Frequently Asked Questions
18 answers to our most common questions
Booking & Planning
For peak season (July–October, Great Migration), book 6–9 months ahead — premium tented camps sell out fast. For the shoulder seasons (November–February), 3–4 months is usually enough. For custom or group trips, contact us as early as possible. We recommend confirming gorilla trekking permits at least 4 months before travel.
You can book directly through our website, by email at hello@internationalvolunteerhome.tz, or by phone/WhatsApp (+255 700 123 456). We'll send you a detailed itinerary and price breakdown before asking for any payment. A 20% deposit secures your booking.
Absolutely. Every one of our listed packages can be adjusted — different lodges, extended nights, extra activities, combined destinations, or completely custom itineraries built from scratch. Tell us your ideal trip and we'll design it. There's no charge for the planning consultation.
East Africa has two main dry seasons which are typically best for wildlife viewing:
- June–October: Long dry season, best for Maasai Mara / Great Migration (July–October) and Serengeti
- January–March: Short dry season, excellent for calving season in the Serengeti and quieter parks
- Gorilla trekking in Uganda and Rwanda is possible year-round; the dry seasons (June–September, December–February) offer easier forest hiking
Yes — about 30% of our bookings are solo travellers. We offer dedicated solo-friendly group departures where you join a small group (max 12). Single supplements apply for private accommodation on solo bookings, but we'll always tell you the total cost upfront. Solo travellers consistently rate their Osimlai experience among our highest reviewers.
Safari & Wildlife
All International Volunteer HT safari prices include:
- Accommodation (as specified in itinerary)
- All game drives with certified guide
- National park and conservation fees
- Meals as described (B = breakfast, L = lunch, D = dinner)
- Airport transfers at start and end of tour
- 24/7 emergency support line
Not included: international flights, visa fees, travel insurance, tips, personal spending, and activities marked as optional.
East Africa welcomes over 3 million visitors annually with an excellent safety record. Tanzania, Kenya, Uganda, and Rwanda are all stable, welcoming countries with robust tourism infrastructure. All Osimlai guides are wilderness first-aid certified. We monitor travel advisories daily and provide pre-departure briefings that cover health, safety, and local customs.
Recommended vaccinations typically include: Hepatitis A & B, Typhoid, Yellow Fever (required for some countries), and a Tetanus booster. Anti-malaria prophylaxis is strongly advised for most East African destinations. Always consult your doctor or a travel health clinic 6–8 weeks before departure. We provide a detailed health checklist on booking.
We cap our group departures at 12 guests to preserve the quality of the experience and minimise environmental impact. Gorilla trekking is limited to groups of 8, in line with permit regulations. Private safaris are available with no minimum group size — ideal for families, couples, or those who prefer a fully customised pace.
Volunteering
Most programs require no prior experience — enthusiasm and commitment are the main requirements. Medical and veterinary programs require relevant qualifications. Teaching programs welcome anyone with subject knowledge, even without formal teaching experience. Each program page lists prerequisites clearly.
The volunteer program fee covers: airport pickup, accommodation in a volunteer house or homestay, meals (typically full board), orientation and safety training, project placement and supervision, and 24/7 in-country support. It does not cover international flights, visas, travel insurance, or personal spending.
At least 40% of every volunteer fee is reinvested directly into the host project or community.
Minimum placements are typically 2 weeks. We find that volunteers need at least this time to settle in, learn the context, and contribute meaningfully. For conservation programs involving data collection or anti-poaching patrol, we recommend a minimum of 4 weeks. The maximum is open-ended — some volunteers stay for 6+ months.
Yes. All volunteers receive an International Volunteer HT participation certificate on completion, signed by the program director and noting the project, duration, and responsibilities. We can also provide a formal reference letter for academic or professional applications on request.
Payments
We accept:
- Bank transfer (USD, GBP, EUR)
- PayPal (personal and business accounts)
- M-Pesa (for local bookings in Tanzania and Kenya)
- Credit/debit card via our secure payment portal (Visa, Mastercard)
- Wise / Revolut transfers
We never store card details. All online payments use 256-bit SSL encryption.
