Cancellation Policy

1How to Cancel — Step by Step

To cancel your Holiday Vibez booking, follow these steps. Please read carefully — the cancellation date determines which charge applies.

2Standard Cancellation Charges

The following charges apply as a percentage of the total confirmed package price (not the deposit) based on how many days before departure the written cancellation is received:

Deposit-Inclusive Calculation

The cancellation charge is calculated on the total package price, not just the amount you have paid. If you have only paid the deposit and cancel at a stage where 65% of the total price is chargeable, the outstanding amount above your deposit becomes immediately payable.

3Non-Refundable Components

Certain elements of your package are non-refundable at any stage of cancellation, regardless of notice period. These will be clearly identified in your Booking Confirmation. They include:

4Destination-Specific Cancellation Rules

Certain destinations and package types carry stricter cancellation terms due to the nature of the accommodation, limited availability, or supplier requirements. These will always be disclosed at the time of quotation and in your Booking Confirmation.

Where destination-specific rules are stricter than the standard table in Section 2, the stricter rules apply. We will always bring these to your attention before you confirm and pay.

5Partial Cancellations — When One Traveller Cancels

If one or more travellers from a group booking wish to cancel while the remaining travellers continue with the trip, the following rules apply:

5.1 Charges for Cancelling Travellers

Cancellation charges as per Section 2 apply to the cancelling traveller(s) based on their share of the total package price and the notice period given.

5.2 Price Adjustment for Remaining Travellers

When a traveller cancels from a group, the package price for the remaining travellers may increase because:

• Some costs (transfers, tour fees, private guides) are charged per trip rather than per person
• Twin/triple room supplements may apply if a room companion cancels
• Group discounts may no longer apply if the group falls below the minimum size

We will calculate and communicate any price adjustment to the remaining travellers before proceeding. The remaining travellers may choose to accept the adjustment or explore alternatives.

5.3 Single Supplement

If a cancellation results in a double room being occupied by a single traveller, a single supplement — charged by the hotel — will apply and be payable by the remaining traveller. Single supplement amounts vary by hotel and will be confirmed at the time of the partial cancellation.

6Cancellation by Holiday Vibez

6.1 When We May Cancel

Holiday Vibez reserves the right to cancel a confirmed booking in the following circumstances:

• Non-payment: Deposit or balance not received by the due date after reminder notices
• Minimum group size not met: For group-minimum packages where the required number of travellers is not achieved
• False information: Discovery that materially false information was provided in the booking
• Safety concerns: Government travel advisories categorising the destination as "Do Not Travel" or equivalent
• Force majeure: See Section 7

6.2 What You Receive If We Cancel

If Holiday Vibez cancels your booking for any reason other than your non-payment, false information, or force majeure, you will be entitled to:

6.3 Compensation

Holiday Vibez does not pay compensation for cancellations caused by force majeure, government action, safety-related decisions, or circumstances beyond our reasonable control. Compensation for cancellations caused by our own actions will be considered on a case-by-case basis and is limited to the charges paid for the cancelled booking.

7Force Majeure Cancellations

Force majeure refers to extraordinary events beyond anyone’s reasonable control that make travel impossible, unsafe, or impractical. This includes natural disasters, pandemics, war, terrorism, government-mandated border closures, airline groundings, and similar events.

7.1 What We Offer in Force Majeure

7.2 Credit Notes

Force majeure credit notes issued by Holiday Vibez are valid for 12 months from the date of issue, are transferable to any other traveller (including family members), and can be applied to any Holiday Vibez package. We do not charge a rebooking fee for trips rescheduled using a force majeure credit note.

8Refund Process & Timeline

8.1 Refund Timeline

8.2 Refund Method

All refunds are processed to the original payment method used for the booking:

• Bank transfer (NEFT/RTGS/IMPS): Refunded to the source account. Account details must match those used for payment.
• UPI: Refunded to the source UPI ID.
• Credit/Debit card: Refunded to the original card via payment gateway. Processing time depends on your bank.

