Reservation & Booking Policy

1. Introduction

The purpose of this Policy is to establish a clear operational, financial, and contractual framework governing the relationship between Journi Trail™ DMC, its Customers, Travellers, Agents, Sub-Agents, Corporate Clients, and third-party Service Providers involved in the booking and travel process.

This Policy applies to all travel-related services facilitated by the Company, including but not limited to hotel and resort reservations, flights, transfers, ferries, excursions, tours, activities, visa assistance, add-on services, supplementary arrangements, and any other ancillary travel services arranged through third-party Suppliers.

The Customer/Agent acknowledges and agrees that Journi Trail™ DMC acts solely as an intermediary facilitator between the Customer and independent Service Providers, and all bookings remain subject to Supplier availability, operational conditions, dynamic pricing systems, payment realization, regulatory compliance, and Supplier-imposed terms and restrictions.

By initiating any enquiry, accepting any quotation, making payment, using the Company’s systems, or proceeding with any booking or travel-related transaction, the Customer/Agent irrevocably confirms that they have read, understood, and agreed to be legally bound by this Policy, along with all related Terms & Conditions, Supplier rules, Pricing Policies, Payment Policies, Refund Policies, Cancellation Policies, and operational guidelines issued by the Company from time to time.

2. Definitions & Interpretation

2.1 Definition of all meal plans

“Meal plans” means the type of accommodation package selected by the User, defining the meals and inclusions provided by the relevant Service Provider as part of the booking. Meal plans shall include the following categories, unless otherwise specified:

• EP - European Plan (Room Only Plan): “EP” or “European Plan” means a room-only plan with no meals included.
• CP - Continental Plan (Bed & Breakfast Plan): “CP” or “Continental Plan” means a plan inclusive of accommodation and breakfast only.
• MAP - Modified American Plan (Breakfast + Lunch/Dinner): “MAP” or “Modified American Plan” means a plan inclusive of accommodation and two (2) meals per day, being breakfast and either lunch or dinner, as determined by the Service Provider.
• AP - American Plan (All Meals Inclusive): “AP” or “American Plan” means a plan inclusive of accommodation and all three (3) standard meals per day, namely breakfast, lunch, and dinner.
• AI - All Inclusive Plan: “AI” or “All Inclusive Plan” means a plan inclusive of accommodation, all meals, and such additional food, beverage, and/or resort-specific inclusions as determined and offered by the respective Service Provider.

3. Scope of Reservations & Booking Policy

The Reservations & Booking Policy of Journi Trail™ DMC governs the complete framework for all reservation-related activities including enquiry handling, quotation issuance, booking creation, confirmation, modification, re-issuance, cancellation, and settlement of travel services booked through the Company.

This Policy applies to all bookings made via any channel including the Company’s OTA platform, partner dashboards, email communications, WhatsApp interactions, authorised agents, sub-agents, or any other digital or offline medium through which reservation requests are initiated or processed.

The scope extends to all service components forming part of a booking, including hotel accommodation, flights, transfers, ferry services, tours, excursions, activities, visa facilitation, add-ons, and ancillary services arranged through third-party Service Providers. This Policy operates in conjunction with other governing policies of the Company, and in case of inconsistency, consolidated Terms & Conditions and Supplier-imposed rules shall prevail.

4. Eligibility for Booking

4.1 Mandatory documents for booking

The User shall provide the following documents as a prerequisite for processing and confirming the booking:

• Valid passport copies of all travellers;
• Permanent Account Number (PAN) card of the lead traveller;
• Passport-sized photographs for visa processing (where applicable); and
• Flight tickets in cases where the User has made independent flight arrangements.

4.2 Mandatory documents for travel

The User shall ensure possession of all required travel documents prior to departure, including but not limited to: (i) a valid visa (including e-visa, where applicable); (ii) a valid physical passport; (iii) confirmed hotel or accommodation vouchers; (iv) flight tickets and boarding passes; (v) payment invoice for the travel package; and (vi) service vouchers. Failure to produce the required documentation may result in denial of boarding or entry by relevant authorities, for which Journi Trail™ DMC shall bear no responsibility or liability.