No. We require a 20% deposit to confirm your booking. The remaining 80% is due 60 days before your departure date. For last-minute bookings (within 60 days of travel), full payment is required at the time of booking. We'll send you clear payment reminders in advance.
Booking Policy
How bookings are made, confirmed, and managed
1. Making a Booking
Bookings can be made via our website, email, phone, or WhatsApp. A booking is only confirmed once you have received a written Booking Confirmation from International Volunteer HT and the required deposit has been received. Verbal or informal confirmations do not constitute a binding reservation.
2. Deposit & Payment
- A deposit of 20% of the total booking cost is required to secure your place
- The remaining balance is due 60 days before the departure date
- For bookings made within 60 days of departure, full payment is required immediately
- Gorilla trekking permits must be paid in full at time of booking due to permit non-refund rules
- International Volunteer HT reserves the right to release unconfirmed bookings if the deposit is not received within 5 business days of the initial reservation
3. Pricing
All prices are quoted in US Dollars (USD) unless otherwise stated. Prices are correct at the time of publication but may be subject to change due to currency fluctuations, government tax changes, or supplier price increases. Any price change will be communicated to you before final payment is due.
4. Itinerary Changes
International Volunteer HT reserves the right to make minor itinerary changes due to weather conditions, park closures, road conditions, or other circumstances beyond our control. We will always seek to provide an alternative of equal or greater value. Major itinerary changes will be communicated in advance wherever possible.
5. Group Bookings
Groups of 10 or more travellers are eligible for group discounts. A group leader must be designated to liaise with our team. International Volunteer HT can provide one complimentary place for every 15 paying guests on standard group departures.
6. Age Requirements
- Standard safari tours: minimum age 6 years
- Gorilla trekking permits: minimum age 15 years (Rwanda / Uganda regulations)
- Volunteer programs: minimum age 18 years (or 16–17 with parental consent and guardian accompaniment)
- Travellers under 18 must be accompanied by a parent or legal guardian
7. Travel Documents
It is the traveller's sole responsibility to obtain a valid passport with at least 6 months' validity beyond the travel dates, and all required visas. Osimlai Adventures can provide visa guidance and invitation letters where needed, but accepts no liability for denied entry due to invalid travel documents.
Cancellation Policy
Cancellations, amendments, and refund terms
Cancellation by You
All cancellations must be submitted in writing to hello@osimlaiadventures.com. The following charges apply based on how far in advance we receive your cancellation notice:
| Notice Before Departure | Cancellation Fee | Amount Refunded |
|---|---|---|
| More than 60 days | Deposit only (20%) | 80% of total cost |
| 45–60 days | 35% of total cost | 65% of total cost |
| 30–44 days | 50% of total cost | 50% of total cost |
| 15–29 days | 75% of total cost | 25% of total cost |
| Less than 14 days | 100% — no refund | Nil |
Amendments
Date changes or significant itinerary amendments are subject to a $75 administration fee, plus any additional costs incurred from suppliers. We'll always try to accommodate changes where possible. Amendments requested within 30 days of departure may not be possible and will be treated as a cancellation and re-booking.
Cancellation by International Volunteer HT
In the rare event that International Volunteer HT must cancel your trip (due to minimum group numbers not being met, force majeure, or operator failure), we will:
- Provide full written notice as early as possible
- Offer an alternative safari of equivalent value at no additional cost
- Or provide a full refund of all monies paid within 14 business days
International Volunteer HT is not liable for additional costs you may incur (flights, accommodation, etc.) due to a cancellation beyond our control.
Force Majeure
International Volunteer HT shall not be liable for cancellations caused by circumstances beyond our reasonable control, including but not limited to: natural disasters, pandemics, government travel bans, civil unrest, or acts of terrorism. In such cases, we will make every effort to reschedule or provide a credit toward a future trip.
