TERMS AND CONDITIONS

MAKING A BOOKING

Please complete the booking form and forward it to Blue Wolf Travel Company Ltd, together with your deposit of 30% of the total holiday cost or $300 per person (whichever is the greater). If you are booking less than 30 days prior to departure, the full cost of the trip is payable. On receipt of your booking form and deposit we will confirm your booking in writing, then approximately 30 days before departure we shall send you further information relevant to the that you have booked, together with a final invoice, which will also show any surcharges due (if applicable). You must pay the invoice within 10 days of the invoice date otherwise we reserve the right to treat the booking as cancelled and apply the cancellation conditions as set out below. Your travel documents will be dispatched about 10/14 days before the trip departs.

Download booking form here

Passport, Visas & Health

All clients are personally responsible for ensuring that they have a valid passport, relevant visa/s and conform to the health regulations required by the country/s that will be visited during the trip. Blue Wolf Travel Company can provide a service to obtain/renew passports and visas.

Surcharges

The price of your travel arrangements may be varied due to changes in: transportation costs e.g. fuel, scheduled air fares and any other airline surcharges which are part of the contract between airlines (and their agents) and us, Government action such as increases in VAT or any other Government imposed increases, currency in relation to adverse exchange rate variations. In the case of any small variation, an amount equivalent to 2% of the price of your travel arrangements, which excludes any amendment charges, will be absorbed or retained. For larger variations this 2% will still be absorbed for increases but not retained from refunds. In either case there will be an administration charge of £1.00 per person together with an amount to cover agents’ commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you may cancel your travel arrangements and receive a full refund of all monies paid, except for any amendment charges. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your final invoice. Whether you cancel or not you will also be entitled, on the terms set out in respect of major changes in the ‘Alterations by The Ultimate Travel Company Limited’ paragraph below, to accept an offer of alternative travel arrangements from us if we are able to do so and compensation as set out below. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

Cancellation

In the event of cancellation:

  • Before 45 days prior to the departure date there will be a refund of 95% of the land portion of the trip fee.
  • Within 44-30 days prior to the departure date there will be a refund of 75% of the land portion of the trip fee.
  • Within 29-15 days prior to the departure date there will be a refund of 50% of the land portion of the trip fee.
  • Within 14-7 days prior to the departure date there will be a refund of 25% of the land portion of the trip fee.
  • Within 6-0 days prior to the departure date there will be a refund of 0% of the land portion of the trip fee.

Alterations by Blue Wolf Travel

We will do our utmost to provide the trip arrangements that have been confirmed, but we must retain the right to modify or cancel any trip, flight schedule, accommodation or arrangement, if unforeseen circumstances amounting to ‘force majeure’ arise. In such circumstance, we will inform you as soon as possible, and, should the change be such that it alters the nature of the trip, we shall give you the choice of an alternative trip or a full refund of all money paid. In recognition we will absorb all financial loss consequent upon cancellation due to ‘force majeure’. We shall not cancel any trip for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office.

Alterations by you

We will do our best to make any alterations you may require after confirmation has been issued, subject to availability and to the payment for any increased costs relevant to the change. Any requests for alteration to an itinerary should be made in writing and signed by the signatory of the original Booking Form. If alterations are made less than 8 weeks prior to departure, an additional $50 per booking charge will be levied together with any communications costs incurred.

Tour Cancellation

The prices of tours are based on a varying minimum number of passengers travelling. If this minimum number is not reached, at least 8 weeks prior to the scheduled departure date we will either, cancel the tour and offer a refund in full, or we may propose a supplementary charge to enable said tour to operate, subject to the passenger’s agreement.

Our Liabilities

We do not exclude or limit any liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers and subcontractors, servants or agents of the same whilst acting in the course or their employment (other than air and sea carriers performing any domestic internal or international carriage of whatsoever kind) in respect of death, bodily injury or illness. Such liabilities shall be subject to Mongolian law and all proceedings shall be within the exclusive domain of the Mongolian courts. We shall endeavour to afford general assistance to our clients in the event of illness, injury or death during the period of the trip. We accept responsibility for ensuring that all parts of the trip are supplied as described and that all services shall reach a reasonable standard. Naturally we cannot assume responsibility for loss or expense due to war, riots, strikes, terrorist activities or natural disaster.

Travel Insurance

It is imperative that you take out adequate travel insurance to our reasonable satisfaction. We will require you to let us have evidence of your insurance at least 30 days prior to departure or at the time of booking if later. Particular care should be taken to ensure that you have adequate cover, in particular for cancellation and emergency repatriation in the event of medical problems.

Complaints & Arbitration

We will always endeavor to resolve any complaints on the spot. However, if the matter cannot be resolved. We will endeavor to resolve the problem as promptly as possible.

Credit Card/PayPal Payments

  • Credit/visa cards through our website. Deposit payments can be made by credit or debit card free of charge. For balance payments, will attract a levy of 4% of the value of the relevant payment if made by credit card.
  • PayPal payment through our website,
  • Bank transfer as shown on the invoice

Baggage & Personal Effects

These remain your responsibility and risk at all times.

Tour Leaders

Where applicable, a tour leader, in conjunction with the appropriate medical advice if applicable, has the right to disqualify any client at any time during the course of the tour, if considered necessary for the medical wellbeing or safety of the individual or in the tour leader’s opinion, the client’s actions materially are affecting the enjoyment of the tour for the remainder of the group. Any decision with regard to any reimbursement for any part of the tour not completed will be decided between the Managing Director of Blue Wolf Travel and the tour leader.