Booking Conditions

Booking Conditions

1. Client Information & Booking

When booking a tour or any travel service with RJ Travel LLC, it is required that clients provide all necessary information. Depending on the destination, specific personal details may be mandatory, including full name, date of birth, address, and place of employment. For destinations, clients may need to submit a curriculum vitae.

For certain destinations and to secure visa or visa security codes, we may also require clients to provide a copy of their passport and a recent photograph. Please rest assured, all such information will be handled in strict accordance with our privacy policy and is used solely for the purpose of facilitating travel arrangements.

2. Payment rules

The initial mandatory deposit required at the time of booking varies depending on the destination:

• An initial deposit of 20% of the total cost, with the remaining 80% payable in cash upon arrival.
• An initial deposit of 50% of the total cost, with the remaining 50% due one month prior to the tour.
• For some destinations and last-minute bookings made 30 days prior to the start of the service, full payment (100% of the total cost) is required.

Full payment option: Carrying a large amount of cash can pose challenges for some clients. To accommodate these concerns, we offer the option of full pre-payment. This service incurs a supplementary charge of 100 USD per person, which is allocated to handling transfers and subsequent transfer fees.

3. Payment method

We accept payments through bank transfers and major credit cards, including Visa, MasterCard, and American Express.

The payment method may vary based on the destination:

• RJ Travel – United Arab Emirates branch – Clients can make an initial deposit online through a secure payment link supported by DPO of Network, or by bank transfer to our WIO Bank in Abu Dhabi.
• RJ Travel – Morocco branch – Clients can make an initial deposit online through a secure payment link supported by CMI, or by bank transfer to our Attijariwafa Bank in Marrakech.

4. Cancellation Policy & Refunds

We understand that travel plans can change, and we strive to be as accommodating as possible. Our cancellation and refund policy is as follows:

• 31 days or more before service start date: 100% Full refund.
• 22 to 30 days before service start date: 70% Partial refund.
• 11 to 21 days before service start date: 50% Partial refund.
• 1 to 10 days before service start date: Non-refundable.

To officially cancel a reservation, clients must send an email with their personal details and reservation number through our contact form. A confirmation of cancellation will be provided within 48 hours of receipt.

Refund Costs: Please note, during the refund process, deductions are made to cover the costs associated with receiving and sending the refund, as well as office charges. These deductions amount to 50 USD for each 1000 USD refunded. This ensures that administrative and transactional expenses are covered, facilitating a smooth and efficient refund process.

Itinerary Changes: The tour itinerary and order of visited places may be subject to change depending on the political situation. In the event of a serious threat to travelers’ safety, tours may be canceled. Additionally, the tour itinerary could alter, and attractions may close due to traffic, weather, or other unforeseen events. In such circumstances, alternative itineraries may be omitted. Refunds will not be provided for delays, shortened tours, or omitted itinerary items due to traffic, weather, or other unforeseen circumstances. Please ensure you are prepared for possible changes and adapt accordingly for a smooth travel experience.

5. Accommodation & Last-Minute Changes

While we always aim to provide the accommodations as stated in the itinerary and provide clients with vouchers indicating the hotel names, it is important to note that last-minute changes may occasionally occur due to unforeseen circumstances.

In the event of any unexpected changes or circumstances beyond our control, such as hotel availability issues or force majeure events, we assure you that we will make every effort to arrange alternative accommodations of similar quality. Our priority is to ensure that you have a comfortable and enjoyable stay, and we will always work diligently to find suitable alternatives.

We value your trust and aim to provide transparent and efficient communication throughout your journey. Rest assured that any changes will be communicated to you promptly, and our team will be available to address any concerns and provide assistance during the transition to alternative accommodations.

6. Group Tours & Guaranteed Departure Pricing

We guarantees monthly group tours, even if only one person is booked. For most destinations, the price remains the same whether there is one or twelve participants. However, for select tours (such as Syria and Iraq), if only one person is booked during low season, a single supplement may apply. This fee covers the additional costs of running the tour with fewer participants. Any additional costs will be communicated in advance.

Declaration of Responsibility for Verification of Trip Voucher

1. Provision of Trip Voucher

The Tour Operator is responsible for providing the Trip Voucher to The Client seven to fifteen days before the tour commencement. Our duty is to guarantee all bookings for The Client, ensure best support, and make the booking process as smooth and stress-free as possible.

2. Client’s Responsibilities

The Client has a responsibility to:

• Review the Trip Voucher provided by The Tour Operator.
• Report any discrepancies or issues to the attention of The Tour Operator within 48 hours of receiving the voucher.
• Verify the detailed tour information, including the itinerary, pricing, and booking conditions in the voucher.

3. Verification and Confirmation

By ensuring these responsibilities are met, any potential issues can be addressed before the start of the tour. This process is vital for both The Client and The Tour Operator to avoid misunderstandings or disputes later on.

Declaration of Responsibility for False Statements

1. Client’s Acknowledgement

I, The Client, hereby declare that the statements and information made on this visa form or client information form between myself and The Tour Operator are true and accurate to the best of my knowledge.

