➢ “ICS” refers to the ICS TRAVEL GROUP and its related companies.  

➢ “Agent” refers to the Tour Operator and/or their respective Travel Agents making bookings through  ICS on behalf of their “Clients” (passengers). 

• BOOKINGS 

Unless otherwise advised, all bookings are made through one of the in-country-offices or via one of our  sales representatives. 

General Email: sales@icstravelgroup.com

Bhutan: bhutantravel@icstravelgroup.com

China: chinatravel@icstravelgroup.com

Eastern Africa: eastafricatravel@icstravelgroup.com

Hong Kong: hongkongtravel@icstravelgroup.com

India: indiatravel@icstravelgroup.com

Indonesia: indonesia@icstravelgroup.com

Japan: japantravel@icstravelgroup.com

Jordan: jordantravel@icstravelgroup.com

Laos: laostravel@icstravelgroup.com

Malaysia: malaysiatravel@icstravelgroup.com

Maldives: maldivestravel@icstravelgroup.com

Myanmar: Myanmar@icstravelgroup.com

Nepal: nepaltravel@icstravelgroup.com

Philippines: philippinestravel@icstravelgroup.com

Singapore: singaporetravel@icstravelgroup.com

South Korea: ahk@icstravelgroup.com

Southern Africa: southernafricatravel@icstravelgroup.com

Sri Lanka: srilanka@icstravelgroup.com

Taiwan: taiwantravel@icstravelgroup.com

Thailand: thailand@icstravelgroup.com

UAE: uaetravel@icstravelgroup.com

Uzbekistan: uzbektravel@icstravelgroup.com

Vietnam: vietnam@icstravelgroup.com

• PER PAX SYSTEM 

All ICS products are based on a “per pax” system, meaning prices are quoted on a per passenger basis.  Other than for meal plans, children are included in the per pax count. For meal plans, a child accompanying  adults is not included and will incur an additional charge. Discounts on ICS products may apply for children  depending on their age. It is the Tour Operator`s or Agent’s responsibility to ensure that ICS is notified of  ALL travelling clients, even if a child is travelling without charge. 

• PAYMENT 

Except as otherwise indicated, all product pricing is quoted in United States Dollars (US dollars). Japan will quote in Japanese Yen. 

The invoiced tour price is payable at least 60 DAYS PRIOR TO ARRIVAL of the Client (start of journey),  unless otherwise agreed. Payment shall be made in US dollars, into the account specified in the invoice.  In some cases, a non-refundable deposit of USD 500 per person is required in order to secure a booking,  this will be notified at the time of quoting. Additional deposits may be collected for service providers like  hotels, airlines or attractions. We will keep you updated on additional requirements. 

Non-payment in advance will result in cancellation of the tour without notice, unless credit terms are  arranged in advance with ICS. Any cancellation charges levied by suppliers will be charged to the Tour  Operator or Agent. ICS reserves the right to charge interest at the rate of 1.5% per month (or part thereof)  on any overdue amount. 

• ACCURACY 

The data and products provided are maintained and updated by ICS, our partners and other service  providers. All tours, prices and other services displayed are subject to availability and certain terms and  conditions. ICS cannot be held responsible for any incorrect information featured. However, we take every  reasonable measure to ensure that all details are correct at the time of entry.  

Information and prices provided at time of booking and confirmation shall be considered the most  current, however may be subject to further updates and changes. 

All transportation timings (flights, boats, trains, busses, cars, etc.) are provisional and could be subject to  change. Agents will be informed of any major change as soon as ICS is notified. 

• SERVICES AND MODIFICATION OF SERVICES 

The scope of contractual services rendered by ICS is set out in the current confidential tariff and/or the  specifications in the relevant tour confirmation documents received by the Tour Operator or Agent. Any  amendments to and modifications of contractual services only apply when confirmed in writing by ICS,  who reserve the right to charge additional fees and/or surcharges for such approved change in services  rendered.

