Booking Terms and Conditions
(Valid from 1st January, 2018 to 31st December, 2018)

Once you have decided on the tour, please carefully read the following terms & conditions (Terms & Conditions), as these form the basis of your relationship with The Ultimate Travelling Camp Private Limited (‘TUTC, ‘ Company’, ‘we’, ‘our’ or ‘us’). Except where otherwise stated, these booking conditions only apply to tour arrangements which you book with us and which we agree to make, provide or perform (as applicable) as part of our contract with you . All references in these booking conditions to ‘tour’, ‘booking’, ‘contract’, ‘package’, ‘tour’ or ‘arrangements’ mean such tour arrangements unless otherwise stated. In these booking conditions ‘Client’ ‘you’ and ‘your’ means all persons named on the booking or any of them as applicable (including anyone who is added or substituted at a later date). Singular shall include the plural. Male shall include the female.

Brochure and / or the Website

www.kohimacamp.com or www.kohimacampnagaland.com)
You may also visit www.theultimatetravellingcamp.com and then choose the link to Kohima Camp).
Our Website / Brochure (online brochure / itineraries, printed brochure, leaflet, booklet, price grid etc.) describes the available services as of this date as accurately as possible. We reserve the absolute right to alter, amend, change or modify the tour package. This may be necessitated due to factors beyond our control such as ‘Force Majeure’ events, strikes, weather conditions, closure of / restricted entry at a place of sightseeing, etc. Where we may know of these sufficiently in advance, we will notify you to the extent possible or known.

We do not warrant or guarantee the accuracy or completeness of the information provided on our website. Under no circumstances will TUTC be liable for any loss or direct, indirect, incidental, special or consequential damages caused by reliance on this information. The information on this website may be changed or updated without notice. TUTC may also make improvements and / or changes in the products, services and / or programs described on this site at any time without notice.

Registration

Booking Directly

You have read and understood the Website, Tour Brochure / itinerary, and the ‘Terms & Conditions’ and accordingly signed the Booking Form and the Terms & Conditions which will be binding on the parties and shall constitute a contract between the parties and shall define the mutual rights, duties and liabilities of the parties, upon your signing the same and making payment towards the prescribed booking amount.

You may book directly or through your agent. All bookings are subject to our booking Terms & Conditions. The person who makes the booking must confirm acceptance of our booking Terms & Conditions on behalf of all persons named on the booking assuming total responsibility. We will communicate by email in relation to your booking (including sending you documents such as your confirmation invoice) directly with you, if you have booked directly with us or via your agent if you have booked through your agent. You must accordingly check your emails on a regular basis and should print and retain hard copies of all confirmation documents, e-tickets, invoices, vouchers and other important communications. You may contact us by email for any of the reasons mentioned in these booking conditions (for example, to request an amendment). All emails should be sent to reservations@tutc.com.

Booking by One of the Co-Travellers

In case of one or more but not all Clients signing the ‘Booking Form’, it shall be deemed that everyone has duly authorized the concerned lead Client to sign on their behalf, assuming total responsibility.

Booking through Travel Agent

In cases where the travel agent through whom you have booked the tour, signs the Booking Form for and on behalf of the persons named in the Booking Form, it shall be deemed and construed that all the persons named in the Booking Form have duly authorized the said travel agent assuming total responsibility to sign on their behalf. The signing of the Booking Form by you and / or by your travel agent shall mean acceptance in totality of the Terms & Conditions contained herein by you and all of the Clients mentioned in the Booking Form.

Any travel agent through whom you make a booking will relay information from you to us and vice versa. TUTC is neither liable / responsible for any failure by your travel agent to do this properly or in good time, nor for any advice given to you by your travel agent that did not originate from TUTC.

The Company reserves the right to decline to register any person as Client for any tour or to cancel their registration without assigning any reason.

