or medical insurance (strongly recommended)
  • Optional activities outside the standard itinerary
  • Gear rental (available separately)
  • International flights
  • Visa fees
  • Personal expenses

3. Booking & Payment Requirements

3.1 Booking Confirmation

Your reservation is confirmed once we receive:

  • Completed booking form with all traveler details
  • Initial deposit payment
  • Signed acknowledgment of our terms and conditions

3.2 Deposit & Final Payment

Standard Deposit:

  • A deposit is required to confirm your booking and secure your place
  • Deposit amounts vary by trip type and are communicated at time of booking
  • Deposits cover initial logistical arrangements including park permits, guide assignments, and accommodation reservations

Final Balance:

  • Final balance payment is typically due 30-45 days prior to departure date
  • For bookings made less than 30 days before departure, full payment may be required at time of booking
  • Payment methods and specific timelines will be confirmed in your booking confirmation

4. Cancellation Policy

4.1 Cancellation by Client

All cancellations must be submitted in writing via email to [email protected] and include your booking reference number. Cancellation fees apply based on the number of days prior to your scheduled departure date:

Mount Kenya Trekking Routes (Point Lenana – 4, 5, 6 Day Treks)

  • More than 60 days before departure: Deposit forfeited
  • 45-60 days before departure: 50% of total trip cost
  • 30-44 days before departure: 75% of total trip cost
  • Less than 30 days before departure: 100% of total trip cost (no refund)

Technical Mount Kenya Expeditions (Batian Peak & Nelion Peak)

Due to specialized guides, technical equipment, and extended logistics:

  • More than 90 days before departure: Deposit forfeited
  • 60-90 days before departure: 50% of total trip cost
  • 30-59 days before departure: 75% of total trip cost
  • Less than 30 days before departure: 100% of total trip cost (no refund)

Kenya Safari Tours

  • More than 45 days before departure: Deposit forfeited
  • 30-45 days before departure: 60% of total trip cost
  • 15-29 days before departure: 80% of total trip cost
  • Less than 15 days before departure: 100% of total trip cost (no refund)

Combined Mount Kenya Trek + Safari Packages

  • Combined packages follow the cancellation schedule of the longest/most restrictive component
  • Cancellation of one component may affect overall package pricing
  • Partial cancellations will be re-priced based on remaining services

4.2 No-Show Policy

Failure to arrive on the scheduled departure date or early departure during the trip will be treated as a cancellation with no refund for unused services.

5. Cancellation by Apexline Expeditions

5.1 Insufficient Participants

If minimum group numbers are not met (typically 2-4 participants depending on trip type), we reserve the right to cancel the expedition or safari. In this case, you will receive:

Option 1: Full refund of all payments made, OR
Option 2: Transfer to an alternative departure date with no additional fees, OR
Option 3: Alternative trip of comparable value

We will notify you of insufficient numbers at least 60 days prior to departure for standard treks and safaris, or 90 days prior for technical expeditions.

5.2 Force Majeure, Weather & Safety

We may cancel, postpone, or modify trips due to:

  • Extreme weather conditions (heavy snow, storms, flooding on Mount Kenya)
  • Natural disasters, earthquakes, or volcanic activity
  • Political unrest, civil disturbance, or government restrictions
  • Park closures by Kenya Wildlife Service or Kenya Forest Service
  • Safety concerns deemed significant by our professional guides
  • Pandemic or health emergency declarations

In Force Majeure Situations:

  • Full refund of all payments received, OR
  • Credit toward future trip valid for 12 months from original departure date, OR
  • Reschedule to next available date at no additional cost

Important: Apexline Expeditions is not liable for any additional costs you may have incurred including international flights, visa fees, vaccinations, accommodation booked outside our services, or other travel arrangements.

5.3 Weather Adjustments During Trip

As noted in our Trip Notes for Mount Kenya expeditions: “Climbing Mount Kenya involves high-altitude conditions that can change rapidly. Ice on the route, sudden fog, strong winds, or afternoon storms may occasionally require adjustments to the summit plan.”

