Booking Policy

1How Bookings Work — Step by Step

Every Holiday Vibez booking follows a clear, transparent journey from first contact to your confirmed itinerary. Here is exactly how it works:

2Enquiry & Quotation

2.1 Enquiry Channels

You can reach us through any of the following channels to start planning your holiday:

2.2 Quotation Validity

All quotations issued by Holiday Vibez are valid for 24–48 hours from the time of sending, unless a shorter validity is explicitly stated (which may happen during peak booking periods such as Diwali holidays or summer). This is because:

• Airline fares change dynamically — a fare available today may not be available tomorrow at the same price
• Hotel availability is real-time — popular properties sell out quickly during peak seasons
• Exchange rates move constantly, affecting international package pricing

2.3 Quotation vs Booking

A quotation is not a booking. Receiving a quotation does not reserve any flights, hotels, or services. Nothing is held or committed until a deposit is received and a Booking Confirmation is issued. Two customers may receive identical quotations for the same package — the one who pays the deposit first secures the booking.

3Booking Confirmation

3.1 What Constitutes a Confirmed Booking

A booking is legally confirmed only when all three of the following conditions are met:

1. You have reviewed and accepted the quotation (verbally or in writing)
2. Holiday Vibez has received and verified the required deposit payment
3. Holiday Vibez has issued a written Booking Confirmation document to you by email

3.2 What Your Booking Confirmation Contains

3.3 Errors in the Booking Confirmation

Review your Booking Confirmation carefully upon receipt. If any detail is incorrect — traveller names, dates, hotel, inclusions — notify us in writing within 24 hours. We will correct genuine errors at no charge within this window. Errors notified after 24 hours may be treated as amendments and attract an amendment fee, particularly if supplier commitments have already been made.

4Deposit & Payment Terms

4.1 Deposit Requirements

4.2 Balance Payment

The balance of your package price (total price minus deposit) is due on the date specified in your Booking Confirmation. This is typically:

• 60 days before departure for standard international packages
• 75–90 days before departure for premium or Maldives packages
• At time of booking for last-minute departures within 30 days

4.3 Accepted Payment Methods

4.4 Payment Receipts

A payment receipt and updated invoice will be issued by email within 1 working day of every payment received. Please retain all receipts. If you do not receive a receipt within 2 working days, contact us immediately — do not assume payment has been received.

5Lead Passenger Responsibilities

The lead passenger is the person who makes the booking — whose name appears first on the Booking Confirmation and who is the primary point of contact with Holiday Vibez throughout the booking journey.

5.1 Authority and Responsibility

By making a booking, the lead passenger confirms they:

• Are 18 years of age or older
• Have the legal authority to make the booking on behalf of all travellers in the group
• Have informed all other travellers in the group of these Booking Policy terms and all relevant Holiday Vibez policies
• Have obtained consent from all travellers (and parents or guardians of any minor travellers) to share their personal data with Holiday Vibez for booking purposes
• Accept these terms on behalf of the entire group — every traveller is bound by these policies

5.2 Communication

All booking-related communication is conducted exclusively with the lead passenger. Holiday Vibez will not deal separately with individual travellers in a group unless the lead passenger explicitly authorises this in writing. It is the lead passenger’s responsibility to relay all information — itinerary changes, payment requests, document requirements — to other members of the group.

5.3 Financial Responsibility

The lead passenger is financially responsible for the entire booking — including the full package price, any amendment fees, and any cancellation charges — regardless of individual arrangements within the group. If a group member does not pay their share, the lead passenger remains liable to Holiday Vibez for the full amount.

6Passenger Information Requirements

Accurate passenger information is critical for airline ticketing, visa applications, hotel reservations, and transfer bookings. Errors in this information can cause check-in problems, airline boarding denials, and visa rejections — all of which are the customer’s responsibility.

6.1 Required Information for Every Traveller

6.2 Document Submission Deadlines

Documents must be submitted by the deadlines stated in your Booking Confirmation. Late document submission can delay visa processing and, in the worst case, may result in you being unable to travel. Holiday Vibez is not responsible for delays caused by late document submission.

7Package Customisation

Every Holiday Vibez package can be customised to your preferences. We specialise in building bespoke itineraries — no two trips are identical. Here is what you can customise and how:

8Group Bookings

Holiday Vibez specialises in group travel — family holidays, friend group trips, corporate offsite travel, school tours, and wedding destination groups. Special terms and benefits apply for groups of 8 or more travellers.

8.1 Group Booking Benefits

• Dedicated group travel specialist assigned to your booking from enquiry to return
• Group discount pricing — the larger the group, the better the rate
• Flexible payment schedule — staggered deposit and balance payments possible for large groups
• Complimentary place policy — for every 15 paying passengers, 1 complimentary place may be offered on select packages (subject to quotation)
• Private transfers and group-exclusive tour vehicles arranged as standard
• Group documentation coordination — we manage the collective document collection process

8.2 Group Booking Procedure

For groups of 10 or more, contact us by phone or email for a dedicated group quotation. Please provide:

• Estimated group size (final number can be confirmed later)
• Destination and approximate dates
• Budget range per person
• Purpose of travel (family holiday, corporate, wedding, etc.)
• Any specific requirements (dietary, accessibility, special activities)

8.3 Group Payment Responsibility

Group bookings are taken under a single lead passenger who is financially responsible for the entire group. Individual payment arrangements within the group are the group’s own matter — Holiday Vibez deals only with the lead passenger for all payments and communications.

9Last-Minute Bookings

We accept bookings for departures within 30 days, subject to availability. Last-minute bookings require:

• Full payment (100%) at time of booking — no deposit-and-balance split for departures within 30 days
• Immediate document submission — all passport copies, photographs, and visa documents within 24 hours of booking
• Visa feasibility check first — some destinations have visa processing times of 5–15 working days. We will confirm visa feasibility before accepting a last-minute booking. If the visa cannot be processed in time, we will not accept the booking.

For very last-minute bookings (within 7 days of departure), visa issuance may not be possible for many international destinations. Please contact us immediately by phone for a real-time feasibility assessment before proceeding.

10Booking Amendments

10.1 Amendment Fee

Changes to a confirmed booking after the Booking Confirmation is issued attract a Holiday Vibez amendment fee of ₹1,500 per person per change, in addition to any charges levied by airlines, hotels, or other suppliers as a result of the change.

10.2 Types of Amendments

10.3 Amendment Request Process

All amendment requests must be submitted in writing by email to holidays@holidayvibez.com with your booking reference. We will confirm feasibility and cost within 2 working days before proceeding. No amendment is actioned until you confirm the cost in writing.

11What Your Booking Includes — and Doesn’t

Every Booking Confirmation explicitly lists inclusions and exclusions. As a general guide:

12Your Booking Do’s & Don’ts

To ensure your booking goes smoothly from confirmation to return, here is a practical guide: