TERMS AND CONDITIONS
By contracting with Wellspring Voyage LLC (referred to in the booking conditions as “we or us”) you will be accepting these booking conditions on behalf of yourself and all other persons using our services pursuant to a booking made by you. You must be at least 18 years of age to make a booking. You agree to provide full, complete and accurate information to the Tour Operator.
II. BOOKING CONTRACT
Your booking is confirmed and a contract exists when the we issue a written confirmation after receipt of the applicable deposit amount. Please check your confirmation carefully and report any incorrect or incomplete information to the Tour Operator or authorized agent immediately. Please ensure that names are exactly as stated in the relevant passport.
III. BOOKING ON BEHALF OF OTHERS
By booking on behalf of other participants, you are deemed to be the designated contact person for every participant included on that booking. This means that you are responsible for making all payments due in connection with your Tour booking, notifying us if any changes or cancellations are required and keeping your party informed.
By booking on behalf of another person or persons, you represent and warrant that you have obtained all required consents. You are responsible for verifying that any information you provide on behalf of another participant is complete and accurate and we will under no circumstances be liable for any errors or omissions in the information provided to complete a booking.
IV. SPECIAL REQUIREMENTS
Any special requirements must be disclosed to us at the time of booking. We will use reasonable efforts to accommodate special requirements or requests but this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Certain activities may be inaccessible to you if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to us at the time of booking but the we cannot guarantee that dietary needs or restrictions can be accommodated. Any special requests or requirements do not form part of these Terms or the contract between you and the Tour Operator and the Tour Operator is not liable for any failure to accommodate or fulfill such requests.
We provide on special request the local travel insurance within Mongolia. We would like to advise you to take out traveler’s insurance from your local insurance agents.
A deposit of 25% of the total tour value will be required to secure the trip. The deposit is non-refundable if the trip includes a domestic flight and Naadam or other festivals. The full payment is required 4 weeks prior to travel. For booking confirmed where the departure date is less than 4 weeks from the date confirmation received, we will require full payment immediately to confirm the booking. We accept payment by credit or debit card. We also accept payment by bank transfer, money gram or cash.
VII. PRICES, SURCHARGES AND TAXES
The Tour Operator will not increase the price of your Tour after you have paid in full. Tours are priced and advertised inclusive of applicable taxes. From time-to-time the Tour Operator may offer reduced pricing on certain products or services. Reduced pricing applies only to new bookings. Bookings where payment of at least a deposit has been received by the Tour Operator are not entitled to reduced pricing.
VIII. TRAVEL DOCUMENTS
It is your responsibility to obtain information and to have in your possession all the required documentation and identification required for entry, departure and travel to each country or region. This includes a valid passport and all travel documents required by the relevant governmental authorities including all visas, permits and certificates (including but not limited to vaccination or medical certificates) and insurance policies. You must have a passport that is valid 6 months after the last date of travel with the Tour Operator as set out on your itinerary. You accept full responsibility for obtaining all such documents, visas and permits prior to the start of the Tour, and you are solely responsible for the full amount of costs incurred as a result of missing or defective documentation. You agree that you are responsible for the full amount of any loss or expense incurred by the Tour Operator that is a direct result of your failure to secure or be in possession of proper travel documentation.
Before you start applying for a visa, please check if you’re in the visa-free countries for the temporary stay. Upon your booking you will receive the list of the travel documents to check before your departure.
IX. CANCELLATION BY THE PARTICIPANT
You must inform us by sending an email as soon as possible if you wish to cancel your tour or cancel individual members of the group. Your notice of cancellation will only be effective from the moment we receive it in writing. On cancellation the refund per person will be:
Cancellation received 6 weeks or more before departure of first product or service in relevant booking: Deposit will be held by us in accordance with these Terms, the remainder of the payments made to us in respect of the cancelled product will be refunded.
Cancellation received 2 weeks before departure of first product or service in relevant booking: Deposit will be held by the Tour Operator in accordance with these Terms, an amount equal to 50% of the remainder of the payments made to us in respect of the cancelled Tour will be refunded.
Cancellation less than 1 week before departure of first product or service in relevant booking: Deposit will be held by us in accordance with these Terms, and no further refund will be payable.
For certain tours with Naadam, festivals or domestic flight there will be no further refund will be payable.
X. VARIATION IN THE ITINERARY OR THE CHANGE BY WELLSPRING VOYAGE LLC
If a Tour is cancelled by the Tour Operator before the date of departure for reasons other than Force Majeure and the cancellation is not caused by your fault or negligence, you will have the choice of accepting from the Tour Operator:
Insufficient participation for the group tour – All the group tour announced has minimum number of participators. If the number of pax s less than minimum number, Wellspring Voyage will notify those who booked not later than 3 weeks prior to the departure. In this case, we propose you the replacement tour of the same value. If there is not such tour or if you refuse to the replacement tour, Wellspring Voyage LLC will reimburse the total payment that already complete.
Change of program – We reserve the right, before you book, to vary the services described in our brochures, newsletters, including prices and departure dates and times and characteristics and categories of transport. You will be notified of these changes before you are committed to the tour. Wellspring Voyage LLC will explain the reason if requested.
XI. ALTERATIONS TO THE CONTRACT
If we must change your or other details of the tour, which may be for reasons beyond our control, we will notify you as soon as possible and give you the information as to the alterations. If the change significantly alters an essential term of the contract, you will have the right to withdraw from the contract in which event we will repay all money already paid by you to us or the appropriate proportion of only some of the party withdraw. Alternatively, you will have the option to:
Take a substitute tour of equivalent or superior value if we are able to offer you such a substitute,
To take a substitute tour of lower value if we are able to offer you such a substitute, when we will reimburse or allow you the difference in price of the tour contracted for and that of the substitute tour,
You undertake to let us know was quickly as possible your decision in the event of our having to advise you of any such alteration.
XII. FORCE MAJEURE
The Tour Operator will not be liable in any way for death, bodily injury, illness, damage, delay or other loss or detriment to person or property, or financial costs both direct and indirect incurred, or for the Tour Operator failure to commence, perform or complete any duty owed to you if such death, delay, bodily injury (including emotional distress or injury), illness, damage or other loss or detriment to person or property is caused by natural disasters, war or war like operations, mechanical breakdowns, terrorist activities or threat thereof, civil commotions, labor difficulties, interference by authorities, political disturbance, howsoever and where so ever any of the same may arise or be caused, riot, insurrection and government restraint, fire, extreme weather or any other cause whatsoever beyond the reasonable control of the Tour Operator; or an event which the Tour Operator or the Third Party Supplier of services, even with all due care, could not foresee any and all of which, individually and collectively, constitute “Force Majeure”.
In which case force majeure to take place, we will cancel the whole tour before departure, then we will refund all money already paid by you. If force majeure to take place during the tour and delay the tour by significant amount of time we will refund what is deemed to be a fair proportion of the cost of the tour.
You will be responsible for the conduct of yourself and all members of your party and you will indemnify us against any liability for damage caused by you or any members of your party. We reserve the right to terminate the tour in event of behavior deemed to be unreasonable by our staff.
Should you have a complaint during your tour, contract the travel manager at Wellspring Voyage LLC within 21 days of the end of the tour by sending an email with the clear written records of the facts and we will do their best to rectify your problem.