Terms & Conditions

Effective Date: October 1, 2025

1. Acceptance of Terms

By making a reservation, booking a tour, submitting payment, or commencing a stay at Vanilla Coffee Farm Lodge (“the Lodge,” “we,” “us,” or “our”), you agree to be bound by these Terms and Conditions, which form a binding legal agreement between you and the Lodge.

2. Reservations and Payment

2.1 Booking Confirmation

A reservation is considered confirmed only upon our receipt of the required deposit or full payment, and issuance of a written confirmation (via email) by the Lodge.

2.2 Deposit and Final Payment

• Deposit: A non-refundable deposit of 25% of the total booking value is required at the time of booking to secure your reservation.
• Final Payment: The remaining balance is due 30 days prior to the scheduled arrival date. If the booking is made within 30 days of arrival, 100% of the total payment is due immediately.

2.3 Pricing and Currency

All prices are quoted in US Dollars (USD) unless otherwise stated. Rates include applicable Government Taxes and Tourism Levies, but exclude any international transaction or currency conversion fees charged by your bank.

3. Cancellation and Changes Policy

3.1 Guest Cancellations

Cancellation requests must be submitted in writing to the Lodge's primary inquiry email. Cancellation fees are calculated based on the notice period received prior to the scheduled arrival date:

• 30 days or more prior to arrival: Forfeiture of the non-refundable 25% deposit.
• 15 to 29 days prior to arrival: 50% of the total reservation value is forfeited.
• 14 days or less prior to arrival, or No-Show: 100% of the total reservation value is forfeited.

3.2 Changes to Bookings

Changes to dates or services are subject to availability and may incur an administrative fee of $50 USD, plus any increase in price for the new dates. The Lodge is not obligated to accommodate change requests.

3.3 Force Majeure

The Lodge is not responsible for failure to fulfill obligations due to external events beyond its control (Force Majeure), including but not limited to war, terrorism, natural disasters (e.g., floods, earthquakes), or government-mandated travel restrictions. In such events, the Lodge will offer a credit for a future stay, valid for up to 18 months from the original arrival date.

4. Lodge Rules and Liability

4.1 Check-in and Check-out Times

• Check-in: From 2:00 PM
• Check-out: By 10:00 AM

Late check-out may be granted upon request and availability, and a half-day rate may apply.

4.2 Property Damage

Guests are responsible for the accommodation and any property assigned to them. Guests will be charged for the replacement, repair, or deep cleaning of any property damaged by the guest or their party due to negligence or willful actions.

4.3 Farm and Activity Risk

The Lodge is situated on a working coffee and vanilla farm. Guests acknowledge and accept the inherent risks associated with farm and cultural activities, uneven pathways, natural wildlife, and machinery. Guests must adhere strictly to all safety instructions provided by Lodge staff and farm guides. Children must be supervised by a guardian at all times.

4.4 Personal Belongings and Insurance

The Lodge does not accept liability for loss or damage to guests' personal property, including luggage, cash, valuables, or vehicles, during their stay. Guests are strongly advised to purchase comprehensive travel and health insurance prior to arrival, covering cancellation, medical emergencies, and property loss.

5. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of Tanzania. Any dispute or claim arising shall be exclusively subject to the jurisdiction of the courts located in Arusha, Tanzania.

6. Contact Information

For any questions or concerns regarding these Terms and Conditions, please use the contact information provided below: