Booking Terms
& Conditions

The contract is between Saidpiece Travels ("we", "us", "our") and the person named as the lead traveller in the booking confirmation ("Lead Traveller"). The Lead Traveller confirms that he or she has authority to accept these Terms for all persons on the booking and is responsible for ensuring that all travellers receive and understand all booking information, updates, and operational notices.

We organise and coordinate Bhutan travel arrangements and may also arrange services supplied by independent third parties, including hotels, transport providers, airlines, guides, activity providers, and government systems or agencies. A booking is confirmed only when: (a) the itinerary or proposal has been accepted in writing; (b) the required deposit or full payment has been received; and (c) we issue written confirmation.

All quotations are based on the travel dates, number of travellers, rooming configuration, and service standard stated in the proposal. Quotations are subject to availability and are valid only until the date stated in the proposal or, if no date is stated, until the relevant services remain available.

Unless expressly stated otherwise in the proposal, quoted package prices include the Bhutan visa application fee, Sustainable Development Fee (SDF), route permits, and monument or entry fees required for the confirmed itinerary. Because these statutory and destination charges are included in the quoted package price, Bhutan tour prices may appear higher than travel quotes in destinations where such charges are shown separately.

Where statutory charges included in the package price are revised by the relevant authority after quotation or after booking, we reserve the right to adjust the price accordingly and will notify the client in writing. Any charge arising from visa extensions, amended permits, route changes, additional nights, or itinerary changes requested by the client after confirmation shall be payable by the client.

The deposit forms part of the total booking price and is applied in accordance with the cancellation terms below.

Bank transfer charges, intermediary bank fees, card surcharges, and foreign exchange losses are the responsibility of the client unless we expressly agree otherwise in writing.

If payment is not received by the due date, we may treat the booking as cancelled by the client, release any reserved services without notice, and apply cancellation charges or recover any unrecoverable supplier costs already incurred or committed on your behalf.

Each traveller is responsible for carrying a valid passport, ensuring passport validity, complying with immigration and health requirements, and providing complete and accurate personal information exactly as it appears on the passport or other travel document. Any costs, penalties, denied boarding, visa refusal, delays, or losses arising from inaccurate, incomplete, or late information shall be the responsibility of the client.

Where we assist with visa or permit processing, including applications made on the traveller's behalf through the relevant Bhutanese systems, we do so on the basis of information provided by the client and subject to the decisions of the relevant authorities. Visa or permit approval is never guaranteed, and we are not responsible for refusal, delay, or additional cost caused by inaccurate, incomplete, or late information supplied by the client.

If flights are included or arranged, names must match the passport exactly. Airlines and carriers may treat name corrections as cancellations and re-issues, and any related charges are payable by the client.

Travel insurance is strongly recommended for all bookings and may be made mandatory by us for trekking, high-altitude, remote-area, adventure, or special-interest itineraries. Your policy should be suitable for your itinerary and should ideally include cover for medical treatment, emergency evacuation, trip interruption, cancellation, curtailment, baggage loss, and adventure or trekking activities where applicable.

All travellers must disclose, before booking, any material medical condition, mobility limitation, allergy, dietary restriction, or other circumstance that may affect travel, safety, or our ability to deliver the itinerary. We may decline or amend a booking where a disclosed or undisclosed condition materially affects safety, feasibility, or the standard of services that can reasonably be provided.

Special requests, dietary requests, bedding preferences, room location requests, celebrations, or similar matters are not guaranteed unless expressly confirmed in writing.

Any request to change a confirmed booking must be made in writing by the Lead Traveller. We will try to assist, but changes are subject to supplier availability, permit availability, and operational feasibility. Amendment requests may incur an administration fee together with any difference in price and any charges imposed by hotels, airlines, transport providers, guides, permit authorities, or other suppliers.

Some requested changes may be treated by suppliers as a cancellation of the original service and a rebooking of a new service. In those cases, cancellation charges may apply to the cancelled service in addition to the cost of the replacement service.

All cancellations must be made in writing by the Lead Traveller and take effect only when received by us in writing. Unless a stricter supplier policy has been disclosed and agreed for the particular booking, the following cancellation charges apply to the total booking price:

Stricter airline, hotel, permit, festival, luxury-property, or supplier cancellation terms may apply where disclosed for your particular booking.

If cancellation is received more than 45 days before arrival, the deposit remains non-refundable because it secures the booking and covers advance planning, administration, and early supplier commitments. However, where supplier terms allow and at our sole discretion, we may permit all or part of the deposit already paid to be transferred once to a rescheduled Bhutan trip departing within 12 months of the original arrival date. Any transferred amount remains subject to repricing, revised government charges, and then-current supplier availability and rates.

Cancellation charges reflect our administration time, planning work, and supplier commitments. In addition to the cancellation scale above, the client remains liable for any non-refundable or unrecoverable amounts already paid or contractually committed to third parties on the client's behalf, including flights, airline service fees, permits, luxury properties, festival inventory, special event arrangements, and bespoke services.

Any refund due will be limited to amounts we actually recover or do not have to pay and will be paid net of bank charges, card charges, foreign exchange losses, and any unrecoverable third-party costs. Refunds, where due, will normally be returned to the original payer by the original payment method within a reasonable time after the recoverable amount has been determined.

If one or more travellers cancel and the remaining party then requires a different room type or incurs a single supplement or repricing because the original pricing basis has changed, the additional cost is payable by the remaining travellers.

Minor changes may be made before or during travel where reasonably required for guest comfort, safety, weather, road conditions, local conditions, flight schedules, monument closures, festival schedule changes, supplier availability, or other operational reasons. Minor changes may include changes in timing, routing, vehicle type, guide allocation, or substitution of accommodation with a reasonably comparable alternative.

If, before departure, we must make a material change to a confirmed booking or cancel a confirmed booking for reasons other than the client's default or unavoidable and extraordinary circumstances, we will inform the Lead Traveller in writing as soon as reasonably practicable and, where feasible, offer either: (i) a reasonably comparable alternative; or (ii) a refund of sums paid to us for the affected unused services. Our liability in such case shall not extend to any indirect loss or to separate arrangements booked independently by the client, such as international flights, visas, insurance, or additional hotels not booked through us.

We shall not be liable for any cancellation, delay, curtailment, change, loss, or failure in performance caused by circumstances beyond our reasonable control, including but not limited to extreme weather, snowfall, floods, landslides, earthquakes, road closures, flight disruption, airline schedule changes, disease outbreaks, epidemics, pandemics, government actions, visa or border restrictions, strikes, civil unrest, terrorism, war, natural disasters, or interruption of utilities or communications.

Where such circumstances affect a trip before or during travel, we will use reasonable efforts to assist with rerouting, rescheduling, or substitute arrangements. However, any additional costs arising from the situation, including extra accommodation, meals, transport, evacuation, or revised tickets, shall be borne by the client unless expressly covered by us in writing or recoverable under travel insurance.

International flights to and from Bhutan are the traveller's responsibility unless we expressly agree in writing to assist with such arrangements for a separate service fee. We may, if requested, assist with booking flights into or out of Bhutan, including flights operated by Drukair and Bhutan Airlines, and may also arrange domestic flights within Bhutan where available. Any flight booked or arranged through us is subject to the relevant carrier's conditions of carriage, fare rules, baggage rules, ticketing deadlines, cancellation terms, and schedule changes.

We are not the operating carrier and are not responsible for airline schedule changes, denied boarding, missed connections caused by airline delays, lost baggage, or carrier insolvency, except to the extent that any loss results directly from our own failure to exercise reasonable care in making the booking arrangements.

Hotels, lodges, homestays, camp operators, guides, drivers, vehicles, restaurants, and activity providers may be substituted with alternatives of a reasonably comparable standard where this is necessary due to availability, road or weather conditions, maintenance, safety, local events, or other operational reasons. Specific room numbers, views, guide identities, vehicle models, or brands are not guaranteed unless expressly confirmed in writing.

Check-in and check-out times, house rules, luggage limits, and safety rules of the relevant supplier apply and must be respected by all travellers.

There is no refund for no-shows, late arrivals, missed meals, missed sightseeing, missed transport, unused hotel nights, voluntary changes by the client during travel, or unused services due to illness, personal reasons, airline delay, denied boarding, lost travel documents, or any matter outside our reasonable control.

If a traveller joins a trip late, leaves early, or interrupts travel voluntarily or due to circumstances not caused by our breach, all additional costs arising from that change are the traveller's responsibility.

