Terms & Conditions

1Introduction & Acceptance of Terms

Holiday Vibez ("we", "us", "our", "the Company") operates as a travel services company at www.holidayvibez.com, arranging holiday packages, flights, hotel accommodations, transfers, tours, visa assistance, and related travel services for customers in India and internationally.

These Terms & Conditions ("Terms") govern all bookings made with Holiday Vibez, whether through our website, by phone, WhatsApp, email, or any other channel. By submitting a booking enquiry, making a payment, or confirming a booking with us, you agree to be legally bound by these Terms on behalf of yourself and all members of your travel party.

These Terms are in addition to — and do not replace — the terms and conditions of individual airlines, hotels, tour operators, and other third-party service providers whose services form part of your package. You may be required to agree to their terms separately.

2Definitions

In these Terms, the following definitions apply:

3Booking Process & Contract Formation

3.1 Enquiry and Quotation

Submitting an enquiry through our website, WhatsApp, phone, or email does not constitute a booking. It is an invitation to receive a quotation. All quotations are subject to availability and are valid for the period stated (typically 24–48 hours, as availability and pricing change continuously).

3.2 How a Booking is Confirmed

A binding contract between you and Holiday Vibez is formed only when all three of the following have occurred:

1. You have reviewed and verbally or electronically confirmed the package details and price
2. Holiday Vibez has received the required deposit payment (or full payment where required)
3. Holiday Vibez has issued a written Booking Confirmation to you by email

3.3 Accuracy of Information

You are responsible for ensuring that all traveller details provided to us are accurate, including full names as per passport, passport numbers, dates of birth, and contact information. Holiday Vibez accepts no liability for booking errors, visa rejections, or airline check-in problems arising from inaccurate information provided by the customer.

3.4 Lead Passenger Responsibility

The person making the booking (the lead passenger) confirms they are 18 years of age or older, have the authority to make the booking on behalf of all listed travellers, and that all travellers have agreed to be bound by these Terms.

3.5 Minimum Group Size

Certain packages require a minimum number of travellers. The minimum group size, if applicable, will be stated in your quotation. If your group falls below the minimum size after booking, different pricing may apply.

4Pricing & Payment

4.1 Pricing

All prices quoted are in Indian Rupees (INR) unless otherwise stated and are per person based on the group size stated in the quotation. Prices include only the services explicitly listed in the quotation. Items marked as excluded in the itinerary or inclusions list are not part of the package price.

4.2 Price Changes Before Confirmation

Prices can change between quotation and booking confirmation due to airline fare changes, hotel rate changes, or currency fluctuations. We will always inform you of any price change before you confirm the booking. You are not obligated to proceed if a price has increased.

4.3 Price Changes After Confirmation

Once a Booking Confirmation has been issued, the price is fixed except in the following circumstances where surcharges may be applied:

• Government-imposed taxes, levies, or fees introduced after booking
• Significant fuel surcharge increases imposed by airlines after ticketing
• Currency exchange rate movements exceeding 5% where services are priced in foreign currency

We will absorb price increases of up to 2% of the total package price. For increases between 2% and 10%, we will notify you with a minimum of 14 days’ notice. If the increase exceeds 10%, you have the right to cancel and receive a full refund of all payments made.

4.4 Payment Schedule

Failure to make payments by the due dates may result in cancellation of your booking, with applicable cancellation charges as detailed in Section 5.

4.5 Accepted Payment Methods

We accept payment via bank transfer (NEFT/RTGS/IMPS), UPI, and payment gateway (debit/credit card via Razorpay or equivalent). We do not accept cash payments for bookings above ₹2,000 in compliance with Indian tax regulations.

4.6 Inclusions and Exclusions

Unless explicitly stated in your Booking Confirmation as included, the following are always excluded from package prices: visa fees, travel insurance, tips and gratuities, meals not specified, personal shopping, optional excursions, airport departure taxes levied at the destination, and costs arising from delays or force majeure events.

