Kiyul Odyssey is a licensed Bhutanese tour operator operating under the Tourism Council of Bhutan (TCB). The following terms govern all bookings made directly with us. By confirming a booking, you agree to these terms in full.
How to book
All Kiyul Odyssey tours are fully guided, pre-paid package tours in compliance with TCB requirements. To begin a booking:
- Contact us via our inquiry form, email, or WhatsApp with your preferred dates, group size, and tour interests.
- We will send a detailed itinerary and quote within 2 business days.
- To confirm your booking, pay the deposit (see below) and submit the required documents.
- We process your visa clearance and send your confirmation documents within 7 working days of receiving full payment.
Deposits and payment
- A non-refundable deposit of 30% of the total tour cost is required to confirm your booking and begin visa processing.
- Full payment is due no later than 45 days before your arrival date.
- For bookings made within 45 days of arrival, full payment is required immediately to confirm.
- Payment is accepted by bank transfer (USD, SGD, GBP, EUR, INR) or via our secure online payment link.
- The Bhutan visa fee (USD 40 per person) and Sustainable Development Fee (USD 100 per person per night) are included in all quoted tour prices unless explicitly stated otherwise.
Visa processing
Visa clearance is submitted to the Tourism Council of Bhutan only after full payment is received. Processing takes 3 to 7 working days. Your visa clearance letter will be emailed to you and must be presented at check-in when boarding your flight to Paro. The actual visa stamp is issued on arrival at Paro International Airport.
The USD 40 visa fee is non-refundable once your visa has been processed, regardless of cancellation.
Cancellation by the traveller
All cancellation requests must be submitted in writing to bookings@kiyulodyssey.com. The cancellation date is the date we receive your written notice. The following charges apply to the land cost (excluding visa fee and any non-recoverable third-party costs such as flights booked through us):
| Notice period before arrival | Cancellation charge |
|---|---|
| 60 days or more | Loss of deposit (30%) only |
| 45 to 59 days | 40% of total tour cost |
| 30 to 44 days | 60% of total tour cost |
| 15 to 29 days | 80% of total tour cost |
| 14 days or fewer | 100% of total tour cost |
The SDF paid to the government is non-refundable once submitted to TCB. We will advise you at the time of cancellation whether the SDF has already been remitted.
Cancellation during your trip
No refund is made for unused tour days, meals, accommodation, or services if you shorten your trip after arrival. This applies whether the decision is voluntary or due to personal circumstances. We will assist with any necessary arrangements, but costs incurred remain non-refundable.
Cancellation by Kiyul Odyssey
In rare circumstances, we may need to cancel a tour due to force majeure events including natural disasters, political instability, government travel advisories, disease outbreaks, or conditions that make safe travel impossible. In such cases:
- We will notify you as soon as possible.
- We will offer a full refund of all payments received, or the option to reschedule at no additional charge.
- We are not liable for any third-party costs (flights, insurance, visas obtained independently) incurred by the traveller.
Changes and amendments
- Date changes requested 45 or more days before arrival: no charge, subject to availability.
- Date changes requested fewer than 45 days before arrival: subject to a BTN 2,000 amendment fee per person, plus any additional costs from accommodation or service providers.
- Itinerary modifications (adding or removing destinations, changing accommodation tier) are accommodated where possible. Cost adjustments will be invoiced or refunded accordingly.
Festival season bookings
Bookings for tours coinciding with Paro Tshechu (March to April) and Thimphu Tshechu (September to October) require a 50% deposit to confirm, as accommodation and festival permits are secured far in advance. Cancellation charges for festival season bookings begin from the 30% deposit level.
Flights
International flights are not included in our tour packages unless explicitly quoted. Flights booked through Kiyul Odyssey (Druk Air or Bhutan Airlines) are subject to the airlines’ own cancellation and rebooking policies. We will advise you of those terms at the time of booking.
Travel insurance
Travel insurance is required for all Kiyul Odyssey tours and is the responsibility of the traveller to arrange independently. Your policy should cover at minimum: trip cancellation, medical expenses, emergency evacuation and repatriation, and personal liability. We strongly recommend a policy that covers cancellation due to flight disruption or natural disaster.
Responsibility and liability
Kiyul Odyssey acts as a licensed tour operator and service coordinator. We are not liable for:
- Acts of third parties including airlines, hotels, or transport providers
- Events of force majeure beyond our control
- Personal injury, illness, loss, or damage unless caused by our direct negligence
- Delays or disruptions caused by weather, road conditions, or government decisions
All Kiyul Odyssey guides and drivers are licensed and trained by the Tourism Council of Bhutan. We carry appropriate operator liability insurance as required under Bhutanese law.
Governing law
These terms are governed by the laws of the Kingdom of Bhutan. Any disputes shall be subject to the jurisdiction of the courts of Bhutan.
Contact
For booking enquiries or to submit a cancellation request, contact us at bookings@kiyulodyssey.com or via WhatsApp. We respond within 1 business day.