Terms & Conditions
1. Title, Scope & Applicability
These Terms & Conditions govern all Customized International Tour Packages operated by Khyati Orbit Tours & Adventures (“the Company”).
A. Definitions
(a) Tour – Any customized international holiday package or travel arrangement offered by the Company.
(b) Tour Start Day – The day the guest reaches the first destination as per travel itinerary (flight arrival determines the time).
(c) Tour Manager/Coordinator – A representative appointed by the Company for assistance (only for group tours). Customized tours generally do not include tour managers unless specified.
(d) Force Majeure – Circumstances beyond the Company’s control such as war, natural calamities, epidemics, riots, government restrictions, weather disruptions, etc.
(e) Independent Contractor – Airlines, hotels, transport companies, guides, restaurants and other service providers engaged by the Company.
(f) Customized Tour – A tailor-made itinerary where services, hotels, transport and activities are arranged as per the guest’s preference.
(g) Group Tours – Tours in which all guests receive the same services and follow a fixed schedule.
(h) Day – A full or part calendar day.
2. Company’s Role & Responsibilities
Khyati Orbit designs and coordinates travel arrangements, selecting reliable service providers for hotels, transportation, flights, sightseeing, and activities. We communicate trip-related updates through email, WhatsApp, SMS, or phone for the guest’s convenience.
3. Brochure / Proposal / Itinerary
- All travel itineraries, proposals, and quotations issued by the Company are subject to revision based on availability, airline changes, government rules, and operational circumstances.
- Maps and images are only indicative.
- The Company reserves the right to modify the itinerary, hotel selection, or services before or after booking if required.
4. Booking & Registration
(i) Acceptance of Terms
Payment of the booking amount or signing the booking form constitutes total acceptance of these Terms & Conditions.
(ii) Initial Booking Amount
The booking amount only indicates the guest’s intention to travel. Services like air tickets, visas, hotel confirmations, etc., are processed only after full or required advance payment.
(iii) Non-payment
Failure to pay the full amount on time will result in cancellation of the booking, with applicable cancellation charges.
(iv) Guests Requiring Special Assistance
We will attempt to support senior citizens and differently-abled guests; however, customized tours cannot guarantee special facilities. A companion must accompany guests needing personal assistance.
(v) Transfer of Booking
Changing from one tour plan to another is treated as cancellation of the original booking, and charges will apply accordingly.
(vi) Medical Fitness
Only medically fit guests should travel. Any medical emergency during the tour must be managed and paid for by the guest. The Company or Tour Coordinator (if provided) cannot provide medical supervision.
(vii) Travel Companions
Only booked guests are allowed in vehicles, hotels, or activities arranged by the Company.
5. Travel Insurance
- Travel insurance is highly recommended for all international tours.
- Guests above the age of 59 may be required to pay additional premium.
- Claims, reimbursements, or documentation must be handled directly between the guest and the insurance company.
- Loss of baggage or valuables is not covered unless specifically included in the guest’s policy.
6. Acceptance of Terms
Payment of the booking amount or signing the booking form constitutes total acceptance of these Terms & Conditions.
(ii) Initial Booking Amount
The booking amount only indicates the guest’s intention to travel. Services like air tickets, visas, hotel confirmations, etc., are processed only after full or required advance payment.
(iii) Non-payment
Failure to pay the full amount on time will result in cancellation of the booking, with applicable cancellation charges.
(iv) Guests Requiring Special Assistance
We will attempt to support senior citizens and differently-abled guests; however, customized tours cannot guarantee special facilities. A companion must accompany guests needing personal assistance.
(v) Transfer of Booking
Changing from one tour plan to another is treated as cancellation of the original booking, and charges will apply accordingly.
(vi) Medical Fitness
Only medically fit guests should travel. Any medical emergency during the tour must be managed and paid for by the guest. The Company or Tour Coordinator (if provided) cannot provide medical supervision.
(vii) Travel Companions
Only booked guests are allowed in vehicles, hotels, or activities arranged by the Company.
7. Payments & Tariff Conditions
(i) Booking Amount
Non-refundable and interest-free.
(ii) Package Price
Prices are calculated based on prevailing hotel rates, airfare, taxes, currency exchange rates and may change before final payment. Any increase due to:
- airline charges
- visa fees
- fuel surcharges
- currency fluctuations must be paid by the guest.
(iii) Discounts / Offers
Any promotional offer is valid only at the time of booking. The Company may modify or withdraw offers anytime.
(iv) Airfare
High-season surcharges or fare differences must be borne by the guest.
(v) Additional Payments
Any amount paid by the Company on behalf of the guest must be reimbursed immediately.
8. Documents (Passport / Visa / Travel Papers)
(i) Passport
- Must be valid for at least 180 days after return date.
- Must have sufficient blank pages.
(ii) Loss of Passport
All expenses for obtaining a new passport, travel clearance, or documentation overseas must be paid by the guest.
(iii) Visa Guidance
- The Company assists with visa documentation but does not guarantee visa approval.
- Visa decision is the sole discretion of the respective consulate.
