TERMS & CONDITIONS — TAILOR-MADE / PRIVATE FIT TOURS
(Travel Buddies Co., Ltd)
1. AGREEMENT TO TERMS
These Terms and Conditions (“Terms”) govern all tailor-made and private FIT tour bookings made with Travel Buddies Co., Ltd (“Travel Buddies”, “we”, “us”, or “our”). By submitting a booking and/or participating in a Travel Buddies private tour, the traveler (“you”, “client”) acknowledges and agrees to be legally bound by these Terms.
2. BOOKING & PAYMENT
2.1 Deposit Requirement
A 30% deposit of the total trip cost is required to confirm a tailor-made booking.
The deposit is refundable only according to the cancellation policy outlined in Section 6.
In certain cases (e.g., peak season, festivals, lodge prepayments, domestic flights), Travel Buddies reserves the right to request a higher deposit to secure services.
2.2 Final Payment
The remaining balance is due no later than 30 days prior to the tour departure date.
Bookings made within 30 days of departure require full payment at the time of booking.
2.3 Payment Methods
- WeTravel (credit/debit card)
- Bank transfer
- International payment services
All transaction or bank fees, including card processing fees (typically 3%), are borne by the traveler.
3. PRODUCT PRICING & CUSTOM DESIGN
Private tour pricing reflects:
- Custom routing & itinerary design
- Private vehicle and driver services
- Accommodation category selected
- Domestic flight pricing
- Guide services
- Activities and special arrangements
Pricing may be revised if:
- Additional services are requested
- Accommodation category is changed
- Domestic flight fares fluctuate
- Seasonal or supplier pricing changes
- Foreign exchange rates fluctuate meaningfully
Any price adjustment will be communicated in advance.
4. RESERVATION CONFIRMATION
Your tailor-made itinerary is confirmed after:
- Deposit is received
- Itinerary is approved in writing
- Travel Buddies secures supplier confirmations
Where a requested hotel, camp, flight, activity, or seasonal service is unavailable, Travel Buddies will offer an equivalent or better alternative.
5. AMENDMENTS & ITINERARY CHANGES
5.1 Before Departure
Travelers may request modifications to the confirmed itinerary before departure. Any voluntary amendment may result in:
- Revised pricing
- Supplier penalties
- Additional administrative costs
5.2 During the Trip
Adjustments caused by weather, logistics, safety, or road conditions may be required. Travel Buddies will provide alternative arrangements of equal value wherever feasible.
6. CANCELLATION BY THE TRAVELER
6.1 Cancellation Procedure
All cancellations must be submitted in writing to: info@travelbuddies.info
6.2 Refund Schedule — Tailor-Made / FIT Tours
| Days Before Departure | Refund to Traveler | Cancellation Fee |
| 61+ days | Deposit refundable minus USD $250 administrative fee | — |
| 60–30 days | 70% refundable | 30% |
| 29–15 days | 50% refundable | 50% |
| 14–0 days | No refund | 100% |
Balances paid at or within 30 days before departure are fully non-refundable.
6.3 Supplier Penalties
For tailor-made bookings, refunds under this schedule apply after deducting any supplier penalties already incurred, including but not limited to:
- Hotel, lodge, or ger camp prepayments
- Domestic flight tickets
- Festival or specialty event reservations
- Private activity or permit bookings
- Seasonal or peak-period reservations
- Third-party cancellation fees
- Special logistics or service arrangements
Supplier costs may be fully or partially non-refundable even if cancelled more than 55 days before departure.
Where supplier losses exceed refundable amounts, Travel Buddies will provide documentation and deduct only the actual loss before refund.
The administrative fee covers professional itinerary design, supplier communication, booking management, document preparation, and cancellation processing already performed prior to trip cancellation.
6.4 No Refund For:
- Unused services
- Missed activities
- Late arrivals
- Early departures
- Voluntary itinerary changes
- Weather disruptions
- Government restrictions
- Force majeure events
7. CANCELLATION BY TRAVEL BUDDIES
Travel Buddies may cancel a tailor-made tour due to:
- Extreme weather
- Safety concerns
- Operational constraints
- Road closures or infrastructure issues
- Political or regulatory disruption
- Supplier closure or unavailability
- Force majeure events
Traveler Remedies
If Travel Buddies cancels prior to departure, refundable portions will be returned excluding non-recoverable supplier charges.
Travel Buddies is not responsible for:
- Non-refundable international airfares
- Visa fees
- Travel insurance premiums
- Additional personal travel arrangements
- Loss of income
- Penalties charged by third-party suppliers
8. DOMESTIC FLIGHTS
Domestic flights:
- Are subject to airline ticket rules
- May be fully non-refundable
- May incur rebooking penalties
- May have limited availability for date changes
Any airline or rebooking costs are the traveler’s responsibility.
Travel Buddies will assist with rebooking but cannot guarantee:
- Availability
- Waived penalties
- Alternative routing
9. PASSPORT, VISA & ENTRY REQUIREMENTS
Travelers are responsible for:
- Passport validity (minimum 6 months recommended)
- Visa procurement (if applicable)
- Customs documentation
- Vaccination or health requirements
Denied entry or related penalties are the traveler’s responsibility.
10. TRAVEL INSURANCE
Comprehensive travel insurance is strongly recommended, including:
- Medical treatment and evacuation
- Trip interruption or cancellation
- Baggage loss or delay
- Personal accident coverage
Travel Buddies may request proof of insurance when necessary.
11. TRAVELER RESPONSIBILITIES
By joining a private tour, travelers agree to:
- Follow reasonable guide instructions
- Respect local culture, communities, and the environment
- Communicate any concerns promptly
Travel Buddies reserves the right to discontinue services for unsafe, illegal, or disruptive behavior without refund.
12. TRAVEL BUDDIES RESPONSIBILITIES
Operational responsibility begins once the traveler meets the designated guide or driver at the agreed start point, which may be:
- The international airport in Ulaanbaatar, or
- A designated hotel or meeting location specified in itinerary documents
Travel Buddies is not liable for:
- Missed or delayed international flights
- Lost or delayed baggage
- Immigration delays or denied entry
- Weather or environmental disruptions
- Third-party supplier failures
- Force majeure events
- Traveler negligence
13. ITINERARY FLEXIBILITY
Tailor-made travel in Mongolia may require route, timing, or logistics adjustments due to:
- Weather
- Road access conditions
- Infrastructure availability
- Operational needs
- Regional or national events
Alternative arrangements of equal value will be made wherever feasible.
14. COMPLAINTS & CLAIMS
Travelers must notify the guide immediately if a problem arises.
If unresolved, the traveler must contact the Travel Buddies office.
Post-tour claims must be submitted within 30 days of trip completion, and will be governed by the laws of Mongolia.
15. COMPANY INFORMATION
Travel Buddies Co., Ltd, Registration No. 5256682
Door #1402, 14F, SÁV Plaza, G. Chagdarjav Street 32/2
Sukhbaatar District, Ulaanbaatar, Mongolia
📞 +976 9959 1766
📧 info@travelbuddies.info
🌐 www.travelbuddies.info