2. Consequences of False Information

I understand that any false statements made in the visa application may subject me to criminal prosecution in the country booked by The Client.

3. Disclaimer of Responsibility by the Tour Operator

The Tour Operator hereby declares that it shall not be held responsible for any errors or omissions in the information provided by The Client. The Tour Operator relies on the accuracy of the information provided by The Client in the Agreement and shall not be held responsible for any errors or omissions in The Client’s statements.

4. Limitation of Liability

The Tour Operator shall not be held responsible for any losses, damages, or liabilities arising from or in connection with The Client’s travel and participation in any activities arranged by The Tour Operator if The Client’s statements in the Agreement are wrong or false.

Declaration of Travel Insurance

1. Client’s Acknowledgement

I, The Client, hereby declare that I am aware that I need to have travel insurance that covers my booked destination for the duration of my trip. I understand that travel insurance is required for all tours available with The Tour Operator.

2. Confirmation of Coverage

I confirm that I have obtained or will obtain adequate travel insurance coverage for my trip and will provide proof of this insurance to the necessary authorities upon request.

3. Understanding of Policy Terms and Exclusions

I acknowledge that it is my responsibility to understand the terms, conditions, and exclusions of my travel insurance policy, and that The Tour Operator is not responsible for any expenses incurred that are not covered by my travel insurance.

Self-Responsibility Travel Agreement

1. Introduction

This Self-Responsibility Travel Agreement (the “Agreement”) is made and entered into on the booking date by and between The Client and The Tour Operator.

2. Acknowledgment of Risks

The Client acknowledges and assumes all risks associated with travel and participation in any activities arranged by RJ Travel LLC. Some destinations may be classified as high-risk areas, war zones, or have travel warnings issued by international foreign governments. It is important to understand that as a tour operator, we are not responsible for the Client’s choice to travel to such destinations.

The Client acknowledges that travel to these destinations may involve inherent risks, including but not limited to political instability, civil unrest, terrorism, natural disasters, health risks, and other unforeseen events. The Client agrees to assume all risks and responsibilities associated with such travel and participation in activities organized by the Tour Operator.

Although we are always up to date and never take clients to any active war areas or conflict zones, we strongly recommend that Clients stay informed about travel advisories, follow the guidance of their home country’s foreign office or government travel advisories, and take necessary precautions to ensure their safety and security while traveling. It is the Client’s responsibility to make informed decisions regarding their travel plans and to obtain appropriate travel insurance to mitigate any risks.

By engaging in our travel services and participating in the activities arranged by RJ Travel LLC, the Client acknowledges their assumption of all associated risks and releases the Tour Operator from any liability arising from such risks or events beyond our control.

3. Travel Insurance

The Client understands that it is mandatory to have their own travel insurance for the duration of their trip. The Client confirms that they have obtained adequate travel insurance coverage for their trip. Insurance is required for The Clients and travelers joining on the same booking.

When traveling to a dangerous or remote area, it is important to have comprehensive travel insurance that covers Emergency Medical Expenses, Emergency Evacuation and Repatriation, Trip Cancellation and Interruption, Personal Belongings and Baggage, Adventure Activities and Hazardous Sports, and 24/7 Emergency Assistance. Please consult with a reputable insurance provider or travel agent to obtain specific coverage details and ensure you have adequate protection for your travel needs in high-risk destinations.

4. Release and Hold Harmless

The Client agrees to release and hold harmless the Tour Operator and its affiliates, employees, agents, and representatives from any and all claims, damages, expenses, and liabilities arising from or in connection with The Client’s travel and participation in any activities arranged by The Tour Operator.

6. Communication and Emergency Contact Information

The Client is responsible for providing The Tour Operator with proper emergency contact information. The Client and The Tour Operator agree to communicate clearly and openly about any potential risks or concerns related to the tour.

7. Governing Law and Dispute Resolution

This Agreement shall be governed by and construed following the destination country’s laws. Any disputes arising under or in connection with this Agreement shall be resolved by binding arbitration under the rules of this agreement.

8. Entire Agreement

This Agreement constitutes the entire agreement between the Client and Tour Operator and supersedes all prior agreements or understandings, whether oral or written.

Declaration of Non-Responsibility for Criminal Acts

1. General Declaration

The Tour Operator will not be held responsible for any criminal acts committed by The Client violating local laws, such as laws related to public behavior, alcohol transportation and consumption, illegal sexual activities or misconduct, drug consumption, and possession of illicit products. The Client is responsible for following local laws and regulations while on tour.

2. Misuse of Photography Equipment

The misuse of photography equipment, including the photographing of illegal buildings or facilities, is strictly prohibited. Misuse of photography equipment can result in severe consequences, including fines, legal action, and damage to reputation.

3. Consequences of Espionage Activities

The consequences of imprisonment due to spying activities can be severe. It is essential to respect the laws and regulations of the countries you visit and avoid engaging in any activities that could be considered spying or espionage.

