Booking Conditions

1. Our Contract

When you book with Exotic Holidays, you agree to the following terms:

+ The Booking Conditions

+ The Essential Trip Information

+ Any Special Conditions related to your trip.

Once we confirm your booking, we’ll issue a booking confirmation invoice, and our contract begins. This applies to all people on the booking, including those who make the booking for others.

2. Booking & Payment Terms

To ensure your reservation is confirmed and your travel arrangements are secured, please carefully review our booking and payment policy below:

Deposit Payment

To confirm your tour booking with Exotic Holidays, a 30% deposit of the total tour cost is required at the time of booking. This deposit is non-refundable, but in certain cases, it may be used as a credit toward a future trip if your tour is postponed. This is subject to our approval and may incur additional amendment fees.

You may choose one of the following payment methods for the deposit:

+ Secure Online Credit Card Payment: Our team will send you a protected link to complete the transaction.

+ Bank Transfer: Bank account details will be provided upon request for international transfers.

Final Payment

The remaining 70% balance must be paid at least 14 days before your arrival date. Once this payment is received, your services will be fully confirmed.

For last-minute bookings made within 14 days of the travel date, full payment is required at the time of booking.

Special Payment Conditions

+ Small Bookings (Under USD 800): Full payment is required upfront for any booking with a total value of less than USD 800.

+ High/Peak Season Requirements: During busy travel periods, including public holidays and festivals, earlier or full payment may be required, depending on hotel or supplier policies. We’ll notify you in advance if these special conditions apply.

+ River Cruises: Some luxury cruises on the Mekong River follow a strict non-cancellation and non-refund policy. If your tour includes one of these cruises, our cancellation policy may not apply. Details will be provided during the booking process.

+ Flight-Inclusive Packages: For packages that include airfare, or high-value services, a deposit greater than 30% may be required to secure non-refundable flight tickets or hotel reservations.

+ Large Group Bookings: If you are booking for a group or organizing a tailor-made, high-value tour, full payment may be requested more than 30 days before your arrival. This is necessary to secure group accommodations, transport, and exclusive activities.

Important Reminders

+ Final payments must be cleared and confirmed by Exotic Holidays. Please double-check your transfer details to avoid delays or errors.

+ If incorrect payment information is submitted and cannot be rectified in time, we may ask you to provide another payment method (e.g., credit card or cash). Failure to secure payment may result in the release of your reserved services.

+ Always keep a copy of your payment receipt and confirmation for reference.

3. Prices and Surcharges

+ Pricing: Our trip prices may change depending on demand, market conditions, and availability. Prices might differ for different passengers on the same trip. If you book at the price you see, it’s best to book as soon as possible.

+ Surcharges: We may need to add surcharges up to 56 days before departure due to changes in exchange rates, airfare costs, local charges, or taxes. If a surcharge increases the price by more than 10%, you can cancel within 14 days for a full refund.

4. Changes to Your Booking

If you need to make any changes to your booking, please contact us as soon as possible. We’ll do our best to accommodate, but changes may incur additional fees.

5. Cancellation by You

If you decide to cancel some or all of your booking, the cancellation fees will apply as follows:

+ 56 days or more before departure: Your deposit will be held as credit for future travel (Deposit Credit).

+ 31-55 days before departure: 30% of the total trip cost will be charged as a cancellation fee.

+ 15-30 days before departure: 60% of the total trip cost will be charged as a cancellation fee.

+ 14 days or fewer before departure: 100% of the total trip cost will be charged as a cancellation fee.

Please note: Deposit Credit cannot be used for trips with similar dates to your original booking.

Additional cancellation conditions may apply to some types of trips or services, which will be explained in the Special Conditions or Essential Trip Information for your specific trip. We strongly recommend purchasing cancellation insurance when booking.

Important Note: If you leave the trip early or fail to join it at the beginning, we cannot provide any refunds for unused services. Cancellation terms may also apply to third-party providers (like accommodation or transport).

6. Cancellation by Us
We guarantee that your trip will depart once there’s at least one fully paid customer unless otherwise stated in the trip details or on our website. If we cancel your trip, you can:

+ Transfer your payment to another departure date.

+ Receive a refund (unless the cancellation is due to a Force Majeure Event).

7. Cancellations Due to Force Majeure

If a Force Majeure Event (an event beyond our control) happens at your destination or its vicinity, which significantly affects the trip, we may have to cancel your trip. Force Majeure events include things like war, natural disasters, pandemics, or other major disruptions. In such cases, we’ll offer you:

+ A 100% credit of the money you’ve paid for the trip; or

+ A refund minus any unrecoverable costs we’ve incurred.

If the Force Majeure event occurs after your trip has started, we’ll offer you:

+ A 100% credit for the remaining days of your trip; or

+ A refund minus the unrecoverable costs for the remaining days.

Important Notes:

+ There are no claims for damages between us and you in case of a cancellation.

+ We are not responsible for any additional expenses you’ve incurred (like visa fees, vaccinations, travel insurance, or non-refundable flights).

If we issue you a credit voucher instead of a refund, please note:

+ The credit doesn’t expire, unless otherwise specified.

+ It can only be used for another trip offered by us, but not for flights or insurance.

+ It’s not transferrable to someone else or redeemable for cash.

8. Booking Amendments

+ You may transfer your booking to someone else or change to another trip, but only if operationally possible.

+ If transferring to another person, they must meet all the requirements for the trip.

+ Fees may apply to changes made to your booking.

Important: No amendments are allowed within 56 days of departure.

9. Travel Insurance

Travel Insurance is mandatory for all our travelers and must be arranged at the time of booking your trip.

Your travel insurance should provide the following minimum coverage:

+ Personal accident

+ Death

+ Medical expenses

+ Emergency repatriation (transporting you back home in case of an emergency)

We recommend a minimum coverage of US$200,000 for each of these categories.

In addition to the above, we strongly advise your insurance covers:

+ Cancellation (if you need to cancel your trip)

+ Curtailment (if you need to cut your trip short)

+ Personal liability (for any legal responsibilities you may have during the trip)

+ Loss of luggage and personal effects (if your belongings are lost or stolen)

Before you start your trip, you must provide:

+ Your travel insurance policy number

+ The 24-hour emergency contact number for your insurance company

Without these details, you will not be able to join the trip.

If your insurance is connected to your credit card or bank account, make sure to have the following with you:

+ The name of the participating insurer

+ The policy number

+ The 24-hour emergency contact number

Please do not provide your bank's name or credit card details as this is not sufficient.