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Terms & Conditions

Terms & Conditions

Our Terms & conditions:

Please take the time to read and understand the conditions of booking set out below prior to booking a trip with us.

We strongly recommend that you also read the Tour Information relating to your trip prior to booking to ensure that you understand the itinerary, style and physical demands of the tour you are undertaking.

Our contract 

All bookings are made with Vibrant India Tours (ABN 98384988669) (us/we). By booking a tour 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.

Validity

Dates and itineraries are valid until 31 December 2020. Beyond 31 December 2020 dates and itineraries are indicative only.

Deposit requirement  

You are required to pay a deposit of non-refundable 25% or $1000 per person per trip,which ever figure is larger unless other amount stated for your booking to be confirmed. If your booking is made within 60 days of the departure date then the full amount is payable at the time of booking.

If we accept your booking, we will issue a confirmation invoice.  A contract will exist between us from the date we issue the confirmation invoice or if you book within 60 days of departure the contract will exist when we accept your payment.  Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 60 days before the departure date. If this balance is not paid on or before the due date, we reserve the right to treat your booking as cancelled and initial deposit wont be refunded.

Acceptance of booking and final payments

If we accept your booking, we will issue a confirmation invoice.  A contract will exist between us from the date we issue the confirmation invoice or if you book within 60 days of departure the contract will exist when we accept your payment.  Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 60 days before the departure date. If this balance is not paid on or before the due date, we reserve the right to treat your booking as cancelled.

Any booking made within 60 working days of the date of services would be considered to be a late booking and for same the full and final payment is required to be made at the time of booking itself. Once you submit the advance payment, we would keep you updated of your travel arrangements.

Payments

All payments are to be made in name of Vibrant India Tours

Payments can be made using any of the following methods: -

  • By Bank transfer to our commonwealth bank account

   Account name: Vibrant India Tours

   BSB Number: 063142

   Account Number: 10574856

   Note: Use your full name as reference

  • By secure Online Payment System on our website through your Debit/credit card
  • By phone through Debit/credit card.

Prices & surcharges

Our tour prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions and availability. It is likely that different passengers on the same tour have been charged different prices. Your best option if you like the price you see is to book at that time. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. The most up to date pricing are available on our website. We reserve the right to impose surcharges up to 60 days before departure due to unfavourable increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.  In such instances, we will be responsible for any amount up to 2% of the trip price and you will be responsible for the balance. 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.

Your details

In order for us to confirm your travel arrangements, you must provide all requested details with the balance of the tour price. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. On some more demanding trips, we also require you to complete and forward a Self-Assessment form.  Failure to provide requested details may result in additional charges or non-refundable cancellation of your trip.  

Cancellation by the traveller

If you cancel some or all portions of your booking cancellation fees will apply.  A cancellation will only be effective when we receive written confirmation of the cancellation.  If you cancel a tour:

  • 60 days prior to tour commencement date – we will retain initial non-refundable deposit and refund rest of the payments paid by you.
  • Between 31 and 60 days prior to tour commencement date - we will retain initial non-refundable deposit and 60% of the rest of the payment paid by you in connection with the booking.
  • 30 days or less prior to tour commencement date - we will retain 100% paid by you in connection with the booking.

If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services.  If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third-party tour and transport operator fees.

Cancellation by us

Our trips are guaranteed to depart once they have one fully paid traveller unless minimum group size specifically states otherwise.  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. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund.  In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights. 

Booking amendments

We do not encourage changes in the confirmed arrangements. But if you do need to make amendments in the arrangements already confirmed, we will do all possible to accommodate the changes, depending on the availability of various segments of the tour, for the new requirements. However, the changes will be subject to certain minimum amendment / administration charges.

Inclusions

The land price of your tour includes:

  • All accommodation as listed in the Tour Information
  • All transport listed in the Tour Information
  • Sightseeing and meals as listed in the Tour Information
  • The services of a group leader as described in the Tour Information

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 Tour Information
  • Visa and passport fees
  • Travel insurance 
  • Optional activities and all personal expenses
  • Meals Not Mentioned in The Itinerary
  • Anything Not Mentioned in The Inclusions.
  • Any adventure activities Fee
  • Porterage at Hotels and Airports, Tips, Insurance, Laundry, Liquors, Wine, Etc.
  • All Items of Personal Nature.
  • Any Cost Arising Due to Natural Calamities Like Landslides, Roadblocks, Etc.
  • Any Increase in Taxes or Fuel Leading to An Increase in Surface Transport.
  • Mandatory X- Mas / New Year Eve Supplementary Charges. That Should Be Paid by The Guest Directly to The Hotels Concerned.

Age & Health requirements

All travellers need to be in good physical health in order to participate fully on this trip. When selecting your trip please make sure you have read through the itinerary carefully and assess your ability to cope with our style of travel. Please note that if, in the opinion of our group leader or local guide, any traveller is unable to complete the itinerary without undue risk to themselves and/or the rest of the group, we reserve the right to exclude them from all or part of a trip without refund. You should consult your doctor for up-to-date medical travel information or for any necessary vaccinations before departure. We recommend that you carry a first aid kit as well as any personal medical requirements as they may not easily be obtained at the locations on this trip. Please ensure that you are adequately prepared.

