Travel Booking Terms & Conditions

The Terms and Conditions below govern the basis of the contract between you as the buyer, and us, Way To Nomads Limited as the provider.

You, as the buyer, must read these terms and conditions of sale. These terms and conditions apply to all Way To Nomads Mongolia’s products. They form an integral part of the contract entered into with Way To Nomads. Orders are governed by the terms and conditions applicable on the order date and you acknowledge that these terms and conditions are binding. These terms and conditions are accessible at all times via the hypertext link ‘Travel Terms and Conditions’ on the Way To Nomads’ website and are available upon request sent to Way To Nomads Travel’s correspondence office at Hub Innovation Center, Beijing Street, Sukhbaatar District, Ulaanbaatar 14191, Mongolia or by email at info@mongoliantravelagency.com.

1. THE CONTRACTING PARTIES

1.1. Way To Nomads is acting as the organizer and vendor of the proposed holidays. Way To Nomads Limited is registered in Mongolia under company number 4418891.

1.2. Buyer: means any person who books, orders, and/or purchases a service offered by Way To Nomads Limited, such as an all-inclusive holiday (package holiday or tailor-made holiday) anywhere in Mongolia.

2. MAKING A BOOKING

2.1. To make a booking, you must complete our booking form on our website (or request a booking form from us by email). The booking form must be signed (or ticked in the appropriate place on the online booking) by the first-named person (party leader) The party leader must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking and by their parent or guardian for all party members who are under 18 when the booking is made. By signing the booking form, the party leader confirms that he/she is so authorised. The party leader is responsible for making all payments due to us.

2.2. The completed signed booking form must then be sent to us together with the payments referred to in clause 3.1 below.

2.3. After we receive your booking request and all appropriate payments (see clause 3.1 “Payment” below), should the arrangements you wish to book be available, we will issue a confirmation invoice. This receipt will be sent to the party leader. Please check this receipt carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 5 working days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so.

2.4. We will communicate with you by e-mail about your booking. You must accordingly check your e-mails regularly. We may also contact you by telephone if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.

2.5. If booking online, any acknowledgement of your booking request we send you is not a confirmation of your booking. This will come once the booking has been confirmed in the form of either a booking receipt or confirmation invoice.

3. PAYMENT TERMS

Deposition and confirmation:

3.1. In order to confirm and secure your chosen tour booking, we require a deposit of 30% of the total tour cost. But this per cent and amount are subject to change up to 50% of the total cost for tailor-made tours or special tours (e.g. Naadam festival tours, Golden Eagle Festival tours and Lunar New Year Tours). (please note that depending on your chosen arrangements the required deposit may be different to these amounts.) If it is, we will advise you accordingly at the time of booking. In addition, some tours may require further interim payments.

Final & Balance payment:

3.2. The final balance & full payment must be paid no later than 6 weeks prior to departure depending on the trip. This exact date will be shown on your confirmation invoice. Reminders are not necessarily sent. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all monies paid or due at that date.

3.3. If you are booking less than 6 weeks prior to departure, the full cost of the tour is payable, unless otherwise specified on the itinerary and/or in writing.

3.4. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in clause 5 depending on the date we reasonably treat your booking as cancelled.

3.5. Please note that some tours can be have different conditions for payment and cancellation as highlighted on your tour program.

3.6. Final and balance payment should be paid by Bank Transfer (Wire transfer) or International money transfer services of Western Union or MoneyGram. If you would like to use a credit card for your balance payment, it’s acceptable by adding 4% of the bank charge to the transaction amount.

• Note: Don’t need to add the bank charge on your transaction amount when you pay the deposit by credit card.