5Cancellation by You

5.1 Cancellation Notice

If you wish to cancel your booking, the lead passenger must notify Holiday Vibez in writing by email to holidays@holidayvibez.com. Cancellations by phone or WhatsApp alone are not accepted as formal notice — written confirmation is required. The cancellation date is the date on which written notice is received by Holiday Vibez during working hours.

5.2 Cancellation Charges

The following cancellation charges apply as a percentage of the total package price:

5.3 Partial Cancellations

If one or more travellers cancel from a group booking while others continue, cancellation charges apply to the cancelling travellers based on the schedule above. The remaining travellers’ prices may be recalculated based on the revised group size, which could result in a price increase for the continuing travellers.

5.4 Refund Processing

Where a refund is due after deducting applicable cancellation charges, we will process it within 14 working days of receiving the written cancellation notice, back to the original payment method. We strongly recommend purchasing comprehensive travel insurance that covers cancellation for this reason.

6Changes to Your Booking

6.1 Customer-Initiated Changes

Requests to change confirmed bookings (dates, destinations, hotel category, number of travellers, etc.) must be submitted in writing to holidays@holidayvibez.com. Changes are subject to availability and supplier terms.

An amendment fee of ₹1,500 per person per change will apply to all changes made after the Booking Confirmation is issued, in addition to any costs charged by airlines, hotels, or other suppliers as a result of the change. Some components (particularly non-flexible airline tickets) may not be changeable at all.

6.2 Name Changes

Passenger name corrections (minor spelling errors) will be accommodated where possible at our standard amendment fee. Complete name changes (replacing one traveller with another) may be treated as a cancellation and rebooking, subject to full cancellation charges on the original traveller and new booking charges for the replacement traveller. Airline name change policies vary and airline fees will be passed on to you.

6.3 Date Changes

Date changes are subject to availability and will attract airline fare differences (which can be substantial), hotel rebooking fees, and our amendment fee. We cannot guarantee that the original price will be maintained on a date change.

7Cancellation or Significant Changes by Holiday Vibez

7.1 Our Right to Cancel

We reserve the right to cancel your booking in the following circumstances:

• Non-payment of deposit or balance by the due date
• Failure to meet minimum group size requirements
• Force majeure events rendering travel impossible or unsafe (see Section 13)
• Government travel advisories, destination closures, or visa restrictions making the trip impracticable

7.2 Significant Changes

We consider the following to be significant changes that entitle you to the options below:

• Change of departure airport or destination
• Change of outbound or return flight by more than 12 hours
• Downgrade of hotel to a lower star category
• Increase in total price of more than 10%

7.3 Your Options if We Cancel or Make a Significant Change

If we cancel your booking (other than due to your non-payment or force majeure) or make a significant change, you may choose one of the following:

1. Accept the changed arrangements at a revised price (if applicable)
2. Transfer to an alternative package of equivalent or higher value (paying the difference if higher, or receiving a credit if lower)
3. Receive a full refund of all money paid to Holiday Vibez within 14 working days

8Travel Documents & Visa Requirements

8.1 Your Responsibility

You are solely responsible for ensuring that all travellers hold valid travel documents appropriate for their intended journey, including:

• A valid passport with a minimum of 6 months’ validity beyond the return date (most destinations require this)
• All required visas for each country visited, including transit visas for layover countries
• Any required vaccinations or health documentation for the destination

8.2 Visa Assistance

Where visa assistance is included in your package, we will provide the relevant application forms, guidance on documentation required, and submission support. Visa fees (payable to the consulate or embassy) are always in addition to the package price unless explicitly stated otherwise. Processing times and approval are outside our control.

8.3 Passport Details

It is your responsibility to provide accurate passport details for all travellers at the time of booking. Changes to passport details after airline ticketing may incur charges or may not be possible. Holiday Vibez accepts no liability for travel disruptions caused by incorrect passport information provided by you.

8.4 Indian OCI, PIO, and NRI Travellers

If any traveller holds an OCI card, PIO card, or foreign passport, additional visa or entry requirements may apply at certain destinations. Please inform us at the time of booking so that correct advice can be provided.