How to Book

• Step 1: Please visit the website www.kohimacamp.com or www.kohimacampnagaland.com or visit www.theultimatetravellingcamp.com and select the link to “Kohima Camp, Nagaland”
• Step 2: Read the tour packages, itineraries, pre tours, post tours, extension programs, inclusions, exclusions, terms and conditions and user agreement carefully before filling up the request call back form available on the website.

Payment

Please refer to our websites listed above for the price grid.

Payment Conditions

For bookings made up to maximum of 4 tents

Payment Schedule

For bookings made for 05 or more tents.

Payment Schedule

If this is not done, then the request will not be actioned and the booking will be treated as cancelled and relevant cancellation charges shall be applied following deduction for booked services. For cancellation charges please refer to the cancellation policy.

On completion of the booking and payment formalities, a confirmation voucher with the itinerary will be emailed to you if you have booked directly or to your travel agent, if the booking is through your travel agent. It is your / travel agent’s responsibility to check the confirmation voucher and any other related documents carefully and let us know immediately in the event of any error or inaccuracy as it may not be possible to make changes later. The final documentation containing the itinerary and the briefing sheet will be emailed to you or your agent 2 weeks prior to your arrival.

Please further note that:

• On payment you will receive an acknowledgement for the amount paid.
• You will have to pay all bank charges.
• The prevailing rate of exchange on the date of the transaction would be applicable.
• The Company reserves the right to decline your booking /s for any tour or to cancel your booking without assigning any reason.
• Where we act only as agent for a third party supplier, we will have no liability / responsibility for any errors in any documentation except where those errors were made by ourselves.
• Travel arrangements are not confirmed until stated so in writing by the Company.

Payment Modes

1. Swift Transfer
   • You can make a Swift Transfer to the following account of ‘Ultimate Travelling Camp’:
   • Benefeciary : The Ultimate Travelling Camp Pvt. Ltd
   • Account No. : 913020006169814
   • Bank : Axis Bank Ltd.
   • Branch : Nariman Point
   • Branch Address : Ground Floor, Atlanta, Nariman Point, Mumbai – 400021
   • Swift CODE : AXISINBB173
   • IFSC CODE : UTIB0000173

   The booking will be confirmed only post receipt of all the payments

Special Requests / Medical Problems / Disabilities

Where special requests for room, diet considerations etc are required, TUTC must be made aware of these in writing at the time of booking. While every effort will be made to pass your requests onto the service providers concerned, we cannot guarantee they will be met.

Confirmation that a special request has been noted or passed on to the service providers or the inclusion of the special request on your confirmation invoice or any other documentation is not a confirmation that the request will be met and that all special requests are subject to availability.

If you have any medical condition / disability that may affect your ability to enjoy and participate fully in your arrangements, please provide us with full details before booking so that we can advise as to the suitability of the chosen arrangements and / or assist you with making your booking. You must also advise us in writing if any such disability or condition develops after your booking has been confirmed.

TUTC reserves the right, where appropriate, to ask you to provide written certification of your medical fitness prior to departure. It is your responsibility to ensure that you obtain all necessary inoculations, take all necessary medication and follow all medical advice etc. in relation to your tour.

Cancellation

Any changes requested to your confirmed bookings must be made in writing to reservations@tutc.com as soon as possible. The requested changes, be it name change or date change will be treated as a fresh booking where confirmation will be subject to availability. Please note all bookings confirmed are non-transferable and will invite a cancellation charge as applicable.

For bookings made up to maximum of 4 tents

** We will allow a wash down (without charges) of up to 10% of the full inventory blocked, for cancellation between 120 - 91 days prior to the date of arrival at the camp.

For bookings made for 05 or more tents.

Should the tour booked be cancelled due to Force Majeure events, there will be no refund, as arrangements are made in advance. We recommend that you take personal insurance coverage to cover any such unforeseen loss.

Further, we cannot accept liability / responsibility or pay any compensation where the performance or prompt performance of our obligations under our agreement with you is prevented or affected by, or you otherwise suffer any damage or loss as a result of, ‘Force Majeure’.