8.3 Refunds to Third Parties

Refunds are always made to the person and account from which original payment was received. We cannot process refunds to a different person, account, or method than the original payment source, for compliance and fraud prevention reasons.

8.4 Supplier Refund Delays

Where a refund depends on recovery of funds from an airline or hotel (for example, on a partially refundable ticket), we will initiate the refund claim immediately but may not be able to pass on the refund until we receive it from the supplier. We will keep you informed of progress and provide a realistic timeline based on the specific supplier’s refund processing timeframe.

9Travel Insurance & Why It Matters

9.1 Cancellation Cover

A good travel insurance policy with cancellation cover will reimburse your cancellation losses (up to the policy limit) if you need to cancel due to covered reasons, including:

• Unexpected serious illness or injury of any traveller (with medical certificate)
• Death of a traveller or immediate family member
• Serious home emergency (fire, flood, burglary) rendering travel impossible
• Redundancy or involuntary loss of employment
• Jury service or witness requirement
• Government travel advisory issued after booking (in some policies)

9.2 When to Buy Insurance

Purchase travel insurance at the time of paying your deposit — not closer to departure. The sooner you purchase, the sooner your cancellation cover begins. Policies purchased close to departure provide no cancellation protection for events that occurred before the purchase date.

9.3 Holiday Vibez Recommendation

We strongly recommend discussing travel insurance with a licensed insurance provider before confirming your booking. We can refer you to registered insurers upon request. The right insurance policy can completely protect you from cancellation losses — making the decision to cancel, if necessary, far less financially painful.

10Special Circumstances

We understand that life is unpredictable. While our cancellation charges exist to cover the real costs we incur with suppliers, we also recognise that some situations go beyond the ordinary. In the following circumstances, we will consider requests for reduced cancellation charges on a case-by-case basis:

11Frequently Asked Cancellation Questions

Can I transfer my booking to another person instead of cancelling?

In many cases, yes. Transferring a booking to another person (who meets all traveller requirements) may be possible and is often less costly than cancelling. A transfer fee of ₹2,000 per person applies plus any airline name-change fees. Not all airlines permit name changes — please contact us to check before the transfer deadline.

What if I cancel my flight separately through the airline?

If your package includes a flight that you cancel directly with the airline without informing Holiday Vibez, this constitutes a partial cancellation of your package. The hotel, transfer, and tour components will still be live bookings and will attract our standard cancellation charges. Always contact Holiday Vibez first before making any changes to components of your package.

Can I put my booking on hold instead of cancelling?

Most bookings cannot be placed "on hold" once confirmed and paid, as suppliers do not allow this. However, a date change (see Terms & Conditions Section 6) is often possible and may incur lower costs than a cancellation. Contact us to explore this option before cancelling.

What if the airline cancels my flight?

If the airline cancels or significantly changes your flight, you are entitled to a rerouting or full refund from the airline under aviation regulations. Holiday Vibez will assist you in making this claim and in rebooking your package on the new flight. You are not required to cancel the whole package in this scenario — we will work with you to salvage the trip.

Is the cancellation charge on the total price or just what I've paid?

The cancellation charge is calculated on the total confirmed package price — not just the amount you have already paid. If the charge exceeds what you have paid, the difference is payable to Holiday Vibez. If it is less than what you have paid, you receive a refund of the difference. See Section 2 for a worked example.

Do I get a refund if I don't use part of my package during the trip?

No. If you choose not to use any service that has been booked and paid for (e.g. you skip a planned excursion, or check out of the hotel early), no refund will be provided for unused services. This does not apply if the service is unavailable due to the supplier's failure — in that case, we will pursue a remedy on your behalf.

What if I need to cancel within 24 hours of booking?

A 24-hour cooling-off period applies to bookings made entirely online where no third-party services have yet been committed. If your booking involved airline tickets, hotel reservations, or visa submissions already actioned by us, the cooling-off period does not apply and standard charges will be assessed. Contact us immediately if you need to cancel shortly after booking.