(updated November, 2023)
In light of the post-pandemic travel landscape, we have recently updated our booking, deposit, and payment policies to help our guests. If you choose to have Asia Desk design your travel arrangements, we want to remove as much of your risk, both physical and financial, as possible. We want you to confirm your trip with confidence and not worry about the possibility of cancellation, losing a payment, or risking your health to travel. So here is what we are doing ensure you have as little risk possible:
Rather than charge a 20% deposit as in the past, we now simply ask for a one-time registration fee. We hope this keeps any risk as low as possible for you, the traveler. This registration covers trips for up to three (3) persons in your party, or of $1,000 for parties of four (4) or more travelling together. This can be paid by credit card, check, or bank wire. This non-refundable fee will be credited to your final payment for this trip.
Payment Schedule
Deposit: A deposit will be due once the trip arrangements have been confirmed, and all the bookings are in place. The deposit varies depending on party size and season and is indicated on our Intent to Travel form, but generally represents between 10% and 30% of the total trip costs. Once the deposit is made, we will issue your regional air tickets.
Final Payment: Your final payment is due 45 days prior to your departure (30 days prior for those departing during the Peak Season from 15 December - 15 January). The entire trip is subject to a 5% discount if settled via check, money order, or bank wire. Once final payment is received, we will reconfirm all the hotels and land arrangements and issue your final documents.
Last Minute Bookings: For those booking a trip within 60 days of their departure date, we will request full payment upon confirmation of services.
Travel Insurance
We STRONGLY recommend purchasing travel insurance to cover your entire trip, and we will put our money where our mouth is by offering you a credit towards purchase of travel insurance with a generous cancelation policy. Please take a moment to review our Minimizing Your Financial Risk: Travel Insurance before initialing our Intent to Travel form and returning it to us. Realizing in these times that nothing is certain, even in the last weeks before you depart the world situation could change, you might decide not to risk travel and be forced to cancel.
Cancellation Fees & Charges
Changes to your confirmed trip made by you: After we have confirmed all arrangements and sent you the Trip Confirmation email, if you wish to alter your arrangements, change the congruent order, or change the accommodation requirements of your itinerary, you may do so on a free-of-charge basis up to ninety (90) days prior to your commencement date with Asia Desk (120 days for those traveling during Peak Season, between 01 December and 31 January). We will do our best to make the changes you require, subject to availability and the payment of any increased costs incurred by the change. You should note, for example, that a change of name or other alteration to a flight booking will usually incur a 100% cancellation fee and the full applicable cost of rebooking the flight at the time the change is made. Any requests for alterations to an itinerary should be made in writing.
Cancellation/Change Fees & Charges: Your registration fee & deposit are non-refundable, and so cancelation will result in forfeiture of these payments. For cancelation within 45 days of your service date (or after final payment is made), 100% of the trip cost will be charged. After commencement of travel services, no refund can be made unless by previous arrangement.
Cancellation & Re-Booking Within 90 Days
For Travel in High Season - 01 Nov - 28 Feb: For those with service dates falling during the High Season (01 Nov - 28 Feb), if you choose to change or move the date of your trip from 90 days to within 30 days of the commencement of service, Asia Desk will assess a Rebooking Fee of $2,000 per person. Because of the complexity of tailor-made travel arrangements, canceling and rebooking a trip during this time results in a significant amount of administration, plus fees imposed by our suppliers. In addition to the Rebooking fee, additional charges incurred or imposed by our suppliers (non-refundable regional air tickets, for example) will be charged as well. Any requests to change or postpone the original trip arrangements within 30 days of commencement of service will result in a Rebooking Fee of $3,000 per person.
For Travel in Shoulder/Summer Season - 01 Mar - 31 Oct: For those with service dates falling during the Low Season (01 Mar - 31 Oct), if you choose to change or move the date of your trip within 90 days of the commencement of service, Asia Desk will assess a Rebooking Fee of $1,000 per person. In addition to the Rebooking fee, additional charges incurred or imposed by our suppliers (non-refundable regional air tickets, for example) will be charged as well. Any requests to change or postpone the original trip arrangements within 30 days of commencement of service will result in a Rebooking fee of $2,000 per person.
Please note that additional costs associated with the new trip dates, accommodations, regional air services, etc. will be re-priced and presented with a new Trip Confirmation. This process could take up to twenty-one (21) working days, longer if the dates are more than 300 days in advance. Asia Desk, Ltd. may use their absolute discretion to transfer some or all of any monies already paid by you to the new Trip Confirmation Advise.
"To give real service you must add something which cannot be bought or measured with money, and that is sincerity and integrity."
Douglas Adams
