Terms and Conditions
Sets out below are the terms and conditions of the booking agreement between Ayan Travel Co., LTD, and its clients. It is extremely important that our clients understand and accept these Terms and Conditions as well as the quotations, itineraries, and other relevant communication from our travel advisors. When we receive a completed booking form, you (and any other person on whose behalf you book) agree to accept all of these conditions.
OUR COMMITMENT TO YOU
Here are the steps of AYAN TRAVEL Booking:
- Send us the completed booking form
- Receive our response including an invoice for deposit payment
- Send deposit payment to confirm your booking
- Receive our confirmation and visa invitation letter (if you need)
We will submit confirmation of your successful booking as soon as possible.
2. Our liability to you
We are responsible for ensuring that your travel arrangements are supplied as agreed before the booking. We take responsibility for the services that we provide as well as the services of our subcontractors. Exemptions are airlines accidents or delays, loss of luggage, or medical and customs regulations, for which we cannot take responsibility. Our liability is limited to the total cost of your travel arrangements. We are also responsible for identifying any foreseeable risks associated with your holiday. Adventure travel, by its very nature, may carry greater risks than other holidays. We will do what we can to alert you and your companions to such risks and take steps wherever possible to ameliorate against them.
3. If we change or cancel your holiday
In the unlikely case that we have to make changes to your travel arrangements, we will notify you or your travel agent at the earliest possible date. We do reserve the right to make changes at any time due to circumstances that lie beyond our control. In the case of significant changes to your itinerary, you have the right to cancel your holiday and be refunded. If the changes increase the cost of your holiday, we will notify you and invoice after your acceptance of the difference in price. If the changes decrease the cost of your holiday we will also inform you and reimburse you the difference. No refund will be made to a participant who is rejected by our trek leader for any of the reasons, set out below in the Participation section (below), or who is unwilling or unable to complete the tour.
4. The effect of price increases
The prices quoted on our website are correct at the time of publication. We reserve the right to change any of the prices, services, or other particulars contained on our homepage at any time before we enter into a contract with you. If there is any change, we will notify you before we enter into such a contract, and seek your prior agreement to the changes.
YOUR COMMITMENT TO US
If you have chosen to travel by AYAN TRAVEL, you must pay the deposit at the time of reservation and must pay the outstanding balance 120 days prior to the departure date of your trip. Due to special occasions for Naadam Festival and Golden Eagle Festival tours, in order to book high demanding accommodations and domestic flights the full payment is required in advance. You and your companions will need to be in suitable physical condition to undertake the expedition as planned in your chosen itinerary and become fully aware of the possible risks inherent in adventure travel. You are responsible for paying or providing your own personal equipment, tips, airport taxes, the cost of visas, vaccination, additional food and drink, personal spending money, travel insurance, and any other activities or provisions not included in the itinerary. For the protection of all participants, our Trek Leader reserves the right to prevent anyone from taking part in the tour, or any part of it, where that person clearly displays insufficient ability or whose behavior potentially endangers the health and/or safety of other participants.
Prior to the arrival, AYAN TRAVEL will provide you with:
a) Visa support and general information about passport and visa requirements
b) Mongolia fact file, kit list, Frequently Asked Questions (FAQ) file
If you have any medical conditions or special dietary needs you are responsible for informing us well in advance of your intended arrival. You must ensure that your travel documents, full passport, and visas are in order and will remain valid for the entire length of your stay in Mongolia. We are able to give general advice on these matters but such requirements are subject to change and we cannot be held responsible if you do not check current requirements before your departure.
3. If you change your holiday
If you wish to change your travel arrangements in any way, after our confirmation invoice has been issued, for example, you choose a different departure date or change the hotel, we will do our best to accommodate these changes, but this may not always be possible. Please inform us about possible changes as early as possible. Any request to change your travel arrangements must be made in writing by the person who made the booking. If the cost of the trip which you had booked originally is higher than the cost of the new arrangement, the difference will be regulated according to our Cancellation Policy (see below). If the cost of the amended or new itinerary is higher than the original one, then the extra cost of the new travel arrangement will be invoiced.
