Terms & Conditions "Opengate Volunteering and Travel limited"

  1. Volunteering
    The following document provides information about the terms and conditions to participate in “Opengate Volunteering and Travel” programs as a volunteer. Hereinafter volunteers or interns are called “participants”. Everyone above 18 years of age, who is mentally and physically able, can
    participate in our volunteer programs. There is no maximum age limit.
    1. Registration and payment of the fees for Volunteering
      Once the registration fee has been paid to the account mentioned on the invoice, the registration is binding. By paying the registration fee, “Opengate Volunteering and Travel” and the participant enter a contract, which does not need to be confirmed in writing. The participant will get a confirmation email for the volunteer stay after paying the registration fee. The accommodation fee must be transferred to the same account as the registration fee at least 3 weeks before arrival. If the participant registers on short notice, the registration fee as well as the accommodation fee must be transferred to the account within one week after receiving the confirmation email.
    2. Prices for Volunteers
      The registration fee is 200 USD. It includes:
       Pre arrival support
       Airport Transfers on arrival and on departure
       Advice and guidance on projects
       Welcoming Tour in Arusha (incl. Lunch)
       SIM-Card
       24hour emergency contact
       Support from the local team
       50 USD project donation
      The accommodation fee is 180 USD per week in a single room at “Open Gate House” or with a host family or 120 USD per week in a shared room. It includes:
       Breakfast every day (some projects provide lunch)
       Room cleaning
       Free Kitchen 24/7 hours
       Free WIFI at Open Gate House
      The fees do not include flights, vaccinations, visas, insurance, laundry costs and personal expenses.
    3. Changes in prices
      “Opengate Volunteering and Travel” can increase prices in the event of a rise in the price of food and other subsistence costs. However, if the payment has already been made, “Opengate Volunteering and Travel” can no longer change the price.
    4. Cancellation
      By the participant:
      If you need to cancel your volunteer assignment, please inform us immediately. The following conditions and fees apply in case of cancellation:
      If you cancel more than 3 months before your arrival, we will offer you to reschedule your volunteer placement at a later date without any additional fee. However, if you want to cancel your stay completely, you will have to pay 50% of the fees. If you cancel less than 3 months before arrival, but more than 2 weeks before the start of your assignment, you will have to pay 80% of the fees. If you cancel less than 2 weeks before your stay or do not show up, the full amount, 100% of the fees, must be paid.
      By Opengate Volunteering and Travel:
      If the participant does not act according to “Opengate Volunteering and Travel” rules or Tanzanian law, we can cancel your stay and we will not refund anything to the participant.
    5. Working hours and availability of staffs
      Our working hours are from 8am to 6pm. Some of our staffs will also be available on the phone. In case of any emergency call or write them weather in the guesthouse or the local host family, “Opengate
      Volunteering and Travel” will answer asap.
    6. Accommodation and food
      We make sure that all our participants have a safe, clean and most secure place to stay. To ensure this we have a watchman at the guesthouse and also our host families have a good security. What we will insist is, that our participants act under the law and rules from their accommodation.
    7. Force Majeure
      If the participant is unable to make the trip due to a force majeure, 80% of the fees will be refunded to the participant. Force majeure includes the following: War, threat of war, riots, civil war, strikes, terrorist activity, natural and nuclear disasters, fire, adverse weather conditions, government decisions and intervention, pandemics and epidemics and any other similar occurrences that are beyond our control.
    8. Liability
      Participants travel to Tanzania at their own risk. Therefore, the participant should clarify in advance how he/she is insured or which insurances still need to be taken out. In addition, we recommend visiting the tropical institute or a specialist for tropical diseases.
  2. Travelling
    1. Booking Contract
      “Opengate Volunteering and Travel” organizes your requested trip. After the customer confirms the offer from “Opengate Volunteering and Travel” a confirmation email will be sent to the customer’s email address. After the confirmation email, the booking is binding. As the confirmation is our contract, it is important, that the customer agrees to everything. Otherwise, comments have to be done immediately. You must be at least 18 years old to make a booking with “Opengate Volunteering and Travel”.
    2. Payments and Refund
      The agreed payment terms apply. Usually, a deposit payment is done after the reservation is completed. The deposit depends on the type of journey/safari and accommodation. Usually, for lodge safari it is 50% of the overall payment. After the reservation is done, the payment of the deposit has to be done. The deposit is not refundable. The remaining balance has to be paid 14 days before arrival to the bank account mentioned on the invoice. If customer and “Opengate Volunteering and Travel” agree, the remaining amount can also be paid cash on arrival.
    3. Cancellation
      By the customer:
      If you need to cancel your trip, please inform us immediately. The following conditions and fees apply in case of cancellation:
       More than 90 days before arrival: 20% of the total amount have to be paid
       Between 89 days and 45 days before arrival: 50% of the total amount have to be paid
       Between 45 days and 14 days before arrival: 80% of the total amount have to be paid
       Less than 14 days before arrival: 100% of the total amount have to be paid
      By “Opengate Volunteering and Travel”:
      Circumstances over which we or our partners have no influence, such as weather conditions, operational disruptions, strikes and the equivalent (force majeure), may lead to cancellation/changes. Should such a cancellation/significant change occur, “Opengate Volunteering and Travel” will inform the customer immediately. If the customer can’t accept the proposed alternatives on site, the full amount will be refunded after “Opengate Volunteering and Travel” has been notified by the partner.
    4. Insurance
      We recommend our customers to ensure that they have sufficient insurance cover before their trip.
    5. Force Majeure
      If the participant is unable to make the trip due to a force majeure, 80% of the fees will be refunded to the participant. Force majeure includes the following: War, threat of war, riots, civil war, strikes, terrorist activity, natural and nuclear disasters, fire, adverse weather conditions, government decisions and intervention, pandemics and epidemics and any other similar occurrences that are beyond our control.
    1. Liability
      Participants travel to Tanzania at their own risk. Therefore, the participant should clarify in advance how he/she is insured or which insurances still need to be taken out. In addition, we recommend visiting the tropical institute or a specialist for tropical diseases.

Terms and Conditions are valid till further notice.
Last update: January 2025