Premium Travel Mongolia tour booking terms & conditions

Please read these booking conditions carefully, they form an important part of the contract for your holiday. All tour experiences advertised on our website, or offered by a Premium Travel specialist are operated by Premium Travel Services LLC (Registered number 5963265 and hereinafter referred as ‘the Company’, ’we’, ‘us’ or ‘our’) and are sold subject to the following conditions:

Insurance: Adequate and valid travel insurance is compulsory for all Premium travellers and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance for your booking by the date of departure.

1. How to Book

To make a booking you can contact us in several ways: directly via our website or www.toursinmongolia.com (‘Website’), or by email to info@toursinmongolia.com or to the direct email of your corresponding Premium Travel specialist. The person making the booking (the ‘lead name’) must be 18 years old or over and possess the legal capacity and authority to make the booking and accepts these booking conditions on behalf of everyone in their party. Whether you book alone or as a group, we will only deal with the lead name in all subsequent correspondence, including changes, amendments and cancellations. The lead name is responsible for ensuring the accuracy of the personal details or any other information supplied in respect of yourself and any other person travelling on the booking and for passing on any information regarding the booking or any changes made in relation thereto, to all persons travelling on such booking, including but not limited to information on schedule changes or copies of booking confirmations.

• For all holidays, excluding Naadam Festival holidays, you will need to pay a deposit to us at the time of booking of at least 20% of your selected travel arrangements. For Naadam Festival holidays the required deposit is 30% of your selected travel arrangements. We will then invoice you for the remainder of the cost due before you travel, which you must pay not later than 31 days (60 days for Naadam Festival holidays) before departure. In certain cases we may request full payment more than 60 days before departure where, for example, domestic airlines require full payment on booking. If you book less than 31 days before departure (60 days for Naadam Festival holidays), full payment must be made on booking.
• When we accept your booking, we will issue a Confirmation Invoice. A contract will automatically exist between us from the date we issue the Confirmation Invoice. When you receive the Confirmation Invoice please check the details carefully and inform us immediately if anything is incorrect. Names on travel documents must exactly match those in your passports. Unless we are responsible for the mistake, we will not accept liability if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket. Travel documents will be emailed to you approximately 2-3 weeks before the departure of your tour. If requested in the trip information documents you must reconfirm the reservations, timings and check-in details of your flight with the airline concerned at least 72 hours before departure. This applies to your outward flight and to your return flight. If you miss a flight or suffer any disruption as a result of not following our instructions as to reconfirmation we will have no liability to you.
• Your personal safety is of top importance to us and therefore, it is vital that you advise us at the time of booking of any condition, medical or vegetarian etc.
• It is a condition of your booking that you and all members of your party provide certain information that may be sent to governmental authorities and border control and security agencies for the purpose of visa permit or security. This is known as Advance Passenger Information, sometimes known as APIS. The information you must provide will include, but not be limited to, full name – as shown in your passport or travel document, gender, date of birth, travel document type, number, country of issue and expiry date, and your postal address. You must provide this information by the time of booking.

   2. Prices and Surcharging

All prices we advertise are accurate at the date published/offered, but we reserve the right to change any of those prices from time to time. Prices include a cost for fuel that was estimated at the date of this publication.

Changes in transportation costs, including without limitation the cost of fuel, domestic flights, and exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 30 days of your departure. We will absorb and you will not be charged for any increase equivalent to 3-7% of the price of your travel arrangements.

   3. If you Change or Cancel your Booking

Should there be any change or cancelling in your booking please notify us in writing at least 31 days before departure (60 days for Naadam Festival holidays).

Cancellation charge per person as a percentage of the total booking price

More than 60 days before tour start date: 20% of a non-refundable deposit

Between 59 and 45 days before the tour start date: 30%

Between 44 and 31 days before the tour start date: 40-50%

Between 30 and 16 days before the tour start date: 60-80%

14 days or less before departure date (or no show up): 100% of the tour cost

For Naadam Festival holidays:

More than 90 days before tour start date: 20% of a non-refundable deposit

Between 89 and 60 days before tour start date: 30%

Between 59 and 45 days before the tour start date: 40-50%

Between 45 and 31 days before the tour start date: 60-80%

30 days or less before departure date (or no show up): 100% of the tour cost.

   4. If we Change or Cancel your Booking:

We reserve the right to cancel your booking or change any of the facilities, services or prices described on our website or offered by a Premium Travel specialist. We will endeavour to advise you of any changes known at the time of booking.

We plan the arrangements for your tour many months in advance and may occasionally have to make changes, most of which are minor. Domestic flight timings and carriers shown in offer are for guidance only and are subject to change. Your Confirmation Invoice will show the latest planned timings. Your actual flight timings will be shown on your final tour itinerary, which will be sent some 2-3 weeks prior to the tour start date. A change of carrier will not be considered as a change.

When a major change occurs, you will have the choice of either:

(a) accepting the change; or

(b) accepting a replacement tour from us of equivalent or similar standard and price (at the date of the change), if we are able to offer you one; or

(c) cancelling your tour, in which case you shall receive a full refund of all monies paid.

