Terms & Conditions

1. ACCEPTANCE OF TERMS

Please read these Terms and Conditions carefully before making a reservation or purchasing any tour, travel package, or related service from Orchid Travel & Tours (“Company”, “We”, “Us”, or “Our”).

By making a booking, paying a deposit, or participating in any tour organized by Orchid Travel & Tours, you acknowledge that you have read, understood, and agreed to be bound by these Terms and Conditions, including any amendments made by the Company from time to time.

The Company reserves the right to modify, amend, or update these Terms and Conditions at any time without prior notice.

2. DEFINITIONS

Client / Customer / Traveller means the person(s) in whose name the booking is made.

Company means Orchid Travel & Tours.

Independent Contractors means airlines, hotels, cruise operators, railways, transport operators, local guides, sightseeing providers, and all other third-party suppliers engaged in providing travel services.

Tour Cost means the total amount payable by the Client for the selected tour package.

3. ELIGIBILITY

The Client must be at least 18 years of age to make a booking.

Travellers under the age of 18 must be accompanied throughout the tour by a parent, legal guardian, or authorized adult.

The Company reserves the right to request proof of age and identity at any time.

4. RESERVATION AND BOOKING PROCESS

    1. A booking request does not constitute confirmation of a reservation.

    2. Reservations become confirmed only upon:

        ◦ Receipt of the required payment; and

        ◦ Issuance of a written confirmation by the Company.

    3. A booking voucher, itinerary, or confirmation email shall serve as proof of confirmation.

    4. Failure to make payment within the prescribed timeframe may result in automatic cancellation of the reservation..

5. PAYMENT TERMS

The following payment schedule shall apply unless otherwise specified in writing:

Time Before Departure Payment Required

60 days or more INR 1,00,000 per person

59–31 days 50% of Tour Cost

30 days or less 100% of Tour Cost

Full payment must be received before departure.

The Company reserves the right to cancel any booking for non-payment and apply cancellation charges as specified herein.

Foreign exchange fluctuations, fuel surcharges, government taxes, airport charges, visa fees, and supplier-imposed increases may result in adjustments to the final tour cost.

6. PRICING POLICY

All prices are quoted in Indian Rupees (INR) unless otherwise specified.

Prices are based on prevailing rates at the time of publication and are subject to change due to:

    • Currency fluctuations;

    • Fuel cost increases;

    • Government taxes and levies;

    • Supplier price revisions;

    • Airline, hotel, cruise, or transportation surcharges.

Any such increase must be paid by the Client before departure.

7. ITINERARY ACCURACY AND CHANGES

The Company endeavour to operate all tours as advertised.

However, circumstances beyond the Company’s control may require modifications to:

    • Flight schedules;

    • Hotel accommodations;

    • Sightseeing programs;

    • Meal arrangements;

    • Transportation routes;

    • Tour sequencing.

The Company reserves the right to alter, amend, postpone, substitute, or cancel any part of the itinerary whenever necessary for operational, safety, legal, weather-related, or logistical reasons.

Such changes shall not entitle the Client to compensation, except where expressly provided by law.

8. HOTELS AND ACCOMMODATION

    1. Hotels mentioned in itineraries are subject to availability.

    2. Equivalent or higher-category accommodations may be substituted where necessary.

    3. Triple occupancy rooms may consist of a rollaway bed or sofa bed.

    4. Hotel check-in and check-out times are governed by hotel policies.

    5. The Company is not responsible for:

        ◦ Hotel staff conduct;

        ◦ Hotel service interruptions;

        ◦ Internet or utility outages;

        ◦ Room amenities not provided by the hotel.

    6. Any damage caused by the Client shall be the sole responsibility of the Client.

9. MEALS AND SPECIAL REQUESTS

Meals included in the tour are generally provided on a fixed-menu basis.

Special dietary requests, room preferences, seating requests, or other special arrangements must be requested in writing at the time of booking and are subject to availability.

The Company does not guarantee fulfilment of any special request.

No refund shall be provided for missed meals due to delays, personal reasons, or failure to attend scheduled meal services.

10. AIRLINES AND TRANSPORTATION

The Company acts solely as an intermediary between the Client and transportation providers.

The Company shall not be liable for:

    • Flight delays or cancellations;

    • Schedule changes;

    • Overbooking;

    • Denied boarding;

    • Lost baggage;

    • Airline operational decisions;

    • Changes in aircraft or routing.

All airline tickets are subject to the applicable airline’s conditions of carriage.

Additional charges arising from airline schedule changes, airport taxes, baggage fees, or rebooking costs shall be borne by the Client.

11. COACHES AND GROUND TRANSPORTATION

Transportation may be provided by luxury coaches, minibuses, trains, ferries, or other suitable vehicles.

Seat rotation policies may be implemented for group comfort.

