Booking Policy
Kiyul Odyssey is a travel agency licensed by the Tourism Council of Bhutan (TCB). This policy explains how booking, payment, permits and cancellations work when you travel with us. Please read it before confirming your trip, as making a booking means you accept these terms.
If anything here is unclear, contact us at explore@kiyulodyssey.com before you pay, and we will talk it through.
How to book
You can start by sending an enquiry through our contact form or by email. We will confirm availability, share a detailed itinerary and a price breakdown, and answer your questions.
Your trip is only confirmed once we have received your deposit and sent you written confirmation. Until then, dates and prices are held on a provisional basis and may change.
What your price includes
Each itinerary lists exactly what is included and excluded, so please check your confirmation carefully. As a guide, our tour prices generally cover your licensed guide, accommodation, in-country transport, listed meals and activities, and the arrangement of your permits and visa.
Your price does not normally include international flights to and from Bhutan, travel insurance, personal expenses, tips, or anything marked as optional in your itinerary.
Bhutan's Sustainable Development Fee and visa
Travel to Bhutan requires a visa and the payment of the government's Sustainable Development Fee (SDF). The SDF is set by the Bhutanese government and can change, so we do not quote a fixed amount here. You can find the current rate and how it works on our Bhutan Visa and SDF page.
We handle your TCB permits, visa application and supporting documentation as part of your booking. To do this we will need accurate passport details from every traveller, which must be provided by the deadline we give you. We cannot be held responsible for permits or visas that are delayed or refused because information was supplied late or incorrectly.
Payment
[Confirm the figures below match your actual terms before publishing.]
To confirm your booking we require a deposit of [insert, for example 25%] of the total trip cost. The remaining balance is due [insert, for example 30 days] before your arrival date.
For bookings made within [insert, for example 30 days] of arrival, the full amount is due at the time of booking.
We will tell you the accepted payment methods and any associated transfer or card fees when we send your confirmation. All prices are quoted in US dollars unless stated otherwise.
Changes you ask for
If you want to change your dates, itinerary or group size after booking, tell us as early as possible and we will do our best to accommodate you. Changes are subject to availability and may affect the price, particularly during festivals and peak season. Some costs, such as permits already issued or non-refundable supplier bookings, may not be recoverable.
Cancellations and refunds
[Confirm these tiers and percentages match your actual terms before publishing.]
If you need to cancel, the date we receive your written cancellation determines the charge:
- More than [60] days before arrival: [deposit retained, remainder refunded]
- [59 to 30] days before arrival: [insert, for example 50%] of the trip cost is charged
- [29 to 15] days before arrival: [insert, for example 75%] of the trip cost is charged
- [14] days or fewer before arrival, or no-show: [100%] of the trip cost is charged
Some payments are non-refundable regardless of timing, including issued permits, the SDF where already paid to the government, and any non-refundable flights or supplier deposits. Where we can recover costs on your behalf, we will pass the refund on to you.
Refunds are made to the original payment method and may take time to process depending on your bank and payment provider.
Changes or cancellations by us
We design every trip carefully, but occasionally we may need to change part of an itinerary for reasons such as weather, road conditions, permit issues, or matters of safety. Where this happens we will offer you the closest possible alternative.
In the rare event that we have to cancel a confirmed trip for reasons within our control, we will offer you a full refund of the money you have paid to us, or an alternative trip of equivalent value.
Events beyond our control
We are not liable for failure to deliver any part of your trip caused by events beyond our reasonable control. These include natural disasters, severe weather, landslides, flight cancellations, strikes, civil unrest, pandemics, government action and changes to entry rules. We strongly recommend comprehensive travel insurance to cover these situations.
Travel insurance
Travel insurance is your responsibility and we consider it essential. Your policy should cover medical treatment, emergency evacuation, trip cancellation and curtailment, and your activities in Bhutan, including high-altitude trekking if that is part of your trip. Bhutan's terrain and remote regions can make evacuation expensive, so check your cover carefully.
Health, fitness and trekking
Some of our trips involve high altitude, long walking days and remote locations. You are responsible for making sure you are fit enough for the itinerary you book and for telling us about any medical conditions, dietary needs or mobility requirements in advance, so we can advise you honestly and plan safely.
Your responsibilities
You are responsible for holding a passport valid for at least six months beyond your travel dates, for giving us accurate information for your permits and visa, for arriving on time for scheduled services, and for behaving in a way that respects Bhutan's culture, environment and laws. We may end a trip without refund if a traveller's behaviour endangers others or seriously disrupts the group.
Complaints
If something is not right during your trip, please tell your guide or contact us straight away so we can try to fix it while you are still in Bhutan. If you are still unhappy afterwards, write to us at explore@kiyulodyssey.com within [insert, for example 28 days] of your trip ending and we will respond.
Contact
Kiyul Odyssey Licensed by the Tourism Council of Bhutan Email: explore@kiyulodyssey.com Website: https://kiyulodyssey.com
This policy was last updated on 18/06/2026.