Booking Terms
Thank you for considering to book a tour with us!
Please carefully read all sections of this agreement to be concluded between you and Cycle Mongolia and fill in the Booking Form provided separately.
1. RESPONSIBILITIES OF “CYCLE MONGOLIA”
We are responsible for executing your travel according to the agreed itinerary and service quality standards. We take responsibility for the provision and quality of services agreed upon and charged for by us, except for circumstances when services were influenced by force majeure reasons such as extreme weather, natural calamities, fire, flooding, airline, public transport interruption, strikes, trade disputes, travel restrictions or quarantine, war or terrorism acts, and other government or political acts, as well as client(s) own health conditions.
We are not responsible for other services associated with your holiday such as international passage, transit accommodation, insurance, etc. i.e. services that we didn’t charge for. Our financial liability is limited to the total amount we charge you for the travel arrangements.
Active travel, by its very nature, may carry greater risks than other less vigorous types of leisure. We will alert you of such risks at the earliest possible occasion and do everything in our power to prevent them. Cycle Mongolia will provide you with visa support and guidelines on obtaining Mongolian visas.
2. CONFIRMATION OF YOUR TRAVEL AND PAYMENT CONDITIONS
A deposit of 400 USD is required to secure your place on your selected tour. Upon receipt of your deposit, we will send you a confirmation of your booking together with a detailed Packing List for the chosen type of travel. The balance payment is then required no later than 60 days prior to the tour start date. If you book less than 60 days prior to the tour start date, full payment is required.
3. CANCELLATION AND REFUNDS
Due to the short nature of the Mongolian travel season (June, July, August & September) and demands exceeding supply, local services and facilities are secured with early prepayments which in case of cancellation incur penalties. The following charges will be withheld from your payment in case of cancellation on your end, by you or your representative:
• 60 and more days prior to tour start: the deposit of 400 USD
• 59 to 16 days prior to tour start: 30% of per person price based on group size reached
• 15 to 8 days prior to tour start: 50% of per person price based on group size reached
• 7 to 0 days prior to tour start: 100% of per person price based on group size reached
All tour cancellations will require a written notification to Cycle Mongolia by you or your representative.
In order to prevent you from possible risks and dangers, due to the force majeure reasons mentioned in Section 1 of this agreement or any government travel restriction, warning or advice, we reserve the right to cancel or amend your travel arrangements with prior written notice.
In this event, the above cancelation rules will apply on the date that Cycle Mongolia notified you in the written notice about the cancelation or amendment.
If amendments increase the cost of your holiday, we will notify and invoice you after your acceptance of the cost amendments. If the changes decrease the cost of your holiday, we will also inform you and refund the difference to you. No refund will be made to a client, who is prevented from participating in the tour by our tour leader for the reasons, set in paragraph 3 of section 4 of this agreement
Once Cycle Mongolia starts delivering its services no refunds will be made for services unused due to reasons beyond our direct control. This includes unused accommodations, meals, sightseeing, activities, internal flights and transportation, and services of guides, cooks, and other personnel.
4. YOUR PARTICIPATION
You need to be in a suitable physical condition to undertake the tour and be fully aware of possible risks inherent in active travel. You are responsible for providing your personal equipment, airport taxes, tips, the cost of visas, vaccinations, additional food and drink, and any other activities or provisions not included in the agreed scope of services.
Any special medical conditions or dietary requirements should be reported to Cycle Mongolia at the time of booking (fill in the appropriate fields in the Booking Form provided separately). You must ensure that your travel documents, passport, and visas are in order and remain valid for the entire length of your stay in Mongolia.
Our Tour Leader/Guide reserves the right to prevent anyone from taking part in the tour, or part of it if that person clearly displays insufficient physical ability to complete the tour without risking his own health or whose behavior potentially endangers the health, safety and emotional wellbeing of other participants.
5. LAYING COMPLAINTS
A complaint regarding the quality of our services should be laid to us at your earliest opportunity. Any problem that arises during your trip should be solved by your Tour Guide/Leader in the first instance. If the problem cannot be solved by your Tour Guide/Leader the management of Cycle Mongolia should be informed. If there was no such possibility, please send us written notice not later than 30 days after the tour finish date. Cycle Mongolia will endeavor to address complaints promptly. Complaints laid later than 30 days after the tour end will be difficult to follow up on.
6. INSURANCE
It is a condition of booking a tour with Cycle Mongolia and your responsibility to be adequately insured for the full duration of the tour in respect of pre-existing medical conditions, illness, injury, evacuation, death, cancellation, and damage to or loss of your personal and others’ property and belongings.
7. SINGLE SUPPLEMENT
Tour price is calculated on the basis of twin occupancy for hotel rooms and tents. If you do not want to share your accommodation with another member of the group, a Single Supplement Fee (quoted separately) will be charged. If no roommate of the same sex is available, the Single Supplement fee will be charged by default.
