Terms and Conditions

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CONTRACT AND TRIP FINALIZATION

Your contract will be with Happy Place Expedition, a registered travel company in Bhutan, and will be governed by Bhutanese law throughout the duration of your trip.

RATES 

All rates are quoted in U.S. Dollars unless otherwise specified. Rates are subject to change without prior notice. Happy Place Expedition reserves the right to make adjustments if a particular rate was incorrectly stated. Air rates can only be guaranteed for reservations that have been paid in full; therefore, it is recommended to make full payment for airfares at the time of booking. Issuing airline tickets ensures protection against rate increases, fuel surcharges, and prevents cancellation of airline reservations. Government and supplier-imposed taxes and fees are subject to change at any time and are not covered by Happy Place Expedition. Rates do not include airline baggage or seat assignment fees, or any other ancillary fees. Passport and visa fees, some departure taxes, gratuities, meals, beverages, insurance, telephone calls, additional bedding charges, laundry service, and other personal expenses are not included unless specifically noted.

RESERVATIONS AND PAYMENT 

Upon acceptance of the proposal by the client, a deposit is required to confirm the trip. If the client requests Happy Place Expedition to arrange their Bhutan flights, the airfare must also be provided promptly so that we can purchase the reserved flights within the specified time frame set by the airline. This payment is due within five days of booking to secure the reservation. The remaining balance is to be settled 45 days prior to the departure date. Any special payment policies will be communicated at the time of reservation. Failure to make payment by the due date may result in cancellation of airline and other reservations. Happy Place Expedition is not liable for any penalties, fare increases, or fees incurred due to late payment.

FORMS OF PAYMENT 

Payments can be made via wire transfer following the official procedures mandated by the Government. All payments are to be transferred directly to the Tourism Council of Bhutan's bank account held with Bhutan National Bank. Bhutan National Bank collaborates with various correspondent banks abroad. For a comprehensive guide on the payment procedures, please request a copy from Happy Place Expedition.

PASSPORT AND VALIDITY PERIOD 

Bhutan's airlines require digital copies of passports to book flights, and these copies must be submitted to the Tourism Council of Bhutan during the visa application process. Passengers' passports must have a minimum validity of 6 months from the date of departure from Bhutan and should contain sufficient blank pages for visa stamping. If customers arrive in Bhutan with another passport or one with less than 6 months validity, Happy Place Expedition will not be liable for any penalties incurred.

Names provided to Happy Place Expedition must exactly match those on the passport to be used during travel. Customers are responsible for any fees and expenses resulting from incorrect names or travel denial due to name discrepancies. Any name or other revisions required for flights and visas will incur a fee of $50 per person for corrections or revisions, in addition to any fees charged by airlines or other suppliers.

It is the customer's responsibility to verify current entry requirements and obtain necessary travel documentation based on their country of origin, destination, and any scheduled stopovers.

An entry visa is required, which Happy Place Expedition will send as an email attachment after receiving a 100% deposit 45 days prior to arrival. The Tourism Council requires full tour payment prior to arrival for visa approval by the Department of Immigration, which Happy Place Expedition will apply for on behalf of the customer. As part of the standard procedure, digital copies of the visa will be sent 2-3 weeks before the arrival date, and customers must print them out to present during check-in for their Bhutan flight. No refunds will be issued for losses resulting from failure to obtain or provide required valid documentation.

CHANGES PRIOR TO DEPARTURE 

Happy Place Expedition will apply a fee of $150 for any changes initiated by the customer to the reservation after payment has been received. Additional fees from airlines, hotels, and/or other suppliers may also apply. Changes to the itinerary are subject to the availability of hotels and flights. Any modifications made will require the reservation to be repriced based on the prevailing rates at the time of the change. A "name change" is considered a cancellation, and cancellation fees will be applicable.

PRE-DEPARTURE CHANGES 

Occasionally, it may be necessary for us to make changes to trips that have already been booked. These changes are typically minor, and if we are aware of them in advance, we will notify you as soon as possible. Minor changes may include adjustments to airline or flight timings of 12 hours or less, or a change to accommodation of a similar standard.

In the event of a major change to your vacation, such as offering hotels of a lower standard or a change of destination, we will strive to provide you with a suitable alternative. If necessary, a price refund will be offered. Some tours may require a minimum number of participants, and if this number is not reached, the tour may need to be cancelled or amended. If you are not satisfied with the alternative offered, we will gladly provide a full refund.

ACCOMMODATION AND RESTAURANTS 

Happy Place Expedition offers 3-star hotels for standard rates, and additional charges will apply if guests choose to upgrade to 4 or 5-star hotels. Similarly, if clients opt for dining at luxury restaurants, they will be responsible for paying directly for their meals. Please note that the government's accreditation system is based on our own criteria, and star ratings may not necessarily align with international standards.