- Visa rejection does not entitle the guest to a refund of tour cost; cancellation charges will apply.
(iv) Guest’s Responsibility
Guests must carry all required documents, including:
- Passport
- Visas
- Travel insurance
- Confirmed tickets
- Any other relevant travel letters or certificates
9. Itinerary Changes & Modifications
(i) Due to Force Majeure
The Company may alter the itinerary, hotels, meals, or transport at any time.
Additional costs due to such changes must be paid by the guest.
(ii) Due to Operational Constraints
If certain services are not provided due to hotel/transport/vendor issues, the Company will refund only the corresponding portion. No further claims will be entertained.
(iii) Deviations
If the guest wishes to modify or deviate from the itinerary, all additional costs must be paid in advance.
(iv) Joining or Leaving Mid-Tour
Guests joining the tour from another city must coordinate their own travel arrangements and bear any additional costs.
(iiv) Important Note
In today’s scenario, discussions around bookings and commitments have become increasingly sensitive. The packages shared with you are based on current rates and are prepared well in advance; however, due to fluctuations in costs such as airfare, petrol, diesel, hotel tariffs, transportation, meal costs, and other operational expenses, prices are subject to change. Therefore, we kindly request you to confirm your booking at the earliest, as the quoted package cost is valid for a limited time only. Any delay in confirmation may result in a revision of the tour cost, and the updated rates will be applicable at the time of booking. We appreciate your understanding and cooperation.
10. Transportation
- Vehicle type depends on the group size or booking category.
- Air-conditioned vehicles may not operate in certain hilly or government-restricted regions.
- Seat layout is decided by the transport provider; no specific seat number is guaranteed in customized tours.
- Damage to the vehicle caused by guests must be paid immediately.
11. Hotels & Accommodation
Important Note:
To ensure complete transparency, avoid any misunderstandings, and maintain the quality of your travel experience, we have now adopted a policy of not disclosing hotel names at the initial stage. Please be assured that we always select well-reviewed and suitable hotels matching your chosen category. All hotels are carefully presented through videos and proper details, ensuring you have a clear understanding of the property. The exact hotel details will be shared with you immediately after your booking confirmation. We appreciate your understanding and continued trust in our services.
(i) Room Allocation
- Standard check-in/out policies apply.
- Rooms are provided on twin/triple sharing unless stated otherwise.
- Third bed is usually a roll-away or mattress.
(ii) Single Occupancy
Additional charges apply.
(iii) Additional Expenses
Laundry, minibar, beverages, room service, security deposits, and personal expenses must be paid by guests directly to the hotel.
12. Meals
In our tour packages, depending on the number of guests, accommodation may sometimes be arranged across 2 to 3 different hotels. However, the dining facility will be organized at a designated main kitchen/dining venue. All guests are requested to be present at this specified location for meals at the scheduled time. We appreciate your cooperation in ensuring smooth coordination and timely service for all guests.
- Meals are provided as per the package inclusions.
- Menu is generally fixed by restaurants/hotels.
- For customized packages, meal type (Veg/Non-Veg/Jain) is subject to availability in respective countries.
- Any specific dietary requirements must be informed in advance but cannot be guaranteed.
13. Tour Managers / Assistance on Tour
For customized tours, a full-time Tour Manager may or may not be included unless specifically mentioned in the package. Wherever a Tour Manager/Assistant/Escort is provided:
- They are present only for coordination and assistance related to the itinerary.
- They are not responsible for guests’ personal belongings, documents, baggage, or valuables at any time.
- Guests are required to carry and look after their own luggage throughout the tour, including at airports, hotels, transport vehicles, immigration counters, sightseeing points, etc.
- Guests must follow the instructions and timings given by the Tour Manager/Assistant for smooth tour operation.
- If a guest ignores or overrides instructions, any resulting delay, loss, or problem will be the sole responsibility of the guest, not the Company.
14. Baggage Responsibility
- Guests are fully responsible for their own baggage at all times during the tour.
- At airports, immigration, train stations, hotels, vehicles, ferries, or any mode of transport, guests must personally verify and handle their bags.
- Any porter services used at airports, hotels, railway stations, or any other point are at the guest’s discretion and cost.
- If a guest hires a porter or helper, the arrangement is strictly between the guest and the service provider.
- Khyati Orbit Tours & Adventures will not be held responsible for:
- Delay caused due to baggage issues
15. Cancellation Charges
If a guest wishes to cancel the tour, they must notify the Company in writing along with the original payment receipt. Cancellation will attract charges as per the Cancellation Policy mentioned in the customized tour proposal.
In the event that a tour has to be cancelled due to unforeseen circumstances such as a pandemic (e.g., COVID-19), which are considered an “Act of God,” guests will be required to pay ₹2,000 per person as administration charges. The remaining balance amount will be refunded to the client via cheque within a few days after the cancellation. All guests are kindly requested to take note of this policy.
At the time of booking, to ensure a smooth and well-organized travel experience for you and your family, we make advance arrangements such as hotel reservations, transportation bookings, staffing, and tour management by paying necessary deposits in advance.
