Group tours booking terms & conditions

1. Our contract
All bookings are made with Travel Authentic Asia Co., Ltd, International Travel License No 01-056/2009/TCDL-GPLHQT. By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.

2. Validity
Validity of, itineraries and prices are listed on the trip notes.  Other than that itineraries and prices are indicative only.

3. Deposit requirement
You are required to pay a non-refundable deposit of 15% of total price for your booking for your booking to be confirmed. If your booking is made within 30 days of the departure date then 50% of the total amount is required.

4. Acceptance of booking and final payments
Once your deposit is paid we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice and when we accept your deposit. 30 days before departure date of the trip, an amount of 50% of total price (including the prior deposit) is required to be paid and the payment of the balance of the trip price is payable at the commencement of the trip. If the 50% of the total price is not paid on one month before departure date, we reserve the right to treat your booking as cancelled.

5. Overland kitty
No kitty is required on our overland trips except it is agreed by you for charity purpose that is indicative in some specific trips. The kitty amount is totally your generosity and will be overseen by the travellers and the crew and distributed with your agreement and observation. Our group leaders or tour guides are not allowed to call for kitty of any reason if this is not indicative in the trip notes or without your willingness.  

6. Your details
To arrange your travel with us you must provide all requested details including full name as per passport, date of birth, nationality, passport number, passport issue and expiry date. Also, please provide us with as much as detailed specific requirement and information about special diet, pre-existing medical conditions and so on if you have any in order for us to serve you better.

7. Passport and visas
You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for six months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

8. Travel insurance
Travel insurance is compulsory for all Travel Authentic Asia travelers. It is your responsibility to read the insurance policy before you travel and ensure that the insurance scheme provides with the requisite level of cover.
Insurance should cover personal accident and medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of vacation. In some cases, travelers may have pre-existing medical conditions which their travel insurance company will not cover. While these medical conditions might not preclude you from traveling with us, Travel Authentic Asia need to have a signed release waiver from the traveler stating that they will be financially responsible for any costs associated with treatment of their pre-existing medical condition.

9. Travel documentations
A trip summary is available from your consultant or can be downloaded from our website. These outline with useful, detailed information about your tour and vacation destination. We recommend you to download a journey trip summary from our website to be sure you carry an up-to-date version while traveling.
Although we have made a concerted attempt to verify the accuracy of statements made in our trip documentation including brochure, website and trip notes, should there be a discrepancy between information contained on our website and journey documentation and we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur.

10. Cancellation by the traveller
If you cancel some or all portions of your booking cancellation fees will apply. The effective date of cancellation will be the date we receive written notification from you and your cancellation will be subject to following cancellation fees per booking:

- more than 30 days prior to departure, we will retain the deposit;
- from 20 to 29 days prior to departure, cancellation fee is 30% of the total cost
- within 15 days prior to departure, we will retain 50% of your total booking price.

In certain cases, a 100% cancellation fee for certain services is (are) applied as soon as the booking is made and the ticket is issued. You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees. If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services.

11. Cancellation by Travel Authentic Asia
We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. In these cases you may choose to apply the amounts paid toward an alternative trip or receiving a full refund. We are not responsible for any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations or non-refundable flights.
We reserve the right to cancel your booking if the tour is not deposited or paid for by the due date. In this case, the cancellation fee is applied as mentioned in the clause 10.

12. Booking amendments
If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 42 days prior to the proposed departure date. A USD$50 administration fee per person per change will be applied. This fee is in addition to any charges levied by hotels, ground operators or airlines.
Within 30 days prior to departure - standard Cancellation Fees will apply, and full price will apply to new arrangements. This policy is also applied for amendments to any arrangements made in conjunction with your trip.
No amendments are permitted to your booking within 10 days of departure.

13. Inclusions
The land price of your trip includes:
• Accommodation during trip based on twin sharing basis.
• All transport as listed in the Trip Notes
• Sightseeing and activities as listed in the Trip Notes
• Meals as listed in the Trip Notes
• Services of a group leader and guiding service as described in the Trip Notes.

14. Exclusions
The land price of your trip does not include:
• International or internal flights unless specified
• Airport transfers, taxes and excess baggage charges unless specified
• Meals other than those specified in the Trip Notes
• Visa and passport fees
• Travel insurance
• Optional activities and all personal expenses.

15. Prices & surcharges
We will not impose any surcharges up to 1 month prior to departure. Other than that time we reserve the right to impose surcharges due to unfavorable changes in exchange rates, increases in airfares or transportation costs, taxes or if government action should require us to do so. In such cases we will be responsible for 20% of the additional costs and you will be responsible for the rest. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. In such instances, we are not responsible for any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations or non-refundable flights.
We will not surcharge any booking that was paid in full before the change in price happens.

16. Age & Health requirements
On our trips, the minimum age for independent travellers is 18 and the minimum age for children is 12 while a lower minimum age applies to family trips. All travellers under the age of 18 must be accompanied by an adult who is responsible for the child’s day-to-day care.
We have no maximum age limit on our trips but you have to make sure that you can manage and take care of yourselves during the trip and ensure that you are healthy enough to take part in trip’s activities without any special care and support from the others. 
Please ensure that you obtain proper and detailed medical advice before your trip. We take no responsibility for any problem that may be caused due to your unproper health condition and shall not be liable for any cost or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.

