1. Introduction
These Terms and Conditions govern the services provided by Oriental and Beyond Ltd (Unit B, 11/F, 23 Thomson Road, Wan Chai, Hong Kong SAR China) (“we,” “us,” or “our”), a travel designer specializing in creating bespoke travel experiences.
By engaging our services, you (“client” or “you”) agree to these Terms and Conditions. Please read them carefully.
2. Scope of Services
• We provide tailored travel planning services, including creating itineraries, recommending destinations, and connecting clients with qualified third-party suppliers.
• All bookings and services are fulfilled by licensed and vetted B2B operators, including accommodations, transportation providers, and activity organizers.
• We act as advisors and facilitators, ensuring that your travel plans align with your preferences and expectations. We do not directly operate or manage any travel services.
3. Role and Responsibility
• 3.1 Advisory Role:
We act as your travel advisor, providing expert recommendations tailored to your preferences and travel needs, and facilitating arrangements through qualified third-party operators.
• 3.2 Facilitator Role: While we carefully select and collaborate with trusted suppliers, we do not own, manage, or operate these services. Our role is to ensure seamless coordination between you and the service providers.
• 3.3 Limitation of Liability: We are not liable for the acts, omissions, or errors of third-party suppliers. Any issues arising from their services will be subject to their terms and conditions.
4. Booking Process
• Once the itinerary is finalized, we will coordinate with our qualified operators to secure your reservations.
• Confirmation details, including invoices and vouchers, will be provided after full payments are processed.
• It is your responsibility to verify and present all necessary travel documentation during your trip.
5. Payments
• Services must be pre-paid by Bank wire transfer to the Company’s bank account, unless otherwise specified, for the purpose of securing third-party arrangements. A copy of the bank statement can be sent by email.
• A non-refundable deposit, up to 50% of the total amount, will be required to proceed with the booking.
• On occasions, suppliers may require additional amounts, up to full payment, in advance. In such cases, we will request these additional payments to meet supplier requirements.
• Final payment is requested at least 90 days prior to arrival.
• Failure to do so may result in the cancellation of the service(s) arranged through the third-party suppliers and forfeiture of the deposit.
6. Client Responsibilities
As our client, you are responsible for the following:
• Providing Accurate Information:
You must provide accurate and complete details about your trip, including traveler information, health conditions, preferences, and necessary documentation.
• Reviewing Itineraries:
You must carefully review all itineraries and proposals for accuracy and promptly communicate any changes or corrections to us.
• Documentation and Health: Clients are responsible for ensuring that their passport is valid for at least six months beyond the duration of their trip and that it contains sufficient blank pages for visas and immigration stamps as required by their travel destinations. Additionally, clients must check and fulfill all requirements related to visas, flight tickets, permits, certificates, required vaccinations, and health precautions, as well as immigration requirements applicable to their itinerary. They are also responsible for staying informed about and complying with the most recent entry information and requirements for their country of destination. Confirmation of these details with the relevant embassies and/or consulates is advised.
· Flight and Travel Details:
You need to confirm all flights directly with the airlines at least 48 hours before departure and provide us with complete, official flight details.
• Special Needs and Conditions: If clients or any members of their party have medical problems, reduced mobility, disabilities, dietary restrictions/allergies, or other physical challenges that may affect their tour, sightseeing, or holiday, they must inform Oriental and Beyond before confirming their booking. Based on the information provided, we will make every effort to recommend services and accommodations that are most suitable for their specific needs. These recommendations are dependent on supplier-provided information and availability at the time of booking.
• Timely Check-ins:
It is your responsibility to check in on time for all flights and any pre-booked travel components.
• Travel Insurance:
We highly recommend securing comprehensive travel insurance, including coverage for medical expenses, trip cancellation, and other unforeseen events.(See clause 13).
