Booking Conditions
The contract: Please read these booking conditions carefully and make sure you have understood them as well as the itinerary and style of the trip you are booking. In completing and submitting the booking form, you agree to these conditions, which constitute the agreement between Spirit Asia Travel (SAT) and the client. No person other than a director of SAT has the authority to modify these booking conditions.
Booking: Booking is in effect when SAT accepts your completed booking form and payment of the non-refundable deposit or full-payment. Acceptance of your booking will be confirmed in writing to you or your travel agent. A contract will exist between us from the date we issue the confirmation invoice. Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 42 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.
Payment: Bookings made less than 42 days prior to departure must be paid for in full at the time of booking. A 3% surcharge will be levied if the final balance / full payment is made by credit card. However, if you are booking more than 42 days prior to the scheduled date of departure you will need to send 20% of the total cost of the trip as deposit, If the full tour price is not paid 42 days before departure, your booking may be cancelled without notice and the cancellation charges set out in conditions of cancellation will be applicable.
Prices and Validity: Prices advertised in the website are subject to change. Package prices are based on ground costs, exchange rates and assumptions made at the time of publication. SAT tries its utmost not to increase tour prices, however sometimes increases are outside our control, therefore, we reserve the right to modify tour prices at any time before and including the departure date for reasons such as fluctuations in exchange rates, increases in airfares or other transportation costs, taxes, fuel costs or increases in ground operator service fees or if government action should require us to do so. Any increase in tour prices must be paid prior to the departure date.
Cancellations: If you wish to cancel your booking, notification of cancellation must be made to SAT in writing. The date of the cancellation is the date on which SAT receives written notification. It is your responsibility to ensure that notification is received by us. You will be liable to pay cancellation charges - based on hotel and transportation contract policies, administration fees and tour guide booking – These fees apply as follows, per person:
| Number of days before departure when we receive your cancellation | Charge as percentage of your booking tour price or deposit, whichever is greater |
|---|---|
| 42 days or more | loss of deposit |
| 41 - 35 days | 25 % |
| 34 - 28 days | 50 % |
| 27 - 15 days | 75 % |
| 14 days or less | 100 % |
Cancellation by SAT: We will not cancel your trip unless we are forced to do so by circumstances beyond our control ‘’force majeure’’ - such as (but not limited to) war, threat of war, riot, civil strife, industrial dispute, unavoidable technical problems with transport, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, sickness, quarantine – or because the minimum number of bookings needed to operate the tour have not been reached. With any form of cancellation, SAT will offer you alternative arrangements, and if the price of your alternative booking is of lower value than the original booking we will refund you the difference. If the alternative tour chosen is of a higher value then you will pay the difference in price. If due to ‘’force majeure’’ or governmental travel warning or advice, SAT reserves the right to cancel a departure at any time and conditions of refund applies as mentioned in the conditions of cancellation, your travel insurance may compensate you depending on the circumstances. If due to insufficient numbers of participants SAT will not cancel your trip less than 14 days prior the date of departure and if you do not accept alternative arrangements we will refund all payments you have made to SAT except any unrecoverable costs such as (but not limited to) bank transfer. SAT is not liable for any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations, flights etc…
Change to your trip: You acknowledge that travelling with SAT requires a degree of flexibility, an open mind, and an understanding that the itinerary, accommodation and modes of transport are subject to change without prior notice, even after a tour’s commencement, due to local circumstances. Changes in itinerary may be caused by ‘’force majeure’’, poor road conditions, weather, availability of tickets, vehicle breakdowns, changes in transport schedules, or other circumstances beyond SAT’s control or which simply cannot be foreseen. If any such change necessitates additional costs (including accommodation or ground transportation, flights in extreme case) to be charged, you agree that you will pay these additional costs as required by SAT. SAT does not accept any responsibility for delays or compensation resulting from circumstances beyond its control. You are aware that information about trips given in our website and the trip notes are also subject to change.
Authority of the leader: While travelling with SAT, you agree to accept the authority of the leader, who represents SAT, and local operator at all times. You are aware that travel within a group may involve compromise to accommodate the diverse needs/desires and physical abilities of other group members. Be aware that illegal use of drugs, use of prostitutes and racist behaviour toward people in the group or local people is not tolerated. If you commit any illegal act when on tour or if in the opinion of the leader your behaviour is causing or likely to cause danger, distress or annoyance to others, the leader reserves the right to terminate your travel arrangements and order you to leave the tour immediately with no right of refund and without any liability on our part.
Insurance: Travel Insurance is compulsory. You have to be covered, at least, for accidents, injury, illness and fatality medical expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability. Your travel insurance must be valid for the entire duration of the tour. Please bring a copy of your travel insurance policy as well as the insurance company’s 24hours emergency contact number to give to your tour leader in case of illness. If you join the holiday without adequate insurance, you may not be allowed to continue on the holiday, with no right of refund. Please, be sure to be able to present the appropriate documents during the group meeting on the first day of your trip. Note that The Spirit of Asia Travel is unable to accept insurance provided by a credit card issuer. You are also strongly advised to be covered for cancellation, curtailment and loss of luggage and personal effects, as Spirit Asia Travel shall not be held liable.
