Customized Tour Policy
1. Purpose
Vibe ON Travel provides personalized travel planning services through customized
tours, designed according to each traveller’s specific requirements and preferences.
Customized tours can be tailored to include destinations, travel dates,
accommodation, transportation, activities, budget, and unique experiences based on
the traveller’s preferences.
The purpose of this policy is to clearly define the process of customized travel
planning, payment terms, modification procedures, and the respective
responsibilities of Vibe ON Travel and the traveller.
2. Applicability
This policy applies to all customized travel services including:
● Couple/Honeymoon Trips;
● Family Tours;
● Private Group Tours;
● Corporate Travel;
● International Customized Packages;
● Luxury Travel Experiences;
● Special Interest Trips.
3. Nature of Customized Tours
3.1 Customized tours are individually planned travel solutions designed to meet each
traveller’s specific requirements and preferences. They differ from standard group
tour packages by offering greater flexibility and personalization in terms of
destinations, travel dates, accommodation, transportation, activities, and overall
travel experiences.
3.2 The Traveller understands that customized itineraries require:
● Destination research;
● Supplier coordination;
● Availability checks;
● Personalised planning;
● Multiple revisions.
3.3 Final services shall depend upon actual availability and confirmation from suppliers.
4. Travel Consultation & Planning
4.1 The Agency may provide travel consultation and itinerary planning assistance based on
Traveller requirements.
4.2 The Agency may consider:
● Travel dates;
● Budget;
● Number of travellers;
● Preferences;
● Accommodation expectations;
● Activity choices;
● Special requirements.
4.3 Initial discussion or quotation does not guarantee availability until booking confirmation.
5. Customized Itinerary Preparation
5.1 The Agency shall prepare itinerary options based on information provided by the
Traveller.
5.2 The Traveller shall review and verify:
● Travel dates;
● Destination;
● Inclusions;
● Exclusions;
● Hotel category;
● Activities;
● Transportation;
● Pricing.
5.3 Once approved, changes requested later may result in:
● Additional charges;
● Supplier amendment fees;
● Re-planning charges;
● Price variation.
6. Booking Confirmation & Advance
Payment
6.1 Customized Tours shall be confirmed only after:
● Acceptance of quotation;
● Approval of itinerary;
● Receipt of required advance payment;
● Availability confirmation.
6.2 The advance payment requirement may vary depending upon:
● Destination;
● Supplier requirements;
● Flights;
● Hotels;
● Visa processing;
● Travel season.
6.3 The applicable advance amount shall be communicated before booking confirmation.
7. Customized Tour Service Fee
7.1 For complex customized planning, the Agency may charge a separate planning/service
fee.
7.2 Such fee may apply for:
● Detailed itinerary designing;
● Multiple itinerary revisions;
● Destination research;
● Special arrangements.
7.3 The service fee shall be communicated before proceeding.
7.4 Unless specifically mentioned otherwise, service fees shall be non-refundable once the
planning service has commenced.
8. Itinerary Changes Requested by
Traveller
8.1 After itinerary approval, any changes requested by the Traveller shall be subject to:
● Availability;
● Supplier approval;
● Additional costs;
● Operational feasibility.
8.2 Changes may include:
● Destination change;
● Date change;
● Hotel change;
● Activity addition/removal;
● Transport modification.
8.3 Any additional cost due to changes shall be borne by the Traveller.
9. Supplier Availability & Price Changes
9.1 Customized packages depend on availability from third-party suppliers.
9.2 Prices may change before final booking confirmation due to:
● Hotel availability;
● Flight fare changes;
● Currency fluctuations;
● Supplier tariff changes;
● Government taxes.
9.3 The Agency shall not be responsible for price increases imposed by suppliers before
confirmation.
10. Customized Tour Cancellation
10.1 Cancellation of customized tours shall be governed by:
● This Customized Tour Policy;
● Customized quotation terms;
● Supplier cancellation policies;
● VOT-LGL-003 Cancellation & Refund Policy.
10.2 Since customized tours involve personalised arrangements, cancellation charges may
be higher due to:
● Advance supplier payments;
● Non-refundable bookings;
● Special arrangements;
● Limited availability services.
11. Non-Transferability
11.1 Customized bookings are generally created specifically for the Traveller and are not
transferable.
11.2 Any request for traveller replacement shall be subject to:
● Supplier approval;
● Documentation requirements;
● Applicable charges.
12. Visa Assistance
12.1 Where visa assistance is provided, the Agency may assist with:
● Documentation guidance;
● Application coordination;
● Appointment support.
12.2 Visa approval remains solely under the authority of the concerned embassy or
government authority.
12.3 Visa rejection shall not automatically make the Traveller eligible for a refund.
13. Flights & Transportation
13.1 Flight bookings, train bookings, transfers, and transportation services are subject to
respective supplier policies.