Cancellation by You

Should you wish to cancel your booking, you must communicate the cancellation by e-mail to TUTC at reservations@tutc.com and attach a scanned copy signed by the person who signed the Booking Form and / or by your travel agent. Such notification will only be deemed to have been given on receipt of your email, since we can only act once we have received the same. The computation of the period of notice of cancellation shall commence only from the time the email with the attached signed copy reaches TUTC on working days within working hours. Cancellations received on Fridays for tour departures that weekend (Saturday, Sunday and Monday) will be treated as a day of departure cancellation. We cannot give any allowance or refund for meals, rooms, excursions, etc. not taken. No refund can be made on lost, mislaid or destroyed travel documents and / or vouchers.

A cancellation charge is applicable to compensate us for making the booking and the possibility that we will be unable to resell your place in the time available. The cancellation policy above will apply. However, please state the reason for cancellation as you may be covered by your insurance policy.

Alteration by You

Any alteration to the services by you would be treated as a cancellation of the original service and any new arrangements will be regarded as an entirely new booking and would be subject to cancellation charges as mentioned in the chart above.

If you wish to make any alterations to your booking (for example, change in arrival date) you must inform TUTC by email at reservations@tutc.com. The copy of the email should be signed by the client and / or by agent and the scanned copy with the signature should be sent to TUTC. In case the travel agent or any other person signs the Booking Form, it shall be conclusively presumed that the tour participants had given the necessary authority to such lead person / agent to sign the alteration request on their behalf assuming total responsibility and send the same to the company.

• It may not always be possible to make these requested changes and confirmation on the revised details will be subject to availability.
• A provisional reservation only becomes guaranteed once full payment has been received and a voucher has been issued by TUTC.
• Non-compliance with booking Terms & Conditions will automatically cancel a confirmed reservation without further notice.
• If after the commencement of your tour, you request any alteration to your arrangements or accommodation, TUTC and their agents will do their best to implement it, but we cannot guarantee that it will be possible. In the event of such an alteration being made, you will be liable for any cancellation / retention charges that may be levied for the previously booked service and for any costs incurred by TUTC and their agents in attempting to secure any revised arrangement.

Itinerary Changes

The right to vary, amend, alter or withdraw any particular itinerary or excursion rests entirely with the Company. Services however, will remain unchanged.

Alteration and Cancellation by the Company

The journeys are planned well in advance and changes may be unavoidable, may be due to circumstances amounting to “Force Majeure” or similar reasons beyond our control. TUTC reserves the right to cancel or alter any excursions and / or tours provided. TUTC may offer you alternative sightseeing excursions. If the accommodation becomes unavailable due to Force Majeure situations, TUTC will accommodate you in the best available hotel. TUTC would not be liable for any loss, costs, expenses, damages or for paying any compensation for such changes. TUTC cannot be held liable / responsible for any changes that may be caused due to Force Majeure situations. Please note that TUTC will not be liable to reimburse additional expenses undertaken by the Client in preparation for the tour. These include and are not limited to international tickets, used mileage awards and fees, cost of visas, immunizations, shots, etc. In case TUTC decides to make a refund for such changes, the same would be at the sole discretion of TUTC and will be without interest. There will be no refunds for any part of the stay or excursion that may be missed due to personal reasons. TUTC shall inform any changes that it may make to the services / itinerary to you / agent via its website listed earlier. You shall be deemed apprised of such changes.

Pricing and Surcharges

Tour Cost means the tour cost mentioned in the Price Grid / e brochures and other payments such as taxes, surcharges etc. payable by the Client to the Company.

The prices shown are based on known costs and exchange rates at the time of being published.

• Arrival and departure transfers by car from Dimapur airport.
• Accommodation in luxury suite tents
• All meals as mentioned in the itinerary, including tea, coffee and soft beverages
• Guided excursions as specified in the tour program
• Still camera fees (not professional) as applicable

• Prices do not include international or domestic airfare
• Any optional tour mentioned in the itinerary
• Gratuities to service staff including local guides and drivers
• Goods and services tax of 5% shall apply on the total billing for all bookings. Subject to change without prior notice.Taxes not mentioned in the package inclusions and Insurance.
• Expenses of a personal nature like telephone calls , laundry, alcoholic beverages, porterage at airports/ and railway stations
• Professional still and video camera fees
• Pre or post tour accommodation and any other tour extensions.