Travel documents: Any information or advice provided by SAT on matters such as permits, visas, vaccination, climate, clothing, baggage, special equipment, etc… is given in good faith but without liability on our part. It is entirely your responsibility to obtain the relevant medical advice and vaccinations and to ensure you have all the necessary travel documentation required for the holiday.
Passport and visas: You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for six 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; please refer to the Travel Tips for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
Health: Anyone suffering from illness or disability or undergoing treatment for any physical or medical condition must advise us in writing at the time of booking, giving full details, and make arrangements for the provision of any medication or other treatment which may be required during the holiday. If we feel unable to accommodate your specific needs, we must reserve the right to decline/cancel your booking and refund the money paid by you, except any unrecoverable costs. Failure to inform us of any pre-existing medical condition and/or disability that might be expected to affect your conduct on the trip and the enjoyment of other trip members constitutes a breach of the booking conditions and result in such a person being excluded from the trip with no right of refund. In such occurrence, SAT will do its utmost to find alternative arrangements which suit your condition, within the limit of the total amount still available, but we cannot guarantee it will be possible.
Age & Fitness: All SAT travellers are expected to be satisfied themselves, prior to booking, that they are fit and able to complete the itinerary of their chosen holiday as described in the trip notes. We have trips for travellers of all ages and take travellers from kid to 80 years old. Minors (under 18 years old) must be accompanied by a parent or an adult who accepts full responsibility for them. SAT accepts in maximum 2 minors per adult. Be aware that there will be no modification of the itinerary because of the presence of your children and they will be treated similar to an adult by the group leader. There is no minimum age but it is recommended that you ask our advice to determine what is suitable and what is not according to the ages of your children before booking.
Complaints: If you have any complaints about your trip, you must make it known at the earliest opportunity to your tour leader so that s/he is able to take appropriate action. If you are not satisfied with our response to your complaint and you feel your enjoyment of the tour will be significantly altered, you should contact our office to discuss how we might best resolve the problem. If your complaint still remains not satisfactorily resolved and you wish to pursue the matter on return from your tour, you must notify us in writing within 30 days of your return. We will not be liable in relation to any complaint or problem if you fail to notify the SAT agent or representative during the tour.
Liability: In no event will SAT be liable for amounts in excess of the amount paid to it, nor will it be liable for any consequential indirect or incidental damages arising from this agreement. SAT purchases transportation, hotel accommodation, restaurant and other services from independent suppliers not under our control. We serve only as agents for these suppliers in securing tour arrangements, and therefore will not accept the responsibility or liability for wrongful, negligent, or arbitrary acts of these independent contractors, their employees, agents, servants or representatives. SAT is not liable for any loss, damage, expense, fatality, injury, accident or delay that may be caused by events which is beyond our control or events that even with all due care we cannot foresee or avoid, including without limitation, force majeure, strikes, the defect of any vehicle, or negligence or default of any third party. All coupons, receipts and conditions are specified by the independent suppliers. Any independent arrangements that you make which are not part of the trip are entirely at your own risk. SAT will not accept responsibility or liability if you contravene any law or regulation of any country or region visited. SAT reserves the right to take photographs & films of passengers while on tour to be used for brochures advertising or publicity material without obtaining any further consent from the passenger.
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.
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).
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 tour 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.
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.
Inclusions: The land price of your trip includes:
- All accommodation as listed in the itinerary
- All transport listed in the itinerary
- Sightseeing and entrance fees
- The services of a group leader/tour guides as described in the itinerary
- Meals as listed in the itinerary (B=Breakfast, L=Lunch, D=Dinner)
Exclusions: The land price of your trip does not include:
- International or internal flights unless specified
- Tipping Kitty
- Airport transfers, taxes and excess baggage charges unless specified
- Meals other than those specified in the Itinerary
- Visa and passport fees
- Travel insurances
- Optional activities and all personal expenses
Registered address: Spirit Asia Travel Company, 3/345 Angkor Street, Siem Reap, Cambodia
Warning: Please be assured that SAT will always do its utmost to provide you with services that ensure your safety and well-being when on tour. Therefore, you must be aware that SAT operates trips in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, not be of the standard that you are used to at home. Your booking is accepted on the understanding that you realise the hazards involved in this kind of trip, including fatality, injury, disease, loss or damage to property, inconvenience and discomfort. You must allow for a certain degree of flexibility on the tours, in itineraries, activities, accommodation and transportation. By signing our booking form, you acknowledge that you have read and understood all the terms and conditions hereunder, that you accept the risks and obligations mentioned on these conditions and fully assume them and release SAT from any liabilities connected to these risks to the maximum extent permitted by law.
This contract and all matters arising from it shall be governed by and construed in accordance with the law enforced in the Kingdom of Cambodia and each party agrees to submit to the exclusive jurisdiction of the courts of the Kingdom of Cambodia as regards to any claim or matter arising from this contract.
IF YOU ARE NOT PREPARED FOR THIS, YOU SHOULD NOT ADVENTURE WITH US.
This unpredictability also means that the itineraries that we put forward for each of our adventures should be seen as statements of intent, rather than as contractual obligations. A variety of factors, including weather, transport difficulties and political instability, might dictate that we change any destinations. The trip leader/tour guide will make any changes that are necessary, after consultation with the group. Only rarely will such changes be significant, and we will always do everything within our powers to minimise the effects of the enforced changes. We cannot be held responsible for the results of changes or delays, irrespective of how they are caused.