13.2 Any changes, cancellations, delays, or penalties shall be governed by the applicable
supplier terms.
14. Traveller Responsibilities
The Traveller shall be responsible for:
● Providing accurate information;
● Reviewing itinerary details;
● Providing required documents;
● Completing payments on time;
● Carrying valid travel documents.
15. Acceptance
By approving a customized quotation and making payment, the Traveller confirms that:
● They have reviewed the itinerary;
● They understand inclusions and exclusions;
● They accept applicable payment and cancellation terms;
● They authorize the Agency to proceed with bookings.
TRAVEL INSURANCE & RISK
DISCLOSURE POLICY
Version: Draft v1.0
Brand: Vibe ON Travel
Legal Entity: SQUAREBOX
1. Purpose
Travel involves certain risks that may arise due to health conditions, weather, transportation
issues, accidents, personal circumstances, or unforeseen events.
This policy explains the importance of travel insurance, traveller responsibilities, and
risk-related disclosures applicable to travel services arranged by Vibe ON Travel.
2. Applicability
This policy applies to:
● Community Trips;
● Customized Tours;
● Domestic Travel;
● International Travel;
● Adventure Activities;
● Group Travel Experiences;
● Other travel services arranged by the Agency.
3. Travel Insurance Recommendation
3.1 Vibe ON Travel strongly recommends that all travellers obtain suitable travel insurance
before commencing travel.
3.2 Travel insurance may provide coverage for situations including:
● Medical emergencies;
● Hospitalisation;
● Accidental injury;
● Trip cancellation;
● Trip interruption;
● Baggage loss;
● Flight delays;
● Personal emergencies.
3.3 The Traveller is responsible for selecting insurance coverage according to their individual
requirements.
4. International Travel Insurance
4.1 For certain international destinations, travel insurance may be mandatory as per visa or
destination requirements.
4.2 The Traveller shall ensure that required insurance coverage is obtained before travel.
4.3 The Agency shall not be responsible for visa rejection, travel restrictions, or financial
losses arising due to failure to obtain required insurance.
5. Medical Disclosure
5.1 The Traveller should inform the Agency about any important medical condition that may
affect participation in the trip.
This may include:
● Serious medical conditions;
● Allergies;
● Mobility limitations;
● Dietary restrictions;
● Any condition requiring special assistance.
5.2 Failure to disclose relevant information may affect the Agency's ability to provide
appropriate assistance.
5.3 The Agency shall not be responsible for complications arising from undisclosed medical
conditions.
6. Medical Emergencies During Travel
6.1 In case of medical emergencies, the Agency and its representatives shall make
reasonable efforts to assist the Traveller.
6.2 Assistance may include:
● Coordinating with local support;
● Helping arrange medical facilities;
● Contacting emergency services;
● Communicating with family members where required.
6.3 All medical expenses, hospital charges, treatment costs, medicines, and related
expenses shall be borne by the Traveller unless covered by insurance.
7. Adventure Activity Risk Disclosure
7.1 Certain trips may include activities involving physical or environmental risks.
Examples may include:
● Trekking;
● Camping;
● River activities;
● Snow activities;
● Water sports;
● Outdoor experiences.
7.2 Participation in such activities is voluntary.
7.3 The Traveller agrees to:
● Follow safety instructions;
● Use safety equipment;
● Follow instructor guidance;
● Avoid reckless behaviour.
7.4 The Agency shall not be responsible for risks arising from:
● Ignoring safety instructions;
● Personal negligence;
● Failure to disclose medical conditions;
● Voluntary actions beyond recommended guidelines.
8. Weather & Natural Conditions
8.1 Travel experiences may be affected by natural and weather conditions including:
● Heavy rainfall;
● Snowfall;
● Extreme temperatures;
● Road conditions;
● Natural disasters.
8.2 The Agency may modify:
● Routes;
● Activities;
● Timings;
● Itinerary sequence;
where necessary for safety or operational reasons.
8.3 Such changes shall not automatically create a right to refund.
9. Personal Belongings & Valuables
9.1 Travellers are responsible for their personal belongings during the trip.
9.2 The Agency recommends that travellers:
● Avoid carrying unnecessary valuables;
● Keep documents secure;
● Maintain copies of important documents.
9.3 The Agency shall not be responsible for loss, theft, or damage of personal belongings
except where required by applicable law.
10. Traveller Fitness & Participation
10.1 The Traveller confirms that they are physically and mentally capable of participating in
the selected trip.
10.2 Certain destinations or activities may require specific fitness levels.
10.3 The Agency may advise against participation in specific activities where safety
concerns exist.
11. Emergency Contact Information
11.1 Travellers should provide accurate emergency contact details before departure where
requested.
11.2 Emergency information may be shared only when required for:
● Safety;
● Medical assistance;
● Emergency coordination.