  • If weather prevents summit attempts (Batian, Nelion, or Point Lenana) after the trip has commenced, alternative routes or activities will be provided where possible
  • No refunds for weather-related route changes, shortened summit attempts, or itinerary modifications once the trip has started
  • Guide decisions regarding safety are final and made in your best interest
  • Extra costs incurred due to weather delays (additional nights, meals) are the traveler’s responsibility

6. Trip Modifications & Changes

6.1 Changes Requested by Client

Date Changes:

  • Date changes requested more than 60 days prior to departure: Subject to availability, administrative fee of $100 USD
  • Date changes within 60 days of departure: Subject to standard cancellation fees as outlined above

Route Changes:

  • Switching Mount Kenya routes (e.g., from Sirimon to Chogoria): Subject to availability and any price difference
  • Changing from Point Lenana trek to technical expedition (Batian/Nelion): May require additional fees for specialized guides and equipment

Group Composition Changes:

  • Adding or removing participants may affect per-person pricing
  • Group discounts available for 6+ persons; changes affecting group size may alter pricing

Safari Destination Changes:

  • Modifications to safari destinations subject to availability and potential price adjustments

6.2 Changes by Apexline Expeditions

We reserve the right to modify itineraries due to:

  • Weather conditions affecting Mount Kenya routes or safari road access
  • Accommodation availability or closure
  • Safety considerations or park regulations
  • Road conditions to safari destinations
  • Wildlife migration patterns (for optimal safari viewing)

In such cases:

  • We will provide the closest possible alternative of equal or greater value
  • No refunds for minor itinerary adjustments made for safety, logistics, or optimization
  • Major changes will be communicated as soon as possible with alternative options offered

7. Refund Processing

7.1 Processing Timeline

  • Approved refunds will be processed within 14-21 business days from the cancellation date
  • Refunds will be issued to the original payment method
  • Bank processing times may vary (typically 5-10 business days after we process the refund)
  • You will receive email confirmation once the refund has been processed

7.2 Currency & Transaction Fees

  • All refunds are processed in US Dollars (USD)
  • Refunds are subject to currency exchange rates at the time of processing (if applicable)
  • Bank transfer fees and credit card processing fees (typically 3-5%) are non-refundable

8. Travel Insurance

8.1 Strongly Recommended for All Travelers

We strongly recommend that all clients purchase comprehensive travel insurance. This is particularly important for Mount Kenya trekking given the high-altitude environment and physical demands.

Recommended Coverage:

  • Trip cancellation and interruption
  • Medical emergencies and treatment
  • Emergency evacuation (especially crucial for Mount Kenya expeditions above 4,000m)
  • Lost, stolen, or delayed baggage
  • Personal accident coverage
  • High-altitude trekking coverage (up to 6,000m for technical expeditions)

8.2 Insurance & Cancellations

  • Travel insurance may cover cancellation fees depending on your policy terms and reasons for cancellation
  • We can provide necessary documentation and booking confirmations for insurance claims
  • Apexline Expeditions is not responsible for denied insurance claims
  • We recommend reviewing your insurance policy carefully to understand coverage exclusions

8.3 Pre-Expedition Requirements

For Batian and Nelion technical expeditions, we require proof of travel insurance covering high-altitude mountaineering up to 6,000 meters.

9. Medical & Fitness-Related Cancellations

9.1 Pre-Departure Medical Issues

If you cannot participate due to medical reasons before your trip begins:

  • Standard cancellation fees apply as outlined in Section 4
  • You may submit a claim to your travel insurance provider
  • Medical documentation may be required for insurance claims
  • We cannot waive cancellation fees for medical reasons, but travel insurance typically covers this

9.2 Fitness Requirements Not Met

As stated in our Mount Kenya Trekking FAQ: “Mount Kenya trekking fitness requirements depend on which route and peak you choose.”

  • If upon arrival you are deemed physically unfit for the planned expedition by our guides, cancellation fees apply
  • For technical expeditions (Batian/Nelion), proof of climbing experience and fitness may be requested before departure
  • We provide detailed preparation guidance after booking to help ensure readiness

9.3 During-Trip Medical Issues

If you must leave the trip early due to illness or injury:

  • No refunds for unused services or portions of the trip
  • Evacuation costs are the client’s responsibility (typically covered by travel insurance)
  • Our guides will assist with evacuation coordination and emergency response
  • We will provide necessary documentation for insurance claims

10. High-Altitude & Technical Climbing Considerations

10.1 Altitude Acclimatization

From our Batian Peak Expedition page: “High altitude affects every climber differently. Proper acclimatization is essential.”

  • If altitude sickness prevents summit attempts, no refunds are provided
  • Our itineraries include optimal acclimatization schedules
  • Guides monitor your condition and may recommend rest or slower pacing
  • Extra costs for additional acclimatization days are the traveler’s responsibility

10.2 Technical Climbing Standards

For Batian and Nelion expeditions: “Batian Peak is Mount Kenya’s most difficult summit, requiring technical rock climbing skills (Grade IV-V/5.6-5.8), high-altitude mountaineering experience, and excellent physical fitness.”