How to Claim a Refund
- Submit cancellation in writing to internationalvolunteerht@gmail.com
- Include your booking reference number and reason for cancellation
- Refunds are processed within 14 business days of confirmation
- Refunds are issued to the original payment method only
Travel Insurance
Why it matters and what to look for
Why You Need It
Africa is an extraordinary destination, but it is remote. A medical emergency in a national park, a flight cancellation, or a last-minute illness at home can all have serious financial consequences if you're uninsured. Travel insurance is one of the best investments you'll make for your trip.
What Your Policy Should Cover
- Medical expenses and emergency evacuation — minimum $500,000 USD recommended. Medical evacuation by air in East Africa can cost $30,000–$80,000
- Trip cancellation and interruption — covers the full cost of your tour if you must cancel or cut short due to illness, bereavement, or other covered reasons
- Baggage and personal belongings — including camera equipment (declare high-value items separately)
- Personal liability — covers accidental damage or injury to others
- 24-hour emergency assistance — a helpline that can coordinate evacuations and hospital admissions
Recommended Providers
We do not receive commission from any insurer. These are providers our travellers have used with good results:
- World Nomads (widely used by adventure travellers)
- Battleface (good for high-risk activities)
- True Traveller (strong European option)
- SafetyWing (flexible, monthly subscription option)
Always read the policy small print. Ensure adventure activities like gorilla trekking, hot air ballooning, and bush walking are explicitly covered.
Proof of Insurance
For gorilla trekking, volunteer programs, and all travel that includes high-risk activities, International Volunteer Home Tz reserves the right to request proof of valid travel insurance before departure. We may not be able to facilitate your participation without it.
Pre-Existing Medical Conditions
Disclose all pre-existing medical conditions to your insurer and to International Volunteer Home Tz at the time of booking. Some destinations or activities may require medical clearance. We are here to help you plan safely — not to catch you out. Honesty protects you.
Privacy Policy
How we collect, use, and protect your personal data
International Volunteer HT ("we", "us", "our") is committed to protecting the privacy of all individuals who interact with our website and services. This policy explains what data we collect, why we collect it, and how it is used.
1. Data We Collect
- Contact information — name, email address, phone number, nationality
- Booking information — travel dates, group size, dietary or medical requirements
- Payment information — processed securely via third-party payment providers. We do not store card numbers
- Website usage data — pages visited, time spent, referring source (via cookies, see below)
- Communications — emails, WhatsApp messages, and enquiry form submissions
2. How We Use Your Data
- To process and manage your booking or volunteer application
- To communicate safari details, updates, and safety information
- To personalise your experience and respond to enquiries
- To send our newsletter (only with your explicit consent)
- To comply with legal obligations (e.g. tax records, insurance requirements)
- To improve our website and services through anonymised analytics
3. Data Sharing
We do not sell or rent your personal data to third parties. We may share data with:
- Accommodation partners and local operators — only the minimum required to fulfil your booking
- Payment processors (e.g. PayPal, Stripe) — governed by their own privacy policies
- Government authorities — only where required by law (e.g. immigration)
- Emergency services — in the event of a safety incident
4. Data Retention
We retain personal data for 7 years after your last interaction with us, in accordance with Tanzanian tax and business regulations. You may request deletion of your data at any time, subject to our legal retention obligations.
5. Cookies
Our website uses essential cookies (required for core functionality) and analytics cookies (Google Analytics, anonymised). You can opt out of analytics cookies via your browser settings or our cookie banner. We do not use advertising cookies or share data with advertising networks.
6. Your Rights
You have the right to: access the personal data we hold about you; request correction of inaccurate data; request deletion of your data; withdraw consent for marketing communications at any time; and lodge a complaint with the relevant data protection authority.
7. Data Security
We implement industry-standard security measures including SSL encryption, access controls, and regular security reviews. No online data transmission is 100% secure; we take all reasonable precautions to protect your information.
8. Contact for Data Enquiries
To exercise any of your rights or ask questions about this policy, contact our Data Officer at: privacy@internationalvolunteerht.com or write to Osimlai Adventures Ltd, Njiro Road, Arusha, Tanzania.