5. Booking Process & Confirmation

5.1 Multi-Stage Booking Process

All bookings under Journi Trail™ DMC are processed through a structured reservation workflow involving enquiry registration, quotation issuance, inventory verification, payment processing, Supplier confirmation, and operational reconciliation. Generation of a Customer ID or Booking ID does not constitute guaranteed reservation until final confirmation documents and vouchers are issued.

5.2 Stage 1 – Booking Amount (B.AMT)

An initial booking amount (“B.AMT”), being either fifteen percent (15%) to twenty five percent (25%) of the total tour cost or a flat amount of INR 5,000 per adult/child (whichever is applicable at discretion of Journi Trail™ DMC’s reservation team), shall be payable at the time of booking confirmation. Payment of B.AMT enables reservation requests to be initiated for property rooms, flight seats, ferry tickets, and activities. Any increment in fare due to supplier price revisions prior to travel will be borne by the traveller/agent.

5.3 Stage 2 – Booking Advance Amount (B.ADV)

A subsequent partial payment (“B.ADV”) shall be payable within the stipulated timeline, typically within three (3) to four (4) days of the initial booking or upon issuance of group/FIT flight tickets. Payment of B.ADV is required to secure and hold reservations with accommodation partners and airlines. Failure to complete this payment results in cancellation of held inventory.

5.4 Stage 3 – Booking Final Amount (B.FIN)

The final payment (“B.FIN”), constituting the remaining balance of the package cost, shall be payable no later than “T-X” days prior to the Date of Travel (“DOT”). “X” is defined by the respective resort, hotel, flight, or transport partner. The payment timeline cannot be extended beyond “T-X” days; non-payment will result in automated release of the booking without notice and forfeiture of amounts paid.

5.5 Booking and Payment Structure

The booking shall be completed strictly across these three defined payment milestones.

6. Pricing & Rate Validity

All prices, quotations, package rates, and fares are dynamic, indicative, and subject to real-time revision based on supplier tariffs, seat availability, hotel yield systems, currency fluctuations, and market demand. Quoted rates remain valid only if dynamic supplier components remain unchanged at the moment of payment realization and supplier issuance. Any increase occurring prior to final confirmation shall be borne entirely by the Customer/Agent.

6.1 Total Booking Cost and Applicable Charges

The total booking amount payable comprises:

• B.AMT (Booking Amount) + B.ADV (Advance) + B.FIN (Final Balance);
• Resort fare, accommodation costs, and flight fares;
• Supplementary inclusions and add-on services (AOS);
• Travel Agent Commission (TAC), where applicable;
• Travel Service/Convenience Fee (TSC) of INR 2,500++ per person;
• Tax Collected at Source (TCS) and City/Green/Tourism Taxes;
• Goods & Services Tax (GST) at prevailing rates (18% on TSC);
• Remittance fee of INR 2,500 per transaction; and
• Payment gateway transaction charges (ranging between 2.8% to 3.4% per transaction based on payment mode).

6.2 Fare Confirmation & Price Variation

In the event that fares remain consistent at confirmation, bookings proceed as quoted. Any increase in fare due to supplier revisions or availability changes shall be solely borne by the agent and/or traveller.

7. Taxes, Fees & Additional Charges

Bookings are subject to GST, TCS, VAT, Tourism Taxes, Green Taxes, City Taxes, airport charges, fuel surcharges, convenience fees, and cross-border bank charges. The Company reserves the right to recover additional taxes or surcharges introduced by authorities or suppliers at any stage prior to or after confirmation. Local occupancy, city, or resort fees levied directly at the destination are payable on-site by the guest.

8. Payment Terms & Modes

All payments must be made strictly via authorized payment channels, including secure payment links dispatched from official domains (pay@journitrail.com, accounts@journitrail.com), authenticated dashboard portals, net banking, UPI, debit/credit cards, or direct transfers to designated Company bank accounts.