Trekking, hiking, rafting, cycling, camping, wildlife activities, monastery climbs, remote-area travel, and other outdoor or adventure activities involve inherent risks, including altitude-related illness, rough terrain, weather exposure, road hazards, and limited access to medical facilities. By confirming the booking, each traveller acknowledges these risks and agrees to follow all safety instructions given by guides, drivers, activity leaders, and local authorities.

We reserve the right to modify or cancel any activity, route, or sector of an itinerary where, in our reasonable opinion, safety, weather, health, road, or operational conditions so require. If urgent medical attention or evacuation appears reasonably necessary and the traveller is unable to arrange it personally, we may endeavour to obtain assistance on the traveller's behalf; all resulting costs are the traveller's responsibility.

All travellers must comply with the laws of the Kingdom of Bhutan, the instructions of guides and drivers, monastery and dzong protocols, conservation rules, permit conditions, customs requirements, and the rules of hotels, airlines, and other suppliers. Travellers are expected to behave respectfully toward local communities, religious sites, staff, wildlife, and fellow travellers.

We may decline to commence or may discontinue services to any traveller whose conduct is unlawful, dangerous, abusive, disruptive, intoxicated, or likely to cause distress, loss, damage, or reputational harm. In such circumstances, no refund shall be due for unused services and the traveller shall remain responsible for any loss, damage, fine, penalty, or expense caused by that conduct.

We will perform our contractual obligations with reasonable care and skill. Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited under applicable law, including liability for fraud, wilful misconduct, or, where the law so requires, death or personal injury caused by negligence.

Subject to the preceding paragraph, our liability for any claim arising out of or in connection with the booking, whether in contract, tort, or otherwise, shall be limited to the amount paid to us for the specific affected booking or affected service component giving rise to the claim. We shall not be liable for indirect, incidental, consequential, special, or economic loss, including loss of enjoyment, loss of opportunity, or additional arrangements booked independently by the client.

We are not liable for the acts, omissions, defaults, insolvency, or service failures of independent third-party suppliers unless such loss results directly from our own failure to exercise reasonable care in selecting or arranging the relevant service.

If any problem arises during the trip, the traveller must notify the guide and our local office contact or booking contact immediately or at the earliest reasonable opportunity so that we have a fair chance to investigate and, where possible, put things right during the trip. Failure to raise a complaint promptly while the issue can still reasonably be addressed may affect the availability or amount of any later claim.

If a complaint is not resolved during travel, the Lead Traveller should submit the complaint to us in writing with supporting details and evidence within 30 days after the end of the trip, so that it can be reviewed efficiently. We will handle complaints in good faith and aim to respond within a reasonable period.

We collect, use, store, and share traveller information only to the extent reasonably necessary for trip planning, bookings, payment processing, permits, visa support, accommodation, transport, guiding, safety, insurance-related support, emergency response, compliance, and other legitimate travel operations. By booking with us, the Lead Traveller confirms that each traveller consents to us using and sharing the personal information reasonably required for those purposes with relevant suppliers, payment providers, government agencies, and service partners.

Travellers must not provide sensitive or special-category personal information that is not reasonably necessary for the booking unless specifically requested for a legitimate travel purpose. We will take reasonable steps to protect personal and payment information, but electronic communications and third-party systems cannot be guaranteed to be entirely secure.

These Terms and any booking made with us shall be governed by the laws of the Kingdom of Bhutan.

If a dispute arises, the parties shall first attempt to resolve it in good faith through written notice and direct discussion. If the dispute is not resolved amicably, the parties may, by written agreement, refer the matter to the Bhutan Alternative Dispute Resolution Centre for mediation or arbitration in Thimphu, Bhutan. If ADR is not agreed or does not resolve the dispute, the courts of Bhutan shall have exclusive jurisdiction, subject always to any mandatory rights that cannot lawfully be excluded.

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect to the maximum extent permitted by law. These Terms shall be read together with the itinerary, proposal, invoice, and booking confirmation. If there is any inconsistency, the booking confirmation and any expressly agreed written special conditions for the booking shall prevail over general website wording.

Acceptance of these Terms by electronic signature, email, message confirmation, or payment shall be legally effective to the same extent as acceptance in hard copy.