Payment method and policy:

You may use any of the following payment methods:

1. Credit Card Online Payment:
   We accept online payment with Master/Visa credit cards, it’s easy & safe! Way To Nomads Limited connects with the Trade and Development of Mongolia to accept Online Card Payments.
   All of your card information is processed through SSL protocol with the international card security standard. Your card information will not be stored in our database (merchant) but MasterCard with the advanced security system.
   2. Wire Transfer/Bank Transfer:
   Bank transfer’s advantage is that the transfer charge is not much as Western Union or credit card. But it takes a longer time. It usually takes about 2-3 working days for the remittance to reach us.
   Our Bank Account:
   • Company Name: “Way To Nomads” LLC
   • Company address: Hub Innovation Center, Beijing Street, 8th Khoroo, Sukhbaatar District, Ulaanbaatar 14191, Mongolia.
   • Bank name: Trade and Development Bank of Mongolia
   • Bank address: Street – 1, Peace Avenue – 19, Sukhbaatar District, Ulaanbaatar 14210, Mongolia.
   • Account number: 413040822 (USD Account)
   • Swift code: TDBMMNUB
   Notes:
   • Please note that the bank commission fee in Mongolia and the international bank transmission charges are covered by the client.
   • After you send the money, kindly provide us with a copy of each transaction to your tour manager via email.

4. CANCELLATION AND REFUND

4.1. Should you or any member of your party need to cancel your holiday once you have received your booking confirmation, the party leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. As we incur costs from the time we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding amendment charges. Amendment charges are not refundable in the event of cancellation.

Period before departure within which written notification of cancellation is received by us and cancellation charge per person cancelling:

• 4.1.1  Deposit – Non-refundable
• 4.1.2. 61 days or more before departure – 30% of tour cost
• 4.1.3. 60-31 days before departure – 50% of tour cost
• 4.1.4. 30-21 days before departure – 75% of tour cost
• 4.1.5. Less than 20 days until the day of arrival – 100% of tour cost

4.2. Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.

4.3. On private bookings where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.

4.4. There are certain trips, such as Naadam Festival tours, Golden Eagle Festival tours and Lunar New Year tours, that require payment up to 120 days before the departure date and may result in 100% loss upon cancellation. If applicable, this will be specified on your invoice and quotation.

4.5. See clause 5 “Changes by you” if any member(s) of your party is prevented from travelling.

5. CHANGES BY YOU:

5.1. If you, or any member of your party, may wish to change any part of your travel booking arrangements after our confirmation has been issued, the lead name must inform us of the written notification at our office or be received by email at the following address info@mongoliantravelagency.com. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change.

5.2. Where we can meet a request, you must pay for any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers regarding the change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.

5.3. Where we are unable to assist you and you do not wish to proceed with the original booking we will treat this as a cancellation by you. A cancellation fee may be payable and see clause 4 “Cancellation and refund”.

5.4. If any member of your party is prevented from travelling, the person(s) concerned may usually be able to transfer their place to someone else (introduced by you) providing we are notified not less than two weeks before departure. Where a transfer to a person of your choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of 80 USD (or equivalent) must be paid before the transfer can be effected. Any overdue balance payment must also be received. For flight inclusive bookings, you must pay the charges levied by the airline concerned. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight.

6. CHANGES AND CANCELLATIONS BY US:

6.1. We start planning the tours we offer many months in advance. Occasionally, we have to make changes to and correct errors in brochures and other details both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we reserve the right to cancel or make changes to a trip under any circumstances.

6.2. Most changes are minor. If we make a minor change to your holiday, we will inform you or your travel agent as soon as reasonably possible if there is time before your departure. Examples of minor changes include alteration of your outward departure time by less than 12 hours, change of accommodation to another of the same or higher standard.

6.3. Occasionally, we have to make a “significant change”. A significant change is a change made before departure which, taking account of the information you give us at the time of booking and which we can reasonably be expected to know as a tour operator, we can reasonably expect to have a major effect on your holiday. Significant changes are likely to include the following changes when made before departure;

1. a change of accommodation to that of a lower official classification or standard for the whole or a major part of the time you are away,
2. a change of accommodation area for the whole or a major part of the time you are away, (3) a change of outward departure time of 12 or more hours,
3. a change of departure point to one which is more inconvenient for you and,
4. a significant change of itinerary missing out one or more major destination substantially or altogether.