Tour prices are subject to variation if there are increases due to governmental actions, additional taxes and exchange rates etc. Thus, in case of unforeseen increase in national or local taxation or adverse fluctuation in currency exchange rates, affecting the cost structures of the booked stay, TUTC reserves the right to impose a surcharge or revise the tour cost.

In the event of any change in price of products of TUTC, after the booking and before the date of arrival, TUTC shall intimate such change in price, prior to the arrival of the Client, so as to enable TUTC to recover the difference in price from the Client.

Child Policy

1. Child (0 – 5 years) – No charges and the child shall share the same bed as parents.
2. Child (0 – 5 years) - Should a child under this age group require an extra bed, a supplementary charge of INR 6,000 /- per night shall apply and he/she shall be accommodated in the same tent as his/her parents.
3. Child (6 – 11 years) – Should a child under this age group require an extra bed, a supplementary charge of INR 11,000 /- per night shall apply and he/she shall be accommodated in the same tent as his/her parents.
4. Child (6 – 11 years) – Should a child under this age group do not require an extra bed, a supplementary charge of INR 5,000 /- per night shall apply and he/she shall be accommodated in the same tent as his/her parents.

Local Customs, Rules, Usages etc.

You will have to strictly follow and respect the local customs, rules, usages etc.

Smoking Policy

Smoking is not permitted in the tents. There will be an area designated for smoking on the campsite.

Travel Documents

All the documents will be electronic documents and would be transmitted through e-mail. All documents and vouchers will be emailed only upon receipt of full payments for services booked. The final documentation containing the itinerary and travel vouchers will be emailed to you upon receipt of full payment.

You must be in possession of a valid voucher; otherwise the stay will be refused. The voucher shall be valid only for the date and camp mentioned thereon and the voucher is non-transferable. Any unauthorized alterations or changes on the voucher shall render the voucher invalid.

It is the responsibility of the person who makes the booking to ensure that all members of the party are in possession of all necessary travel, insurance and health documents and have all necessary vaccination certificates (where applicable) before departure. All costs incurred in obtaining such documentation or vaccinations / certificates must be paid by you. We regret we cannot accept any liability / responsibility, if you are refused entry anywhere due to failure on your part to carry correct documentation or have the correct vaccinations / certificates. If failure to have any necessary travel or other documents results in fines, surcharges, expenses or other financial penalty being imposed on, or incurred by us, you will be responsible for reimbursing us accordingly. If you are refused a visa, we cannot accept any liability / responsibility. If you are unable to travel as a result, you will be liable / responsible to pay our normal cancellation charges as mentioned hereinabove. The person who makes the booking is also responsible for ensuring that every member of your party has adequate travel insurance.

Luggage

All luggage is at all times is your responsibility. It is advisable that you use the safe deposit box provided in your tent to keep your valuables, passports and cash. Carrying of illegal items such as firearms, weapons, explosives, fireworks, narcotic substances, wildlife or wildlife products, animal and livestock etc. is prohibited.

Acts of Commission / Omissions

You shall be solely liable / responsible for your acts of commission and omission. You shall be liable to keep TUTC indemnified in respect of injury (including death), loss or damage caused to TUTC’s property or employee or to any other person or such person’s property. Neither TUTC nor its servants, agents or employees shall be liable for any loss or damage to your luggage or effects.

Complaints and Problems

The relationship between TUTC and you shall be governed by the Terms & Conditions of booking which shall constitute a binding contract between TUTC and you and shall define the mutual rights, duties and liabilities of the parties.

