Effective Date: 06/08/2025
Thank you for choosing Big Panda Tours. Please read these Booking Terms and Conditions carefully as they set out your rights and obligations when booking a tour with us. These terms form the basis of your agreement with Big Panda Tours LLC (“Big Panda Tours,” “we,” “us,” or “our”).
1. Booking Your Trip
1.1 Acceptance of Terms
By booking a trip with Big Panda Tours, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.
1.2 Booking Confirmation
A booking is confirmed when you receive a written confirmation from us via email. Please check your confirmation carefully and contact us immediately if any information is incorrect or incomplete.
1.3 Age and Responsibility
You must be at least 18 years of age to make a booking. You are responsible for ensuring that all participants in your booking meet the eligibility criteria and comply with these terms.
2. Pricing and Inclusions
2.1 Tour Price
All prices are listed in U.S. dollars unless stated otherwise and are subject to change without notice due to fluctuations in exchange rates, fuel prices, taxes, park fees, or other factors beyond our control. Once your booking is confirmed, the price will not change.
2.2 Inclusions
Tour prices include transportation, entrance fees, accommodation (if applicable), guiding services, and meals as stated in the itinerary.
2.3 Exclusions
Prices do not include international or domestic flights, visas, travel insurance, personal expenses, optional excursions, gratuities, or any services not specified in the itinerary.
3. Cancellation by You
3.1 General Policy
If you need to cancel your trip, you must notify us in writing as soon as possible. Cancellation fees apply as follows:
- Tours of 3 Days or Less:
- More than 6 days before the start: 100% refund
- 6 days to 48 hours before the start: 70% refund
- Less than 48 hours before the start: 30% refund
- After tour departure or no-show: No refund
- More than 6 days before the start: 100% refund
- Tours Longer Than 3 Days:
- More than 30 days before the start: 100% refund
- 15 to 30 days before the start: 50% refund
- 7 to 14 days before the start: 30% refund
- Less than 7 days before the start: No refund
- More than 30 days before the start: 100% refund
3.2 Refund Processing
Refunds will be issued to the original payment method within 5-10 business days, excluding non-recoverable costs (e.g., permits, prepaid hotel costs).
3.3 Rescheduling
If you wish to reschedule, we will do our best to accommodate your request without extra fees, subject to availability and third-party terms. Changes made less than 7 days before departure may be treated as cancellations.
4. Cancellation or Changes by Us
We reserve the right to cancel or amend any trip for reasons including, but not limited to, low enrollment, weather conditions, safety concerns, acts of God, government actions, or force majeure.
In such cases, you may:
- Transfer to another available trip
- Receive a full refund of payments made to Big Panda Tours
We are not responsible for other costs incurred (e.g., airfares, visas, third-party bookings, or change fees).
5. Travel Insurance
Travel insurance is strongly recommended. Your insurance should cover medical emergencies, personal liability, trip cancellation, trip delay, missed connections, and loss or theft of baggage and personal effects. We are not liable for losses resulting from your failure to obtain adequate coverage.
6. Health, Fitness, and Travelers Needing Special Assistance
You must ensure you are medically fit to participate in your chosen tour. Certain trips require moderate to high physical fitness. Guests with mobility limitations or other special needs must inform us at the time of booking. While we strive to accommodate all travelers, not all destinations or activities are accessible.
We reserve the right to refuse or remove any participant whose health, fitness, or behavior poses a risk to themselves or the group. No refunds will be given in such cases.
If you require special assistance, please notify us in advance so we can help coordinate appropriate support. However, Big Panda Tours is not liable for failures or delays caused by third-party suppliers in providing such assistance.
7. Guide Authority and Conduct
Your guide has the authority to make decisions in the interest of group safety and enjoyment. You agree to comply with their instructions at all times.
Disruptive, illegal, or unsafe behavior may result in removal from the tour without refund. We reserve the right to deny future bookings to individuals who violate our conduct policies.
8. Force Majeure and Extreme Circumstances
We are not liable for any loss, damage, or changes arising from events beyond our reasonable control, including but not limited to:
- Natural disasters (earthquakes, floods, wildfires, etc.)