9Travel Insurance

9.1 What Your Insurance Should Cover

Your travel insurance policy should ideally cover:

• Trip cancellation and curtailment
• Medical emergencies and hospitalisation abroad (including COVID-19 where applicable)
• Emergency medical evacuation and repatriation
• Loss or theft of baggage and personal belongings
• Flight delays, missed connections, and travel disruptions
• Personal liability
• Adventure sports or activities (if applicable to your itinerary — e.g. skydiving, trekking)

9.2 Our Limitation

Holiday Vibez is not a licensed insurance provider and does not sell or administer travel insurance. We can refer you to registered insurers upon request. Any insurance purchased through a referral is a contract solely between you and the insurer — Holiday Vibez accepts no liability in connection with any insurance claim.

10Your Responsibilities as a Traveller

By booking with Holiday Vibez, all travellers agree to the following responsibilities:

10.1 Behaviour and Conduct

All travellers are expected to behave with respect and consideration toward other travellers, Holiday Vibez staff, hotel staff, airline crew, tour guides, and local communities at all destinations. We reserve the right to terminate a booking without refund for any traveller whose behaviour, in our reasonable opinion or that of a supplier, causes offence, danger, or distress to others.

10.2 Compliance with Laws

You are responsible for complying with the laws, customs, and regulations of every country visited. Holiday Vibez accepts no responsibility for penalties, fines, or legal consequences arising from a traveller’s failure to comply with destination laws, including but not limited to customs regulations, drug laws, and dress codes at religious sites.

10.3 Baggage and Personal Belongings

Airline baggage allowances are set by the airline and form part of their terms. Any excess baggage charges are your responsibility. Holiday Vibez accepts no liability for loss or damage to baggage, which is the responsibility of the airline (for flights) or the relevant supplier.

10.4 Timekeeping

You are responsible for adhering to all departure and check-in times for flights, transfers, tours, and activities. Holiday Vibez accepts no liability for missed departures, tours, or activities due to late arrival by any traveller. No refund will be provided for missed services due to late arrival.

10.5 Accurate Information

You agree to provide accurate and complete information at all stages of the booking process, including traveller names, passport details, dietary requirements, medical conditions relevant to the trip, and any other information requested. Providing false or misleading information may result in booking cancellation without refund.

11Health & Medical Requirements

11.1 Fitness to Travel

You confirm that all travellers are in good health and fit to travel on the booked itinerary. If any traveller has a medical condition, disability, or reduced mobility that may affect their travel or require special assistance, you must inform Holiday Vibez at the time of booking. We will do our best to accommodate special needs but cannot guarantee that all destinations and services will be fully accessible.

11.2 Vaccinations and Health Requirements

Many international destinations require or strongly recommend specific vaccinations (e.g. yellow fever, Hepatitis A/B, typhoid). It is your responsibility to obtain appropriate medical advice from a qualified healthcare provider and to ensure all required vaccinations and health documentation are in place before departure. Holiday Vibez provides general destination information only — this does not constitute medical advice.

11.3 Pregnancy

If any traveller is pregnant at the time of booking or travel, you must disclose this. Airlines have specific policies on pregnant passengers (typically restricting travel after 28–32 weeks for international flights). It is your responsibility to check and comply with airline-specific policies.

11.4 Liability for Health Issues

Holiday Vibez accepts no liability for illness, injury, death, or medical expenses incurred during travel. This underlines the importance of comprehensive travel insurance with medical coverage (see Section 9).

12Liability & Limitations

12.1 Our Liability

Holiday Vibez acts as an agent arranging services provided by independent third-party suppliers (airlines, hotels, transfer companies, tour operators). We take responsibility for selecting reputable suppliers and for the accurate description of services in your Booking Confirmation.

Where we are found liable for a failure in the services that form part of your package booking, our maximum liability is limited to the total package price paid by you.