If you are dissatisfied with any aspect of the stay, then this should be brought to the attention of the General Manager so that appropriate remedial action can be taken. Failing to do this, any right to compensation, which you may have, will be extinguished or reduced. In the unlikely event that the problem persists, please write to the TUTC Customer Service team either by email to feedback@tutc.com within 3 weeks of your return from the tour, providing us with the details of your booking reference and complaint. Any delay beyond the stipulated time may affect our ability to investigate the complaint and may impact the way that your complaint is dealt with.

Waiver and Indemnity

You hereby waive any claim you may have against TUTC, its servant, agents, employees or subcontractors (all of the aforementioned being collectively referred to as TUTC) for any injury and / or loss of any nature whatsoever (including without limiting the generality of the foregoing consequential loss) arising for any reason of any nature whatever directly or indirectly out of any aspect of the tour including, without limiting the generality of the foregoing, any form of transport used for the purpose of the tour. This waiver shall also be binding on your executors, heirs, trustees, dependents and agents /tour operators etc.

Further, you waive any claim against TUTC for any damage to, or loss of, property, or injury to, or death of, due to any act, or negligence of any airlines, surface transportation companies, sightseeing, adventure tours, optional tours, hotels or any person rendering any of the services or accommodations included. TUTC cannot be held liable / responsible for any claim, losses, damages for delay of luggage or other properties, inconvenience, loss of enjoyment, upset and disappointment, distress or frustrations, whether physical or mental, resulting from the act or omission of any party providing services.

You also agree that all the services and facilities provided to you are accepted voluntarily and with full knowledge that it may expose you to injury, danger or loss. You further agree that any statement, representation or information given to you by TUTC shall, unless given in writing, not prejudice this waiver in any manner whatsoever. You indemnify TUTC in respect of any claim that may be made by any third party against it arising out of any claim in respect of which you gave the aforementioned waiver.

You also assume the risks and understand that all travel has inherent risk that may result in injury or death and that participation in activities, including but not limited to, driving, hiking, walking, touring, visiting archeological sites, walking on uneven surfaces, riding on rough roads, rafting, boating, canoeing, riding in helicopters, on trains, in boats, swimming, surfing, horseback or camel riding, adventure tour, wildlife safaris and any other activities. The information contained in the TUTC website / brochure / emailer and other marketing collaterals has been compiled with all reasonable care, is accurate to the best of our knowledge and is given in good faith.

Refund

There will be no refund for unutilized services unless specified and for cancellation of arrangements made at the camps in the wildlife locations and for special festivals. All cancellation and amendment charges will be applicable as per principal’s policies on which TUTC has no control and you will be subject to the same.

Our Liability to You

We assure you that all arrangements for your tour will be made and provided with utmost skill and care. This means that we will accept responsibility if, for example, the contracted arrangements are not provided as promised or prove deficient as a result of the failure on our part, our employees or service provider to use reasonable skill and care in making and providing the arrangements. Further, we will be responsible for what our employees do or do not do if they were at the time acting within the course of their employment or carrying out work we had asked them to do.

• The act(s) and / or omission(s) of the person(s) affected or any member(s) of their party; or
• The act(s) and / or omission(s) of a third party not connected with the provision of your arrangements and which were unforeseeable or unavoidable; or
• Any service or facility not arranged by us as part of our contract; or
• ‘Force Majeure’ as defined above.

• Public liability insurance taken by TUTC.
• Any relevant international conventions or regulation which apply to the travel arrangements in question.
• TUTC’s liability for any injury, illness, death, loss, damage, expense, cost or other claim may be limited by relevant conditions as outlined in booking Terms & Conditions of TUTC.
• The tour cost.

• Any damage, loss, expense or other sum(s) of any description which, based on the information that was given to us at the time of booking, we could not have foreseen that you would suffer or incur if we breached our contract.
• Any business losses
• TUTC does not accept responsibility for any loss or damage suffered as a result of any event beyond its control or the control of any agent or the third party carrier / supplier.
• The Company will not be liable for indirect or consequential loss or damage howsoever arising.
• TUTC accepts no liability for the consequences of cancellation or delay, other than as specified elsewhere herein.
• Except as otherwise provided in the Terms & Conditions, all luggage and personal effects are at all times the responsibility of the Clients and TUTC takes no responsibility for the same.

