Terms and Conditions

Terms and Conditions

Please read the Terms & Conditions before making a booking as this constitutes your contract with Exotic Holidays

These Booking Conditions govern the relationship between client (hereafter referred to as “you”) and Exotic Holidays Limited (hereafter referred to as “EH”). By booking your tour arrangements with us, you agree to accept these Booking Conditions, which outline among other information, our payment and cancellation policies and limitations of liability.

To book: You can make a booking with EH by sending an email with your requirement. EH shall hold arrangements for you and send you a confirmation with an Invoice for deposit, which will also include the details of services booked on your behalf. In order to hold the arrangements on definite basis, EH should receive a deposit of $250 per person within 7 days of date of Invoice. Certain services and products need a higher deposit, in some cases upto 50% of the total cost, in order to confirm. These details will be provided along with confirmation and Invoice. Receipt of deposit by EH would mean that you accept accuracy of all arrangements booked. In all the cases, deposits are non-refundable once paid. All communication with regard to booking, amendment, cancellation etc are to be done on emails – please avoid verbal instructions.

Costs: All costs shown in the website are per person in New Zealand Dollars. All prices are subjected to availability of product and/or services and do not include any service fee that your travel agent might add. The costs may vary if we have to provide you with an alternate Hotel or higher class of domestic flights in the program due to non-availability of originally requested ones. The prices are based on lowest category of Hotels for the Low Season. Your Tour Cost Prices will be quoted as per the current Rate of Exchange and will be valid for 7 days from the date of quote. All Prices are subjected to change due to currency fluctuation without prior intimation and till the services are paid in full. Please ask us for valid rates prior to making a reservation.

The costs are also valid if paid by cheque, bank transfer or by direct credit. We do not accept Credit Card payments.

Compulsory Gala Dinners at Hotels (like Christmas Eve’s Dinner, New Year Eve’s Dinner etc) are not included in the costs. These will be added to the overall costs after receiving the advice from Hotel and the costs will need to be collected by us in the final Invoice.

Special Offers: From time to time, we shall offer some special deals and you shall be entitled to a special deal as applicable at the time of making the reservation. The special offer cannot be applied to the existing bookings.

Late Booking: For all bookings requested within 30 days of operation, 100% of the tour cost has to be paid in advance as all the ground arrangements once confirmed, are subjected to 100% cancellation charges. The arrangements shall be requested only after receipt of payment and if required services are not available, the tour cost will be refunded in total. All bookings requested within 10 days of departure will be subjected to a Late Booking Fee of $50 per booking.

Validity of Rates: EH will do its best to keep all the rates updated; however it is recommended to recheck the validity of rates prior to making a reservation. The rates are subjected to change without prior notice due to fluctuation in rate of exchange, change in airfares or levies of local taxes. EH can advise you the valid rates before you make the booking.

Price Guarantee: The costs advised are subjected to change due to currency fluctuation or change in arrangements until the Invoice is paid in full. EH guarantees the price for a paid booking. However, the price guarantee does not include any new levy of taxes by government or its agencies or new surcharge in airfares.

Service Fee: Services below a booking amount of $300 will attract a service fee of $25 per booking to cover administrative costs.

Visas & Passport: You are responsible to possess a valid passport and correct Visa for your tour. Though we can assist you with the information available with us with regard to Visa requirements, our information may not be as updated. Please contact the concerned Embassy or Consulate well in advance for information and Visa application requirement and procedure (contact details in our General Info). EH shall not be held responsible or liable for any loss, inconvenience or expense due to problems arising from incorrect and/or invalid passport or Visa.

Insurance: It is mandatory that you take a proper insurance to cover full duration of your travel arrangements including but not limited to illness, injury, death, loss of baggage and personal items, cancellation and curtailment. The Company shall not be held liable for any loss, damage or theft of your personal belongings in Hotels, vehicles, boat, train or anywhere else while on tour.

Health: We expect you to be of reasonable health to undertake the tour arrangements, which may include some walking everyday. Trekking trips require higher level of fitness and preparation. Please consult your doctor to familiarize yourself with regard to health and/or vaccination requirements for the countries you plan to visit.

Extras: Not included in your tour cost will be Visa fee, insurance, excess baggage penalty, tips, communication expenses, meals (other than specifically mentioned in your program), laundry, beverages and other items of personal nature.

Payment: EH should receive the balance payment at least 36 days prior to departure. If this payment is not received 36 days prior to departure, EH reserves the right to cancel all arrangements. In case of non-payment of balance amount as per the due date, any deposits or part-payments made paid can be forfeited.  