After commencement of journey:

Any requests for changes in services rendered once the client journey has commenced, including changes  in itinerary items, will only be permissible subject to receipt of written authorization for such changes  and/or additional fees for said services from Tour Operator or Agent or written authorization and payment  direct by client to ICS. 

Forced modifications: 

Should it become necessary for ICS to modify or amend the scope of contractual services rendered  through the result of changes in third party supplier services (e.g. changes or cancellation of airline, train, 

bus or other transport schedules; hotels overbooked etc.), ICS will use reasonable endeavors to replace  these service(s), however, it may not be possible always to provide an alternate service. ICS shall not be  liable for any losses (real or otherwise) as a result of such third party actions. 

• SURCHARGES 

The price of tour arrangements can be varied due to changes in third party service costs, e.g. peak season  surcharges, fuel surcharges, scheduled airfares, government imposed fees, compulsory meals, visa  increases and any other service surcharges which are imposed on to ICS. ICS will endeavor to notify  Agents and Tour Operators of these increases as early in advance as possible, however, Agent and Tour  Operator acknowledge that these surcharges are beyond the control of ICS and therefore ICS must pass  on these surcharges to Agent/TO/Client. 

• CHILD POLICY 

The following reductions and offers apply for children below the age of 12 years and for infants below the  age of 2 years, in each case at the time of travel. 

Hotel only bookings: 

Infants: Free of charge including ABF when sharing bed with parents. 

First child: Free of charge when sharing bed with parents, ABF will be charged at the special child  rate. If a bed is required, the extra bed rate will be charged. 

Second child: Charged rate for extra bed, ABF is included unless otherwise stated. 

Transfers and excursions: Infants: Free of charge. 

Children: 15% reduction. 

Packages: Infants: Free of charge when sharing bed with parents. Children: 15% reduction when sharing bed with parents. 

Children requiring an extra bed will receive the standard triple reduction as mentioned in our quotes. 

• CANCELLATION 

If Agent or Tour Operator wishes to cancel booked and CONFIRMED services, it must do so in WRITING to  ICS. Other than the exceptions set out below, cancellation fees will apply as follows: 

FIT/GIT: 

• 31+ days before arrival date: no cancellation fee except for any non-refundable deposits  already collected and agreed on
• 30 – 15 days before arrival date: 30% of tour price
• 14 – 7 days before arrival date: 40% of tour price
• 6 – 2 days before arrival date: 75% of tour price
• No Show / less than 48 hours or on site: 100% of tour price
• If a cancellation notice is not received, we consider the booking as alive. Unless you receive a  CANCELLED confirmation from us, the record has not been changed.  
• The above cancellation charges will apply using the date the cancellation notice is received by ICS  Travel Group during our business hours in the respective country, but not when the cancellation notice is sent by you. 
• Cancellations should be received by ICS during business hours, Monday through Friday, 9:30 – 18:00 local time of the respective arrival country.
• The above cancellation policy does not apply when the tour requires special tickets etc. We will  advise in advance in case any special conditions apply. 
• Special cancellation fees may apply in various countries or during certain periods and will be  specified in the quotation. In addition, ICS may claim losses exceeding the flat rate cancellation  fee, whenever proof of this loss can be provided. In these circumstances, the client is entitled to  furnish proof to ICS that no loss has yet occurred or that it is considerably lower than the excess  amount charged. ICS is entitled to pass on additional costs to the client if charged for by service  providers (e.g. fees for unoccupied beds/seats). 

• INSURANCE 

It is a condition of all bookings that clients have an appropriate insurance cover. The insurance cover  should provide complete coverage against unexpected cancellation charges, journey delays, medical costs  that might be incurred while travelling overseas, loss of money or belongings, or personal liability claims.  In the event of a claim for loss or damages, in the first instance, Client and/or Agent should make any  claim through the relevant insurance provider. ICS may, at its discretion, also require clients to sign a  liability disclaimer form. 

