Please take the time to read and understand our terms below before booking a trip with us. We strongly recommend that you carefully read all information relating to your trip on our website before booking to ensure that you understand the itinerary, activities, level of comfort, and physical demands of the trip you are undertaking.
All bookings are made with Melanated Travels. By booking a trip with us in writing, by telephone, electronically (online), or in person, you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us). The services to be provided are those referred to in your booking confirmation invoice. It is also the customer's responsibility upon receipt of an invoice/ a confirmation to check that the information on it is complete and correct. Any inaccuracies must be immediately reported to Melanated Travel. The customer shall bear costs resulting from a failure to report.
Services that are not arranged or provided by Melanated Travel are governed by the terms and conditions of carriage and the general terms and conditions of the provider concerned, which Melanated Travel provides to the customer before the contract is concluded.
The booked services are valid only on the dates indicated in the invoice/confirmation. Validity of flight tickets: Flight tickets are generally valid only for transport on the airlines they purchased. Transfers of bookings to other airlines and changes in itineraries or additional stopovers are no longer possible during the customer's journey. Flight tickets must be fully used in the booked order. Failure to use certain flight routes may result in the customer's right to travel on all booked flights or in the airline re-invoicing the ticket price. This may be higher than the price of the originally booked flight tickets.
ACCEPTANCE OF BOOKING AND FINAL PAYMENTS
If we accept your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice, or if you book within 7 days of departure, the contract will exist when we accept your deposit. Please refer to your booking confirmation invoice for details regarding final payments.
To confirm your travel arrangements, you must provide all requested details with the trip price balance. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue, expiry date, and any pre-existing medical conditions you have, which may affect your ability to complete your travel arrangements. Your booking cannot be confirmed without the provision of these details.
CANCELLATION BY THE TRAVELLER
If you cancel some or all portions of your booking, cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip: 5 days or more before departure, we will retain the deposit. Less than 15 days before departure, we will retain 100% paid by you in connection with the booking.
Please note that for certain travel arrangements, the cancellation charge may be higher than those shown. A 100% cancellation fee applies as soon as the booking is made and the ticket is issued in certain cases. If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services. If you fail to join a tour after departure, or leave it before its completion, no refund will be made. The above cancellation fees are in addition to fees levied by accommodation providers, travel agents, or third-party tour and transport operator fees.
CANCELLATION BY US
We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events, it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred due to your booking, including but not limited to visas, vaccinations, travel insurance excess, or non-refundable flights. Please note that different cancellation conditions may apply to some styles of trips; your booking consultant will advise if differences apply.
If you wish to transfer from one trip to another or transfer your booking to a third party, you must notify us at least 40 days prior to the proposed departure date. No charges are applied. If you notify us less than 40 days prior to the proposed departure date, the refund policy applicable to cancellations will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period.
PRICES & SURCHARGES
Our trip prices are subject to variable and seasonal pricing, both of which are standard practices within the travel industry. This means our trip prices may vary at any time following demand, market conditions, and availability.
AGE & HEALTH REQUIREMENTS
Minimum General Policy: For most of our tours, the minimum age is 12 years. All travelers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveler under the age of 18 day to day's care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.
Please note we cannot guarantee triple or joining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis.
The minimum age of 18 applies to many Overland adventures, while a minimum of age 6 applies to Family trips. Please check the information for the specific tour you are booking on the online tour description.
Maximum General Policy: For most of our trips, we have no upper age limit. However, we remind you that our trips can be physically demanding, and passengers must ensure that they are suitably fit to allow full participation.
We can provide details on mandatory health requirements; however, we are not medical experts. Your responsibility is to ensure that you obtain proper and detailed medical advice at least two months before travel for the latest health requirements and recommendations for your destination.
PASSPORT AND VISAS
You must carry a valid passport and have obtained all of the appropriate visas, permits, and certificates for the countries you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. Your responsibility is to ensure that you have the correct visas, permits, and certificates for your trip; please refer to the website for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa, or other travel documentation.
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility, and you should allow for alternatives. The itinerary provided for each trip represents the types of activities contemplated. Still, it is understood that the route, schedules, itineraries, amenities, and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
CHANGE OF ITINERARY
While we endeavor to operate all trips as described, we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary.
Before departure: If we make a significant change, we will inform you as soon as reasonably possible if there is time before departure. The definition of a substantial change is deemed to be a change affecting at least one day in seven of the itinerary. When a major change is made, you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only, or accepting an alternative tour offered.
After departure: We reserve the right to change an itinerary after release due to local circumstances or events outside our control. In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary, such as visas, vaccinations, or non-refundable flights.
AUTHORITY ON TOUR
A group leader runs our group trips. The group leader's decision is final on all matters likely to affect the safety or well-being of any person participating in the trip. Suppose you fail to comply with a group leader's decision or interfere with the group's well-being or mobility. In that case, the group leader may direct you to leave the trip immediately, with no right to a refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange, and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.
ACCEPTANCE OF RISK
You acknowledge that the trip's nature is adventurous, and participation involves a degree of personal risk. You will be visiting places where the political, cultural, and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate.
However, it is also your own responsibility to acquaint yourself with all possible relevant travel information and your itinerary nature. You acknowledge that your decision to travel is made in light of consideration of this information. You accept that you are aware of the personal risks attendant upon such travel.
Liability is limited to twice the price of a service that is the object of a damage claim. This limitation does not apply to personal injury or to cases of gross negligence or intent. The claim must be submitted to Melanated Travel in writing no later than 4 weeks after the end of the trip; otherwise, it will be forfeited. All compensation claims are time-barred 1 year after the end of the trip.
LIMITATION OF LIABILITY
Melanated Travel is not liable if the non-performance or bad performance of the contract is due to:
Melanated Travel, therefore, is not liable for changes in an itinerary caused by strikes, social unrest, weather conditions, decisions taken by the authorities, third-party delays, etc., or for changes in schedule due to flight schedule changes.
CLAIMS & COMPLAINTS
If you have a complaint about your trip, please inform your group leader or our local representative when they can attempt to rectify the matter. If satisfaction is not reached through these means, any further complaint should be put in writing to us within 30 days of the tour.
Suppose any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason. In that case, such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
The relationship between customers and Melanated Travel is governed exclusively by USA law. Actions against Melanated Travel may only be brought at the place of its registered office in Cambridge, MA
One Mifflin Place Suite 400, Cambridge, MA 02138
UPDATING OF TERMS AND CONDITIONS
The Company reserves the right to update and/or alter these terms and conditions at any time, and it is the Client's responsibility to be familiar with them. The latest terms and conditions can always be found on the Company website https://Melanatedtravel.com/ and will supersede any previous versions.