7. Behavior
Our suppliers reserve the right, at their absolute discretion, to refuse service to any person whose conduct, manner, or health conditions cause or are likely to cause danger, upset, or distress to others, or damage to property. In such cases, full cancellation charges will apply, and neither we nor our suppliers will have any further liability to that individual. No refunds or compensation will be provided to you or any member of your traveling party, and we and our suppliers will have no further responsibility for your travel arrangements, including any return travel arrangements.
Decisions in such matters are governed by the terms and conditions of the respective suppliers.
.8. Cancellations
8.1 Cancellation by the Traveler: Procedure to Cancel a Booking and Cancellation Fee
• 8.1.1 Procedure to Cancel a Booking:
If you need to cancel your trip, you must notify us in writing by email. The cancellation will take effect from the date we receive your written notification. A confirmation of the cancellation will be sent to you upon receipt of your notice.
• 8.1.2 Cancellation Charge:
Unless otherwise stated, any bookings canceled will be subject to the following cancellation charges, expressed as a percentage of the quoted price:
- Cancellation more than 90 days before departure: Loss of deposit.
- Cancellation between 90 to 61 days before departure: 80% of the trip price.
- Cancellation between 60 to 31 days before departure: 90% of the trip price.
- Cancellation within 30 days or less before departure: 100% of the trip price (no refund).
- Please note that in certain cases, hotels or other service providers may impose cancellation fees higher than those outlined above. Any additional fees imposed by these providers will be communicated to you as soon as we are made aware. We strongly recommend securing comprehensive travel insurance that covers both lost deposits and any cancellation fees imposed by third-party providers.
- 8.2 Cancellation by Us
• 8.2.1 Right to Cancel:
We reserve the right to cancel any booking at our discretion at any time prior to the departure date.
This may occur due to reasons including, but not limited to, insufficient enrollment, logistical challenges, inability of our suppliers to operate the services, or safety concerns.
(For cancellations due to force majeure events—e.g., natural disasters, pandemics, etc.—please refer to our Force Majeure clause.) - • 8.2.2 Refund Policy:
In the event of a cancellation initiated by us, we will provide a full refund of all payments made directly to Oriental and Beyond for your holiday, tour, excursion, or other travel arrangements. Refunds will be issued using the same payment method originally used and processed promptly to ensure efficiency and customer satisfaction. - • 8.2.3 Exclusions:
This refund policy applies only to payments made directly to Oriental and Beyond. It does not cover external costs incurred by you, such as visas, airplane tickets, or other travel-related expenses not paid directly to our company. - • 8.2.4 Limitation of Compensation:
No compensation beyond the refund of payments made directly to Oriental and Beyond will be provided. Refunds for services canceled by third-party suppliers are subject to the terms and conditions of those suppliers. We strongly recommend securing comprehensive travel insurance to cover such eventualities. - • 8.2.5 Notification:
Clients will be informed immediately in the event of any cancellation via email.
9. Itinerary Variations
Oriental and Beyond and its suppliers reserve the right to adjust itineraries due to supplier availability, operational requirements, or logistical constraints. While every effort will be made to ensure alignment with the client’s preferences, variations may be necessary to maintain the quality and feasibility of the travel arrangements.
10. Prices
Prices are based on current supplier rates and conditions. In case of extraordinary circumstances beyond their control (such as currency fluctuations, supplier surcharges, etc) before full payment, we will notify you promptly.
If the increase exceeds 10% of the total cost, you may cancel the booking within 10 days of notification.
However, any refund will depend on the terms and conditions of the relevant suppliers, and non-refundable deposits will not be reimbursed.
No compensation will be due.
No price changes will apply after full payment has been made.
11. Force Majeure
We and our suppliers/contractors are not liable for any failure to perform obligations due to circumstances beyond our or their control. These circumstances include but are not limited to Acts of God (such as natural disasters), war, terrorism, government regulations, disasters, strikes, civil disorders, curtailment of transportation facilities, pandemics, or any emergencies making it inadvisable, illegal, or impossible to facilitate the arrangements or complete the travel plans. This encompasses a range of extreme events, such as earthquakes, floods, severe weather conditions, public health emergencies, and significant disruptions in transportation.
