We value transparent, professional, and mutually beneficial relationships with all our B2B partners. Below are our key terms and policies to ensure smooth collaboration and exceptional service delivery.

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📄 1. Booking Policy

A. Initial Inquiry & Quotation

• All tour inquiries receive a customized itinerary and price quote within 24–48 hours.

• Quotations remain valid for 15 days from the date of issue unless otherwise specified.

• Quotes are based on the prevailing exchange rate and tourism policies at the time of booking.

B. Booking Confirmation

• A booking is considered confirmed once the following are received:

  • Signed agreement or confirmation email

  • Passport copies of all travelers

  • Non-refundable deposit (see Payment Policy)

  • Finalized itinerary approval

C. Last-Minute Bookings

• Bookings made within 30 days of arrival are considered last-minute.

• They are subject to hotel and flight availability.

• Full payment is required at the time of booking for last-minute reservations.

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💳 2. Payment Policy

A. Deposit

• A 30% non-refundable deposit is required at the time of booking confirmation.

• The deposit secures flights, hotels, and permits.

B. Final Payment

• The remaining 70% must be settled 30 days before the arrival of the client in Bhutan.

C. Payment Methods

• Bank transfers (SWIFT)

• International wire payments

• Credit card payments (on request; may incur a surcharge)

• We accept USD, EUR, INR, and BTN/Nu.

D. Late Payments

• Late payments may result in:

  • Hotel/flight cancellations

  • Delays in visa processing

  • Additional administrative fees

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🚫 3. Cancellation Policy

A. Cancellations by Partner Agent
If the booking is canceled by the agent or client, the following fees apply:

Time Before Arrival	Cancellation Fee
> 30 days	30% of total tour cost (deposit forfeited)
15–30 days	50% of total tour cost
7–14 days	75% of total tour cost
< 7 days	100% of total tour cost (no refund)

 

B. Cancellations by Bhutan Tour Planner

• In rare cases (e.g. natural disasters, political unrest), we reserve the right to cancel a tour. In such events, we:

  • Provide a full refund or

  • Offer credit for a future trip

  • Will not be responsible for indirect costs (e.g. international airfare)

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✈️ 4. Air Ticketing Policy

• Airfare is quoted separately and is subject to availability and fare changes until ticketed.

• Full payment is required to issue tickets with Drukair or Bhutan Airlines.

• Tickets are non-refundable and subject to the airline’s rebooking/change policies.

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🛂 5. Visa & Permit Policy

• Bhutan visas are processed only after full payment and receipt of passport copies (valid for at least 6 months).

• We handle the application and send e-visas before arrival.

• Visa approval is solely at the discretion of the Department of Immigration, Royal Government of Bhutan.

• Route and trekking permits are obtained internally before or during the tour.

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🧳 6. Client Responsibilities

• Clients must provide accurate information (e.g. names as per passport).

• Medical or dietary requirements must be disclosed at the time of booking.

• Clients are expected to respect Bhutanese laws, customs, and environmental policies.

• Travel insurance is strongly recommended and must be arranged by the client or agent.

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🧭 7. Guide, Vehicle & Accommodation Policy

A. Guide Services

• All tours include certified and licensed Bhutanese guides.

• Multilingual guides available upon request (subject to availability).

B. Vehicles

• Vehicles are based on group size and comfort class.

• All vehicles are government-inspected and insured.

C. Hotels

• Hotels are chosen based on quality, client preferences, and budget.

• Due to limited inventory in Bhutan, substitutes may be made within the same category if initial choices are unavailable.

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⛺ 8. Trekking & Adventure Travel Policy

• Trekking itineraries are subject to change due to weather, terrain, and client health.

• Safety protocols are strictly followed (first-aid, satellite phone, etc.).

• High-altitude treks require health disclosures and pre-tour briefings.

• Trekking clients must sign an additional Assumption of Risk waiver.

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💼 9. MICE & Group Tour Policy

• Group tours and corporate bookings require a detailed agreement outlining:

  • Group size

  • Special arrangements

  • Conference or event management needs

  • Rooming lists and final headcount at least 21 days prior to arrival

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🤝 10. White-Label & Confidentiality Policy

• Bhutan Tour Planner offers white-label services upon request.

• We maintain strict confidentiality about all B2B client relationships.

• We never contact your clients directly unless instructed by you.

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♻️ 11. Sustainability & Responsible Tourism Policy

• We minimize use of plastic and encourage reusable materials on tours.

• We partner with local businesses, homestays, and community-based tourism programs.

• We educate travelers about Bhutanese etiquette and environmental conservation.

• We do not offer tours that exploit wildlife or sacred cultural sites.

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🛡️ 12. Liability Disclaimer

• Bhutan Tour Planner acts as a facilitator of services and cannot be held liable for:

  • Delays or changes due to flight cancellations, weather, or government restrictions

  • Personal injuries or accidents (unless caused by gross negligence)

  • Loss or damage to luggage or personal belongings

• All participants travel at their own risk, and comprehensive insurance is advised.

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🧾 13. Invoicing & Taxation Policy

• All invoices are issued in USD (or currency as agreed).

• Bhutan’s Sustainable Development Fee (SDF) is included unless otherwise noted.

• No GST or VAT is levied on foreign-tourist packages under Bhutan’s tourism law.

• Receipts are issued upon request post-payment.

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🔄 14. Amendments & Changes Policy

• Minor itinerary changes (adjustments in sightseeing or dining) are free before arrival.

• Major changes (route shifts, hotel category upgrades, date changes) may incur fees.

• Date changes are subject to availability and pricing fluctuations.

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📩 15. Dispute Resolution Policy

• In case of any disputes, we encourage dialogue and amicable resolution.

• Failing that, disputes will be governed by the laws of the Kingdom of Bhutan.

• Jurisdiction: Royal Court of Justice, Thimphu, Bhutan.

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📌 16. Force Majeure Clause

We are not liable for any failure to perform due to:

• Natural disasters (earthquakes, floods, storms)

• Political instability or government actions

• Pandemics or health emergencies

• Acts of terrorism or war

In such cases, we will offer alternative dates or partial refunds where feasible.