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River Runner Adventures

Reservation, Booking, Payment, Cancellation & Force Majeure Policy

At River Runner Adventures, we are committed to delivering safe, professional, and memorable adventure experiences. The following Terms and Conditions are designed to protect both our guests and our company while ensuring that every booking is managed fairly and transparently.

By confirming a reservation and making payment (whether in part or in full), you acknowledge that you have read, understood, and accepted these Terms and Conditions.

1. Reservations & Booking Confirmation

Reservations may be made via our website, email, telephone, WhatsApp, online travel agents, or through authorised travel partners.

A reservation is considered confirmed only after:

  • Receipt of the required deposit or full payment;

  • Written confirmation issued by River Runner Adventures;

  • Availability of the requested activity or package.

All bookings are subject to availability.

Guests are encouraged to book well in advance, particularly during the high season (June to October), as activities are subject to limited daily capacity.

River Runner Adventures reserves the right to refuse or decline any booking where operational, safety, or legal requirements cannot be met.

2. Guest Information

For operational, legal and safety reasons, every guest must provide accurate information before arrival.

Guests are required to provide:

  • Full names exactly as they appear on their passport or national ID

  • Nationality

  • Date of birth

  • Passport or ID copy (where required)

  • Emergency contact details

  • Hotel or accommodation details

  • Arrival and departure information

  • Dietary requirements

  • Medical conditions relevant to participation

Failure to provide accurate information may result in delays or cancellation of services.

3. Health, Fitness & Medical Requirements

Whitewater rafting and other adventure activities are physically demanding.

Guests must advise River Runner Adventures before travel if they have:

  • Heart conditions

  • Asthma

  • Epilepsy

  • Diabetes

  • Pregnancy

  • Recent surgery

  • Neck or spinal injuries

  • Back injuries

  • Knee injuries

  • Limited mobility

  • Severe allergies

  • Any medical condition that may affect participation

Guests must also inform us of any medication they carry that may be required during the activity.

For safety reasons, River Runner Adventures reserves the right to refuse participation where a guide believes a guest's medical condition or physical ability could endanger themselves or others.

No refunds will be issued where participation is refused because of undisclosed medical conditions.

4. Age Restrictions

Minimum age requirements vary depending on river levels and activity.

For whitewater rafting:

  • Minimum age is determined by seasonal water levels and guide assessment.

  • All minors must be accompanied by a parent or legal guardian unless prior written consent has been obtained.

River Runner Adventures reserves the right to refuse participation where safety requirements cannot be met.

5. Travel Documents & Border Requirements

Guests are solely responsible for ensuring they possess:

  • Valid passports

  • Required visas

  • Vaccination certificates

  • Travel insurance

  • Immigration documentation

River Runner Adventures accepts no responsibility for:

  • Refused entry

  • Visa refusals

  • Immigration delays

  • Incorrect travel documentation

No refunds shall be issued where services cannot be provided because of inadequate travel documentation.

6. Payment Policy

To secure your reservation:

Adventure Activities

  • A 30% non-refundable deposit is required to confirm all bookings.

Small Bookings

Bookings with a total value of less than US$500 require full payment at the time of booking.

Multi-Day Tours

The remaining balance is payable:

  • 30 days before arrival, or

  • As otherwise agreed in writing.

Bookings made within 30 days of departure require immediate full payment.

Payments may be made by:

  • Visa

  • Mastercard

  • PayPal

  • Bank Transfer

  • Cash (where previously agreed)

Guests are responsible for:

  • Bank charges

  • International transfer fees

  • Credit card surcharges

  • Currency conversion charges

7. Prices

Prices quoted include only those services specifically listed within the itinerary.

Unless stated otherwise, prices exclude:

  • Visas

  • Travel insurance

  • Personal expenses

  • Alcoholic beverages

  • Tips

  • Optional excursions

  • Laundry

  • Telephone charges

  • Medical expenses

Prices may change without notice where supplier costs, fuel prices, government taxes or park fees increase before full payment has been received.

8. Amendments to Reservations

Guests wishing to amend their booking must submit requests in writing.

Changes remain subject to:

  • Availability

  • Supplier approval

  • Additional costs

Where changes increase supplier charges, guests shall be responsible for paying the additional amount.

9. Accommodation & Activity Availability

Accommodation and activities are confirmed only after payment has been received.

Should a booked accommodation or activity become unavailable due to supplier circumstances, River Runner Adventures reserves the right to substitute an equivalent or higher-quality alternative.

Should the replacement incur additional costs, guests will be advised before confirmation.

10. Cancellations by Guests

All cancellations must be received in writing.