4. If you have any complaint
If you have a complaint arising out of what we have agreed to provide for you please let us know at the earliest opportunity. If a problem arises during your trip, it is important that you advise the Tour Guide, Leader, and the suppliers in the first instance who will endeavor to put things right. If your complaint cannot be solved locally you should advise us within 14 days of returning to your home country, in writing, with all other relevant information. Your letter will be given prompt attention. If you fail to follow this simple procedure we cannot accept responsibility, as we would have been deprived of the opportunity to investigate the matter and hopefully rectify any problem.
It is essential that all passengers are fully covered with reputable travel insurance cover before setting out on holiday. Insurance must cover personal accidents, medical expenses, loss of effects, repatriation costs, and all other expenses that might arise as a result of loss, damage, injury, delay, or inconvenience.
6. Health Requirements
Clients should take into account all international travel risks and familiarize themselves with health requirements applicable to the areas they intend to visit. The client is solely responsible for checking the safety and security conditions, vaccination, and other health requirements of governments in countries visited or transited.
PAYMENT POLICY AND SCHEDULE
The payment schedule as follows:
- Deposit payment of 200 euros/ 250 USD per person must be paid at the time of reservation to confirm your booking. Deposit payment is non-refundable. If the client decides to postpone their travel arrangements within 30 days before the tour commences, the deposit payment will be considered as part payment of their next tour within 1 year. When there is a penalty of cancellation from suppliers, it will be deducted from the deposit payment.
- Final payment must be paid 120 days prior to departure. We will send an invoice for the final payment.
- Should the tour booked within 30 days before departure for the tour, full payment is required.
Receipt of your deposit or final payment will indicate that you and your travel agent (when applicable) have read the Terms and Conditions and that you (and your agent) have accepted them.
We reserve the right to cancel any reservation for which the full payment has not been received 30 days before the trip begins.
Note: When either Golomt Bank (online payment system) or Ayan Travel has reason to believe that the payment you made is fraudulent, we reserve the right to hold your bookings and require another method of payment.
Note: We will not take any responsibility for payment difference regarding the transfer fee from the sending and receiving finance organization. The tour will be able to begin once the payment is made 100% complete. If Ayan Travel receives incomplete payment, the customer/agent must pay the remaining amount in order to commence the tour.
CANCELLATION & REFUND
Trip cancellation due to irresistible factors before the trip starts: If you have to cancel the itinerary due to irresistible reasons such as traffic, weather, politics, etc., the deposit will not be refunded by the company.
Period before departure within
(Which notice of cancellation is received by us)
Amount of cancellation charge
Minimum fee (non-refundable)
|60 days prior to departure||50% of the cost|
|45 days prior to departure||75% of the cost|
|30 days until day of arrival||100% of the cost|
Once we have started to provide our service from the point of your arrival in Mongolia, no refunds will be made for unused trip arrangements for any reason. There will be no refund given for unused hotel rooms, meals, sightseeing, trek days, or any other charges once the trip has commenced. The cost is quoted as a package price and credits are not given for services not used.
If the tour is canceled due to an emergency occasion of COVID-19’s unexpected external factors which is beyond Ayan Travel’s control such as lockdown, border closure, flight cancellation, etc. tour payment can be refunded after deduction of cancellation penalty of domestic flight (if applicable) and accommodations including bank transfer fee of 50 USD. Valid until the end of 2021.
METHODS OF PAYMENT:
- By bank transfer:
Please transfer deposited amount via SWIFT to our bank. Bank details will be provided. All bank charges are charged to the senders account. Then either scan and email us or fax your transfer receipt to +976- 11-324905. Once we have received your payment, we will start to secure your booking. It may take 3-10 days for your payment to reach our account.
- By credit card/ Online payment:
You can pay both via credit cards such as Visa, Master, JCB and Union Pay cards. Then email it back to us (when paying by credit card through online payment system 4.2% will be added on the amount due to bank charge).
- Please include your tour code on the transfer sheet when you are making the payment.
- In case you prefer other methods of payment, please contact us.