Terms & Conditions

TERMS & CONDITIONS

China Fixed Departures · Land Only · B2B Specialists

Schedule A - Cancellation Policy

The following cancellation charges apply to all bookings and are industry-compliant:

Schedule B - Policy Amendments & Clarifications

Balance Due

21 days before departure.

Document Issuance

Documents issued within 72 hours of payment confirmation.

No-Show Policy

No-shows are 100% non-refundable regardless of when the no-show occurs — a separate clause from the standard 7-day penalty to prevent ambiguity in operational disputes.

Single Supplement

If minimum pax is met but a client travels without a roommate, a single supplement applies unless a sharing partner is arranged by the agent. Standard for all SIC/coach departures.

Substitution Rights

Panda Tours reserves the right to substitute hotels, coaches, or guides with equivalents of equal or higher standard without voiding the departure guarantee.

(1) Guaranteed Departure: Definition & Confirmation

1.1 DEFINITION

A departure is deemed 'Guaranteed' when Panda Tours issues a written Departure Confirmation to the booking agent. This Confirmation shall be issued within 48 hours of achieving the Minimum Seat Threshold as defined in Clause 1.2.

1.2 CONFIRMATION PROCESS

Seat blocking by an agent does not constitute a Guaranteed Departure. The departure is guaranteed only upon: (a) receipt of the required deposit or full payment as per the applicable Payment Option, AND (b) issuance of a written Departure Confirmation by Panda Tours to the registered agent.

(2) Force Majeure

2.1 DEFINITION OF FORCE MAJEURE

For the purposes of this Agreement, 'Force Majeure' means any event beyond the reasonable control of Panda Tours, including but not limited to: natural disasters (earthquake, flood, cyclone, tsunami), war, civil unrest, terrorism, acts of any government or public authority (including Chinese government travel restrictions or entry bans, travel advisories issued by the traveler's home country government), pandemic or epidemic declarations by the World Health Organization, strikes or industrial action affecting ground operations, or any other extraordinary event that renders the operation of the tour impossible or unsafe.

2.2 EFFECT ON GUARANTEED DEPARTURE

In the event of Force Majeure, the Guaranteed Departure guarantee is suspended. Panda Tours shall not be liable for any penalties, compensation, or consequential losses arising from cancellation or curtailment of a departure due to a Force Majeure event.

2.3 REMEDIES IN FORCE MAJEURE

Notwithstanding Clause 2.2, Panda Tours shall make commercially reasonable efforts to provide one of the following remedies: (a) a full credit note valid for 12 (twelve) months from the date of cancellation, applicable to any future Panda Tours departure; OR (b) a refund of amounts paid, minus actual non-recoverable costs already incurred by Panda Tours (including hotel deposits, ground transport, guide fees, and entry permits disbursed). The applicable remedy shall be communicated in writing within 7 (seven) working days of the Force Majeure event.

2.4 AIRFARE EXCLUSION

Panda Tours holds no liability for flight costs, delays, cancellations, or airline schedule changes under any circumstances, including Force Majeure. This is a Land Only product. Agents are strongly advised to recommend travel insurance inclusive of flight disruption cover to their clients.

(3) Cancellation by PANDA TOUR

3.1 NOTIFICATION PERIOD

Panda Tours shall provide written cancellation notice to all affected agents at least 14 (fourteen) days prior to the scheduled departure date wherever operationally possible. In cases of emergency or sudden Force Majeure, notice shall be issued within 24 hours of the triggering event.

3.2 LIMITATION OF LIABILITY

Panda Tours' maximum liability to the booking agent in any cancellation scenario (excluding Force Majeure) shall not exceed the total tour value paid by the agent for that specific booking. Panda Tours shall not be liable for any indirect, consequential, or incidental losses including but not limited to: agent commission loss, client airfare costs, visa fees, or loss of business.

(4) VISA Policy

4.1 VISA REJECTION — CANCELLATION CHARGES

In the event of Chinese visa rejection, the booking will be treated as a client-initiated cancellation. Standard cancellation charges as per Section 5 (Cancellation Policy) shall apply, calculated from the date on which written proof of visa rejection is provided to Panda Tours by the booking agent.

4.2 TRAVEL INSURANCE ADVISORY

Panda Tours strongly recommends that agents advise all clients to purchase comprehensive travel insurance that includes cover for visa rejection and trip cancellation. Panda Tours holds no liability for losses arising from visa rejection, processing delays, or consulate decisions.

4.3 DOCUMENTATION ERRORS

Panda Tours holds no liability for visa rejections arising from incorrect, incomplete, or fraudulent documentation submitted by the client or agent.

(5) Amendments & Date Changes

5.1 DATE AMENDMENTS

A booking may be transferred to a different available departure date subject to the following conditions: (a) Requests made 30 or more days prior to the original departure: permitted at no charge, subject to seat availability on the new date; (b) Requests made 15–29 days prior to departure: an administrative fee of USD [50] per person applies; (c) Requests made within 14 days of departure: date amendments are not permitted and standard cancellation charges will apply.

5.2 PASSENGER NAME CHANGES

Minor name corrections (e.g., spelling errors) are permitted at no charge up to 7 days before departure. Full passenger substitutions (replacement of one traveler with another) are permitted up to 21 days before departure at an administrative fee of USD [25] per passenger. No name changes are permitted within 7 days of departure.

5.3 ADD-ON AMENDMENTS

Changes to add-ons (SIM cards, room upgrades, gala dinners, private transfers, extra nights) are permitted up to 14 days before departure, subject to availability. Panda Tours does not guarantee availability of specific add-ons upon amendment request.

5.4 ALL AMENDMENTS IN WRITING

All amendment requests must be submitted in writing via the registered agent portal or official WhatsApp/email channel. Verbal amendment requests will not be accepted or processed.

(6) Pricing, Currency & Invoicing

6.1 CURRENCY

All prices quoted by Panda Tours to registered agents are denominated in USD (United States Dollars) unless otherwise stated in writing.

6.2 PRICE PROTECTION

Prices confirmed and deposited are fixed for the relevant departure date.

6.3 INVOICING

A commercial invoice will be issued to the registered agent upon receipt of deposit or full payment.

6.4 PAYMENT CURRENCY

All payments must be received in the currency stated on the invoice.

(7) Agent Obligations & Dispute Resolution

7.1 ACCEPTANCE OF TERMS

All agents who register on pandatraveltour.com and receive admin approval are deemed to have read, understood, and accepted these Terms & Conditions of Sale in their entirety.

7.2 AGENT TRADE AGREEMENT (MOU)

Panda Tours reserves the right to require registered agents to execute a formal Memorandum of Understanding (MOU) or Agent Trade Agreement.

7.3 AGENT RESPONSIBILITY TO END CLIENTS

The booking agent is solely responsible for the accurate communication of all terms.

7.4 CONFIDENTIALITY

All net rates, departure calendars, and trade pricing shared by Panda Tours with registered agents are strictly confidential.

7.5 DISPUTE RESOLUTION

Any dispute shall be resolved through arbitration under CIETAC rules.