However, in the event of unforeseen circumstances—whether natural or man-made—such as floods, earthquakes, storms, landslides, political unrest, strikes, riots, acts of terrorism, train or flight rescheduling/cancellations, illness, bereavement in the family, or pandemics like COVID-19 (commonly referred to as an “Act of God”)—if the tour is cancelled or required to be cancelled, we regret that the advance payments made by us towards bookings, as well as administrative and operational expenses, are non-recoverable.
Therefore, in such situations, if the tour is cancelled, a credit note valid for one year will be issued for the amount paid by you. This credit note can be utilized for any future tour with us.
Please note that no cash or cheque refunds will be applicable under any circumstances in such cases.
Additional points:
- Cancellation charges for flights, trains, ferries, cruises, or any transport tickets are as per the rules of the respective service provider.
- Special airfare, promotional fares, or discounted tickets are 100% non-refundable.
- Refunds (if applicable) will only be processed after receiving the refund from the respective airline/hotel/vendor, minus processing charges.
- Processing time for refunds depends on third-party suppliers.
16. Miscellaneous
(i) Complaints or Grievances
- Any complaint regarding services provided by hotels, transport operators, guides, or other vendors must be reported immediately to the concerned service provider.
- A copy of the complaint must also be shared with the Company or Tour Coordinator within 7 days, enabling us to take corrective measures.
- Complaints received after the tour will not be eligible for compensation or refund.
(ii) Privacy of Information
- Any personal information shared by the guest with Khyati Orbit Tours & Adventures may be disclosed only if required by government authorities, immigration, airline regulations, court orders, or legal processes.
- For safety/security purposes, correct contact details (email, phone, address) must be provided.
- The Company will not share any internal data, pricing structures, vendor contracts, cancellation calculations, or any confidential details with other guests or third parties.
(iii) Government Rules for NRI / Foreign Nationals
All NRIs, foreign nationals, OCI/PIO holders, and international travelers must follow the laws, visa regulations, entry requirements, and guidelines of:
- Government of India
- Their own country
- Transit countries
- Destination countries
Any violation or penalty will be solely the guest’s responsibility.
(iv) Photographs or Video Clips
Khyati Orbit Tours & Adventures reserves the right to use photographs and video clips taken during the tour, or voluntarily shared by guests, for promotional and marketing purposes without requiring prior permission. If a guest wishes to restrict usage, they must inform the Company before the tour begins.
(v) Valuables
- Guests are strongly advised not to carry valuables, expensive items, excess cash, or important documents in checked-in baggage or in unlocked luggage.
- Use hotel room safes or safe deposit lockers wherever available.
- The Company shall not be liable for loss, theft, or damage of valuables under any circumstances.
(vi) Shopping
- Shopping is the guest’s personal choice.
- Khyati Orbit Tours & Adventures does not promote or endorse any shop, vendor, showroom, guide, or seller.
- Any issues such as defective products, pricing disputes, fraud, or misguidance by vendors are outside the Company’s responsibility.
(vii) Non-Permitted Guests
- Only registered guests listed in the booking are allowed to use the services.
- Inviting outsiders into hotel rooms, sightseeing vehicles, or any tour activity is strictly prohibited.
(viii) Paid Toilets
In some countries and certain tourist locations, paid toilet facilities may be used.
Guests must bear these charges personally.
(ix) Jurisdiction
All disputes, claims, or legal matters related to bookings with Khyati Orbit Tours & Adventures shall be subject to the exclusive jurisdiction of the competent courts of Ahmedabad, Gujarat, unless stated otherwise in the service agreement.
17. Refund Policy
(i) Refund Mode & Conditions
- Refunds (if applicable) will be paid to the guest by A/C Payee Cheque, NEFT/RTGS, or direct bank transfer.
- Refunds are processed in Indian Rupees only, as per RBI regulations.
- Refund is issued only after receiving refund amounts from respective airlines/hotels/vendors.
(ii) No Refund is Payable in the Following Cases:
- Missed or unused services like meals, sightseeing, hotel nights, transfers, or activities for any reason.
- Services requiring full advance payment to secure bookings (non-refundable by suppliers).
- Modification, amendment, or non-utilization of services by the guest.
- Cancellation due to changes in government rules, visa rejection, or immigration refusal.
- Airfares booked under bulk, promotional, or special fares.
- Tours postponed indefinitely due to events like natural calamities, strikes, political unrest, epidemics, etc.
- Non-refundable domestic flights or sector tickets.
- All bank charges for credit card payments are borne by the customer.
- Credit card processing fees are non-refundable even if the tour is cancelled.
18. Online Bookings
- Online booking services are provided by Khyati Orbit Tours & Adventures as a convenience.
- A booking request submitted online is not a confirmation.
- Confirmation is subject to availability, correct pricing, and full/advance payment as required.
- The Company is bound to provide services only after issuing a formal confirmation.
- Incorrect or incomplete contact details provided by the guest may result in cancellation of booking at the guest’s risk.
- All online bookings are processed strictly as per these Terms & Conditions.