12. Acceptance of Risk
By booking and participating in a trip organised by Vibe ON Travel, the Traveller
acknowledges that:
● Travel involves certain unavoidable risks;
● They are responsible for their personal safety decisions;
● They shall follow reasonable safety instructions;
● They understand the importance of appropriate insurance coverage.
TRAVEL INSURANCE & RISK
DISCLOSURE POLICY
Version: Draft v1.0
Brand: Vibe ON Travel
Legal Entity: SQUAREBOX
1. Purpose
Travel involves certain risks that may arise due to health conditions, weather, transportation
issues, accidents, personal circumstances, or unforeseen events.
This policy explains the importance of travel insurance, traveller responsibilities, and
risk-related disclosures applicable to travel services arranged by Vibe ON Travel.
2. Applicability
This policy applies to:
● Community Trips;
● Customized Tours;
● Domestic Travel;
● International Travel;
● Adventure Activities;
● Group Travel Experiences;
● Other travel services arranged by the Agency.
3. Travel Insurance Recommendation
3.1 Vibe ON Travel strongly recommends that all travellers obtain suitable travel insurance
before commencing travel.
3.2 Travel insurance may provide coverage for situations including:
● Medical emergencies;
● Hospitalisation;
● Accidental injury;
● Trip cancellation;
● Trip interruption;
● Baggage loss;
● Flight delays;
● Personal emergencies.
3.3 The Traveller is responsible for selecting insurance coverage according to their individual
requirements.
4. International Travel Insurance
4.1 For certain international destinations, travel insurance may be mandatory as per visa or
destination requirements.
4.2 The Traveller shall ensure that required insurance coverage is obtained before travel.
4.3 The Agency shall not be responsible for visa rejection, travel restrictions, or financial
losses arising due to failure to obtain required insurance.
5. Medical Disclosure
5.1 The Traveller should inform the Agency about any important medical condition that may
affect participation in the trip.
This may include:
● Serious medical conditions;
● Allergies;
● Mobility limitations;
● Dietary restrictions;
● Any condition requiring special assistance.
5.2 Failure to disclose relevant information may affect the Agency's ability to provide
appropriate assistance.
5.3 The Agency shall not be responsible for complications arising from undisclosed medical
conditions.
6. Medical Emergencies During Travel
6.1 In case of medical emergencies, the Agency and its representatives shall make
reasonable efforts to assist the Traveller.
6.2 Assistance may include:
● Coordinating with local support;
● Helping arrange medical facilities;
● Contacting emergency services;
● Communicating with family members where required.
6.3 All medical expenses, hospital charges, treatment costs, medicines, and related
expenses shall be borne by the Traveller unless covered by insurance.
7. Adventure Activity Risk Disclosure
7.1 Certain trips may include activities involving physical or environmental risks.
Examples may include:
● Trekking;
● Camping;
● River activities;
● Snow activities;
● Water sports;
● Outdoor experiences.
7.2 Participation in such activities is voluntary.
7.3 The Traveller agrees to:
● Follow safety instructions;
● Use safety equipment;
● Follow instructor guidance;
● Avoid reckless behaviour.
7.4 The Agency shall not be responsible for risks arising from:
● Ignoring safety instructions;
● Personal negligence;
● Failure to disclose medical conditions;
● Voluntary actions beyond recommended guidelines.
8. Weather & Natural Conditions
8.1 Travel experiences may be affected by natural and weather conditions including:
● Heavy rainfall;
● Snowfall;
● Extreme temperatures;
● Road conditions;
● Natural disasters.
8.2 The Agency may modify:
● Routes;
● Activities;
● Timings;
● Itinerary sequence;
where necessary for safety or operational reasons.
8.3 Such changes shall not automatically create a right to refund.
9. Personal Belongings & Valuables
9.1 Travellers are responsible for their personal belongings during the trip.
9.2 The Agency recommends that travellers:
● Avoid carrying unnecessary valuables;
● Keep documents secure;
● Maintain copies of important documents.
9.3 The Agency shall not be responsible for loss, theft, or damage of personal belongings
except where required by applicable law.
10. Traveller Fitness & Participation
10.1 The Traveller confirms that they are physically and mentally capable of participating in
the selected trip.
10.2 Certain destinations or activities may require specific fitness levels.
10.3 The Agency may advise against participation in specific activities where safety
concerns exist.
11. Emergency Contact Information
11.1 Travellers should provide accurate emergency contact details before departure where
requested.
11.2 Emergency information may be shared only when required for:
● Safety;
● Medical assistance;
● Emergency coordination.
12. Acceptance of Risk
By booking and participating in a trip organised by Vibe ON Travel, the Traveller
acknowledges that:
● Travel involves certain unavoidable risks;
● They are responsible for their personal safety decisions;
● They shall follow reasonable safety instructions;
● They understand the importance of appropriate insurance coverage.