Should these force majeure events necessitate altering or canceling your travel plans, we and our suppliers/contractors cannot accept liability or pay any compensation for travel-related costs incurred by our clients, including but not limited to airfare, insurance, visa fees, or other travel-related expenses.
In circumstances amounting to force majeure, neither we nor our suppliers/contractors will be required to refund any money to you.
However, if we are able to recover any monies from our suppliers, we will endeavor to refund these to you without any additional charge from us.
We strongly recommend that all clients secure comprehensive travel insurance that covers unforeseen events, including force majeure, to mitigate the risks of financial loss.
12. Curtailment
• If you cut short your holiday or have to return home unexpectedly earlier than planned, no refunds will be payable for any unused portion of the services arranged on your behalf. As a travel planner, we do not manage travel services directly and cannot assist with additional travel costs incurred for your return. However, we will provide general guidance or advice to help you address the situation with the relevant service providers. Curtailment for Force Majeure
In the event of extraordinary circumstances (e.g., war, epidemics, pandemics, riots, natural disasters, adverse weather conditions, etc., whether actual or imminent) beyond the control of the service providers or our suppliers, which necessitate the termination or alteration of your holiday before the planned end of your trip, neither we nor our suppliers will be liable for any refunds, compensation, or additional costs or expenses you may incur as a result.
13. Travel Insurance
• We strongly recommend purchasing comprehensive travel insurance to cover trip cancellations, medical expenses, and other unforeseen events, including force majeure circumstances.
• It is your responsibility to secure adequate travel insurance before departure.
• Responsibility for Uninsured Costs
If you choose not to purchase travel insurance, you will be solely responsible for any medical expenses, evacuation costs, and other costs related to your journey, including those resulting from force majeure events and trip disruptions or cancellations. Travel without insurance may expose you to significant financial risks in the event of unforeseen circumstances. As a travel planner, we are not liable for any costs incurred due to lack of insurance.
14. Disclaimer and Limitation of Liability
Travel involves inherent risks. By engaging in travel arranged through our services, you acknowledge and accept these risks.
We act solely as advisors and facilitators and do not provide or control travel services directly.
We are not responsible for delays, cancellations, or disruptions caused by third-party suppliers, weather, or other unforeseen circumstances.
Our liability is strictly limited to the scope of our advisory and facilitation roles.
We are not liable for any injury, death, damage, loss, delay, cost, expense, or inconvenience arising directly or indirectly from any act, error, omission, default, or negligence of any person, hotel, carrier, restaurant, company, or legal entity providing services included in the tours.
Oriental and Beyond is not responsible for the actions or omissions of third-party providers, subcontractors, or their agents or employees.
In the event of personal injuries, death, property damage, or other damages arising from the services provided by third-party entities, the resolution of such matters will be subject to the terms and conditions of the respective providers
15. Data protection policy
Oriental and Beyond needs to collect personal data from you in order to process your booking.
Your personal data will be kept confidential by Oriental and Beyond.
In making your booking, you consent to personal data being passed on to the relevant suppliers and other third parties, solely for the provision of your travel arrangements.
The information may be provided to public authorities such as customs or immigration if required by them, or as required by law.
The data that you supply to Oriental and Beyond will never be sold or made available to third parties for reasons other than those stated above.
16. If you have a problem
We sincerely hope you will not encounter any problems during your travel.
In the unlikely event that you have a problem during your holiday or any reason to complain please immediately inform us, your tour leader or the supplier of the service in question so that we are given the opportunity to remedy the problem on the spot.
17. Governing Law and Jurisdiction
In the unlikely event of a dispute arising, the laws of the country where services are provided will apply. Any disputes shall be resolved in the courts of that jurisdiction.
18. Acceptance
By engaging our services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.