Booking Conditions

Updated: Friday, 09 February 2018

  1.   The Contract.
    These terms and conditions shall form the sole contract between Azerbaijan Tourism LLC, hereinafter referred to as the “Company” and the clients named on the booking form signed by one of those named authorized to sign on behalf of the whole party, hereinafter referred to collectively as the “client” or “clients. By booking a trip with us, you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.
  2. Deposit requirement.
    You are required to pay a non-refundable deposit of 30% of the total value of your booking per person per trip for your booking to be confirmed. If your booking is made within 50 days of the departure date then the full amount is payable at the time of booking.  Please note that different deposits amounts are required for selected tours.

  3. Acceptance of booking & final payments.
    If we accept your booking, we will issue a confirmation invoice.  A contract will exist between us from the date we issue the confirmation invoice or if you book within 15 days of departure, the contract will exist when we accept your payment.  Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 50 days before the departure date.  If this balance is not paid on or before the due date we reserve the right to treat your booking as canceled.
  4. Prices & surcharges.
    Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions, and availability. It is likely that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time. Once you have received a quote, the price will be locked in provided you pay the required deposit prior to the quote’s expiry. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. The most up to date pricing is available on our website. Please note that a surcharge may be applied to all purchases made by Bank Wire Transfer.

  5. Special Requests.
    Any special requests, such as unusual dietary requirements, should be made in writing as soon as possible, and no later than 30 days before departure. The Company will endeavor to meet any special requests but is unable to guarantee to do so.
  6. Your details.
    In order for us to confirm your travel arrangements, you must provide all requested details with the balance of the trip price. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Failure to provide requested details may result in non-refundable cancellation of your trip. 

  7. Cancellation by the traveler.
    If you cancel some or all portions of your booking, cancellation fees will apply.  A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip:
    A) 50 days or more prior to departure, we will retain the deposit;
    B) between 30 and 49 days prior to departure, we will retain the deposit and 50% of the total booking cost; whichever is greater, and
    C) 30 days or less prior to departure, we will retain 100% paid by you in connection with the booking.
    If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services.  If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers or transport operator fees. 

  8. Cancellation by us.
    We may cancel a trip at any time up to 50 days before departure, subject to clause 12.  We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund.  In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.
    Force Majeure: We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.

  9. Booking amendments.
    If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 50 days prior to the proposed departure date.  A fee of 10% of the total value of your booking per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines). If you notify us less than 50 days prior to the proposed departure date the refund policy applicable to cancellations will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period. No amendments are permitted to your booking within 30 days of departure.

  10. Inclusions & Exclusions.
    Inclusions & Exclusions vary by tour. Please see the tour description on our website.

  11. Age & Health requirements.
    Minimum Age: For the majority of our trips the minimum age is 12 at the time of travel. All travelers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian.  The legal guardian or their designee will be responsible for the traveler under the age of 18’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.
    Please note we cannot guarantee triple or adjoining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis. 
    Variations: A minimum age of 18 applies to many Overland adventures, while a lower minimum age applies to Family trips and Short Break Adventures. Please check with your consultant at the time of enquiry. 
    Maximum Age: For the majority of our trips we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.

  12. Small groups.
    Our trips are guaranteed to depart once they have two fully paid travelers unless minimum group size specifically states otherwise. Minimum group size is 2 and maximum group size 24.  If you would like to know how many people are booked on your trip please ask prior to making your booking.

  13. Authority on tour.
    Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by a group leader or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws and customs, and you agree to travel in accordance with our responsible travel guidelines. 

  14. Claims & complaints.
    If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 10 days of the end of the tour.

  15. Photos and marketing.
    You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose.  You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

  16. Applicable law.
    The laws of the Republic of Azerbaijan govern these Booking Conditions to the fullest extent allowable.  Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of the Republic of Azerbaijan.

  17. Registered address.
    A88, H21B, 40th Block. Sumgait, Azerbaijan Republic.