"These terms govern the booking, arrangement, and execution of authentic guided travel in the Kingdom of Bhutan with Make Memories Tours & Trek."
1.1 Booking Initiation: A booking request may be placed through our official website booking form, email, telephone, messaging platform, or authorized partner agents.
1.2 Confirmation Requirements: A booking is formally confirmed only when:
1.3 Provisional Status: A provisional booking or itinerary draft does not constitute guaranteed hotel or flight reservations until confirmed in writing with deposit funds cleared.
1.4 Accuracy of Client Information: The Customer is responsible for providing accurate and complete traveler details, including full passport names, dates of birth, passport copy scans, and international arrival/departure flight schedules.
1.5 Re-issuance Fees: Any delays, permit re-application costs, or airline re-issuance fees resulting from inaccurate details supplied by the Customer shall be the sole responsibility of the Customer.
2.1 Quoted Price: The price of your tour shall be the rate confirmed by the Company at the time of official booking confirmation.
2.2 Standard Inclusions: Unless explicitly stated otherwise in your custom proposal, all tour packages include:
2.3 Mandatory Government Fees: Government charges, including the mandatory Sustainable Development Fee (SDF) (USD $100 per adult per night) and the one-time Bhutan Visa processing fee (USD $40), are included or itemized transparently as agreed in your itinerary invoice.
2.4 Price Stability: Confirmed package rates will not be altered unless mandatory government statutory taxes, royal visa tariffs, or national aviation charges are revised by official decree before arrival.
3.1 Statutory Government Levy: The Sustainable Development Fee (“SDF”) is a sovereign revenue collection of the Royal Government of Bhutan dedicated to free healthcare, education, and ecological preservation. The Company acts strictly as an authorized clearing agent on your behalf.
3.2 Electronic Visa Issuance: All international travelers (except citizens of India, Bangladesh, and Maldives holding special entry privileges) require a pre-issued electronic Bhutan Visa Clearance letter. The visa cannot be applied for independently and must be processed through an authorized operator such as Make Memories Tours & Trek after full SDF clearance.
3.3 Official Refund Protocol: Where a trip is cancelled, any refund of the Sustainable Development Fee is governed directly by the Department of Tourism and Department of Immigration regulations. Where authorities approve an SDF refund, funds will be returned following government clearance.
4.1 Payment Milestones: Unless otherwise agreed in written arrangement:
• 30% Deposit: Required immediately upon booking confirmation to secure hotel rooms, transport, and guide allocation.
• 70% Balance: Must be received and cleared no later than 30 days prior to scheduled arrival in Bhutan.
• Bookings Within 30 Days: Require 100% full remittance at the time of confirmation to secure immediate visa issuance.
4.2 Official Payment Method: All international remittances must be processed via official Bank of Bhutan (BoB) Swift Wire Transfer in US Dollars (USD) as mandated under national banking regulations.
4.3 Intermediary Charges: Any originating bank charges, correspondent intermediary fees, or currency exchange rate spreads are the responsibility of the remitter. The final net credited amount to our account must match the invoiced package amount.
5.1 Invoicing Currency: Tour packages and statutory government fees are quoted and invoiced in United States Dollars (USD) or Bhutanese Ngultrum (BTN / pegged 1:1 with INR).
5.2 Foreign Currency Settlement: Where payments are transmitted in EUR, GBP, AUD, or SGD, the recipient Bank of Bhutan commercial exchange rate on the date of credit will be applied. The Company is not responsible for international exchange fluctuations.
6.1 Written Cancellation: Any cancellation must be submitted in writing via email to kitshel@gmail.com. The date of electronic receipt constitutes the effective cancellation date.
6.2 Refund Scale: In accordance with our official Payment, Cancellation & Refund Policy, refunds for tour operator services are scaled based on notice provided:
| Cancellation Notice Received | Company Tour Refund % | Status |
|---|---|---|
| 45+ days prior to arrival | 100% of tour cost (less admin fee) | Full Refund |
| 30 – 44 days prior to arrival | 75% of tour cost | Partial Refund |
| 15 – 29 days prior to arrival | 50% of tour cost | Partial Refund |
| Less than 15 days / No-show | 0% (No refund) | Non-refundable |
7.1 Modification Requests: Requests to alter travel dates, change accommodations, add valley extensions, or modify party size must be made in writing as early as possible.
7.2 Operational Feasibility: We will make every effort to accommodate modifications without penalty. However, during high festival seasons (Paro & Thimphu Tshechu), hotel room and domestic flight changes depend entirely on seasonal availability.
7.3 Difference in Rates: Any supplementary costs incurred (such as high-season hotel surcharges or airline ticket date change penalties) shall be paid by the Customer.
8.1 Safety & Operational Discretion: While we endeavor to operate all itineraries exactly as scheduled, the high Himalayan mountain environment may occasionally require itinerary adaptations due to road conditions, roadblocks, severe weather, or monastic festival date adjustments.
8.2 Equal or Superior Substitutions: If a scheduled hotel or route becomes unavailable, the Company will substitute an accommodation or activity of equivalent or superior standard without additional cost to the client.
8.3 Company Initiated Cancellation: In the highly rare scenario where the Company is compelled to cancel a confirmed service due to internal reasons within our control, the Customer shall receive a 100% refund of all received monies for that service.
The Company shall not be held liable for failure to perform or delays in executing any part of the itinerary caused by events beyond reasonable human control (“Force Majeure”), including natural disasters, mountain landslides, earthquakes, road blockages, aviation disruptions, government airspace closures, national mourning periods, or international health emergencies.
In such instances, our ground team will provide immediate assistance, secure alternative routing, and work alongside local authorities to ensure guest safety and comfort.
10.1 Himalayan Altitude: Most classic valleys in western and central Bhutan lie between 2,200m (7,200 ft) and 3,150m (10,330 ft). Certain passes such as Dochula (3,100m) and Chele La (3,988m), as well as high-altitude trekking trails, exceed 3,800m. Guests are advised to consult their physician before undertaking strenuous high-altitude treks.
10.2 Mandatory Travel Insurance: It is a strict prerequisite that all guests secure comprehensive international travel insurance covering emergency medical treatment, hospital evacuation, high-altitude rescue (including helicopter airlift if trekking), and unexpected trip cancellation.
These Terms and Conditions and any contractual relationship shall be governed by and interpreted under the laws and regulations of the Kingdom of Bhutan.
Make Memories Tours & Trek
Owner & Managing Director: Kinley Tshering
Registered Tourism Operator • Department of Tourism, Kingdom of Bhutan
Email: kitshel@gmail.com | WhatsApp / Mobile: +975-77777785
Headquarters: Thimphu, Kingdom of Bhutan
