Booking Terms

Thank you for choosing to adventure with Diplomat Trekkers. At Diplomat Trekkers, we believe adventure is about more than reaching a summit. It is about challenging yourself, supporting others, exploring responsibly and building lasting friendships through shared experiences. These Adventure Booking Terms are designed to help everyone understand what to expect so we can create safe, enjoyable and memorable adventures together.

Whether you are joining us for a local day hike, a weekend camping trip, a mountaineering challenge or an international expedition, our aim is to create safe, unforgettable experiences built around community, personal growth and a love for the outdoors.

These Adventure Booking Terms explain what you can expect from us and what we ask of you when joining a Diplomat Trekkers adventure.

By booking with Diplomat Trekkers, you agree to these Adventure Booking Terms, together with our Terms & Conditions, Refund & Cancellation Policy and any trip-specific information provided before departure.

1. Booking Your Adventure

Your booking is confirmed once:

• Your booking has been accepted by Diplomat Trekkers
• Any required deposit or payment has been received
• You receive a booking confirmation

Some adventures require additional information before participation, including:

• Emergency contact details
• Medical information
• Fitness questionnaires
• Passport details
• Insurance information
• Travel documentation

Failure to provide requested information may result in your booking being cancelled.

2. Fitness Requirements

Outdoor adventures can be physically demanding.

Every participant is responsible for ensuring they are physically capable of completing the activity they have booked.

Each adventure page will include an indication of the expected fitness level, terrain and distance.

If you are unsure whether an adventure is suitable, please contact us before booking.

3. Gear

Participants are responsible for bringing the gear listed on the event gear list.

Depending on the adventure, this may include:

• Walking boots
• Waterproof clothing
• Warm layers
• Food and water
• Camping equipment
• Sleeping equipment
• Trekking poles
• Mountaineering equipment
• Passport and travel documents

Arriving without essential equipment may prevent participation if your safety or the safety of the group could be affected.

4. Before Your Adventure

Before your adventure, we may send:

• Confirmation emails
• Gear lists
• Meeting instructions
• Travel information
• Accommodation details
• Weather updates
• Emergency contact requests
• Medical forms

Please ensure you read all communications carefully before travelling.

5. During Your Adventure

Our guides and leaders are responsible for managing the group safely.

Participants agree to:

• Follow guide instructions at all times
• Respect other participants
• Respect local communities and cultures
• Respect the natural environment
• Follow Leave No Trace principles
• Behave responsibly throughout the adventure

Unsafe, abusive or disruptive behaviour may result in removal from the activity without refund.

6. Group Dynamics

Diplomat Trekkers is built around community.

We ask every participant to:

• Encourage others
• Respect different abilities
• Be punctual
• Communicate openly with guides if they have concerns
• Help create a positive atmosphere for everyone

7. Accommodation

Accommodation varies depending on the adventure and may include:

• Hotels
• Campsites
• Mountain huts
• Hostels

Unless otherwise stated, rooms may be shared with other participants of the same gender, and accommodation providers may occasionally change due to operational requirements.

8. Transport

Unless specifically included in your booking, participants are responsible for arranging their own transport to and from meeting locations.

Where transport is included, details will be provided before departure.

Diplomat Trekkers cannot be responsible for missed departures due to delayed personal travel arrangements.

9. International Adventures

For East Africa adventures, participants are responsible for ensuring they have:

• A valid passport
• Any recommended or required vaccinations (Yellow Fever)
• Appropriate travel insurance
• Emergency evacuation cover where applicable
• Any required travel documentation

Please check official government travel advice before travelling.

10. Adventure Itineraries

Adventure itineraries are carefully planned but may change due to circumstances beyond our control.

Changes may include:

• Route alterations
• Accommodation changes
• Weather-related adjustments
• Transport changes
• Guide changes
• Activity substitutions
• Safety decisions

Our priority will always be to deliver the best possible experience while keeping participants safe.

11. Photography & Video

Diplomat Trekkers regularly captures photographs and video during adventures.

These may be used for:

• Social media
• Website content
• Marketing
• Promotional videos
• Future adventure advertising

If you would prefer not to appear in photographs or videos, please let us know before the adventure begins.

12. Third-Party Adventure Partners

Some adventures are delivered in partnership with licensed travel operators, mountain guiding companies or local specialists.

Where this applies:

• Diplomat Trekkers manages the customer experience, communication and overall coordination
• The partner organisation delivers the travel services within their area of responsibility
• Additional booking conditions may apply and will be provided where necessary

13. Safety First

Participant safety is our highest priority.

Our guides may:

• Change routes
• Shorten activities
• Delay departures
• Turn participants around
• Cancel activities
• Modify itineraries

These decisions are made solely in the interests of safety.

14. Respect for Nature

We believe outdoor spaces should be left better than we found them.

Participants agree to:

• Take all litter home
• Respect wildlife
• Stay on designated paths where appropriate
• Follow local regulations
• Respect landowners and local communities

15. Communication

Most trip communication takes place through email, WhatsApp and other messaging platforms used for trip coordination.

Participants are responsible for checking communications before and during the adventure.

16. Lost Property

Participants are responsible for their personal belongings.

Diplomat Trekkers cannot accept responsibility for lost, stolen or damaged personal items.

Any lost property found after an event will be returned where reasonably practical, although postage or courier costs may be payable by the participant.

17. Feedback

We always welcome feedback.

Following your adventure, you may receive an invitation to:

• Leave a review
• Share photographs
• Complete a feedback survey
• Suggest future adventures

Your feedback helps us continually improve the Diplomat Trekkers experience.

18. Contact Us

If you have any questions regarding these Adventure Booking Terms, please contact:

Website: www.diplomattrekkers.co.ke. Email: info@diplomattrekkers.co.ke.

Other policies: Privacy Policy · Terms of Service · Refund Policy · Liability & Assumption of Risk · Medical & Fitness