6.4. If we have to make a significant change or cancel, we will tell you as soon as possible. If there is time to do so before departure, we will offer you the choice of the following options:-

• (a) (for significant changes) accepting the changed arrangements or
• (b) purchasing an alternative tour from us, of a similar standard to that originally booked if available. We will offer you at least one alternative holiday of equivalent or higher standard. If you do not wish to accept the holiday we specifically offer you, you may choose any of our other then available holidays. You must pay the applicable price of any such holiday. This will mean you may pay more if it is more expensive or receiving a refund if it is cheaper or
• (c) cancelling or accepting the cancellation in which case you will receive a refund of all monies you have paid to us excluding any amendment charges. Please be aware that this clause does not apply to any flights which are itemised separately on your invoice and which does not form part of a land only tour package bought from us.

6.5. If we have to make a significant change or cancel we will, where compensation is appropriate, pay compensation depending on the circumstances and when the significant change or cancellation is notified to you subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above-mentioned choices can be accepted where (1) we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care  No compensation will be payable and the above options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or where a change is a minor one. 

6.6. Very rarely, we may be forced by “force majeure” (see clause 14) to change or terminate your holiday after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay you any compensation or meet any costs or expenses you incur as a result.

6.7. We reserve the right to cancel any booking and no refunds available if we reasonably feel that the physical condition or behaviour of a client may affect their own well-being, that of any members of our local crew, that of any other members of an escorted group tour, or the enjoyment of other members of the group while on a tour.

6.8. If you have chosen to pay an optional single supplement and we are for whatever reason unable to provide you with a single room for any advertised nights then we reserve the right to room you with a fellow traveller of the same sex and to reimburse you accordingly on a pro-rata basis.

7. SPECIAL REQUESTS

You must let us know at the time of making your booking if you have special requests or needs (such as ground floor accommodation, disability access or specific dietary requirements). We will try to meet any request you have, however, we cannot guarantee that we will be able to accommodate every person’s needs and we make no promises and take no responsibility for special requests which we are unable to fulfil. If we reasonably feel we are unable to satisfactorily accommodate your particular needs, we reserve the right to decline the booking or ask for you to be accompanied by a person who is able to provide full assistance to you throughout your tour.

8. SURCHARGES

The price of your travel arrangements may be varied due to changes in; transportation costs (e.g. fuel), scheduled airfares and any other airline surcharges which are part of the contract between airlines(and their agents) and us, government actions such as an increase 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 less than or 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. 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, to the terms set out with respect to major changes in the “Changes and Cancellation by us” clause above, to accept an offer of alternative travel arrangements from us if we are able to do so and compensation as set out above. 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

9. TRAVEL DOCUMENTS AND CONDUCTS

9.1. All travellers must check their travel documentation to ensure that the dates are correct, visas have been obtained and passports have at least six months validity. Please ensure you carefully read your invoice and all other documents we send to you as soon as you receive them and contact us immediately if any information appears to be incorrect. If you do not arrive on the agreed date for your tour we may treat the tour as having been cancelled by you.

9.2. You must follow our instructions at all times and you agree to indemnify us against any loss or injury suffered as a result of failing to comply with our instructions.

9.3. You must properly conduct yourself not to cause disturbance or offence to other travellers and you agree to take responsibility for any damage you cause to our or any third party’s property.

9.4. We will not be responsible to you for any loss or damage sustained by you arising from or in relation to your contravention of any law of any place while on the tour.

9.5. You indemnify us for all third-party actions taken against us for loss or damage caused by you or arising from your participation on the tour.

10. TRAVEL INSURANCE AND MEDICATIONS

10.1. Travel insurance is not included in your tour price. We highly recommend that you purchase full coverage travel insurance from your country of origin.

10.2. Before your trip, you should inform us by email about your insurance company’s contact details, insurance number, and phone numbers of your relatives in case of any emergency and health issues!

11. COMPLAINTS

11.1. If you have a complaint while you are on tour you must tell immediately your tour leader and guide, who will make every effort to resolve them. They will complete a report form with you giving details of your complaint and the action is taken resolve it and you should keep a copy of this to keep.