• SERVICE RATINGS 

There is no standard method of rating hotels, transport services, guides, etc. across the world. Many  countries have differing official and unofficial ways of assessing these services and some do not rate  services at all. ICS uses its discretion to rate services. Agents should check with ICS at time of booking to  clarify which level of service is being booked and notify this to Clients. 

• WARRANTY AND LIABILITY 

ICS does not give any warranty or representation whatsoever in connection with the accuracy and/or  completeness of any information provided pursuant to the service rendered. Where ICS supplies in  connection with the provision of the services booked and confirmed, any goods or services supplied by a  third party, ICS does not give any warranty, guarantee or other undertaking as to their quality, fitness for  purpose or otherwise, but shall, where possible, assign to the Agent the benefit of any warranty,  guarantee or indemnity given by the person supplying the goods or services on behalf of ICS. 

ICS shall have no liability to the Agent and/or Client for any loss, damage, costs, expenses or other claims  for compensation arising from any input material or instructions supplied by the Agent or Tour Operator  which are incomplete, incorrect, inaccurate, illegible, out of sequence or in the wrong form, or arising  from late arrival or non-arrival, or any other fault of the Agent, TO and/or Client. 

In addition to a valid passport, travelers may be required to carry other personal documents, such as a  vaccine certificate/passport or an International Driving Permit (IDP) if self-driving is part of the itinerary.  Please ensure that all necessary documents are obtained well in advance of departure. We strongly recommend carrying photocopies of all essential documents, including your passport, travel  insurance, visas and driver’s license, as well as spare passport-sized photos. These can be kept both  physically and securely stored online, in case of loss or emergency during your trip. Please ensure that your passport is valid for at least six (6) months beyond your date of departure from  the last country on your itinerary. Entry may be denied otherwise. If you are unsure about any  documentation requirements, please consult with your ICS travel specialist for clarification prior to  departure. 

Except as required by law, ICS shall not be liable to the Agent, TO and/or Client by reason of any  representation (unless fraudulent), or any implied warranty, condition or other term, or any duty at  common law, or under any express contractual term, for any loss of profit or any indirect, special or 

consequential loss, damage, costs, expenses or other claims (whether caused by the negligence of ICS, its  servants or agents or otherwise) which arise out of or in connection with the provision of the relevant  service or its use by the Client, and to the maximum extent permitted, any liability of ICS shall be limited  to the amount of the net revenue it received for Client’s booking. 

ICS shall not be liable to the Agent, TO and/or Client or be deemed to be in breach of contract by reason  of any delay in performing, or any failure to perform, any of ICS’s obligations in relation to the relevant  service, if the delay or failure was due in whole or in part to an event of Force Majeure, including an act  of God, fire, flood, tsunami, drought, volcano eruption or any other abnormal weather conditions or  natural disasters, war, strike, lock-out or other industrial dispute, civil commotion, riot, malicious damage,  breakdown of plant or machinery, or default by suppliers (including, without limitation, any act or  omission by any supplier and/or airline). 

• CLAIMS 

Any disputes, legal claims or disagreements resulting from the services provided will initially be handled  through a process of dialogue and good-faith negotiations between the client, the agent and any involved  third-party suppliers. ICS will take on a neutral role as facilitator and mediator to help reach an agreeable  solution, with the aim of protecting the interests of both the agent and the client. 

If these efforts do not result in a satisfactory outcome, the issue will be referred to arbitration within the  country where the relevant services took place. Alternatively, depending on the specifics of the case, the  dispute may be addressed through the mediation services of a settlement court based in Singapore. 

• DATA PROTECTION AND PRIVACY 

ICS will respect the privacy of the Agent, TO and/or Client’s data which Agent/TO supplies to ICS in  accordance with the ICS Privacy Policy. Agent/TO agrees to keep its Client’s data accurate and up to date  and promptly send ICS any new or revised Client data. 

