Terms and Conditions
When booking a trip to Bhutan through a licensed travel agent, it’s crucial to understand the terms and conditions outlined by the agent. These terms govern various aspects of your travel experience, including bookings, payments, cancellations, and more. Below is our general overview of the common terms and conditions you might need to comply with:
1. Booking and Payment Terms
1.1. Booking Confirmation:
- Reservation: All bookings must be confirmed with is in formally. Confirmation typically requires a deposit of full payment, as per tour operator’s policy.
- Itinerary: The travel agent will provide a detailed itinerary outlining the inclusions, exclusions, and schedule of your trip, you can book one from our list of tour and trek intineraries or we can customize as per your needs. We are very transparent in what is included and not in the cost.
1.2. Payment Schedule:
- Deposit: A non-refundable deposit is often required to secure your booking with us. The amount varies depending on cost of itineraries but is generally 20% a percentage of the total tour cost.
- Final Payment: The balance of the tour cost must be paid in full before the application of visa approval, often at least 30 days prior to departure.
1.3. Accepted Payment Methods:
- Modes of Payment: Payments can usually be made via bank transfer, credit card, or other specified methods. Details will be provided by us during the payment time on accepted methods.
2. Changes and Amendments
2.1. Itinerary Changes:
- Modification Requests: Any requests to modify the itinerary after booking must be submitted in writing and are subject to availability and additional charges. But, you can customize the itinerary as per your wish before the final booking and total cost if determined.
- Fees: Changes may incur amendment fees, depending on the nature of the modification and the company polices.
2.2. Travel Dates:
- Rescheduling: If you need to reschedule your trip, we will facilitate this based on availability. Rescheduling fees may apply as additional charges.
3. Cancellation Policy
3.1. Cancellation by Traveler:
- Notice Period: Cancellation requests must be submitted in writing to us. Fees are applied based on the timing of the cancellation relative to the travel date.
- Cancellation Fees:
- More than 60 Days Before Departure: Typically, a partial refund or minimal cancellation fee.
- 30-60 Days Before Departure: Higher cancellation fees may apply.
- Less than 30 Days Before Departure: Generally, no refund or significant penalties.
3.2. Cancellation by Tour Operator:
- Operator’s Right: The tour operator reserves the right to cancel the trip in exceptional circumstances (e.g., natural disasters, political instability). In such cases, alternative arrangements or full refunds will be provided.
4. Refunds
4.1. Refund Process:
- Processing Time: Refunds, if applicable, are processed according to the operator’s policy and may take several weeks.
- Non-Refundable Fees: Certain fees, like the Sustainable Development Fee (SDF), are generally non-refundable.
5. Travel Insurance
5.1. Insurance Requirement:
- Travel Insurance: Travelers are encouraged to purchase comprehensive travel insurance that includes coverage for trip cancellation, medical emergencies, and other unforeseen events.
- Proof of Insurance: We require proof of insurance as part of the booking process but it depends on the nature of nationality.
6. Visa and Documentation
6.1. Visa Processing:
- Visa Requirements: The travel agent will handle visa processing based on the provided documentation. Travelers must ensure that their passports are valid for at least six months from the date of entry.
- Documents Needed: Passport copies, passport-sized photos, and any other required documents must be submitted timely.
7. Responsibilities and Liabilities
7.1. Traveler Responsibilities:
- Compliance: Travelers must comply with Bhutanese laws and regulations, including those related to cultural respect and environmental protection.
- Personal Conduct: We not responsible for any personal injury, loss, or damage arising from the traveler’s own actions.
7.2. Operator Liabilities:
- Limited Liability: The travel agent’s liability is limited to the services provided. The operator is not responsible for changes or delays caused by factors beyond their control (e.g., weather conditions, political unrest).
8. Complaints and Disputes
8.1. Complaints Procedure:
- Feedback: Any complaints regarding the trip should be reported to us immediately. We will address issues as per our policy.
- Dispute Resolution: Disputes not resolved through direct communication may be subject to mediation or arbitration as outlined by the tour operator’s terms.
9. Force Majeure
9.1. Force Majeure Clause:
- Definition: The travel agent is not liable for failure to perform due to circumstances beyond their control, including but not limited to natural disasters, war, strikes, or government actions.
- Adjustments: In such cases, alternative arrangements or refunds may be offered based on the specific situation.
These terms and conditions ensure that both the traveler and the tour operator have a clear understanding of their rights and obligations. Always read the specific terms provided by our travel agent carefully and reach out to us directly for any clarifications.