Booking Terms & Cancellation Policy

Booking Terms explain how VIPXPLOR handles reservations, payments, cancellations and changes for Egypt tours, Nile cruises, accommodation and travel services.

Please read these conditions alongside your personalised quotation. Any special supplier conditions will be explained before you make a payment.

Your Booking Terms and Confirmation

Your quotation identifies your travel dates, requested services, number of travellers, price and payment deadlines.

Your reservation is confirmed when VIPXPLOR sends written confirmation after receiving the required payment and checking availability with the relevant suppliers.

An enquiry or quotation alone does not reserve a hotel room, cruise cabin, flight or tour.

Please check all names, dates and pickup details in your confirmation. Tell us promptly if anything needs correcting.

Booking Terms for Deposits and Payments

The deposit amount and balance deadline will appear in your quotation. Payment requirements depend on your chosen services, travel dates and supplier conditions.

Some services require full payment before confirmation. We will identify any non-refundable reservation or special payment requirement before you pay.

Your deposit forms part of the total booking price. Whether it is refundable depends on the cancellation conditions agreed for your reservation.

If you miss a payment deadline, we will contact you. Suppliers may release reserved services according to the conditions disclosed before booking.

Prices and Included Services

Your quotation states the currency and whether the price is per person or for the entire booking.

For accommodation, we specify the room or cabin occupancy. Single occupancy, upgrades and additional beds may cost extra.

Only services expressly listed as included form part of your package. Flights, entrance tickets, meals, drinks, visas, tips and transfers are otherwise excluded.

Prices and availability may change before confirmation. Any proposed change to confirmed services or their price will be explained and agreed with you before proceeding.

Booking Terms for Cancellation Requests

Send cancellation requests in writing through the email or WhatsApp conversation used for your reservation.

Include your booking reference, lead traveller’s name and travel date. The time we receive your request determines the applicable cancellation period.

We will acknowledge your request and provide a breakdown of the charges.

The schedules below apply unless different conditions were disclosed and accepted before payment.

Cancellation charges are calculated on the agreed price of the cancelled service or package, rather than the deposit alone. Payments already received are credited against those charges.

We will explain any refundable balance or remaining amount due in writing.

Day Tours and Excursions

The following standard cancellation charges apply:

• At least 48 hours before the scheduled start: no cancellation charge.
• Less than 48 hours before the start, but before the calendar day of the tour: 50% cancellation charge.
• On the calendar day of the tour or in the event of a no-show: 100% cancellation charge.

Cancellation times are assessed using local time in Egypt.

Separately ticketed activities or specially reserved services may have different conditions. These will be identified before payment.

Multi-Day Tours and Travel Packages

The following standard cancellation charges apply:

• More than 30 days before arrival: no cancellation charge, excluding applicable non-refundable payment fees.
• 15–30 days before arrival: 25% cancellation charge.
• 7–14 days before arrival: 50% cancellation charge.
• Fewer than 7 days before arrival or a no-show: 100% cancellation charge.

The arrival date shown in your confirmation determines the cancellation period.

Supplier Booking Terms for Cruises Hotels and Flights

Nile cruises, hotels and airlines may apply separate payment, amendment and cancellation conditions.

Some rates are non-refundable. Others require earlier payment or carry higher cancellation charges.

Your quotation will explain which services these conditions affect and how they relate to the standard cancellation schedule.

We will not charge twice for the same service under overlapping cancellation rules.

Flight amendments depend on availability, ticket conditions and any applicable fare difference.

Special conditions for peak dates and promotional offers will also be disclosed before payment.

Booking Terms for Reservation Changes

Contact us as early as possible if you need to change your dates, traveller details, accommodation or itinerary.

We will check availability and explain any supplier charges or price differences before making the change.

An amendment becomes confirmed only when we send written acceptance.

If a supplier cannot amend your reservation, cancellation and rebooking may be necessary under the conditions agreed when you booked.

Refunds and Payment Fees

Approved refunds are returned through the original payment method where possible.

Please allow 7–21 business days for processing. Your bank or payment provider may need additional time to display the credit.

Any deduction for non-refundable bank or payment-provider fees must have been disclosed before payment and will be itemised.

Currency conversion differences applied by your bank or payment provider are outside our control.

These Booking Terms do not impose a separate blanket 5% deduction on refunds.

If VIPXPLOR Cancels a Service

If we cancel a confirmed service for an operational reason within our control, we will offer a refund for the service we cannot provide or an alternative you may choose to accept.

We will not impose a replacement service or travel credit without your agreement.

Disruption caused by exceptional events is addressed in the following section.

Exceptional Events and Travel Disruption

Severe weather, government restrictions, transport disruption and other events beyond reasonable control may affect your itinerary.

We will explain the options available. These may include a revised programme, rescheduling, supplier credit or a refund available under the applicable conditions and law.

Any proposed deductions or additional costs will be explained before you accept an alternative arrangement.

A full refund cannot be promised for every exceptional event. Nothing in these Booking Terms excludes rights that cannot lawfully be excluded.

Late Arrival No-Shows and Unused Services

Please be ready at the pickup time and meeting point stated in your confirmation.

Contact us immediately if you are delayed so we can check whether alternative arrangements are possible.

Services missed because of a no-show, late arrival or a voluntary decision not to participate are normally non-refundable under the applicable booking conditions.

This does not apply to a service that VIPXPLOR fails to provide.

Children and Family Bookings

Children’s prices depend on their age on the travel date, room or cabin arrangements and supplier rules.

Please provide each child’s age when requesting your quotation.

We will confirm the applicable price and any accommodation or activity restrictions before payment. Adult rates may apply according to the supplier’s age policy.

Special Requests and Accessibility

Tell us before booking about accessibility needs, dietary requirements and essential room or cabin arrangements.

We will check what can be provided and explain any limitations.

A special request is guaranteed only when expressly confirmed in writing. If a requirement is essential to your trip, please obtain confirmation before paying.

Travel Documents and Traveller Details

Travellers are responsible for providing accurate names and checking the passport, visa and entry requirements applicable to their journey.

Tell us about any discrepancy before tickets or reservations are issued.

Corrections may be subject to supplier conditions and charges.

Questions About These Booking Terms

If you need clarification about payments, cancellations or your itinerary, contact VIPXPLOR through your booking conversation before confirming.

Explore our Egypt travel packages or visit the VIPXPLOR website to plan your journey.

The version of these Booking Terms supplied when you confirm, together with the specific conditions agreed for your reservation, applies to your booking.

Later website updates do not automatically change an existing confirmed reservation.