Minimum Age: For the majority of our trips the minimum age is 18 at the time of travel unless specified.

Please note we cannot guarantee triple or adjoining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis.  

Maximum Age: For the majority of our trips we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination. 

Small groups & combination trips  

At times we can have groups with small numbers of travellers.  Many of our trips are designed to fit with other departures to create a longer "combination" trip; this means that some of your group may have already been travelling together for some weeks when you commence your trip.  If you would like to know how many people are booked on your trip or any combination trip it is part of please ask prior to making your booking. 

Passport and visas 

You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 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. 

Travel insurance

Travel insurance is mandatory for all our travellers and should be taken out at the time of booking.  Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide your travel insurance policy number and the insurance company's 24-hour emergency contact number 15 days before the tour starts. You will not be able to join the trip without these details.  If you have travel insurance connected to your credit card or bank account please ensure you have details of the participating insurer, the insurance policy number and emergency contact number with you rather than the bank's name and credit card details.

PROBLEMS AND EMERGENCY CONTACT INFORMATION

We'll be collecting insurance details and next of kin information 15 days before the tour starts, so ensure you bring these details to provide to your leader.

While we always endeavour to provide the best possible holiday experience, due to the nature of travel and the areas we visit sometimes things can and do go wrong. Should any issue occur while you are on your trip, it is imperative that you discuss this with your group leader or our local representative straight away so that they can do their best to rectify the problem and save any potential negative impact on the rest of your trip. We recognise that there may be times when your group leader/local partner may not be able to resolve a situation to your satisfaction - if this is the case, please ask the leader to speak to their direct manager. You may also choose to provide details in your online feedback, which we ask you to complete within 30 days of the end of your trip. But we do ask you to be aware that it is very difficult for us to provide any practical help after the trip is complete.

In case of a genuine crisis or emergency, transfer or accommodation issues, you can reach our local India office on their 24 hour number: Emergency contacts:

 

India Contact

Name: Gaurav Sharma

Address: Pan India Tours 
1814, Film Colony,
Chaura Rasta, Jaipur - 302 003
Rajasthan, India

Mobile: +919314313392

 

Australia Contact

Name: Karam Singh

Mobile: +61424719177

 

 

Flexibility

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

ITINERARY DISCLAIMER

Occasionally our itineraries are updated during the year to incorporate improvements stemming from past travellers' comments and our own research. The information given in this itinerary may be slightly different to that in the brochure. It's very important that you print and review a final copy of this Essential Trip Information a couple of days prior to travel, in case there have been changes that affect your plans. If you have any queries, please contact your Travel Consultant. We are here to help you! Please note that while we operate successful trips in this region throughout the year, some changes may occur in our itineraries due to inclement weather and common seasonal changes to timetables and transport routes. This can happen with little notice so please be prepared for modifications to the route. The order and timing of included activities in each location may also vary from time to time.

 

Change of itinerary

While we endeavour to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary. 

Before departure:  If we make a major change, we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itineraries. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control.   In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations or non-refundable flights.

OCCASIONAL ALTERNATIVE ACCOMMODATION

The style of accommodation indicated in the day-to-day itinerary is a guideline. On rare occasions, alternative arrangements may need to be made due to the lack of availability of rooms in our usual accommodation. A similar standard of accommodation will be used in these instances.

DESERT CAMPING

We ride camels into the dunes of the Thar desert and camp under the stars. Bedding, blankets and pillows are provided and we sleep on a camp style cot in the open air. Sleeping bags are recommended as it can get very cold at night. The camp is very simple with a wind break, and set up against a sand dune. It’s a great experience to wake up under the stars in the desert. Simple vegetarian meals will be prepared by our local team for dinner and breakfast (included). Water and soft drinks are available for purchase. Toilets are very basic long drop style. There is no shower and many travellers recommend bringing a small hand towel or some wet wipes (don't forget to carry them and any other rubbish out again).

CHECK-IN TIME

Throughout the trip we request that our hotels prepare rooms in time for our arrival, especially if we're arriving prior to normal check-in time. However, this isn't always possible which means we won't be able to check-in immediately on arrival at some hotels. Instead, we can store our luggage and explore our new destination.

PRE/POST TRIP ACCOMMODATION

If you've purchased pre-trip or post-trip accommodation (if available), you may be required to change rooms from your trip accommodation for these extra nights.

 

 WIFI

Generally, wi-fi is available in most parts of India and at most of the accommodation we use. Sometimes it’s free in the room, other times only available in reception or public areas. A general rule of thumb is the more expensive the hotel, the higher charge for Wi-Fi access. Your tour leader can assist locally in accessing the internet.

ISSUES

 If you have any issues with your room, please speak to the hotel and your tour leader right away rather than your travel agent so that the problem can be addressed without delay.

CONTINGENCY FUNDS

We try to plan for every eventuality, but there are still some things beyond our control. Please make sure you have access to an extra money for emergencies (e.g. severe weather, natural disasters, civil unrest) or other events that result in unavoidable changes to the itinerary (e.g. transport strikes or cancellations, airport closures). Sometimes these things necessitate last minute changes to enable our trips to continue to run, and as a result there may be some extra costs involved.

