Booking & Cancellation Policy
Table of Contents
Introduction
We want to make sure you have the best possible experience with Bouken Host. To keep everything clear and fair, we’ve put together this Booking and Cancellation Policy. By booking a trip with us, you’re agreeing to these terms, so please take a moment to read through them.
This policy covers everything from how payments work to what happens if there’s a change in your trip. It also explains what happens in case of cancellations, force majeure events, or changes with your host. We want to make sure you’re fully informed before you book, so you know what to expect.
1. Booking Process
a. Initial Booking:
- A 25% deposit is required to secure your booking at the time of reservation.
b. Confirmation:
- Your booking will remain “Pending” until the second installment is paid, at which point it will be “Confirmed.”
c. Payment Installments:
- You are required to adhere to the payment schedule in order to maintain your reservation.
d. Final Confirmation:
- Full payment must be completed no later than 61 days prior to the departure date for your booking to remain valid.
2. Payment Schedule
| Payment Stage | Timing | Payment Amount |
|---|---|---|
|
Initial Deposit (Spot Pending)
|
At Booking |
25% |
|
Second Installment |
120 Days (4 Months) Before Trip |
50% |
|
Final Installment |
61 Days (2 Months) Before Trip |
25% |
3. Cancellation & Refund Policy
| Time Before Departure | Refund Policy |
|---|---|
|
120+ Days |
Full Refund (excluding initial 25% down payment) |
|
90-119 Days |
75% (excluding initial 25% down payment) |
|
61-89 Days |
50% (excluding initial 25% down payment) |
|
31-61 Days |
25% Refund (excluding initial 25% down payment) |
|
30 Days or Less |
No Refund |
*Note
a. Spot Pending: If your booking is pending, all payments are refundable, less any non-refundable transaction fees.
b. Spot Confirmed: Once your spot is confirmed, the 25% deposit is non-refundable. Additional payments will be refunded according to the schedule above.
c. Refund Process: Any refunds issued will be credited to the original payment method used for booking, less any applicable non-refundable transaction fees.
d. Cancellation Due to Non-payment: Failure to pay any installment on or before the due date will result in the automatic cancellation of your reservation, and you will forfeit any amounts paid.
4. Force Majeur and Travel Operator Liability
a. Force Majeure:
- Bouken Host shall not be held liable for any delays, cancellations, or disruptions to the trip caused by force majeure events, including, but not limited to, natural disasters, political instability, pandemics, or any other event outside Bouken Host’s control. No compensation will be offered for such events, and travelers should be prepared for possible changes to the trip’s execution.
b. Travel Operator Liability:
- Bouken Host is not responsible for failures or disruptions caused by third-party travel operators. If a third-party travel operator fails to fulfill its obligations, Bouken Host will assist in resolving the situation as per the terms outlined in this policy. However, Bouken Host will not be liable for additional costs or liabilities arising from such failures.
5. Bouken Host Bankruptcy
a. Bankruptcy or Insolvency:
- In the event that Bouken Host undergoes bankruptcy or insolvency proceedings, we will make reasonable efforts to fulfill our obligations. If the trip cannot proceed as planned or a refund cannot be provided due to financial limitations, travelers will be entitled to a refund as per applicable laws. We recommend that travelers consider purchasing insurance to protect their booking in the event of such unforeseen financial distress.
6. Itinerary Changes
a. Changes by Bouken Host:
- Bouken Host reserves the right to modify the itinerary due to unforeseen circumstances, including but not limited to weather conditions, political unrest, or force majeure events. If any changes are necessary, we will inform travelers promptly and attempt to minimize the impact.
b. Changes by the Travel Operator:
- Travel operators or third-party service providers may occasionally require modifications to the itinerary. Bouken Host will work to minimize any disruption and ensure that any necessary adjustments remain in line with the overall trip goals.
c. Refunds for Itinerary Changes:
- Travelers are entitled to partial refunds only in cases where significant changes to the itinerary occur. In such instances, the refund will be determined based on the scope of the change and will be handled on a case-by-case basis.
d. Traveler Flexibility:
- Travelers are expected to remain flexible regarding itinerary changes. Bouken Host will assist in ensuring the trip continues to meet expectations, despite any modifications.
7. Host Change or Cancellation
- If a host becomes unavailable due to unforeseen circumstances, Bouken Host will attempt to arrange an alternative host or reschedule the trip whenever possible.
- If it’s not possible to arrange an alternative host or reschedule, and travelers choose to go ahead with the trip as planned, they will receive a 30% refund.
- If travelers choose not to continue due to the host change, they may request a partial refund, based on Bouken Host and the host’s shares, as well as the travel operator cancellation timeframe.
- Refund eligibility and rebooking options depend on when the host cancellation occurs.
8. Traveller Responsibilities & Conduct
a. Behavioral Expectations:
- Travelers must conduct themselves in a manner that is respectful to all participants, the host, and third-party service providers. Bouken Host reserves the right to remove any traveler who engages in disruptive behavior that negatively affects the group or the trip experience. No refund will be issued for travelers removed for misconduct.
b. Host’s Discretion:
- Should the host feel unsafe leading a traveler or group due to behavior or other reasons, Bouken Host reserves the right to terminate the traveler’s participation in the trip. In such cases, the offending traveler will be asked to leave, and no refund will be issued.
9. Travel Insurance
a. Recommendation:
- We highly recommend that travelers purchase comprehensive travel insurance that includes coverage for trip cancellations, medical emergencies, lost luggage, and any unforeseen circumstances. Bouken Host is not liable for any financial losses or personal damages caused by circumstances that could have been covered by insurance.
10. Limitation of Liability
a. Limitation of Liability:
- Bouken Host’s liability is limited to the amount paid by the traveler for the trip. In no event shall Bouken Host be liable for any indirect, incidental, special, or consequential damages arising out of or in connection with the trip, including, but not limited to, loss of enjoyment, loss of reputation, or loss of income.
11. Travel Health & Safety
a. Health and Safety:
- Bouken Host is committed to the health and safety of all travelers during the trip. However, travelers must be aware of the risks associated with travel and agree to take personal responsibility for their health and well-being during the journey. Bouken Host will take reasonable measures to ensure the safety of travelers, but we cannot be held liable for any injuries, accidents, or illnesses that may occur while traveling.
12. Third-Party Service Providers
a. Third-Party Providers:
- Bouken Host works with third-party providers to offer the best possible travel experiences. While we strive to ensure that these partners meet high standards, we cannot guarantee the quality, availability, or timeliness of services provided by third-party vendors. If any services provided by these third parties do not meet expectations, the traveler must work directly with the third party to resolve any complaints.