- War, civil unrest, or terrorism
- Epidemics or pandemics
- Government actions, travel restrictions, or park closures
- Strikes, transport interruptions, or supplier failures
In these cases, we will make reasonable efforts to provide alternative arrangements or travel credits when possible. Refunds may be issued at our discretion depending on recoverable costs. We are not responsible for additional expenses such as airfare changes, visas, or third-party services.
9. Liability
Participation in our tours involves inherent risks. By booking, you acknowledge and accept these risks. Big Panda Tours is not liable for injury, death, loss, damage, or expenses unless directly caused by our proven negligence.
We are not responsible for:
- Acts or omissions of third-party providers
- Loss or theft of personal property
- Costs resulting from changes to your travel arrangements due to personal delays, missed departures, or no-shows
Our liability to you, whether in contract, tort, or otherwise, shall not exceed the total amount paid by you for the specific tour or service giving rise to the claim. We disclaim liability for consequential, incidental, or indirect damages. Nothing in these terms excludes or limits liability for death or personal injury caused by our negligence or fraudulent misrepresentation.
10. Photography and Video Use on Tour
We may take photographs or videos during tours for promotional purposes, including marketing, advertising, and social media. By joining a Big Panda tour, you grant us the right to use images or videos that may include you unless you notify us in writing before the start of the tour. We respect your privacy and will not use any images or videos for commercial purposes without your consent beyond the stated uses.
11. Privacy Policy
We collect personal data to process your booking and provide our services. Your information is kept confidential and shared only as necessary with service providers. We do not sell or trade your data.
For details, refer to our full Privacy Policy at [Insert Link].
12. Compliance with Chinese Travel Regulations
When operating tours in the People’s Republic of China (PRC), Big Panda Tours complies with all applicable Chinese laws and regulations, including but not limited to:
- Local licensing and permit requirements
- Tourist safety standards
- Travel agency and guide registration regulations
- Insurance requirements as mandated by the Chinese Ministry of Culture and Tourism
Guests are required to carry valid travel documentation at all times (passports, visas, and any required permits). Chinese authorities may require identification checks, and failure to comply may result in denied access to certain sites or services.
We work with licensed local operators to ensure your safety and compliance with regional policies. In the event of changes mandated by local authorities, we will inform you as soon as reasonably possible.
13. Itinerary Changes and Flexibility
We reserve the right to make reasonable changes to the itinerary due to operational needs, weather, or other factors. We strive to maintain the quality and content of the tour but may adjust schedules, accommodations, or activities for safety or practical reasons without prior notice. No refunds or compensation will be provided for such changes.
14. Luggage Policy
Each guest is responsible for their own luggage. Please adhere to any size or weight restrictions imposed by transportation providers. Big Panda Tours is not liable for lost, damaged, or delayed luggage. We recommend labeling your luggage clearly and carrying valuables in your hand luggage.
15. Traveling with Minors as a Guardian
If you are traveling with minors for whom you are the legal guardian, you must provide proof of guardianship upon booking and carry any necessary documentation during travel. You accept full responsibility for the minor’s safety and compliance with tour rules.
16. Supplier Agreements
We work with third-party suppliers (transport, accommodation, activities) and rely on their services. We are not responsible for their failure to perform or provide services as expected, except as required by law.
17. Limits on Big Panda Tours’ Responsibilities
Our responsibilities are limited to those expressly stated in these Terms and Conditions. We are not liable for any indirect, special, incidental, or consequential damages arising from your participation in our tours.
18. Modifications to Travel Terms and Conditions
We may update these Terms and Conditions from time to time. The version applicable to your booking will be the one in effect at the time of your confirmed booking. Continued use of our services constitutes acceptance of any changes.
19. Controlling Law and Jurisdiction
These Terms and Conditions are governed by applicable laws of the jurisdictions where we operate. Any disputes shall be resolved in accordance with the local laws of the relevant territory. Where applicable, Chinese law will apply to tour operations conducted within China.
20. Severability
If any provision of these Terms is found unenforceable or invalid under applicable law, the remaining provisions shall remain in full force and effect.
If you have any questions before booking, please contact our customer support team at contact@bigpandatours.com.
Thank you for choosing Big Panda Tours. We look forward to showing you the beauty and adventure of China and beyond!