17. Flexibility
All of the journeys have been carefully planned and researched. Anyway, local conditions may sometimes require adjustment to journeys during their operation. If such journey adjustments become necessary, it requires you a considerable flexibility and you should allow for alterations.
Please, understand that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

18. Change of itinerary
Whilst Travel Authentic Asia shall do everything reasonably possible to provide you the tour itinerary as planned, we reserve the right to alter itineraries, transport and/or accommodation. If the major change is made before the departure date, a one week prior written notification of the alterations shall be made to you. You may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alteration offered.
We reserve the right to change an itinerary after departure due to local circumstances or force-majeure. In such emergency circumstances Travel Authentic Asia is obliged to curtail, alter, extend or cancel the tour and you shall not be at liberty to maintain a claim for compensation or otherwise for any loss arising as a consequence of curtailment, alteration, extension or cancellation of the tour.
Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

19. Authority on tour
Travel Authentic Asia run our trip through our direct representative - group leaders. On the trip, the decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the trip.
For any reason you fail to comply with a decision made by a group leader, or interfere with the wellbeing or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund. You must also at all times comply with the laws, customs, regulations of the country visited.

20. Liability and Responsibility
• Travel Authentic Asia shall not be liable for any loss, injury, death or damage you may suffer in connection with or arising out of your participation in a trip.
• Travel Authentic Asia purchases transportation, hotel accommodations, restaurant services, and other services from various independent suppliers that are not subject to its control. Travel Authentic Asia can not, therefore, be liable for the acts and omissions of these third parties.
• Travel Authentic Asia shall not be liable for delays in departure, interruption of your vacation arrangements, alteration of itineraries or cancellation in part or in full, caused by climatic conditions, sea fire, breakdown of machinery or equipment, acts of government or other authorities, civil disturbances, strikes, riots, thefts, epidemics, quarantines, medical or customs regulations, terrorist activities, or any other actions, omissions or Force Majeure outside our control.
• Travel Authentic Asia’s maximum liability, for any reason whatsoever, will be limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking
• Neither Travel Authentic Asia nor any of its affiliates or subsidiaries shall be or become liable or responsible for any additional expenses of liability sustained or incurred by the tour member as a result of any of the aforementioned causes.
• Travel Authentic Asia is not responsible for a client’s failure to comply with customs regulations.
• Many of Travel Authentic Asia tour packages include activities which require care attention. Such activities include boarding and going ashore from boats, climbing hills, trekking, cycling, hiking, kayaking etc. You will receive help and advice from our representatives but all activities are undertaken at your own risk. Travel Authentic Asia, its employees and agents cannot be responsible for any action or event that occurs after its said employees and agents have exercised their duty and taken the necessary care.  

21. Optional activities
Optional activities not included in the trip price do not form part of the trip or this contract. If you do take any optional activities, you do so at your own risk and it must be clearly understood that your participation is your own decision and doesn't form part of your contract with Travel Authentic Asia. The contract for the provision of that activity will be between you and the activity provider.

22. Minimum numbers for group tours
Where minimum numbers are not reached at least 40 days prior to departure, you will be given the following options:
An alternative departure date or an alternative journey commencing on a date close to the date of the originally booked journey. No amendment fee will apply.
Cancellation of participation without penalty, as long as we are advised at least 30 days prior to departure.
Travel Authentic Asia makes a final decision whether to operate a tour or not 30 days before its commencement. We cannot accept responsibility for costs incurred to change or cancel flight tickets not booked by Travel Authentic Asia which are issued more than 30 days prior to departure, unless we previously guaranteed in writing that the journey will operate.

23. Single travelers, twin share and triple share
Room arrangement in our group tour is based on twin sharing for the same gender unless you wish to book for single supplement.
On all overnight train trips and home stays all clients will be in shared compartments, even if a single supplement has been paid. This is because of cabin/ room design for these services.

24. Luggage
Your baggage should be clearly labeled and kept to a reasonable minimum. Luggage limits on airlines are strictly enforced and space on vehicles and trains is limited. Free luggage allowance on regional airway carriers is normally 40kg for business class and 20kg for economic class plus 1 hand bag. Excess baggage charges are the sole responsibility of the client.
You may be required to carry your own luggage at times where porters are not available - you should be capable of carrying your own bags on and off trains, and up and down stairs.
If you are doing lots of shopping during your travels, it may be necessary for you to forward any excess to the city where your journey concludes, or ship purchases directly home. Keeping the amount of luggage you carry in check will ensure your safety and comfort, and the safety and comfort of your fellow travelers.

25. Our privacy policy
Any personal information that we collect about you may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the trip. We will otherwise treat your details in accordance with our privacy policy.
You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
We will not pass on your details to any third parties that are not responsible for your travel arrangements. Full details of our privacy policy can be found on our website.

26. Severability
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

Participation on any tour implies full and unconditional acceptance of the above conditions by the customer.