Vayaki Tour - Booking Conditions
At Vayaki Tour, our goal is to craft a seamless and transformative journey for you. To ensure clarity and a transparent partnership, we have outlined our booking conditions below. These terms form the basis of the contract between you (the client) and Vayaki Tour. Please read them carefully before making a booking. Your payment of a deposit signifies your acceptance of these conditions.
1. The Contract
Your contract is with Vayaki Tour. A binding contract is formed once we have received your booking deposit and we have issued a written booking confirmation. The person making the booking accepts these conditions on behalf of all individuals named in the booking.
2. Booking & Payment
- Deposit: To secure your booking, a non-refundable deposit of 30% of the total tour cost per person is required at the time of booking.
- Final Payment: The full balance of the tour cost is due 60 days prior to your departure date. If your booking is made within 60 days of departure, the full amount is payable at the time of booking.
- Payment Methods: Payments can be made via bank transfer or secure online payment link. Details will be provided at the time of booking.
- Late Payment: If the final balance is not received by the due date, Vayaki Tour reserves the right to treat your booking as cancelled and apply the cancellation charges outlined below.
3. Cancellation Policy
Cancellation by You:
Should you need to cancel your trip, you must notify us in writing via email. The following cancellation charges will apply, calculated from the date we receive your written notification:
- 60 days or more prior to departure: Loss of the non-refundable deposit.
- 31 to 59 days prior to departure: 50% of the total tour cost.
- 30 days or less prior to departure: 100% of the total tour cost.
Note: Some arrangements (like certain flights or permits) may be non-refundable from the time of booking. We will advise you of this at the time of confirmation. We strongly recommend comprehensive travel insurance to cover cancellation charges.
Cancellation by Us:
We reserve the right to cancel your tour in rare and unforeseen circumstances (e.g., force majeure, political instability, or failure to reach minimum numbers for a group tour). In such an event, we will offer you the choice of an alternative tour of equivalent value or a full refund of all monies paid to us. We are not responsible for any incidental expenses you may have incurred, such as non-refundable flights, visa fees, etc.
4. Changes to Your Itinerary
Changes by You:
If you wish to make any changes to your confirmed booking, please notify us in writing. We will do our best to accommodate your request, but changes are subject to availability and may incur an administration fee plus any additional costs from our suppliers.
Changes by Us:
Due to the nature of travel in our destinations, we may occasionally need to make minor changes to your itinerary. We will inform you as soon as possible. If a major change is necessary, we will offer you the choice to accept the change, book an alternative tour, or cancel your tour for a full refund.
5. Travel Insurance
It is a mandatory condition of booking with Vayaki Tour that you and all members of your party have comprehensive travel insurance for the full duration of your trip. Your insurance must cover, at a minimum: trip cancellation and interruption, medical expenses, emergency repatriation, personal liability, and loss of luggage and personal effects. You may be required to provide proof of your insurance policy before your departure date.
6. Passports, Visas & Health
It is your responsibility to ensure you are in possession of a valid passport with at least 6 months' validity from your date of return. You are also responsible for obtaining all necessary visas, and for consulting your doctor regarding any required vaccinations and health precautions for your chosen destination.
7. Our Responsibility
Vayaki Tour accepts responsibility for ensuring that your travel arrangements are supplied as described in your confirmed itinerary. We work with a network of trusted independent suppliers (such as hotels, transport providers, and local guides). While we take all reasonable care in selecting these suppliers, we act as an agent and cannot be held liable for their acts or omissions. Our liability is limited in all cases to the total cost of your travel arrangements with us.
8. What's Included / Excluded
Your detailed itinerary will clearly list all inclusions and exclusions. Generally, prices will include accommodations, transport, guided tours, and meals as specified. Prices typically exclude international flights, travel insurance, visa fees, personal expenses, tips, and any activities listed as 'optional.'
9. Privacy
In order to process your booking, we need to collect certain personal details from you. We will treat this information with the utmost care and will only use it for the purposes of arranging your travel. Please refer to our Privacy Policy for more information.