4. Compliance with Local Laws and Regulations

The Client is solely responsible for complying with all local laws and regulations and for acting in a manner that is respectful of the local culture and customs. The Tour Operator shall not be held responsible for any losses, damages, or liabilities arising from or in connection with the Client’s failure to comply with local laws.

5. Non-Responsibility for Extra Expenses

The Tour Operator hereby declares that it shall not be held responsible for any extra expenses incurred by The Client if they disobey local laws, including but not limited to fines, legal fees, and additional transportation costs.

Declaration of Responsibility for Airport Transfers Operations

1. Updated Information

As a Tour Operator, we cannot guarantee airport pick-up if The Client fails to provide updated information about their arrival time for reasons outside of our jurisdiction. It is The Client’s responsibility to be flexible and understanding if unforeseen circumstances (such as airline delays, weather conditions, etc.) impact the pick-up process. We ask that The Client provides us with updated flight information promptly to allow us to make necessary arrangements.

2. In Case of Absence of Transfer Operator

If the airport transfer operator is not present at the designated pickup location, The Client should wait and/or call the numbers provided in the trip voucher. This will allow us to quickly resolve any issues and ensure that the transfer goes smoothly.

3. Responsibility for Missed Transfers

The Client will be held responsible for missed transfers due to failure to notify The Tour Operator of changes in their flight information, failure to be at the designated location at the scheduled time, or other actions within The Client’s control. If a transfer is missed due to The Client’s actions, additional fees may be required to rebook the transfer.

4. Commitment to Service

We strive to provide a seamless and stress-free transfer experience for The Client, and we will do everything in our power to ensure that any issues are promptly addressed and resolved. However, The Tour Operator is not responsible for conditions beyond its control, such as extreme weather conditions, strikes, or mechanical failures affecting transportation.

5. Domestic Flights Disclaimer

While RJ Travel LLC takes care of booking domestic or international flights for clients to various destinations, it is important to note that we cannot be held responsible for any changes, cancellations, itinerary modifications, or future delays that may occur. Any such occurrences are beyond our control.

Clients should be aware that in the event of changes to the program or unexpected delays related to domestic or international flights, any additional expenses incurred to support and continue the trip will be the responsibility of the client. We recommend that clients consider travel insurance that covers potential costs arising from flight disruptions or itinerary changes.

Last-Minute Reservation Changes

1. General Statement

As Tour Operators, we understand that plans can change and that clients may need to alter their bookings. We aim to accommodate change requests, subject to availability and potential additional charges.

2. Requesting Changes

Change requests should be made at least 15 days in advance of the tour start date. This will provide us with sufficient time to make the necessary arrangements. However, we cannot guarantee that all changes will be possible, particularly during high-demand periods when availability may be limited.

3. Limited Accommodation for Changes

While we strive to accommodate each client’s needs to the best of our ability, we operate within the constraints of our resources and availability. If we cannot fulfill a requested change, we will work diligently with the client to find an acceptable alternative solution.

4. Last-Minute Changes

Changes requested 15 days or less before the start of the tour may not be feasible due to limited time for necessary adjustments. The Tour Operator is not responsible for issues arising from clients’ attempts to make last-minute alterations to their itinerary or booked services. Clients must promptly communicate any desired changes to The Tour Operator for adequate planning and execution.

5. Financial Implications of Changes

The Client should be aware that prices may change when last-minute alterations are made to the booking. Many of our services are subject to contracts with third parties, and significant changes may incur additional costs. Depending on the nature of the change and the terms of our service providers, it might be necessary to charge for the service again.

Moreover, if the alteration involves changing the date of a booking, the Client may be subjected to the prices applicable to the new date, which may be higher than those of the original booking.

Any increase in costs will be communicated clearly to The Client before confirming the change, and the difference must be paid promptly to secure the modified booking.

Complaints

1. General Principle

We aim to provide a high-quality, seamless travel experience to our clients. If a client is dissatisfied with any aspect of our services during their trip, it’s essential they report the issue to us immediately. This includes, but is not limited to, dissatisfaction with tour guides, accommodation, drivers, or transportation.

2. Reporting Complaints

We have a dedicated complaints line available during the trip, accessible via WhatsApp. Clients can contact our office team via Whatsapp at +971-523-549-709, with service available in English, French, or Arabic. You can also contact the destination emergency number available at the bottom of the trip voucher.

3. Timely Reporting

Prompt reporting of issues enables us to take immediate action to correct any problem and ensure a positive experience for our clients. We are committed to addressing and resolving any problems in real-time, but we can only do this if we are made aware of them promptly.

4. Complaints After the Trip

Please be aware that complaints made after the conclusion of the trip cannot be accepted. This is because we cannot take corrective action once the trip has ended. We, therefore, encourage clients to promptly communicate any concerns or issues that may arise during the trip so we can address them effectively.

Booking Conditions & Trip Agreement Acceptance

Once the client has completed reading and submitting the Booking Conditions & Trip Agreement Acceptance form, an automatic email with a PDF copy of the agreement will be sent to the email address provided. This document serves as the legal digital contract between ‘The Client’ and RJ Travel LLC, hereinafter referred to as ‘The Tour Operator’.