Facilities, guest services, and amenities are provided at the discretion of the hotel and are subject to change without prior notice. Any additional costs incurred are the responsibility of the customer and must be settled directly with the hotel. Requests for room location, connecting rooms, and bedding preferences are not guaranteed and are based on availability at the time of check-in. Hotel descriptions and photos may not necessarily depict the actual room assigned to guests; maps and images are for general descriptive purposes only and may not be exact or to scale. The hotel's standards and ratings are solely determined by the hotel itself, based on information provided by the hotel and the Tourism Council of Bhutan.

BAGGAGE AND PERSONAL PROPERTY 

Baggage checked or carried onboard an aircraft may be subject to fees based on weight, number, and size. Customers are responsible for all baggage fees, which are payable directly to the airline or supplier. For the current baggage policy, please contact the respective supplier. Happy Place Expedition assumes no responsibility or liability for any delay, loss, or damage to baggage and personal property.

SUPPLIERS 

Happy Place Expedition does not own hotels, airlines, or most vehicles used for our trips; they are contracted from other suppliers. These transportation and accommodation providers are independent contractors and are not agents, affiliates, representatives, or employees of Happy Place Expedition. All documentation, receipts, and tickets are issued subject to the terms and conditions specified by the supplier. By utilizing the services of these suppliers, you agree that Happy Place Expedition shall not be liable for:

(1) Any accidents, loss, injuries, or damages to you or your travel companions in connection with accommodations, transportation, or other services, resulting directly or indirectly from occurrences or conditions including, but not limited to, negligence, vehicle defects, equipment malfunction, strikes, acts of nature, riots, terrorist acts or threats, wars, governmental actions, theft, delays, weather conditions, environmental conditions, bankruptcy, cancellations, or changes in itineraries or schedules; or

(2) Loss or damage to property or injury to persons caused by any act or omission, intentional or negligent, by such third-party suppliers.

The customer contract issued by the airline constitutes the sole agreement between you and the airline. Happy Place Expedition reserves the right to decline to accept or retain any person as a member of the vacation at any time before departure or during the trip. In the rare event that services or accommodations are not available as stated due to reasons beyond Happy Place Expedition's control, efforts will be made to provide services or accommodations of equal standard and quality. If you have any reason to complain, please notify the supplier immediately so that issues can be addressed promptly. If you remain unsatisfied, please contact us via email or telephone as soon as possible.

Tour and trek cancellation policy:

• Administrative Cancellation Fee: A non-refundable administrative cancellation fee of $100 per individual applies to all cancellations.
• Cancellation made before 60 days: 100% refund if cancellation is made before 60 days prior to the trip.
• Cancellation made before 45 days: 75% refund if cancellation is made before 45 days prior to the trip.
• Cancellation made before 30 days: 50% refund if cancellation is made before 30 days prior to the trip.
• Cancellation made between 14 to 7 days: 25% refund if cancellation is made between 14 to 7 days prior to the trip.
• Cancellation less than 7 days: No refunds for cancellations made less than 7 days prior to the trip.
• No Shows: No refunds

Please note that these cancellation policies are in accordance with standard tourism regulations and are designed to ensure fair treatment for both travelers and service providers.

Flight cancellation and refund policy for Drukair and Bhutan Airlines:

• Cancellation more than 30 days: 90% refund permitted for tickets cancelled more than 30 days from the first date of travel.
• Cancellation from 10-29 days: 75% refund permitted for tickets cancelled from 10-29 days from the first date of travel.
• Cancellation from 04-09 days: 50% refund permitted for tickets cancelled from 04-09 days from the first date of travel.
• Cancellation 03 days or less: No refund permitted for tickets cancelled 03 days or less from the first date of travel. Rescheduled ticket not permitted for refund. A reschedule fee is applicable for every date change.
• No refund for medical cancellations: No refund for tickets cancelled on medical grounds.
• Administrative fee: An administrative fee of USD 100 is applicable per cancellation/reservation amendment/date change, etc.
• Name change: No name change permitted once booking is made on the same PNR.
• No Shows with postponement: USD 50 applicable for No Shows, but travelers can postpone their trip by 6 months.
• Airfare subject to change: Airfares are subject to change.

Please note that these policies are as per the official guidelines of Drukair and Bhutan Airlines and are subject to their terms and conditions.

LIMITATION OF LIABILITY 

By making a reservation, the customer acknowledges that in all events, Happy Place Expedition shall not be liable for any incidental or consequential damages. The sole extent of Happy Place Expedition's liability, if any, shall never exceed the amount actually paid by the customer to Happy Place Expedition.

These Terms and Conditions of Sale are subject to change at any time at Happy Place Expedition's sole discretion without notice. Any dispute arising out of any vacations offered shall be subject to the exclusive jurisdiction of Bhutanese law.