  • Climbers must meet stated technical requirements
  • If during the expedition you are unable to safely continue due to inadequate skills, no refunds are provided
  • This is for your safety and the safety of the team

11. Gear Rental Cancellations

For clients who have reserved gear through our Gears For Hire service:

  • Cancellations more than 7 days prior to pickup: Full refund of rental fees
  • Cancellations within 7 days of pickup: 50% refund of rental fees
  • No-shows for gear pickup: No refund

Gear rental cancellations are independent of trip cancellations and follow the schedule above.

12. Group Bookings & Custom Arrangements

12.1 Group Discounts

As mentioned in our pricing: “Group discounts available for 6+ persons.”

  • Groups of 6 or more may negotiate custom cancellation terms
  • Custom terms must be agreed in writing at time of booking
  • Group size changes affecting discount eligibility may result in price adjustments

12.2 Private Expeditions

  • Private Mount Kenya treks have slightly different per-person costs
  • Cancellation policies remain the same unless custom terms are negotiated
  • Private trips offer maximum flexibility in scheduling

13. Tips for Guides & Porters

As noted in our Trip Details: “Tips for guides and porters (10-15%)” are not included in package prices.

  • Tips are voluntary but customary and greatly appreciated
  • Recommended amounts: 10-15% of trip cost
  • Tips are typically paid in cash (USD or KES) at trip conclusion
  • Tips are non-refundable if paid before a cancellation occurs

14. Important Notes & Reminders

14.1 Buffer Days

We strongly recommend leaving buffer days before and after your expedition, especially if connecting to international flights, to allow for weather-related adjustments or delays.

14.2 Documentation

  • Keep all booking confirmations and correspondence
  • Written cancellations must include your booking reference number
  • We provide documentation for insurance claims upon request

14.3 Policy Updates

  • Apexline Expeditions reserves the right to update this policy at any time
  • The policy in effect at the time of your booking applies to your reservation
  • Significant policy changes will be communicated to confirmed bookings

14.4 Cancellation Fee Rationale

Cancellation fees help cover non-recoverable costs including:

  • Mount Kenya park permits and conservation fees
  • Accommodation deposits (mountain huts and safari lodges)
  • Guide and porter assignments and preparations
  • Safari vehicle reservations
  • Operational and administrative expenses
  • Lost opportunity to book other clients

15. Force Majeure Clause

Apexline Expeditions shall not be liable for failure to perform services due to causes beyond our reasonable control including, but not limited to:

  • Acts of God (earthquakes, floods, volcanic activity)
  • War, civil unrest, terrorism, or political instability
  • Strikes or labor disputes
  • Government regulations, restrictions, or park closures
  • Pandemics or health emergencies
  • Natural disasters
  • Other events that make it illegal, impossible, or commercially impracticable to provide services

In force majeure events, we will work with clients to reschedule, provide credit, or offer appropriate alternatives as outlined in Section 5.2.

16. Contact Information

For all cancellations, modifications, refund inquiries, or questions regarding this policy:

Email: [email protected]
Subject Line: Include “Cancellation Request” or “Booking Modification” with your booking reference
Required Information: Full name, booking reference number, departure date, reason for cancellation/modification

Response Time: We aim to respond to all cancellation requests within 1-2 business days.

All cancellation and modification requests must be submitted in writing via email. Phone requests will not be processed without written confirmation.

17. Acceptance of Terms

By confirming your booking with Apexline Expeditions, you acknowledge that you have:

  • Read and understood this Refund and Cancellation Policy in full
  • Agree to the terms and conditions outlined herein
  • Understand that cancellation fees apply as specified
  • Been advised to purchase comprehensive travel insurance
  • Received information about fitness and preparation requirements for your chosen trip
  • Understood that Mount Kenya expeditions involve inherent risks and weather uncertainties

Thank you for choosing Apexline Expeditions for your Mount Kenya and Kenya Safari adventure!

We look forward to providing you with an unforgettable experience on Mount Kenya’s dramatic peaks or Kenya’s spectacular safari destinations. Our expert guides, comprehensive safety protocols, and commitment to responsible adventure travel ensure your journey is safe, rewarding, and truly memorable.

Questions? Don’t hesitate to contact us at [email protected]

This policy is designed to be fair to both our clients and our business operations while ensuring safe, well-organized Mount Kenya expeditions and Kenya safari tours.