• FLIGHT RECONFIRMATION POLICY 

14.1 If ICS booked the flight on behalf of the Agent/TO (domestic or international) then, if required, ICS  has the obligation to reconfirm the flight for the Client and/or assist the Client in making changes to the  flight(s). 

14.2 If ICS did NOT book the flight (domestic or international was booked by Client, TO or Agent) then ICS  is under no obligation to reconfirm for Client and if Client wishes to make changes then ICS may charge a  handling fee for such changes and/or reconfirmation. 

14.3 If an airline changes a scheduled arrival/departure of a flight that a Client is booked on (whether or  not ICS booked the ticket) AND ICS is notified of this change IN ADVANCE then ICS is obligated to assist  the Client to reconfirm on the new flight time (or alternate flight) and if required to amend or change the  Client itinerary (also to advise Agent of such changes). 

14.4 If ICS makes a change to a Client ticketed flight (regardless of who booked the original flight) then ICS  will RECHECK and RECONFIRM ALL OTHER FLIGHT SEGMENTS Client is holding, especially international  sectors that may be linked to a domestic transfer. In certain instances a change to a ticketed flight sector  may trigger an automatic cancellation of all other connected sectors (including international), so it is  imperative that ICS rechecks these other sectors and ensure the relevant airline(s) have the updated flight  information. 

• ALLERGIES & DIETARY RESTRICTIONS

Travelers with severe or life-threatening allergies must inform us at the time of the initial inquiry so that  we can assess the feasibility of accommodating specific needs during itinerary planning. Due to the nature  of international travel and the limitations of third-party service providers, including hotels and  restaurants, it may not always be possible to guarantee an allergen-free environment. 

Some suppliers may be unable or unwilling to accommodate certain allergy-related requests due to the  risks involved and may decline bookings accordingly. We will do our best to communicate such limitations  in advance, but final responsibility lies with the traveler. 

Even when advance notice is given, we cannot guarantee a 100% allergy-free environment, as cross contamination may occur in kitchens, food preparation areas or buffet settings. In particular, travelers  should be aware that many establishments in destinations such as Myanmar, Vietnam or South Korea may  not be familiar with certain food allergies common in Europe or North America, and may be unable to  take the precautions necessary to avoid cross-contact. 

Travelers with severe allergies must be prepared to manage their condition independently, including  carrying any necessary medication (e.g., EpiPens), understanding the risks of exposure and taking  appropriate precautions. By proceeding with a booking, travelers acknowledge and accept the inherent  risks involved in traveling to destinations where local awareness and infrastructure for allergy  management may differ from their home country. 

• GENERAL 

16.1 Prices quoted apply according to the validity specified in the quotation. 

16.2 Agent/TO is responsible to ensure clients have valid passport, visa and health documents for the  countries booked. Any delay, change or cancellation of booking as a result of the passengers passport,  visa, health or currency control provisions of the individual country being travelled to, will result in  cancellation charges. 

16.3 If ICS agrees to arrange visa services it does so on behalf of the Client and/or Agent/TO and cannot  accept any responsibility for delays or visa refusal by the relevant government agencies. 

16.4 Should any provision of these Terms and Conditions become void or unenforceable, the validity of  the remaining Terms and Conditions shall not be affected or impaired. 

16.5 These Terms and Conditions, including any additional terms and conditions notified to Agent/TO at  time of booking, apply in all countries that ICS provides services and any action brought against ICS by  Agent, TO and/or Client shall be limited to the responsible ICS operations office where the disputed  services were rendered. 

16.6 ICS reserves the right to modify or amend these Terms and Conditions at any time. Any material  changes to these Terms and Conditions will be notified to Agent. 

16.7 In the event of any discrepancy between the English language version of these Terms and Conditions  and a version in any other language, the English language version shall prevail. 

16.8 These Terms and Conditions shall be governed by and construed in accordance with the laws of  Singapore. Where a dispute relates to a particular ICS operations office, the law of the jurisdiction where  the ICS operations office is situated shall apply.