Cash deposits, personal UPI transfers to staff, or payments via unverified external channels are strictly prohibited and will be forfeited or treated as unauthorized. Payments are valid only upon cleared financial settlement and reconciliation in Company accounts.

9. Pointwise Brief on Reservations & Inclusions

• 3-Stage Booking Structure: B.AMT (15%–20% or Flat INR 10,000 / INR 5,000 per pax), B.ADV (within 3–4 days or upon flight ticketing), and B.FIN on T-X days prior to Date of Travel (DOT).
• Mandatory Documents for Booking: Passport copy of all travellers, Lead guest PAN card, photos for E-visa, and flight tickets if independently booked.
• Mandatory Documents for Travel: Valid E-Visa, physical passport, hotel vouchers, boarding passes, payment invoices, and service vouchers.

Standard Inclusions Implementation Policy

Subject to full payment, clients may receive complimentary inclusions facilitated on a best-effort basis (subject to weather, seasonality, and resort discretion):

• Access to luxury airport lounge upon arrival until immigration clearance (where specified);
• Meet & greet service with traditional welcome and garland at airport counter with porter/caddy assistance;
• Return airport transfers via speedboat, cab, or van on SIC or Private basis as contracted;
• Complimentary E-Sim on arrival for 1 person for the trip duration (where specified);
• Welcome drinks, refreshments, chocolates, and daily drinking water;
• Complimentary island/jungle walkthrough and cycling tours (weather permitting);
• Culinary and cocktail tasting demonstrations with international chefs;
• Evening traditional dance shows, stargazing, live music, karaoke, and bonfire events;
• Complimentary use of non-motorized water sports (kayaks, windsurfing for experienced persons);
• Participation in fish feeding and coral life plantation under instructor guidance;
• Sports facilities (tennis, badminton, squash, gym, pool table, volleyball, darts, sauna/steam);
• Kids' Club access with daily organized activity arrays;
• Unlimited Wi-Fi access and fresh local fruits/produce throughout the stay.

Honeymoon Celebratory Inclusions

For eligible couples presenting marriage registration proof dated within 3 months of travel[cite: 102, 106]:

• 1 bottle of sparkling wine, cocktail, or non-alcoholic celebratory beverage;
• Warm welcome with garlands and special welcome drinks upon arrival;
• Fruit basket, chocolates, or celebration cake on arrival day;
• Room turn-down and towel swan/petal decorations on request;
• Complimentary floating breakfast once per stay (restricted to private pool villas).

10. Booking Modifications / Amendments

All itinerary changes, re-issuances, and operational rescheduling are governed strictly by the provisions set forth in Section 8 (Modification & Operational Changes) and Section 9 (Re-Issue of Services) of our Cancellation & Modification Policy.

11. Cancellation Policy

All cancellation requests, timelines, and retention charges are governed by our officially published Cancellation Policy.

12. Refund Policy

All refund calculations, eligibility rules, credit note frameworks, and wallet procedures are governed by our Refund & Return Policy.

13. No-Show Policy

A booking is treated as a “No-Show” where the Customer/Traveller fails to report, check-in, board, or avail services within prescribed reporting or operational hours. No-shows result in 100% forfeiture of booking amounts, cancellation of onward itinerary segments, and zero refund eligibility. The Company acts solely as an intermediary and cannot waive supplier no-show penalties.

14. Check-in & Check-out Terms

Standard check-in and check-out timings are established by individual properties and service providers. Early check-in or late check-out requests are subject to availability and supplier surcharges. All incidental expenses (minibar, room service, property damages, personal charges) must be settled directly with the property at checkout.

15. Guest Identification Requirements

All travellers must carry valid physical passports, appropriate visas, flight tickets, and vouchers. Traveller names, dates of birth, and passport details provided at booking must match official travel documents exactly. The Company bears no liability for denial of boarding, check-in refusal, or deportation arising from invalid or mismatched documents.

16. Special Requests & Preferences

Requests for adjacent rooms, specific views, bed configurations, dietary constraints, or accessibility setups are handled strictly on a request-only basis and are not guaranteed unless confirmed in writing by the service provider. Inability of a supplier to fulfill special preferences does not constitute a service breach.