We may also have to cancel your joined tour (set departure tour advertised on our website) arrangements. Operation of this kind of tour is dependent on a minimum number of persons booking the tour. If that number is not achieved, we reserve the right to cancel the tour. However, we will not cancel your tour less than 4 weeks before the scheduled start date except for reasons of force majeure (as defined below) or failure on your part to pay the deposit and/or final balance or any other reason beyond our control. Where we cancel your booking where you are not in breach of these booking conditions and other than for reasons of force majeure, we will offer you either a refund of the monies received by us in respect of the booking or offer you, if available, a replacement holiday from us of equivalent or similar standard and price (at the date of the change).

   5. Our Liability & Limitations

Our obligations, and those of our suppliers providing any service or facility included in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities. You must show that reasonable skill and care have not been used if you wish to make any claim. Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your holiday in Mongolia may involve. Sometimes these standards will be lower than those which would be expected in the western standards. The suppliers of the services and facilities included in your holiday should comply with the local standards where they are provided.

We shall have no liability where the cause of the failure to provide, or failure in, your holiday or any death or personal injury you may suffer is not due to any fault on our part or that of our agents or suppliers, because it is either attributable to you, or attributable to someone unconnected with your holiday and is unforeseeable or unavoidable, or is attributable to our employees, agents, subcontractors and suppliers and their staff whilst acting outside the scope of their employment, or is due to information, however, obtained, from outside sources such as independent third party websites, or is due to unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which neither we nor our agents or suppliers could have foreseen or forestalled.

If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have any complaint about, or problem with, any optional activity purchased overseas your claim should be directed to the activity provider and not to us.

We may operate trips in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you normally expect. Your booking is accepted on the understanding that you realise the hazards involved in this kind of holiday, including injury, disease, loss or damage to property, inconvenience and discomfort. The whole philosophy of this type of travel is one that allows alternatives and a substantial degree of on-trip flexibility. The outline itineraries given for each holiday must therefore be taken as an indication of what each group should accomplish, and not as a contractual obligation on our part. Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances.  Refunds will be given for services not utilised wherever possible.

Please be assured that our tour staff will always do their utmost to ensure your safety and well-being when on tour. On certain tours (such as horse trekking, trekking, mountaineering etc) on which you are asked to sign an ‘Acceptance of Risk’ form prior to accepting your participation on the tour. The purpose of the form is to make you aware of the risks and dangers involved with travelling in these areas, and for you to agree that the service provider and the Company shall not be responsible for any claims made by you for incidents arising due to circumstances outside the service provider’s and the Company’s reasonable control.

   6. Complaints

If you have a complaint about your arrangements while on the tour, you must immediately notify your tour guide and the relevant supplier of the service. If you are not happy with their action in response please follow this up within 15 days of your return home by emailing us to info@info@toursinmongolia.com We will acknowledge your written notification within 7 days and aim to provide a full response within 28 days. We can usually sort out any complaints you may have.

   7. Visa, Health, Passport, Travel Documentation

Whilst we are able to provide basic advice to clients regarding passports and visa requirements, you should check with the Mongolian embassy or consulate for the exact requirements for your chosen tour and date of travel. It is your responsibility to ensure that you have the correct passport and visa to gain access to Mongolia for your holiday with us. If you fail to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your travel arrangements.

The lead name is entirely responsible for ensuring that all members of the group have the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply resulting in any costs or fines being incurred and we advise you to check with your passport office or the consulate in question if you have any queries.

Please note that for some trips we need to request special permits (like a border area travel permit for Altai Tavan Bogd national park, or the Taiga of Northern Mongolia etc), and as such we will require your passport details & photocopy prior to accepting your booking. Furthermore, if you renew your passport after you have booked, you may be required to take your old passport with you to maintain the validity of the permit.

We are able to advise on mandatory health requirements; however, it is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for Mongolia by your local medical doctors and any costs. Clients with existing medical problems and pregnant women should check their requirements with their general practitioner.

   8. Tour Guide Authority & Behaviour 

On the tours operated by Premium Travel Mongolia, it is necessary that you abide by the authority of the tour guide, who represents the Company. If you commit any illegal act when on the holiday or if in our reasonable opinion or the reasonable opinion of the tour guide or another person in authority, your behaviour is disruptive, threatening or abusive, causes unnecessary inconvenience or is causing or likely to cause damage to property, danger, distress or upset, disturbance or annoyance to others or puts any other traveller or our staff in any risk or danger, on the telephone, in writing or in person, we may terminate your travel arrangements without any liability on our part.

If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the holiday, you must advise us of this at the time of booking. For the purpose of this section, reference to “you” or “your” includes any person in your party.

   9. Your Accommodation

Any accommodation we arrange for you must only be used by those people named on your Confirmation Invoice (or on the latest Amendment Invoice issued). You are not allowed to share the accommodation or let anyone else stay there. You are responsible for the cost of any damage caused to your accommodation or its contents during your stay. These charges must be met by you and may have to be paid locally.

   10. Special Requests

We will consider special requests such as dietary requirements or specific rooming arrangements when you book.  We will tell you whether there is a charge for the request. We can only guarantee requests for which there is a charge, or those that are confirmed in writing. It is your responsibility to advise us of any special requirements.

   11. Participation Requirements

All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen holiday as described in this brochure.

No unaccompanied children (under 16 years of age) can be accepted however (a) minors aged between 0-15 years may accompany their parents on tours and (b) older teenagers may be allowed to join group tours provided they are accompanied by a parent or guardian who accepts full responsibility for them.

Anyone suffering from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the holiday. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the holiday in which case all monies paid will be forfeit.