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Booking Terms, Conditions & Cancellation Policy
Last Updated: May 2026
A Clear Understanding of Your Journey With Us
These Booking Terms and Conditions form the basis of your contract with Travel Nation DMC. They are designed to ensure clarity, fairness, and transparency between you and us from the moment your journey is confirmed until you return home. By confirming a booking, the lead traveller accepts these terms on behalf of all passengers included in the reservation and confirms that all travellers are aware of and agree to the conditions outlined below.
We strongly encourage you to read this document carefully before making any commitment, as it explains your rights, our responsibilities, and the conditions that apply to your travel arrangements.
Confirming Your Booking & Payment Arrangements
A booking is considered confirmed once we receive the required deposit and issue a written confirmation. Depending on the nature of your arrangements, certain services such as flights or high-demand accommodation may require additional advance payments to secure availability.
Standard payment terms require a deposit at the time of booking, with the balance payable no later than a specified period prior to departure, typically around 90 days. For bookings made closer to the departure date, full payment will be required immediately.
In some cases, early payment may be requested by suppliers to secure limited availability during peak travel periods. While we always act in your best interest, failure to meet such requests may result in the inability to secure the original arrangements.
Pricing Accuracy & Travel Protection
All prices are based on current supplier rates, taxes, and exchange conditions at the time of quotation. While we make every effort to ensure accuracy, adjustments may occasionally occur prior to confirmation.
Once your booking is confirmed, prices will generally remain unchanged except in limited circumstances such as changes in government taxes, fuel costs, or currency fluctuations. Any adjustments will be communicated transparently.
We strongly recommend that all travellers hold comprehensive travel insurance from the time of booking. This should include cover for medical expenses, cancellation, personal belongings, and unforeseen disruptions.
Amendments to Your Booking
We understand that travel plans may evolve. Requests for changes to confirmed bookings must be submitted in writing by the lead traveller. While we will always attempt to accommodate changes, they are subject to availability and supplier conditions.
Where changes are possible, an administrative fee may apply along with any additional costs imposed by airlines, hotels, or service providers. Certain amendments, particularly changes to passenger names or flight arrangements, may be treated as cancellations and rebookings, depending on supplier policy.
Cancellation by You
If you choose to cancel your holiday, the cancellation will take effect from the date we receive written notification. Cancellation charges are applied based on how close to the departure date the cancellation occurs, as the closer to travel, the greater the proportion of costs already committed to suppliers.
In general, cancellation charges are structured progressively, beginning with loss of deposit in the early stages and increasing up to full charges for cancellations made very close to departure.
Where non-refundable components such as flights or special arrangements have been confirmed, these costs will be additionally payable.
In exceptional circumstances such as serious illness, natural disasters, or events significantly affecting travel to your destination, you may be entitled to a refund under applicable travel regulations. Supporting documentation may be required in such cases.
Changes or Cancellation by Us
While we aim to deliver all travel arrangements exactly as confirmed, there may be rare occasions where adjustments are necessary. Most changes are minor and will not significantly affect your travel experience.
In the case of a major change, such as a significant alteration to accommodation standards, travel times, or overall duration, you will be offered the choice to accept the change, select an alternative arrangement, or receive a full refund.
Where compensation is applicable, it will be calculated fairly based on the timing and impact of the change, ensuring reasonable consideration for any inconvenience caused.
Transfers to Another Traveller
If a member of your party is unable to travel, it may be possible to transfer their booking to another person, provided notice is given in advance and all supplier requirements are met. Any associated costs or administrative charges will be applicable, and both parties will remain responsible for ensuring payment of all outstanding balances.
Travel Insurance Requirement
Comprehensive travel insurance is an essential condition of booking. It is your responsibility to ensure that your policy is suitable for your itinerary and covers all travellers included in the booking. Failure to obtain adequate insurance may limit your ability to recover costs in the event of cancellation, medical emergencies, or travel disruption.
Our Responsibility for Your Holiday
We accept responsibility for ensuring that all travel services included in your confirmed booking are delivered with reasonable care and skill. Where services are not provided as agreed, we will assess the situation and, where appropriate, offer compensation, price reduction, or alternative arrangements.
However, we cannot be held responsible for disruptions caused by events beyond our control, including but not limited to extreme weather, political unrest, natural disasters, airline disruptions, or other unforeseen circumstances that make travel unsafe or impractical.
Domestic Flights, Transport & Travel Conditions
All domestic flights, train journeys, speedboat transfers, and land transportation are subject to operational schedules and may be adjusted due to weather, operational requirements, or local regulations. We will always strive to communicate any changes at the earliest opportunity.
Travellers are responsible for arriving on time at all designated pickup points and ensuring they carry valid identification and travel documents where required. All services are operated under the respective provider’s conditions of carriage, including safety and baggage policies, which will apply throughout your journey.
Complaints & Assistance During Travel
If any issue arises during your trip, it should be reported immediately to the relevant service provider so that it can be resolved on the spot wherever possible. If further support is required, you may contact our team directly for assistance.
Should a concern remain unresolved, a formal written complaint should be submitted after your return, within a reasonable timeframe, including full details of the booking and issue raised. This allows us to properly investigate and respond.
Where necessary, disputes may be referred to an independent arbitration service for fair resolution.
Special Requirements & Medical Conditions
If you have any medical condition, disability, dietary requirement, or special request, it should be communicated at the time of booking. While we will always do our best to accommodate such needs, they cannot be guaranteed unless specifically confirmed in writing.
Some destinations and experiences may not be suitable for travellers with limited mobility, and it is your responsibility to ensure you are medically and physically fit for travel and planned activities.
Health, Safety & Activity Participation
Travel may include optional or included activities that carry a degree of risk, such as water sports, adventure excursions, or outdoor experiences. By participating, you acknowledge and accept these risks and confirm that you are responsible for your own safety and decisions.
We strongly advise all travellers to follow local safety instructions, use provided equipment correctly, and assess their own physical ability before participating in any activity.
Entry Requirements, Passports & Visas
It is your responsibility to ensure that you meet all passport, visa, immigration, and health requirements for your destination and transit countries. Requirements may change and should be checked well in advance of travel with the relevant authorities or embassies.
We cannot accept responsibility for any costs, delays, or denied entry resulting from failure to meet these requirements.
Behaviour & Conduct
All travellers are expected to behave responsibly and respectfully throughout their journey. If a traveller’s behaviour causes disruption, danger, or distress to others, we reserve the right to terminate travel arrangements without refund or compensation.
Any costs or damages resulting from inappropriate behaviour will remain the responsibility of the traveller involved.
Financial Protection
Your booking is financially protected in accordance with applicable travel regulations. This ensures protection in the unlikely event of supplier or company insolvency, covering either refunds or repatriation where applicable.
Governing Law
These Terms and Conditions are governed by applicable legal jurisdiction as stated in your contract at the time of booking. Any disputes will be handled under the appropriate legal and arbitration framework.
Final Note
These conditions are designed to protect both your travel experience and the integrity of your booking. They ensure clarity, fairness, and confidence at every stage of your journey with Travel Nation DMC.