Privacy of Information

We try to maintain the privacy of the personal information provided by you. However, it would be necessary for us to share this information with other service providers who would be providing you service during the tour. We would also be constrained to disclose such information if we receive an order of the court, a requisition from any government or statutory authority, subpoena, or under any law, rules or regulations, such disclosure becomes necessary. The Company reserves the right to publish photographs / letters / web pictures /videos / emails taken by you during the tour. We reserve the right without notice to make use of any photography / film taken on the tour by our staff for general publicity purposes without payment or permission. TUTC prompts all its users to register online so that TUTC can send you updates and information on travel destinations. You have read the TUTC Privacy Policy, the terms of which are incorporated herein, and agree that the terms of such policy are reasonable. You consent to the use of your personal information by TUTC, its associate and group companies and / or its third party providers and distributors in accordance with the terms of and for the purposes set forth in the TUTC Privacy Policy.

Conditions of Travel

You are responsible to register with the representative of the Company at the appointed date, place and time and you would be treated as a no-show if you fail to do so. Under no circumstances would any refund be given for any unutilized services. You shall not behave in a manner which may cause distress or annoyance to other co-travellers or which may create the risk of danger or damage to property of the Company, co-travellers or others. In this event, you may be asked to leave the tour immediately. The Company shall be under no liability / responsibility to any such person.

Communication

The communication transmitted to your mailing address / email address on record shall be deemed to have been communicated to you. All communication from you to the Company has to be in writing, not orally. Where a booking is made directly by you with the Company, communications will be sent to you at your mailing address or e-mail address given in the Booking Form. Where a booking is made through a travel agent, communications from the Company will be sent to your agent through whom such booking has been received on your behalf and the agent would be responsible for transmitting such communication to you. All monies paid to the travel agent shall not constitute payment to us unless deposited by your agent with the Company. In case of publication of any travel scheme offering any discount or benefit by the Company, it shall have the sole right to withdraw such a scheme or discount at any time unless a specific assurance to the contrary is published.

Insurance

We strongly recommend that you have adequate travel insurance cover from your country of domicile for injury, illness, medical emergencies, death, accident, and adventure tours and activities loss of effects or luggage and tour cancellation. Kindly refer to the cancellation policy stated in our Booking Terms & Conditions. TUTC cannot be held liable / responsible if you purchase inadequate / improper insurance cover.

You must provide TUTC with the name, address and telephone number of your insurer, your policy number and the 24-hour medical emergency telephone number. Any pre-existing medical conditions must be declared to your insurer and informed to us.

Force Majeure

In these booking conditions, ‘Force Majeure’ means any event which we / the supplier of the service(s) in question / the third party supplier could not, even with all due care, foresee or avoid. Such events may include whether actual or threatened war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, disease, fire etc. and all similar events outside the control of the party concerned.

Amendment & Interpretation

TUTC reserves its absolute rights to amend these Booking Terms & Conditions without assigning any reasons and without giving any prior notice.

As to the interpretation of the forgoing Booking Terms & Conditions, the decision of TUTC shall be final and binding upon you.

Dispute Resolution Law and Jurisdiction

Any dispute or differences between the parties shall be referred to arbitration to be conducted in accordance with provisions of The Arbitration and Conciliation Act, 1996 by a sole arbitrator to be appointed by TUTC. The seat of arbitration shall be at New Delhi, India. Arbitration proceedings shall be conducted in English language.

Your relationship (and any contract you may have) with TUTC or with any third party supplier or any disputes or other matters arising from it shall be interpreted as per Indian Laws and Courts in New Delhi, India alone would have exclusive jurisdiction.

By signing the Booking Form, you / your agent on your behalf are accepting these terms and conditions.

Your Suggestions

If you have any feedback or suggestions, which you might want to share with us, do email us at feedback@tutc.com.