Booking & Payment Policy

1. Purpose

This Booking & Payment Policy explains the booking process, advance payment

requirements, balance payment timelines, payment methods, and related conditions

applicable to travel services booked through Vibe ON Travel.

The purpose of this policy is to ensure transparency between the Traveller and the Agency

and to provide clarity regarding payment obligations before, during, and after booking

confirmation.

2. Applicability

This policy applies to all travel services offered by Vibe ON Travel, including:

● Community Trips

● Customized Tours

● Domestic Packages

● International Packages

● Group Tours

● Hotel Bookings

● Transportation Services

● Other travel-related services arranged by the Agency

Package-specific payment terms shall prevail where separately mentioned in the respective

package details.

3. Booking Process

The booking process shall generally follow these steps:

Step 1: Enquiry

The Traveller contacts Vibe ON Travel through official communication channels for a travel

enquiry.

Step 2: Quotation / Package Details

The Agency shares available package details, inclusions, exclusions, pricing, and applicable

policies.

Step 3: Booking Confirmation Request

The Traveller confirms their intention to proceed with the booking.

Step 4: Payment

The Traveller makes the required booking amount as communicated by the Agency.

Step 5: Confirmation

The booking is confirmed after:

● Payment verification;

● Availability confirmation;

● Required details/documents submission.

4. Booking Amount Policy

4.1 Community Trips

For Community Trips, the standard booking amount shall generally be:

30% of the total trip cost per traveller

or

the minimum advance amount specified for the particular trip

whichever is higher.

The Agency may specify a different booking amount for specific departures depending upon:

● Destination

● Trip duration

● Supplier payment requirements

● Seasonality

● Group size

● Operational requirements

4.2 Customized Tours

For Customized Tours, the booking amount shall not be fixed universally.

The required advance payment may vary depending upon:

● Hotel advance requirements

● Flight bookings

● Visa processing

● Transportation bookings

● Destination requirements

● Supplier payment terms

The applicable booking amount shall be communicated in the customized quotation before

confirmation.

5. Balance Payment

5.1 Community Trips

For Community Trips:

The remaining balance payment must be completed:

7 days before departure

unless otherwise mentioned in the trip-specific payment schedule.

5.2 Customized Tours

For Customized Tours:

The payment schedule shall be mentioned in the customized quotation.

A typical structure may include:

● Booking confirmation advance

● Intermediate payment before supplier deadlines

● Final payment before departure

6. Payment Confirmation

6.1 A booking shall be considered confirmed only after successful receipt of payment by the

Agency.

6.2 Payment screenshots, transaction references, or payment promises shall not be

considered confirmation until the amount is successfully received.

6.3 The Agency shall issue booking confirmation after payment verification.

7. Accepted Payment Methods

The Agency may accept payments through:

● UPI

● Bank Transfer

● Debit/Credit Card

● Payment Gateway

● Other approved payment methods

The Agency may change or add payment methods from time to time.

8. Payment Gateway Charges

8.1 Any payment gateway charges, convenience fees, or transaction charges imposed by

payment service providers may be payable by the Traveller where applicable.

8.2 Such charges shall not be considered part of the travel package cost unless specifically

included.

9. Failure to Make Balance Payment

If the Traveller fails to complete payment within the communicated timeline:

The Agency may:

● Cancel the booking;

● Release reserved services;

● Apply applicable cancellation charges;

● Forfeit the booking amount;

● Recover any non-refundable supplier payments.

10. Price Validity

10.1 Quotations provided by the Agency shall remain valid only for the period mentioned in

the quotation.

10.2 Prices are subject to change until booking confirmation and receipt of required

payment.

10.3 Availability and pricing may change due to supplier updates, currency fluctuations,

taxes, or operational changes.

11. Invoice & Tax

11.1 Applicable invoices shall be issued as per applicable taxation laws.

11.2 GST details shall be reflected based on the legal entity under which the service is

provided.

11.3 The Traveller shall provide accurate billing information wherever required.

12. Special Supplier Payment

Requirements

For certain services such as:

● International flights

● Luxury hotels

● Peak season bookings

● Visa services

● Special events

the Agency may require higher advance payment due to supplier terms.

Such requirements shall be communicated before booking confirmation.

13. Acceptance

By making any payment towards a booking, the Traveller confirms that they have:

● Read the applicable policies;

● Understood payment obligations;

● Accepted the Booking & Payment Policy;

● Agreed to comply with the terms of the booking.

