A. Booking Process

Reservations can be made directly with us or through your travel agent. To ensure smooth processing, please provide the following:

• Your full name and date of birth exactly as they appear on your passport. Incorrect details may result in additional costs, particularly for flights and ticketed services.
• A 40% non-refundable deposit is required to confirm your booking. If the booking cannot be confirmed within 7 days, the full deposit will be refunded.

Important Notes

• We reserve the right to decline a booking due to availability or operational considerations.
• All special requests must be submitted in writing at the time of booking. While we always do our best to accommodate them, they can only be confirmed when provided in writing.
• Bookings made within 60 days of departure are considered late bookings and may require full prepayment or be subject to limited availability.
• If booked through a travel agent, all communication and payments will be managed by the agent.

B. Confirmation

Once we receive your deposit, we will issue a Payment Schedule Note to confirm your reservation.

• Minor itinerary adjustments that do not affect services or costs can usually be accommodated without additional charge.
• Any additional nights, services, or upgrades may be subject to new pricing.
• Special requests are considered confirmed only when provided to you in writing.

C. Prices

Once your tour is confirmed with the 40% non-refundable deposit, the price is fixed.

This allows you to plan your trip with confidence, without concerns about price changes.

Additional Services

Any changes, additions, or upgrades requested after booking will be priced based on availability and current supplier rates at the time of the request.

D. Payments & Invoicing

We accept payments in EUR (€), USD ($), and GBP (£).

Payment Schedule

• Deposit: 40% non-refundable at the time of booking
• Final Balance: Due 60 days before arrival
• Full Payment: Required for bookings made within 60 days

Payment Methods

• Credit Cards: Visa and MasterCard via secure online system
• Wire Transfers: Payable to “Veni Vidi Tourism Ltd. Sti.”

Additional Information

• Certain services, such as domestic flights or peak season bookings, may require higher deposits or earlier payment.
• Amendments or late changes after full payment may incur additional costs.
• All bank charges, transfer fees, and intermediary costs are the responsibility of the client.
• In case of invoicing errors, we reserve the right to correct and reissue invoices.
• Overpayments will be refunded within 5 working days, excluding bank charges.

E. Cancellations by You

All cancellations must be submitted in writing to [email protected].

Cancellation Terms

• At any time: 40% non-refundable
• 60–46 days before arrival: 60% of total cost
• 45–31 days before arrival: 75% of total cost
• 30 days or less before arrival: 100% of total cost

Once your booking is confirmed, we begin securing services and making payments to hotels, guides, and suppliers on your behalf.

• Certain services, including flights, special tickets, or non-refundable hotel rates, may be fully non-refundable once booked.
• Cancellation due to personal reasons, including changes in plans or travel concerns, will be treated as a standard cancellation.

Refunds, where applicable, will be processed within 5 working days, excluding bank charges and non-recoverable supplier costs.

No refunds will be issued for unused services, missed activities, or early termination of the trip.

F. Cancellations or Modifications by Us

If payments are not received on time, we reserve the right to cancel your booking and apply the above cancellation terms.

In cases of force majeure (see Section N), payments will be retained as a credit toward a future trip.

For non-force majeure modifications:

• 60–30 days before departure: 10% compensation
• 29–7 days before departure: 15% compensation
• 6–0 days before departure: 20% compensation

G. Transfer of Reservation

Reservations are non-transferable without prior written consent.

If a transfer is permitted:

• administrative fees may apply
• supplier-related costs (such as reissue or rebooking fees) may also apply

H. Travel Agency Responsibilities

We provide customized private travel arrangements, including:

• flights, hotels, tours, guides, vehicles, and experiences

We carefully select our partners and remain involved throughout your trip.

• We will inform you of any changes as soon as possible
• We will assist you in resolving any issues during your journey

Your personal information is protected in accordance with our Privacy Policy.

I. Client Responsibilities

To ensure a smooth trip, you are responsible for:

• Providing accurate personal and travel information
• Reviewing all documents upon receipt and notifying us of any errors
• Following the terms and conditions of airlines, hotels, and other providers
• Meeting all passport, visa, and health requirements

The lead traveler confirms acceptance of these terms on behalf of all participants.

J. Travel Documents

You are responsible for obtaining all required travel documents, including:

• A valid passport (minimum 6 months validity beyond travel dates)
• Required visas and permits

We are not responsible for delays, denied boarding, or cancellations due to incorrect or incomplete documentation.

K. Health and Mobility Requirements

Our tours may involve walking, uneven terrain, and active days.

Travelers are responsible for ensuring they are physically able to participate.

• Any medical conditions or mobility concerns must be shared in advance
• Travelers should carry necessary medication and prescriptions

We strongly recommend comprehensive travel insurance, including trip cancellation and medical coverage. In certain cases, insurance may be required as a condition of booking.

We reserve the right to decline bookings if a condition may pose a risk to the traveler or others.

L. Behavior

We expect respectful behavior at all times.

If a traveler’s behavior affects the safety or enjoyment of others:

• we reserve the right to take appropriate action
• this may include removal from part or all of the trip

No refund will be provided in such cases.

M. Luggage Guidelines

• Luggage must comply with airline and transport provider policies
• We are not responsible for loss, delay, or damage to luggage
• We recommend keeping valuables and essential items in hand luggage

N. Force Majeure Policy

Force majeure refers to unforeseeable events occurring within the destination country that make travel impossible or unsafe. These may include:

• natural disasters
• pandemics
• government restrictions
• transportation disruptions
• conflicts or war within the destination country

In such cases:

• travel may need to be postponed, modified, or canceled
• we are not liable for delays, disruptions, or additional costs caused by these events

Any payments made will be retained as a credit toward a future trip.

Any non-recoverable costs already paid to suppliers will be included within this credit.

This credit may be used once travel conditions allow.

O. Liability and Indemnification

We are responsible for planning and coordinating your trip.

However:

• we are not liable for delays, disruptions, or losses caused by events beyond our control
• we are not responsible for services booked independently by the client

By confirming your booking, you acknowledge that travel involves inherent risks, including delays, changes, and unforeseen events.

Clients agree to indemnify Veni Vidi Travel against claims arising from their own actions or failure to comply with these terms.

P. Complaints

Any issue during your trip must be reported immediately so we can assist.

Post-trip complaints must be submitted in writing within 10 days.

We will acknowledge your message within 5 working days and aim to resolve it within 4 weeks.

Q. Data Protection

We are committed to protecting your personal data.

Your information is used only for arranging and operating your trip.

Please refer to our Privacy Policy for full details.

R. General Terms

All contracts are governed by Turkish law and subject to Turkish courts.

No representative of Veni Vidi Travel may alter these terms unless confirmed in writing.