Travelers Terms & Conditions
If written notice of cancellation is received: | Cancellation Fee will be: |
90 Days and Above | 10% of Land Cost, |
60 to 89 days | 20% of Land Cost |
59 to 30 days | 30% of Land Cost |
29-15 days | 50% of Land Cost |
14 days or fewer days | 100% of Land Cost |
Notes
Duration lost or trip shortened due to unforeseen reasons after arrival in Bhutan, no refund will be made – because we will already have had paid for the hotels and other logistics.
Delayed Arrivals
There is no refund for delays in arrival and departure or missed flights because of weather conditions, disrupting flights or road blocks. The tourist must however bear the cost of food, accommodation, transportation, and other services required.
Bhutan Travel Service (“BTS”) is licensed travel service provider since 1999. BTS provides travel and tourism arrangements to facilitate the connection between individuals and/or entities (“Clients”) seeking travel services from BTS’s cooperating airline, accommodation and travel suppliers (“Providers”). The client acknowledges and agrees that BTS delivers the services to the client and that BTS has no relationship with the client other than to provide the support defined above. BTS does not have control over or responsibility for the quality, timing, legality, failure to provide or any other aspect whatsoever of the services. For avoidance of any doubt, the term ‘Client’ includes all individuals and/or entities participating in the travel event and not solely the payee of the travel event.
Privacy and information retention: Because the nature of our business requires coordination with government agencies and providers who assist us to secure visas/permits and deliver the travel service requested, it is necessary to share certain personal information collected. BTS uses commercially reasonable retention of information and record. BTS and its providers assume no responsibility of liability for unauthorized access to such information by government individuals or agencies.
1. Introduction & Definitions
Bhutan Travel Service (“BTS”) has operated as a licensed travel service provider since 1999. BTS facilitates travel and tourism arrangements by connecting individuals and/or entities (“Clients”) with cooperating airlines, accommodations, and travel suppliers (“Providers”).
Relationship: BTS delivers logistical support and services to the Client. However, BTS does not maintain direct control over, nor assumes responsibility for, the quality, timing, legality, or potential service failures of third-party Providers.
Client Definition: For the avoidance of doubt, the term “Client” encompasses all individuals participating in the travel event, not solely the individual or entity paying for the services.
2. Booking, Pricing & Payment
The total price and payment schedule are agreed upon between the Client and BTS prior to confirmation.
Inclusions: The quoted price includes the specified program activities, meals, and accommodations. It also covers pre-program services such as itinerary planning, vendor reservation management, safety measures, and administrative costs. Please note that the final itinerary provided by BTS may vary slightly from initial promotional inclusions.
Non-Refundable Fees: The following fees are strictly non-refundable once processed:
Visa Fees: A $40 USD visa application fee paid to the Royal Government of Bhutan.
Interchange Fees: A $17 USD wire transfer fee or a 4.5% credit card processing fee, depending on the chosen payment method.
Airfare: Once international air tickets are processed and issued, the entire cost of the airline tickets is fully non-refundable.
3. Delays & Shortened Itineraries
No refunds will be issued for delayed arrivals, missed flights, or early departures resulting from weather conditions, flight disruptions, roadblocks, or other unforeseen circumstances. Because BTS pays for hotels and logistical arrangements in advance, any duration lost or trip shortened after arrival in Bhutan is non-refundable. The Client is solely responsible for any additional costs incurred for food, accommodation, transportation, or other services due to such delays.
4. Travel Requirements (Visas, Insurance & Health)
Visas & Passports: Visas are mandatory for all travelers, with the exception of Indian nationals, who require an entry permit. While BTS assists in procuring Bhutanese visas/permits, the Client is solely responsible for obtaining any necessary transit or entry visas for other countries (e.g., India, Thailand). The inability to travel due to improper documentation does not constitute grounds for a refund.
Health & Medical Care: Clients must proactively disclose any physical or mental conditions requiring special medical attention or equipment in writing upon registration. BTS will make reasonable efforts to accommodate special needs but may alter itineraries as necessary. BTS provides a basic first aid kit for minor incidents; however, Clients are solely responsible for all medical care, including necessary medications and vaccinations, before, during, and after the program.
Travel Insurance: In strict compliance with Bhutanese government policy, all Clients must carry comprehensive travel insurance. Any expenses arising from incidents, evacuations, or major medical issues not covered by insurance are the sole responsibility of the Client.
5. Client Responsibilities & Behavior
Code of Conduct: Clients are required to behave respectfully toward Bhutan’s culture, people, and laws at all times. The Client is financially responsible for any costs or damages resulting from disrespectful or unlawful behavior.
Personal Safety: Clients must understand the inherent risks of travel, including familiarizing themselves with hotel fire safety and emergency evacuation plans at each location.
Free Time: BTS and its Providers assume no liability for Clients during unguided or “free time” outside the scheduled itinerary.
6. Itinerary Changes & Force Majeure
Program Alterations: Due to the unique nature of travel in Bhutan, BTS reserves the right to add, delete, reschedule, or cancel certain elements of the itinerary at its discretion to ensure safety and operational efficiency. Unless otherwise specified, no refunds are provided for such modifications.
Force Majeure: BTS and its Providers assume no responsibility for events beyond their reasonable control. This includes, but is not limited to, acts of God, war, terrorism, civil unrest, strikes, government restrictions, epidemics, mechanical transportation failures, or natural dangers. BTS is not liable for personal injury, loss, or damage caused by events or third-party entities not directly controlled by BTS.
7. Liability, Release & Indemnity
Inherent Risks: Clients acknowledge that travel carries inherent physical and logistical risks. Prior to arrival, Clients must sign a BTS waiver expressly confirming they are mentally and physically capable of participating.
Non-BTS Reservations: BTS assumes no liability for travel arrangements, excursions, or accommodations booked independently by the Client outside of the official BTS program.
Indemnification: To the fullest extent permitted by law, the Client agrees to defend, indemnify, and hold harmless BTS, its officers, employees, agents, and Providers from any claims, losses, damages, or legal expenses arising out of the Client’s travel experience or any breach of these terms.
Release of Liability: The Client forever releases and discharges BTS and its affiliates from all claims or causes of action arising from personal injury, death, or property damage related directly or indirectly to the provided services.
8. Privacy & Media Permissions
Data Sharing: To secure necessary visas, permits, and travel services, BTS must share relevant personal information with government agencies and authorized Providers. BTS employs commercially reasonable data retention practices but assumes no liability for unauthorized access to information by government entities.
Media Release: BTS reserves the right to capture audio and visual records during its programs. By participating, the Client grants BTS the right to use these records (and any photos provided by the Client) for promotional and commercial purposes, without remuneration.
9. Governing Law & Severability
Modifications: BTS reserves the right to update, modify, or delete any of these terms and conditions at its sole discretion, with or without prior notice.
Governing Law: These terms and conditions are governed by the laws of the Kingdom of Bhutan. BTS reserves the exclusive right to determine the appropriate legal venue for any disputes arising from this agreement.