The Company shall not be responsible for:

    • Mechanical breakdowns;

    • Traffic delays;

    • Driver conducts beyond contractual obligations;

    • Loss of personal belongings left unattended.

12. PASSPORTS, VISAS, AND TRAVEL DOCUMENTS

The Client is solely responsible for obtaining and maintaining:

    • A valid passport;

    • Required visas;

    • Transit permits;

    • Vaccination certificates;

    • Any other travel documentation.

Passports must generally remain valid for at least six months beyond the travel completion date.

Visa issuance remains entirely at the discretion of the relevant authorities.

The Company provides only advisory and administrative assistance and does not guarantee visa approval.

Visa refusal, delay, or cancellation shall not constitute grounds for a refund except as specifically stated in the cancellation policy.

13. CANCELLATION POLICY

All cancellations must be submitted in writing.

The following cancellation charges shall apply:

Time Before Departure Cancellation Charge

60 days or more INR 1,00,000 per person

59–31 days 50% of Tour Cost

30 days or less 100% of Tour Cost

No Show 100% of Tour Cost

Non-refundable airline tickets, visas, insurance premiums, supplier charges, and actual expenses incurred shall be deducted in addition to applicable cancellation charges where permitted.

14. AMENDMENTS AND DEVIATIONS

Any request for amendments, including:

    • Departure dates;

    • Passenger names;

    • Travel dates;

    • Tour programs;

    • Flight deviations;

shall be subject to availability and additional charges.

The Company reserves the right to charge an administrative amendment fee and recover any supplier-imposed costs.

No amendment requests may be accepted within 30 days of departure unless expressly approved.

15. REFUND POLICY

Refunds, where applicable, shall be processed within approximately 30 working days after receipt of all necessary documentation.

No refund shall be provided for:

    • Unused services;

    • Missed sightseeing;

    • Missed meals;

    • Early departure;

    • Late arrival;

    • Voluntary withdrawal from the tour.

Refunds for foreign exchange components shall be made in INR at the prevailing exchange rate determined by the Company.

16. MEDICAL CONDITIONS, PREGNANCY, AND FITNESS TO TRAVEL

Clients must disclose any medical condition that may affect their participation.

The Company may require medical certification confirming fitness to travel.

Pregnant travellers should consult their physician prior to booking.

Failure to disclose a relevant medical condition may result in denial of participation without refund.

The Company does not provide medical services and accepts no liability for medical events occurring during travel.

17. DISABILITIES AND SPECIAL ASSISTANCE

Clients requiring special assistance must notify the Company in writing before booking.

While reasonable efforts will be made to accommodate special needs, the Company cannot guarantee availability of facilities at all destinations.

Travellers requiring assistance should travel with a qualified companion.

18. TRAVEL INSURANCE

The Company strongly recommends comprehensive travel insurance, including:

    • Medical coverage;

    • Trip cancellation coverage;

    • Trip interruption coverage;

    • Emergency evacuation coverage;

    • Baggage protection.

The Company shall not be liable for any losses that could have been covered under an insurance policy.

Orchid Travel and Tours strongly recommend customers to purchase a “Cancel for Any Reason (CFAR)” Travel Insurance. Orchid Travel and Tours do not currently offer any travel Insurance arrangements. Orchid Travel and Tours shall be exempt from any liability in the event of an accident resulting in, but not limited to, loss or damage of properties, injury to people, death during trip, delays, irregularities or other occurrences beyond its control. Settlements will ensue in accordance with rules set by airlines, hotels, buses, etc. You agree that Orchid Travel and Tours will not be liable for any costs or damages arising out of a dispute or disagreement between you and any participating provider or a third party for anything which is in any way related and you hereby expressively waive any such claim against Orchid Travel and Tours and its owner, members, officers, directors, employees, parents, subsidiaries, agents and representatives.

Orchid Travel and Tours believes that due to the Cancellation Policy for your tour and the unexpected events that can possibly occur, your party would benefit from purchasing Travel Insurance for your reservation.

19. CLIENT RESPONSIBILITIES

Clients shall:

    • Follow tour schedules and instructions;

    • Respect local laws and customs;

    • Conduct themselves appropriately;

    • Maintain valid travel documents;

    • Arrive punctually for all departures.

The Company reserves the right to remove any participant whose conduct adversely affects the safety, enjoyment, or welfare of others.

No refund shall be payable in such circumstances.

20. SAFETY AND ASSUMPTION OF RISK

Travel involves inherent risks, including but not limited to:

    • Accidents;

    • Illness;

    • Political unrest;

    • Terrorism;

    • Natural disasters;

    • Transportation disruptions;

    • Adventure activities.

Participation in any tour or optional activity is undertaken entirely at the Client’s own risk.

Clients acknowledge and accept such risks.