Part 2 – Payment Schedule, Due Dates & Default

5. Payment Schedule

5.1 Community Trips

For Community Trips, the payment schedule shall generally be as follows:

Booking Confirmation

At the time of booking:

30% of the total trip cost per traveller

or

the minimum advance amount specified for the particular trip, whichever is higher.

Balance Payment

The remaining balance amount must be paid on or before the due date communicated by

the Agency.

Unless specifically mentioned otherwise:

Final payment must be completed at least 7 days before the departure date.

5.2 Customized Tours

Customized Tours shall follow a payment schedule based on the requirements of the specific

itinerary.

The payment structure may include:

Stage 1 – Booking Confirmation

Advance payment required to initiate bookings with suppliers.

Stage 2 – Intermediate Payments

Payments required as per:

● Hotel payment deadlines

● Flight ticketing timelines

● Visa processing requirements

● Transport booking conditions

● Activity reservation requirements

Stage 3 – Final Payment

Remaining balance payment before departure as communicated in the quotation.

6. Payment Due Date

6.1 The Traveller shall complete all payments within the timelines communicated by the

Agency.

6.2 Payment due dates may vary depending on:

● Destination

● Travel season

● Supplier deadlines

● Package type

● Booking date

● Special conditions

6.3 The Agency may provide reminders for pending payments; however, the responsibility to

complete payment within the due date remains solely with the Traveller.

7. Late Payment / Payment Default

7.1 If the Traveller fails to make payment within the specified timeline, the Agency reserves

the right to:

● Suspend further booking arrangements;

● Cancel pending reservations;

● Release hotel, transport, or activity blocks;

● Apply applicable cancellation charges;

● Forfeit amounts paid where permitted under the Cancellation Policy.

7.2 Any additional cost arising due to delayed payment, including increased airfare, hotel

rates, supplier penalties, or currency fluctuations, shall be payable by the Traveller.

8. Payment Reminder & Grace Period

8.1 The Agency may provide reminders for pending payments as a customer service

practice.

8.2 Any reminder or extension provided by the Agency shall not create an obligation to

provide additional time in future cases.

8.3 Any payment extension shall be granted solely at the discretion of the Agency and may

depend upon supplier payment deadlines.

9. Payment After Booking Confirmation

9.1 Once a booking is confirmed, supplier commitments may already have been made by

the Agency.

9.2 Therefore, failure to complete balance payment may result in cancellation charges

according to:

● Supplier policies;

● Applicable cancellation timeline;

● Non-refundable commitments already made.

10. Refund of Excess Payment

10.1 If a Traveller makes any payment exceeding the confirmed booking amount due to an

error or duplicate transaction, the Agency shall review and process the eligible refund after

verification.

10.2 Any applicable:

● Bank charges

● Payment gateway charges

● Transaction fees

● Currency conversion charges

may be deducted before processing the refund.

10.3 Refunds shall only be processed to the original payment source wherever practically

possible.

11. Failed Payment Transactions

11.1 In case of failed, pending, or reversed payment transactions, the Traveller shall

immediately inform the Agency along with relevant transaction details.

11.2 A booking shall not be considered confirmed unless the payment is successfully

received and verified by the Agency.

11.3 The Agency shall not be responsible for delays caused by:

● Banks

● Payment gateways

● Card networks

● UPI service providers

● Technical failures beyond its control

12. Chargeback & Payment Disputes

12.1 A Traveller shall first contact the Agency for resolution of any payment-related concern

before initiating a payment dispute or chargeback request.

12.2 Unauthorised chargebacks or payment reversals initiated without communication may

result in:

● Suspension of services;

● Recovery of outstanding amounts;

● Cancellation of bookings;

● Applicable legal remedies.

12.3 The Agency shall cooperate in resolving genuine payment disputes through appropriate

channels.

13. Invoice & GST

13.1 The Agency shall issue invoices as per applicable taxation laws.

13.2 The invoice shall be issued under the legal entity:

SQUAREBOX

GSTIN:

07FPOPS9052G1Z7

13.3 The Traveller shall provide correct billing details required for invoice generation.

13.4 Any request for invoice correction after issuance shall be subject to applicable

accounting and taxation rules.

14. Discounts & Promotional Offers

14.1 The Agency may offer discounts, promotional prices, early bird offers, referral benefits,

or special campaigns from time to time.

14.2 Promotional offers:

● May have limited validity;

● May be subject to availability;

● May not be combined with other offers unless specified;

● May have separate payment and cancellation conditions.

14.3 The Agency reserves the right to modify or withdraw promotional offers before booking

confirmation.