17. Group Bookings & Bulk Reservations

Group bookings (multiple rooms, delegates, or passenger blocks) operate under customized payment milestones, higher advance deposits, and stricter non-refundable terms. Reductions in passenger count or group size may trigger automatic revocation of negotiated group tariffs, complimentary FOC allocations, or special perks.

18. Promotional Offers & Packages Terms

Promotional benefits, complimentary inclusions, honeymoon amenities, and tactical discounts are limited-period, availability-based offers. They carry no separate cash value, are non-transferable, and cannot be refunded or encashed if unutilized. Violation of payment timelines voids promotional pricing.

19. Third-Party / Agent Bookings

Where bookings are coordinated via travel agents, corporate coordinators, or intermediaries, the Company relies on instructions from the intermediary as binding on the traveller. Independent markups or commissions charged by external agents remain solely between the agent and client.

20. Overbooking & Relocation Policy

Hotels, airlines, and transport operators may practice commercial overbooking. In overbooking situations, the supplier may relocate guests to alternative accommodations or flights of comparable standard. Journi Trail™ DMC acts solely as a facilitator and bears no liability for supplier-initiated relocations.

21. Force Majeure / Unforeseen Circumstances

The Company shall not be liable for disruptions, delays, or cancellations arising from acts of God, natural disasters, epidemics, wars, civil unrest, border closures, flight groundings, technical outages, or regulatory prohibitions. Refunds or rescheduling options during Force Majeure remain strictly dependent on supplier recoveries.

22. Liability Disclaimer

Journi Trail™ DMC acts strictly as a booking facilitator between travellers and independent suppliers. The Company disclaims liability for supplier defaults, flight delays, overbooking, baggage losses, injuries, or consequential damages. Maximum aggregate liability is strictly capped at the net commission or service fee retained by the Company for the specific booking.

23. Conduct & Usage Policy

Travellers are responsible for completing online web check-in 24 hours prior to flight departure on T-1 day and selecting seats/meals. On-ground teams coordinate local transfers and driver contact details 24–48 hours prior. Guests must sign all food/beverage vouchers and settle unincluded expenses directly with the resort prior to 11:00 AM check-out.

24. Damage, Loss & Indemnity Clause

Travellers bear full financial and legal responsibility for any property damage, breakages, or operational disruptions caused to resort facilities, vehicles, vessels, or equipment. Clients agree to indemnify and hold harmless Journi Trail™ DMC against all third-party claims, penalties, and legal expenses arising from guest misconduct.

25. Health, Safety & Compliance Requirements

Travellers are solely responsible for verifying medical fitness, obtaining necessary travel insurance, and complying with vaccination, testing, and immigration mandates. Non-compliance resulting in quarantine, deportation, or boarding refusal is the traveller's sole liability.

26. Privacy & Data Protection

All data processing, passenger details, and passport handling are governed by our Privacy & Cookie Policy.

27. Intellectual Property

All trademarks, digital interfaces, and proprietary reservation systems are governed by Clause 21 of our Terms of Use.

28. Dispute Resolution & Governing Law

This Policy is governed by the laws of India. All unresolved disputes or claims arising out of bookings or transactions shall be subject to the exclusive jurisdiction of the competent courts located at Ghaziabad, Uttar Pradesh, India.

Operational Address:
Gr.F 119 A, FIEE Complex, Okhla, Block A, Okhla Phase II, Okhla Industrial Estate, New Delhi, Delhi 110020

29. Policy Amendments & Updates

The Company reserves the right to amend, update, or revise booking policies, payment milestones, and operational rules at any time without prior individual notice. Continued interaction with our systems constitutes deemed acceptance of the latest published terms.

30. Contact Information / Grievance Redressal

For booking clarifications, disputes, or formal grievances, contact our compliance officer:

Attn: Prakash Verma
Address: Gr.F 119 A, FIEE Complex, Okhla, Block A, Okhla Phase II, Okhla Industrial Estate, New Delhi, Delhi 110020
Email: director@journitrail.com