The following cancellation charges apply:

Cancellation PeriodRefund

More than 90 days before departure90% refund (deposit remains non-refundable)

61–90 days before departure70% refund

31–60 days before departure50% refund

Less than 30 days before departureNo refund

Certain services such as:

  • Flights

  • National Park permits

  • Helicopter flights

  • Special permits

  • Accommodation deposits

may carry stricter supplier cancellation policies, which will apply in addition to these terms.

11. No Show Policy

Failure to arrive for a booked activity without prior written notice shall be regarded as a No Show.

No refund shall be given.

Late arrivals causing guests to miss departures are treated as No Shows.

12. Guest Responsibilities

Guests agree to:

  • Follow all guide instructions

  • Attend safety briefings

  • Wear all safety equipment correctly

  • Respect wildlife

  • Respect local communities

  • Follow park regulations

  • Avoid behaviour that places others at risk

River Runner Adventures reserves the right to terminate an activity without refund where a guest's behaviour places themselves, guides or other guests at risk.

13. Safety

Guest safety is our highest priority.

All rafting trips are led by professionally trained river guides and supported by experienced safety kayakers.

Before every activity guests receive:

  • Comprehensive safety briefing

  • Equipment fitting

  • Paddle instruction

  • Rescue procedures

  • Emergency protocols

Participation remains voluntary.

Guests acknowledge that adventure activities involve inherent risks despite all reasonable safety precautions.

14. Liability

River Runner Adventures shall not be liable for:

  • Personal injury

  • Illness

  • Death

  • Loss of luggage

  • Theft

  • Damage to personal belongings

  • Delayed flights

  • Missed flights

  • Missed connections

  • Travel interruptions

  • Additional accommodation costs

  • Consequential financial losses

except where directly caused by proven negligence of River Runner Adventures.

Guests participate entirely at their own risk.

Comprehensive travel insurance covering adventure activities is strongly recommended.

15. Force Majeure

River Runner Adventures shall not be held responsible or liable for any cancellation, delay, interruption, alteration, or failure to perform any obligation where such failure arises from circumstances beyond our reasonable control ("Force Majeure").

Force Majeure includes, but is not limited to:

  • Floods

  • Drought

  • Severe weather

  • High river levels

  • Low river levels

  • Lightning

  • Earthquakes

  • Wildfires

  • Natural disasters

  • Pandemics

  • Epidemics

  • Government travel restrictions

  • Border closures

  • Visa suspensions

  • Political instability

  • Civil unrest

  • Riots

  • Terrorism

  • Armed conflict

  • Industrial strikes

  • Labour disputes

  • Road closures

  • Vehicle breakdowns beyond reasonable control

  • National Park closures

  • River closures by regulatory authorities

  • Mechanical failures affecting aircraft or transport providers

  • Supplier insolvency

  • Utility failures

  • Acts of God

  • Any event outside the reasonable control of River Runner Adventures.

Where a Force Majeure event occurs, River Runner Adventures will make every reasonable effort to:

  • Reschedule the activity;

  • Offer an alternative activity of similar value;

  • Provide a travel credit valid for 24 months; or

  • Refund any recoverable monies after deducting all unrecoverable supplier costs, permits, accommodation deposits, transport costs, banking charges, and administrative expenses already incurred.

River Runner Adventures shall not be responsible for reimbursing:

  • Airline tickets

  • Hotel costs

  • Visa fees

  • Insurance costs

  • Meals

  • Ground transportation

  • Currency losses

  • Other indirect or consequential expenses arising from Force Majeure.

16. Travel Insurance

We strongly recommend that every guest purchases comprehensive travel insurance before travelling.

Your insurance should include cover for:

  • Whitewater rafting

  • Adventure activities

  • Medical treatment

  • Emergency evacuation

  • Trip cancellation

  • Personal liability

  • Loss of baggage

  • Delayed travel

Guests travelling without adequate insurance do so entirely at their own risk.

17. Photography & Marketing

During activities, photographs and videos may be taken by River Runner Adventures or its authorised photographers.

Unless a guest notifies us in writing before the activity, River Runner Adventures reserves the right to use these images and videos for marketing, promotional materials, social media, websites, and printed publications without further compensation.

18. Complaints

If any issue arises during your trip, guests should notify their guide or River Runner Adventures management immediately to allow an opportunity to resolve the matter promptly.

Complaints submitted after travel should be made in writing within 14 days of completion of the activity.

19. Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of the Republic of Zambia.

Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the competent courts of Zambia.

Our Commitment to You

At River Runner Adventures, our mission is to provide safe, exciting, and unforgettable adventures while maintaining the highest standards of professionalism, customer service, and environmental responsibility. Should unforeseen circumstances arise, we are committed to working with our guests in good faith to find fair, practical, and reasonable solutions wherever possible.

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