Cancellation: If you have to cancel your tour, please let us know in writing and the following cancellation fees will apply :

-  Till 36 days prior to departure : Loss of deposit

-  35 days or less prior to departure : 100% tour cost

Cancellation fees for certain products may vary – EH will advise you on those products at the time of confirmation. We regret that cancellation charges cannot be waived off. No refunds for unused arrangements after our services begin. Our overseas operators or their employees are not authorized by the Company to commit any refund or any such matters.

Amendment: Once your arrangements are booked, confirmed and deposit received by EH, any amendment to the confirmed arrangements will attract a fee of $30 per amendment. If amendments are made within 35 days prior to start of services, cancellation penalties may be applied as indicated in "Cancellation" clause. If the documents have been issued for you, the fee will be $100 per amendment. Deposits paid for certain products may be non-refundable or non-adjustable – we shall advise you on such products in advance.

Changes to program: EH reserves the right to cancel, reschedule or amend arrangements and itinerary in case of unforeseen circumstances beyond our control or force majeure. Force majeure includes but is not limited to war or a threat of war, civil unrest, riot, industrial dispute, terrorist activity, fire or adverse weather conditions, natural or man-made disasters, technical problem with transport, rescheduling or cancellation of flight(s). In such a case, EH shall not be held liable for curtailment or amendment to arrangements, expense and inconvenience or for unutilized flight tickets. Your insurance should cover the cost of arrangements booked by EH, which are directly effected by force majeure. If, for some reason, EH has to change a confirmed Hotel, we shall provide you with a suitable alternate.

Business purposes: You agree that where our services are acquired for business purposes, or where you hold yourself out as acquiring our services for business purposes, the Consumer Guarantees Act 1993 will not apply to any supply of goods or services made under these conditions, and we will not be liable or responsible for any loss or damage of any kind to you, including any consequential loss or damage however it may be caused. The rates mentioned in our website are for individual leisure travelers. If you intend to book a business trip, please specify as rates may vary. In case of a Group of 10 persons or above, we may be able to get a better rate – please email us specifying a Group booking.

Our responsibilities: It should be noted that all arrangements made on your behalf are made by EH on the condition that EH shall not be held responsible for any injury, death, accident, delay, loss, damage or irregularity which may occur through the acts of any supplier and/or their employee or any other individual engaged in providing services. EH acts as an agent for transport providers, Hotels and other suppliers and shall not be held liable for any injury, damage, loss, delay or irregularity that may occur including but not limited to any defect in a vehicle or in any other mode of transport provided to you, acts of God, detention, delays, expense or inconvenience due to quarantine, strike, riots, theft, force majeure, civil disturbance, government restriction or regulation, accident by aircraft, boat, bicycle or any other form of transport. You will acknowledge the quality of products included in your tour which are arranged by EH, are not within the control of EH and that in any event the quality of such products may be compromised by local conditions.

You, hereby, release EH from all claims arising from damage, loss of enjoyment, inconvenience or injury related to the quality of such products. All information provided in this website in correct to the best of EH's knowledge and EH accepts no liabilities for any unintentional or innocent inaccuracy in the website.

Your tour arrangements are made by EH on the assumption that you appreciate the possible risks involved while traveling in vehicles, tours and treks in other countries. Due to political, cultural and geographical differences and to a certain extent, tougher conditions, touring in those countries involve higher level of risks than our normal daily lives. EH would like to suggest visiting websites (also given in our General Info) with regard to travel advisories, health requirements, consulates etc for further guidance before booking your tour.

Complaints: If you are not satisfied with any service or product during your tour, it is always advisable to contact the local suppliers for a solution. A problem can be rectified only if brought to the attention of our local operator at the first instance. Failure to contact local supplier in such a situation may result in reduction of your ability to claim compensation from EH. If our operators are unable to provide you with a satisfactory solution locally and you wish to lodge a complaint, please do so within 30 days of conclusion of our services. EH may not entertain any complaint or claims any later. EH should not be held liable for the cost of communication in case of any such issue overseas.

Legal Claims: Any claims or legal action in connection with the provision of our services to you, will be governed by the laws of New Zealand. Any claim or legal action against the Suppliers is likely to be subject to the terms of your contract with them and may be governed by the laws of other countries.

Privacy Policy: All your personal information required by us will be used only for your tour arrangements and will not be passed on to any third party. However, with your permission, we could send you our regular updates on services, new developments and special offers.