(updated May 2020)
In light of the current world situation, 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:
First, we do not require a deposit to confirm your trip.
Once we speak with you and determine your travel dates, itinerary, hotel choices, and some other details, we’ll present you with a recommended Trip Outline. Or, if we have all the details from our initial conversation, we will present a Trip Proposal containing the confirmed cost.
With our old policy we would have requested a non-refundable deposit to confirm the trip after presenting our Trip Proposal with a confirmed price. Times have changed and we have waived the deposit requirement and instead simply ask that you initial an Intent to Travel form to authorize Asia Desk to confirm all your arrangements. With this initialed form in hand we will confirm all your hotel and local arrangements, plus reserve your regional air tickets. Although we will not issue these air tickets, we will maintain the reservation until ticketing is required.
With this new policy in effect our valued guests have absolutely no risk to confirm their trip arrangements today with Asia Desk!
A deposit will be due, but not until two months (60 days) prior to your scheduled departure, three months if traveling over the very busy Christmas/New Year period. The deposit varies depending on the cost of the trip and the season in which you travel. Once deposit is made we will issue regional air tickets for your party, reconfirm all the hotels and land arrangements, and present you with our final Payment Authorization. Your final payment is due six weeks (45 days) prior to your departure.
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. We STRONGLY recommend purchasing travel insurance, first safeguard your deposit amount, then increasing that coverage for the whole trip after making your deposit. Purchasing travel insurance in this manner is common practice in most states.
Cancellation Fees & Charges
Our fee for cancellation is the amount of your deposit if cancellation is made after deposit but prior to final payment. If cancellation is made after final payment, there is unfortunately no refund. Also, after commencement of travel services, no refund can be made unless by previous arrangement. We want to make clear that this policy is for cancellation of the entire trip and NOT cancellation of individual components of Asia Desk tour services along the way. There is no refund for unused daily services or accommodation in your package (e.g., skipping the hotel’s breakfast buffet). Should you opt to change or cancel your arrangements prior to making a deposit, but after initialing our Intent to Travel form and being presented with a Trip Confirmation Advise, we request payment of a planning fee of $500 and we are happy to give you an additional trip credit for that amount if you travel with Asia Desk in the future. Any requests to change or postpone the original trip arrangements under 30 days of our first service will be treated as a cancellation, with a re-booking
For cancellation after payments have been made, Asia Desk will issue our guest a Credit Memo for any balance after change and/or cancellation fees are applied. This Credit Memo is valid for 18 months from the date of issue. It is NON-TRANSFERRABLE and can only be used as payment for future services with Asia Desk. Policy as stated in the Asia Desk, Ltd. Stipulations, Terms, & Conditions.
For changes or rescheduling done more than thirty (30) days prior to arriving at your first destination Asia Desk will charge a $500 per person Change Fee. In addition to the Change Fee, additional charges incurred or imposed by our suppliers (non-refundable regional air tickets for example) will also be assessed and charged in addition.
Cancellation & Re-Booking Within 30 Days
Should you cancel your arrangements and re-book alternative dates within 30 days of services, this will be subject to the cancellation terms outlined above. Requests for cancellation and rebooking must be made in writing (email) from the original signatory of the booking form. Because of the complexity of tailor-made travel arrangements, canceling and re-booking a trip within this 30-day window results in a significant amount of administration, plus fees imposed by our suppliers. Asia Desk, Ltd. will assess a Re-booking Fee of $1,000 per person.
In addition to this Re-booking Fee, additional charges incurred or imposed by our suppliers (non-refundable regional air tickets for example) will be charged to your new trip and must be settled 45 days prior to departure. 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 Advise.