How to plan a perfect African Trip: Key info to share with your travel planner

Planning an African Trip, whether you’ll explore the Serengeti in Tanzania, the City of Cape Town in South Africa, or relax on Zanzibar’s beaches, can be one of the most memorable experiences of your life. But a great trip starts long before your plane lands. Sharing the right information with your travel planner helps you avoid surprises and ensures your safari trip to Africa is smooth, comfortable, and exactly what you imagined.

Here are the essential details you should provide to your travel planner before your safari trip to Africa:

Key Takeaways: Important Information to share with a travel planner

  • Details matter. The more information you share with your travel planner, the smoother your African trip.

  • Be precise. Exact group size, flight times, and special requirements help avoid last-minute issues.

  • Define your style. Whether you prefer luxury lodges, boutique hotels in Zanzibar, or adventurous camping, your preferences shape the entire journey.

  • Plan around occasions. Celebrations like birthdays, honeymoons, or anniversaries can be elevated with thoughtful arrangements if your planner knows in advance.

  • Consider logistics. Airports, vehicles, and meal plans all influence comfort and cost.

  • Think beyond the usual tour activities. Adding non-tour activities such as school visits and visiting local entrepreneurs makes your trip to Africa truly personal.

Top 10 info you need to share with your Travel Consultant

1. Exact Number of People in Your Group

This might sound obvious, but being precise about numbers matters. If your planner expects four guests and five show up, you could end up short on rooms or paying unexpected extra costs. On the flip side, if people drop out at the last minute, demanding refunds can be stressful.
Sharing the exact number also helps calculate your price correctly. In many cases, the larger the group, the lower the cost per perso

2. Preferred Type of Vehicle for Local Transfers

Africa offers everything from private safari jeeps to minibuses and compact city cars. Preferences vary:

  • Some travelers love open-sided safari vehicles for uninterrupted wildlife viewing.

  • Others prefer closed jeeps with air conditioning, especially for long drives between parks in Tanzania.

  • For city tours, some groups may want spacious minibuses, while couples are fine with smaller cars.

Clarifying this up front avoids surprises such as expecting a private dhow only to find yourself in a small vehicle, while you were expecting a minibus.

3. Your Travel Style

Every traveler is different. Do you dream of luxury lodges, boutique hotels, or budget camping? Do you prefer an adventurous pace or a slower, more relaxed itinerary?

We once had a client who booked a road safari from Arusha to the Serengeti. While the drive is beautiful, it’s also long and bumpy. Halfway through the journey, she admitted she wished she had chosen the direct flight instead. It would have saved her hours on the road and given her more time to actually enjoy the Serengeti.

The same applies in Zanzibar. You may prefer a private dhow for a sunset cruise, but if you don’t specify, your planner may put you on a shared boat, thinking they’re saving you money.

Defining your travel style, whether that’s comfort, adventure, pace, or privacy, ensures your planner matches you with experiences that truly fit your personality.

4. Special Dietary Needs

Whether you’re vegetarian, vegan, gluten-free, or halal, dietary preferences must be communicated in advance. Most lodges and camps are flexible, but only if they’re prepared ahead of time. This avoids last-minute stress and ensures you can enjoy meals without compromise.

For example, during a Safari Blue Tour in Zanzibar, lunch is usually a mix of seafood, rice, and sometimes chicken. On one trip, a client told us only at lunchtime that she didn’t eat seafood, and that she only liked roasted chicken, not the style being served. It was difficult to cater to her needs on the spot. She ended up eating just rice, soda, and fruit. It was a missed opportunity for her to enjoy a full meal, and a clear reminder of why dietary requirements should always be shared in advance.

5. Any Special Event During the Trip

Africa is an unforgettable place to celebrate milestones. If your trip coincides with a honeymoon, birthday, or engagement, let your planner know early.

For example, lodges in Tanzania and Zanzibar often go above and beyond arranging bush dinners, private sundowners, or even a surprise cake in the middle of the Serengeti.

Advance notice makes it easier to deliver those magical touches.

6. Arrival and Departure Airports

One of the most crucial details in planning and costing your safari is knowing exactly where you will arrive and depart. This determines airport transfers, local flights, and even the sequence of your itinerary.