12.2 Exclusions of Liability

Holiday Vibez accepts no liability for:

• The acts, omissions, negligence, or default of any third-party supplier (airline, hotel, transfer operator, etc.)
• Death, personal injury, illness, or loss of property occurring during travel
• Flight delays, cancellations, diversions, or technical faults caused by airlines
• Overbooking or quality failures by hotels or other suppliers
• Loss, theft, or damage to baggage or personal belongings
• Events beyond our reasonable control (force majeure — see Section 13)
• Losses arising from your failure to hold valid travel documents or visas
• Visa rejections by foreign governments
• Changes to your itinerary required by government authorities or safety considerations
• Any indirect, consequential, or special losses (including loss of enjoyment)

12.3 Supplier Terms

The services of airlines, hotels, and other suppliers are subject to their own terms and conditions, which will apply in addition to these Terms. In the event of any conflict between these Terms and a supplier’s terms regarding the supplier’s own services, the supplier’s terms will prevail.

12.4 Website Accuracy

We take care to ensure the accuracy of information on our website and in our marketing materials. However, errors can occur. We reserve the right to correct any errors and are not bound by any obviously incorrect pricing or description. Where an error is discovered after booking, we will notify you and offer the option to proceed at the correct price or cancel with a full refund.

13Force Majeure

13.1 Definition

Force Majeure means any event or circumstances beyond our reasonable control or that of our suppliers, which could not have been avoided even with all due care. This includes but is not limited to:

13.2 Effect of Force Majeure

In the event of a Force Majeure occurrence, Holiday Vibez will not be liable to pay compensation, and our obligations under the contract will be suspended. We will use reasonable endeavours to minimise the impact on your travel and will communicate with you promptly regarding your options, which may include:

• Rescheduling your trip to alternative dates
• Issuing a credit note for the value paid, valid for 12 months
• Offering an alternative destination of comparable value

Cash refunds in Force Majeure circumstances are at the discretion of Holiday Vibez and subject to our ability to recover funds from airlines, hotels, and other suppliers — many of whom have their own non-refundable policies in such circumstances.

14Complaints & Dispute Resolution

14.1 During Your Trip

If you experience a problem during your trip, you must report it immediately to the relevant service provider (hotel, airline, tour guide) and to your Holiday Vibez coordinator. Giving the supplier the opportunity to address the issue during your trip is essential — we cannot properly investigate complaints where no attempt was made to resolve the issue at the time.

14.2 Post-Trip Complaints

If your complaint was not resolved during the trip, you must submit a written complaint to us within 28 days of your return date at holidays@holidayvibez.com. Complaints submitted after this period may not be investigated. Please include your Booking Confirmation number, a clear description of the issue, and any supporting evidence (photos, receipts, correspondence).

14.3 Our Response

We will acknowledge your complaint within 3 working days and aim to provide a substantive response within 28 days. Complex complaints may take longer, in which case we will keep you informed of progress.

14.4 Dispute Resolution

If we are unable to resolve your complaint to your satisfaction, both parties agree to first attempt mediation through a mutually agreed mediator before pursuing legal proceedings. This requirement does not limit your right to seek urgent injunctive relief from a court.

15Intellectual Property

All content on www.holidayvibez.com — including but not limited to text, images, itineraries, package descriptions, logos, graphics, videos, and the overall website design — is the intellectual property of Holiday Vibez or its licensed content providers.

You may not copy, reproduce, modify, distribute, publish, transmit, or create derivative works from any content on our website without our prior written consent. Itineraries and package content prepared specifically for you remain the intellectual property of Holiday Vibez and may not be shared with or used by competing travel agencies.

You may share links to our website and its pages on social media or by email for personal, non-commercial purposes.

16Governing Law & Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of India. Any dispute arising from or in connection with these Terms, including any question regarding their existence, validity, or termination, shall be subject to the exclusive jurisdiction of the courts of India.

These Terms constitute the entire agreement between you and Holiday Vibez with respect to the subject matter herein and supersede all prior communications, representations, and agreements, whether oral or written.

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

Our failure to enforce any right or provision of these Terms shall not be considered a waiver of those rights. A waiver of any provision will not be effective unless it is in writing and signed by an authorised representative of Holiday Vibez.