11.2. If after your tour, you will feel a complaint remains unresolved, you must tell Way To Nomads Limited about it in writing within 2 weeks. Relevant receipts and substantiating evidence must be attached to the letter of claim.

11.3. Complaints regarding any services not directly connected with “Way To Nomads” should be raised with the relevant supplier.
11.4 Way To Nomads will not be liable for any claims made later than 2 weeks the completion of your tour.

12. PERSONAL DATA PROTECTION

All personal data you give us (including sensitive personal data) will be kept but we may use only names and email addresses for marketing purposes. If you do not wish to receive any marketing material or communications from us, please e-mail info@mongoliantravelagency.com. We do not sell personal data to any third party. We occasionally take photos during our tours for use in promotional material. Unless you advise us otherwise, you consent to such use of your photographic/video likeness. If you believe that any of your personal data which we are processing is inaccurate please contact us immediately.

13. LIABILITY AND RESPONSIBILITY

13.1. Your booking is accepted on the understanding that you realize the inherent risks and hazards of the tours and agree to take responsibility for your actions and safety.
13.2. Way To Nomads does not take the responsibility for the information on the website. Final and correct information will be on your tour program as confirmed with us.
13.3. Way To Nomads shall not be responsible for any wrongful or negligent or fraudulent, omissions, changes of itinerary, cancellation or the failure of any equipment operated by suppliers or any other party not directly owned or controlled by Way To Nomads.
13.4. Way To Nomads shall not be liable for any loss, injury, or damage to person or property, alteration of itineraries or cancellation in part or in full, caused by climatic conditions, fire, acts of government or other authorities, wars whether or not declared, civil disturbances, strikes, riots, thefts, epidemics, quarantines, medical or customs regulations, terrorist activities, technical problems on transport, closure or congestion of airport or ports, cancellation or change of scheduled airlines or any other actions, omissions or conditions beyond Way To Nomads’ control.
13.5. Way To Nomads is not responsible for a client’s failure to comply with customs regulations.
13.6. All itineraries are as written, but reserve the right to alter these due to any unforeseen circumstances, and will notify you of any changes as soon as possible. If Way To Nomads has cancelled any tour prior to the commencement of the tour, Way To Nomads is liable for a full refund of the money received from the client.
13.7. Many Way To Nomads tour packages include activities that require care and attention. Such activities include horse riding, camel riding, climbing hills, sand dunes and hiking through ice melted canyons etc. You will receive help and advice from our representatives but all activities are undertaken at your own risk. Way To Nomads, its employees and agents cannot be responsible for any action or event that occurs after its said employees and agents have exercised their duty and taken the necessary care.
13.8. On the tours, it is necessary that you agree to abide by the authority of the tour guide who will be working to ensure the safety and welfare of the group. Any action that jeopardizes this may result in you being asked to leave the tour with no right to a refund or any compensation.
13.9. Special requests and any medical issues or conditions must be brought to our attention at the time of booking. We cannot be held liable for any actions or events that could have been avoided with proper disclosure of information.
13.10. Way To Nomads is not responsible for the theft or loss of any customer’s valuables or items of personal property due to the negligence of the clients.
13.11. Personal property is always your own responsibility, as is ensuring that you have all the appropriate passport and visa requirements for the duration of the trip.
13.12. Smoking is not permitted in any vehicle.
13.13. Before the commencement of the tour, you must arrange your own insurance with an insurer, with protection for the full duration of the tour, to cover personal injury, medical expenses, repatriation expenses, loss of baggage, and the expenses associated with cancellation or curtailment of the tour. If you become ill during the tour, all hospital expenses, doctors’ fees, and repatriation costs are your responsibility and we shall not be liable for any refund of the tour cost.

14. FORCE MAJEURE

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”. In these booking conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, epidemics/pandemics, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.

15. LEGAL TERMS

All terms and conditions are made subject to, and enforced by, Mongolian law and must be done so in a Mongolian court. If you require further action on return we will try and work towards an agreed settlement but you must notify us in writing within 2 weeks of the completion date of the tour.