For example, we once had a client who initially informed us that she would arrive at Kilimanjaro International Airport (JRO) and depart from Zanzibar Abeid Karume International Airport (ZNZ). Based on this, we only booked her a one-way flight from Arusha to Zanzibar. However, a week before arrival, she clarified that both her arrival and departure would actually be through Zanzibar. This required an additional return flight, as well as extra airport pickups and drop-offs, leading to a last-minute increase in her tour cost.

Sharing your exact entry and exit points from the very beginning avoids surprises and helps us give you the most accurate costing and smooth planning possible.

7. Special Requirements

Special requests can make or break the smoothness of your trip. These could include medical conditions, mobility support, interconnecting rooms for families, or religious needs such as prayer times.

For example, we once hosted a group of Muslim travelers who observed prayer times diligently. On long road trips, they would stop to pray, but they hadn’t brought their own mats. We eventually bought mats for them a few days after the trip had already started. If this requirement had been communicated earlier, we could have arranged everything in advance and made their experience even more seamless.

The takeaway? Whether it’s dietary restrictions, mobility assistance, or religious practices, communicating these special requirements ahead of time ensures your planner can prepare and deliver the right support from day one.

8. Arrival and Departure Days and Times

Your exact flight schedule shapes your entire itinerary and helps your planner design the smoothest experience possible. For example, if you land in Nairobi early in the morning, we may recommend a same-day transfer to the Masai Mara so you don’t lose valuable safari time. However, if your flight arrives late in the evening, it’s often better to stay overnight in the city and start your safari drives fresh the next morning.

Your dates also influence the cost of your trip. High season (June to September) is the busiest period in destinations like Tanzania’s Serengeti and Ngorongoro Crater, meaning accommodation prices rise sharply. On the other hand, off-season months (March to May) are more budget-friendly and often come with fewer crowds, but you’ll need to consider the rains.

Sharing your exact arrival and departure days and times helps your planner avoid rushed transfers, unnecessary overnight stays, or missed connections, while also giving you the most accurate cost breakdown.

9. Preferred Meal Plan

Your meal plan plays a big role in shaping the rhythm and overall cost of your trip. On safari in Tanzania’s national parks, full board is usually best, since you’ll be out on game drives and far from restaurants. In Zanzibar, however, many travelers prefer bed & breakfast or half board, which allows them to enjoy local flavors at Stone Town’s iconic eateries or try bucket-list beachside restaurants.

Having your preferred meal plan clear from the start also helps you set a realistic total budget for the trip. If you know when meals are included and when they aren’t, you can plan exactly how much extra to set aside for dining out, rather than being surprised later. This clarity lets you balance convenience with the freedom to explore, while making sure you don’t overspend.

10. Who Is in Your Group

Traveling with young children? Teenagers? Elderly parents? Sharing these details helps your planner tailor recommendations. For instance, family-friendly lodges often have child discounts, kid’s activities, and safer accommodation layouts. Elderly travelers may prefer shorter road transfers and properties with fewer stairs.

Putting It All Together

If you take one thing from this, remember: communication before travel is your best insurance for a great African trip. The more detailed and honest you are with your planner, the more personal, comfortable, and unforgettable your journey through Africa will be.

Get in touch with us now to start planning your African vacation.

FAQs

Why is it important to share the exact number of travelers with my planner?

Because group size affects everything, from the number of rooms booked, to the type of vehicle used, and even the price per person. Being precise avoids last-minute confusion or unexpected costs.

Tell your planner upfront if you’re vegetarian, vegan, gluten-free, halal, or have allergies. Camps and lodges can cater to your needs.

Think about whether you prefer luxury lodges, boutique stays, or budget camping. Also, decide if you’d like a fast-paced adventure or a slower, more relaxed trip.

Can travel planners arrange surprises for special events like birthdays or honeymoons?

Yes! Many lodges in Africa offer special touches such as bush dinners, private sundowners, or birthday cakes. It is a good idea they know in advance.

Include mobility needs, medical conditions, or preferences like interconnecting rooms and religious needs, among others.

Flight schedules shape your itinerary. For example, late arrivals in Arusha often require an overnight stay before your safari begins. Dates also impact pricing, especially between high and low seasons.