TOUR LEADER & FREELANCER
AGREEMENT FRAMEWORK
Version: Draft v1.0
Brand: Vibe ON Travel
Legal Entity: SQUAREBOX
1. Purpose
Vibe ON Travel may collaborate with Tour Leaders, Trip Coordinators, Freelancers,
and Field Representatives to ensure the smooth planning and execution of
community trips, group departures, and travel experiences.
The purpose of this framework is to clearly define the roles and responsibilities,
standards of conduct, confidentiality requirements, and operational expectations
applicable to individuals working with Vibe ON Travel.
2. Applicability
This framework applies to:
● Tour Leaders;
● Trip Coordinators;
● Freelance Travel Hosts;
● Local Coordinators;
● Destination Representatives;
● Temporary Travel Support Staff.
3. Nature of Relationship
3.1 Tour Leaders/Freelancers shall work as independent service providers unless a separate
employment agreement is executed.
3.2 This agreement does not automatically create:
● Employer-employee relationship;
● Partnership;
● Joint venture;
● Agency relationship.
3.3 The nature of engagement shall depend upon the specific written agreement between
the parties.
4. Tour Leader Responsibilities
The Tour Leader shall be responsible for:
4.1 Trip Coordination
● Managing group coordination;
● Communicating schedules;
● Assisting travellers;
● Coordinating with vendors;
● Supporting smooth execution.
4.2 Traveller Experience
The Tour Leader should:
● Maintain a positive group environment;
● Encourage cooperation;
● Address basic concerns;
● Escalate serious issues to the Agency.
4.3 Safety Responsibility
The Tour Leader shall:
● Communicate safety instructions;
● Encourage responsible behaviour;
● Follow operational guidelines;
● Report emergencies promptly.
The Tour Leader is not responsible for risks arising from traveller negligence or independent
actions.
5. Code of Conduct
Tour Leaders/Freelancers must maintain:
● Professional behaviour;
● Respectful communication;
● Ethical conduct;
● Customer-focused approach.
The following are prohibited:
● Harassment;
● Discrimination;
● Misuse of customer information;
● Financial misconduct;
● Unauthorised commitments to customers.
6. Customer Communication Rules
6.1 Tour Leaders shall communicate with customers only for approved trip-related purposes.
6.2 Tour Leaders shall not:
● Promise refunds;
● Change package inclusions;
● Offer discounts;
● Modify itinerary;
without prior approval from Vibe ON Travel.
7. Financial Handling
7.1 Tour Leaders shall not collect customer payments personally unless specifically
authorised.
7.2 Any approved expense handling shall require:
● Proper records;
● Bills/receipts;
● Expense reporting.
7.3 Misuse of customer funds may result in termination and legal action.
8. Confidentiality
Tour Leaders/Freelancers shall maintain confidentiality regarding:
● Customer information;
● Pricing;
● Supplier rates;
● Business strategies;
● Internal processes.
Confidential information shall not be shared with third parties without permission.
9. Customer Data Protection
9.1 Customer data received during trips shall only be used for authorised travel operations.
9.2 Tour Leaders shall not:
● Save unnecessary personal data;
● Share customer details;
● Use customer contacts for personal marketing.
10. Social Media Guidelines
10.1 Tour Leaders may share trip content for community building and promotion where
permitted.
10.2 Content should maintain:
● Brand image;
● Customer privacy;
● Professional standards.
10.3 Posting customer photos/videos should follow applicable consent requirements.
11. Emergency Handling
During emergencies, Tour Leaders should:
● Prioritise traveller safety;
● Contact required support;
● Inform the Agency immediately;
● Follow emergency instructions.
The Agency shall provide reasonable operational support.
12. Payments & Compensation
12.1 Compensation structure shall be mutually agreed before assignment.
It may include:
● Fixed trip fee;
● Per-day charges;
● Performance incentives;
● Expense reimbursement.
12.2 Payment shall be processed after completion of agreed responsibilities and submission
of required details.
13. Expenses
Approved expenses may include:
● Local transport;
● Communication expenses;
● Operational requirements.
Expenses must be:
● Pre-approved where required;
● Supported by valid records.
14. Termination of Assignment
Vibe ON Travel may discontinue engagement due to:
● Misconduct;
● Customer complaints;
● Safety negligence;
● Breach of confidentiality;
● Financial irregularities;
● Damage to brand reputation.
15. Intellectual Property
All trip-related materials created specifically for Vibe ON Travel including:
● Itineraries;
● Customer communication formats;
● Operational documents;
● Brand content;
shall remain the property of Vibe ON Travel unless otherwise agreed.
16. Acceptance
By accepting a Tour Leader/Freelancer assignment, the individual confirms that:
● They understand their responsibilities;
● They will maintain professional standards;
● They will protect customer information;
● They will represent Vibe ON Travel responsibly.
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