Booking Terms & Conditions
The following booking conditions form the basis of your contract with Kaichi Travel LCC (Rostourism register number PTO 016808, Legal address: Georgiev street, house 25, nr 29, Barnaul, Russia). Please read these booking conditions carefully as they set out our and your respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have read these booking conditions and agree to them. In these booking conditions, “you” and “your” means the person named on the booking. “We”, “us” and “our” means Kaichi Travel LLC.
- Making a booking
To make a booking please contact us via our email, website or telephone to ask for a Participation form. The relevant Participation form needs to be completed by each person travelling. You must provide all requested details mentioned in the Participation form. Necessary details include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any dietary requirements, medical conditions or any other special requirements you have when completing the Participation form. For trips including visiting the border zone of the Russian Federation you should send us a scan of your passport.
Subject to the availability of your chosen tour, we will confirm your holiday by issuing a contract and an invoice for a deposit.
- Payment and price
A booking is made once the contract has been signed and the required (non-refundable) deposit of 30% of the tour price or the amount specified in the invoice has been received within 14 days after the invoice has been issued.
You should transfer the remaining amount (total amount minus the deposit) to our account 60 days before the start of the trip. In the event of a booking being made within one month of departure, the full package fee is payable within 5 working days.
In the event of significant currency fluctuations and/or abnormal supply price increases between a trip being advertised and its taking place, we reserve the right to alter the overall charge for the tour.
- Inclusions and Exclusions
The trip fee includes:
- all accommodations as mentioned in the itinerary,
- all local transportation as mentioned in the itinerary,
- camping equipment –tents, mattresses, group equipment,
- meals (3 times a day) and non-alcoholic drinks ,
- guide service,
- an invitation letter for visa to Russia,
- border permit,
- and entry fees and excursions as mentioned in the itinerary.
We will supply the following items for the trip to you: a pair of cutlery + cup + plate.
The trip fee does not cover:
- any airfares, airport taxes,
- insurance (s),
- sleeping bag,
- accommodation costs not mentioned in the trip itinerary,
- expenses on café and restaurant food not mentioned in the trip itinerary,
- expenses on cigarettes, alcoholic drinks, souvenirs or any items of personal spending.
- Cancellation and changes by you
Cancellations are only effective on receipt of a written notification. If cancellation is prior to 60 days before departure your deposit is forfeited. If your cancellation is made after the due date for full payment of your tour fare, charges will be levied. The scale of charges, expressed as a percentage of the tour prices, is as follows:
- More than 60 days notice: 30% of total package price or deposit forfeited
- Less than 60 days notice: 50% of total package price forfeited
- Less than 30 days notice: 100% of total package price forfeited
Should you fail to join a trip, join it after departure or leave it prior to its completion, no trip fare refund can be made.
- Cancellation and changes by us
While we endeavor to operate all trips as described we reserve the right to change the trip itinerary due to weather conditions, lodge availability, political conditions and other factors beyond our control without consulting you. Any significant alterations will be advised to you, and any alterations made will be of similar or better quality to those described in the itinerary.
These are expeditions to remote parts of the world and it is understood that such decisions will be made in the best interests of all participants and with regards to the safety of all people. Participants have no right to any refund or other considerations in the event of these inevitable itinerary changes. If an expedition must be delayed, or the itinerary changed due to bad weather, road conditions, transportation delays, government intervention, sickness or other contingency for which we cannot make provision, the cost of delays or changes is not included.
Should we need to cancel a trip for any reason, a full refund of the amount paid for the trip by you will be made, however no further liability can be accepted by us.
- Passports, visas and other travel papers
It is your sole responsibility to ensure that the passport (valid for 6 months beyond the duration of the trip), visa, health certificates and/or any other required documentation are all in order for the countries to be visited during the tour. We shall not be held liable in case you are refused entry to a country or a part of a country because the lack of travel documentation.