14.4 Once a booking is confirmed under a valid promotional offer, the applicable agreed

price shall remain subject to the booking terms.

15. Referral Benefits & Credits

15.1 If the Agency provides referral benefits, travel credits, loyalty benefits, or promotional

credits, such benefits shall be governed by the specific terms communicated at the time of

issuance.

15.2 Such credits:

● Cannot be exchanged for cash;

● May have an expiry date;

● May be non-transferable;

● Cannot be used with certain promotional offers unless permitted.

16. Travel Credit / Voucher Usage

16.1 Travel Credits issued by the Agency may be adjusted against eligible future bookings.

16.2 The terms of usage shall include:

● Validity period;

● Applicable travel dates;

● Minimum booking value (if applicable);

● Eligible packages;

● Transferability conditions.

16.3 Expired or unused Travel Credits shall not be automatically extended unless approved

by the Agency.

17. Third-Party Payment Obligations

17.1 In certain cases, the Agency may need to make advance payments to third-party

suppliers before receiving complete payment from the Traveller.

17.2 The Traveller agrees that once such supplier commitments are made, cancellation and

refund eligibility shall be governed by applicable supplier policies and the Agency's

Cancellation Policy.

17.3 The Agency shall communicate any special payment requirements before accepting

such bookings.

18. Payment Records

18.1 The Traveller should maintain payment receipts, invoices, booking confirmations, and

communication records until completion of the trip.

18.2 The Agency's payment records and official booking records shall be considered the

primary reference for accounting and booking verification purposes.

19. Group Bookings

19.1 Group bookings may include Community Trips, corporate groups, family groups,

school/college groups, or any booking involving multiple travellers.

19.2 For group bookings, the Agency may specify:

● Different advance payment requirements;

● Different payment schedules;

● Group-specific terms;

● Minimum participant requirements.

19.3 The person making the group booking shall be responsible for ensuring that all

members of the group are informed about:

● Package details;

● Payment schedule;

● Cancellation policy;

● Travel requirements;

● Applicable terms and conditions.

19.4 The Agency shall not be responsible for disputes between members of a privately

organised group.

20. Corporate / Institutional Bookings

20.1 Corporate, institutional, educational, or bulk bookings may have separate commercial

terms.

20.2 Such bookings may require:

● Written agreements;

● Purchase orders;

● Advance payment commitments;

● Custom payment schedules.

20.3 In case of conflict between these terms and a separately signed agreement, the signed

agreement shall prevail.

21. International Travel Payments

21.1 International travel packages may involve payments linked to:

● Foreign currency rates;

● International suppliers;

● Visa providers;

● Airlines;

● Overseas partners.

21.2 Any increase arising due to:

● Currency exchange fluctuation;

● Airline fare changes;

● Foreign supplier price changes;

● Government fees;

● Visa charges;

before final payment completion may be payable by the Traveller.

21.3 The Agency shall communicate such changes wherever reasonably possible.

22. Currency Exchange Variation

22.1 For international packages quoted in INR based on foreign currency costs, the final

payable amount may vary depending upon applicable exchange rates.

22.2 Once full payment has been received and supplier commitments are completed, the

Agency shall not be responsible for exchange rate fluctuations unless specifically agreed

otherwise.

23. Special Booking Conditions

23.1 Certain bookings may have additional payment conditions due to:

● Peak season travel;

● Limited availability;

● Premium hotels;

● Flight-inclusive packages;

● Special events;

● Adventure activities;

● Visa-linked travel.

23.2 Such conditions shall be communicated to the Traveller before booking confirmation.

23.3 By confirming such bookings, the Traveller agrees to the applicable special conditions.

24. Package-Specific Payment Terms

24.1 The Agency may issue separate payment terms for specific packages.

24.2 In case of conflict between this general Booking & Payment Policy and

package-specific payment terms, the package-specific terms shall prevail.

24.3 Package-specific terms shall be considered accepted once the Traveller confirms the

booking.

25. Policy Updates

25.1 The Agency reserves the right to update this Booking & Payment Policy from time to

time.

25.2 Updated versions shall apply to future bookings from the effective date mentioned.

25.3 Existing confirmed bookings shall generally continue to be governed by the policy

applicable at the time of confirmation unless otherwise required by law.

26. Acceptance of Booking & Payment

Policy

By making any payment towards a booking, the Traveller confirms that:

● They have read and understood this Booking & Payment Policy;

● They accept the payment obligations mentioned herein;

● They agree to comply with applicable payment timelines;

● They acknowledge that cancellation and refund eligibility shall be governed by the

applicable Cancellation & Refund Policy.