 

Authority on tour  

Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any traveller or staff member participating in the trip. If you fail to comply with a decision made by a group leader or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines. 

Acceptance of risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risk’s attendant upon such travel.

Limitation of liability

We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties. We are not responsible for the acts and omissions of these third parties. 

To the fullest extent permitted by law:

Any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded; you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.

To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is 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.

Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.

Optional activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider. 

Claims & complaints

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

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 than 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.

Photos and marketing

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 licence to use such images for publicity and promotional purposes.

IMPORTANT INFORMATION: RANTHAMBHORE NATIONAL PARK

We will require a scanned copy of your passport bio page at time of booking to secure a permit for your Ranthambhore National Park visit. Authorities at Ranthambhore NP follow a strict booking process whereby permits are issued on a first come first serve basis. If we do not receive correct passport details in time, we cannot guarantee you on the tiger safari. 

The safety of our travellers is our highest concern and your tour leader has the authority to cancel or reschedule the jeep safari if they believe the vehicles available do not meet our safety standards. 

Ranthambhore National Park is closed between 1 July and 30 September each year. On those trips affected, we'll visit nearby Sawai Mansingh Sanctuary. Sawai Mansingh Sanctuary is located approx. 16km from Ranthambhore and is due to its hilly terrain isn't as affected by the monsoon. Tigers inhabit this area also and spotting’s are more favourable at this time of year as they move away from flooded areas.

 

IMPORTANT INFORMATION: PUSHKAR

We will do all we can to ensure that travellers booked with a trip to coincide with the fair will get an opportunity to see the best of the festival, but we cannot take responsibility if the dates of the fair change. Pushkar hotels raise their rates considerably during the festival, so departures across this period may be at a higher price. Although we make bookings months in advance, accommodation in Pushkar tends to overbook at this time. That’s why we ask for a flexible approach from people travelling at this time as accommodation, order of activities and type of transport may need to change.

 

IMPORTANT INFORMATION: PERIYAR

Tigers are extremely rare and shy in Periyar. It is however a lovely walk; the local guides are villagers who have lived in the area for generations and are very knowledgeable of the area’s flora and fauna. Bring water, we start early but it gets very hot and humid later in the morning.

 

IMPORTANT INFORMATION: KERALA DRY STATE

Please note that Kerala is officially a dry state, with alcohol sales and consumption limited to bars in 5-star hotels.

 

IMPORTANT INFORMATION: GOA FISH MARKETS

The Goa fish markets are closed in the months of June, July and August due to the wet season.

 

IMPORTANT INFORMATION: TAJ MAHAL


Using mud pack therapy the Archaeological Survey of India is planning to clean the four small canopies around the main dome of the Taj Mahal from the start of April 2018. This will be followed by the cleaning of the main dome but that could take some time as ASI is yet to calculate its load bearing capacity. The ASI’s science branch officials have stated that cleaning the four canopies will take approximately 2 months while main dome cleaning will be completed in phases. We will continue to update as information becomes available.

 

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 (available for viewing on our Website). 

 

Responsible travel guidelines:

Everyone has the right to feel safe when they travel. We don’t tolerate any form of violence (verbal or physical) or sexual harassment, either between customers or involving our leaders, partners or local people. Sexual relationships between a tour leader and a customer are strictly forbidden. Use or possession of illegal drugs will not be tolerated on our trips. If you choose to consume alcohol while travelling, we encourage responsible drinking, and expect that you’ll abide by the local laws regarding alcohol consumption. patronising sex workers will not be tolerated on our trips. Everyone has the right to feel safe and secure on their trip. We don’t tolerate any form of sexual harassment, either between passengers or involving our leaders or local operators. Sexual relationships (consensual or otherwise) between a leader and a passenger are unacceptable. By travelling with us you are agreeing to adhere to these rules. Your group leader has the right to remove any member of the group for breaking any of these rules, with no right of refund. If you feel that someone is behaving inappropriately while travelling with us, please inform your tour leader or local guide immediately. Alternatively, you can reach our local India office on their 24 hour number: Emergency contacts: +91 ???????? Gaurav, Karam

As you travel on a group trip you will be exposed to all the pleasures and maybe some of the frustrations of travelling in a group. Your fellow travellers will probably come from all corners of the world and likely a range of age groups too. We ask you to be understanding of the various needs and preferences of your group - patience with your fellow travellers is sometimes required for the benefit of everyone's travel experience. Remember too that you have responsibilities to the group. If you are requested to be at a place at a certain time, ensure that you don't keep the rest of the group waiting. We have found time and time again that the very best trips we operate are those where the dynamics within the group work well - this takes just a little effort on your part. Sharing a room can be a great way to get to know people quickly and make close friends. It just takes a little effort on your part.

 

Applicable law

The laws of Victoria, Australia govern these Booking Conditions to the fullest extent allowable.  Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Victoria, Australia

Registered address

Vibrant India Tours

Suite 698, 585 Little Collins Street, Melbourne, Victoria - 3000, Australia.