To take part in one of our trips you must be covered by adequate insurance for the duration of the trip and all activities undertaken. The insurance should cover cancelation and curtailment, medical and emergency expense (including repatriation), personal accident, injury and death. In addition you should be insured against loss / damage to baggage, camera equipment, personal possessions and flight delays and cancelations.
- Health requirements
Participation in our trips requires that you are in generally good health.
Vaccinations and all other travel or medically related arrangements are your responsibility. We advise to check the latest advice online or consult health practitioner/ local health organization.
It is essential that persons with any medical problems make them known to us before departure. We can counsel you on whether the selected trip is appropriate for you or not. The tour guide has the right to disqualify any participant at any time during the tour if he feels the participant is physically incapable and/or if a participant’s continued participation will jeopardize either the individual involved or the safety of the group. There will be no refund given under these circumstances.
- Special requests
Please advise us of any special requests prior to making your booking . Any restrictions of a medical or dietary nature should be made known to us well before departure. Where possible, we will endeavor to meet or arrange for our suppliers to meet any such request. But we cannot guarantee that all requirements will be met and have no liability to you if they are not met.
- Behavior and authority on tour
During the trip, you must behave in a way that is not disruptive, upsetting or dangerous to you or anyone else and you must follow the reasonable requests of the crew. The decision of a group guide is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by a guide, or interfere with the well-being or mobility of the group, we will be able to terminate your participation in the trip, with no right of refund. You must at all times comply with the laws, customs and foreign exchange regulations of the visited country, respect for traditions.
- Acceptance of risks and following safety rules
It is a booking condition that you accept the hazards involved in visiting remote areas and engaging in potentially dangerous activities.
Before the trip starts, the guide will explain all the safety rules and you should accept them by signing of the safety rules. You must follow the safety rules during the trip as well as guides’ instructions and requests.
Some trips will bring you into close contact with (semi) wild animals. You should be aware of the risks involved and accept liability. We cannot be held responsible for any injury or incident during the trips.
- Privacy and marketing
We reserve the right to use any photographs and video taken during the tour, including the depictions of you, for use in marketing or any other advertising material, and you hereby consents to such use. You agree that we shall retain copyright over any such photographs and videos. If however, you object to use of the images or video with your depiction, please inform us and these materials will not be used.
- Claims and applicable law
If you have a complaint about your trip please inform your guide at the earliest opportunity and they will be rectified or the appropriate action will be taken.. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 20 days of the end of the tour.
We have an agreement on liability insurance for non-fulfillment or improper execution of duties according to the contract:
Insurance company: OOO SK Soglasie
Legal address: Profinterna Str., 24, Barnaul, Russia
Number of contract № 2048024-0058397/19ГОТП date 29/01/2019
Validity: till 03.04.2020
All disputes that may not be settled amicably shall finally be settled through legal proceedings under the Russian Federation laws.
- Limitations of responsibility
In case of a medical problem arising during the expedition, which results in costs for evacuation, use of aircraft or repatriation, the responsibility for payment of these costs belongs solely to you. We strongly advise to ensure that such eventualities are covered by travel insurance. If not covered by travel insurance the responsibility still remains with the participant and we specifically declines any responsibility whatsoever.
We shall not be held liable in any case for any accident, injury, disease, death, loss of possessions or any other damage caused to you by the third parties or to the third parties by you if such a damage or loss were not caused by our fault or if it happened due to non-observance of the safety rules by you.
We will not be liable for any cost and/or loss you incur which is as a result of: Participants actions or the actions of a third party unconnected with us, which we could not reasonably foresee or forestall; and any unusual / unforeseeable event beyond our reasonable control.
During our trips, we use the services from various suppliers. We are not owners of these companies nor are they operated by us. This means that we cannot be held responsible for any negligent or willful act or failure to act of any supplier or of any third party. This includes guides and drivers employed by the suppliers. By utilizing the travel services of the suppliers, you agree that you will look to such suppliers for any accident, injury, property damage, or personal loss to you, and we shall not be liable.