Effective Date: August 2026
These Terms and Conditions govern your booking and use of services provided by Velvet Lanka Tours, including day tours, round tour packages, and tailor-made itineraries across Sri Lanka. By making a booking with us, whether directly or through a representative, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions on behalf of yourself and all members of your travelling party.
1. Booking and Confirmation
- A booking is confirmed once we have received your signed booking form or written confirmation, together with the required deposit, and have issued you with written confirmation of your itinerary.
- The person making the booking confirms they have the authority to do so on behalf of all travellers included in it, and accepts responsibility for the accuracy of the information provided, including names as they appear on passports.
- Itineraries described on our website, in proposals, or in our brochures are indicative and may be adjusted, in consultation with the client, to reflect seasonal conditions, availability or operational requirements.
2. Payment Terms
- A non-refundable deposit, as specified in your booking confirmation, is required to secure your itinerary. The deposit amount will vary depending on the package, season, and any pre-paid components such as scenic train tickets or premium accommodation.
- The remaining balance is due no later than the date specified in your booking confirmation, typically 30 to 45 days prior to arrival. For bookings made within this window, full payment is required at the time of booking.
- Payments may be made by bank transfer or other methods specified in your booking confirmation. Any bank charges incurred in the transfer of funds are the responsibility of the client.
- Failure to make payment by the due date may result in the cancellation of your booking, with cancellation charges applied as set out in Section 4.
3. Pricing
- Prices quoted are based on costs known to us at the time of quotation, including accommodation rates, park entrance fees, guide charges and applicable taxes.
- We reserve the right to adjust prices prior to full payment in the event of significant changes in exchange rates, fuel costs, government-imposed taxes or park and entrance fees beyond our control. We will notify you promptly of any such adjustment.
- Prices are per person unless otherwise stated and are based on the group size, accommodation category and services confirmed in your itinerary.
4. Cancellations by the Client
Should you need to cancel a confirmed booking, written notice must be provided to us. Cancellation charges are calculated as a percentage of the total tour cost, based on the number of days’ notice given prior to the arrival date:
- 60 days or more before arrival: Loss of deposit
- 30 to 59 days before arrival: 50% of total tour cost
- 15 to 29 days before arrival: 75% of total tour cost
- Less than 15 days before arrival or no-show: 100% of total tour cost
Where a booking includes non-refundable third-party components, such as scenic train tickets, festival-period accommodation or specially reserved experiences, the cost of these components may be non-refundable regardless of notice period. We strongly recommend comprehensive travel insurance to cover cancellation costs (see Section 8).
5. Cancellations, Changes and Substitutions
- In rare circumstances, we may need to cancel, curtail or amend a booking due to reasons beyond our reasonable control, including but not limited to adverse weather, natural events, safety concerns, or the unavailability of a particular property or service.
- Where we substitute an accommodation, activity or service, we will endeavour to offer an alternative of comparable standard and will notify the client as soon as possible.
- Where we cancel a confirmed booking for reasons within our control, the client will be entitled to a full refund of amounts paid for the cancelled services, or an alternative itinerary of equivalent value, at the client’s choice.
6. Amendments to Confirmed Bookings
Requests to amend a confirmed itinerary, such as changing dates, adding travellers or altering the route, will be accommodated wherever possible, subject to availability. Amendment requests made close to the arrival date may incur additional costs, particularly where third-party bookings such as trains, permits or accommodation must be rearranged or cancelled.
7. Travel Documents, Visas and Entry Requirements
- It is the client’s responsibility to hold a valid passport with the required period of validity, and to obtain any necessary visa or Electronic Travel Authorisation (ETA) prior to arrival in Sri Lanka.
- Requirements vary by nationality and are subject to change; we recommend confirming current entry requirements directly with the relevant Sri Lankan immigration authority or your travel agent ahead of departure.
- We are not liable for any cost, loss, or disruption arising from a client’s failure to hold valid, compliant travel documentation.
8. Travel Insurance
Comprehensive travel insurance, covering medical emergencies, trip cancellation, curtailment, personal belongings and repatriation, is strongly recommended for all travellers and is a condition of participation in activities such as white-water rafting, hiking, diving and other adventure experiences.
9. Health, Fitness, and Activity Levels
- Some experiences included in our itineraries, such as hiking, safaris, water sports and abseiling, involve a degree of physical exertion and inherent risk. Activity levels are indicated for each experience (Easy, Moderate, Active) to help clients select appropriate options.
- Clients are responsible for disclosing any medical conditions, mobility considerations or dietary requirements that may affect their participation, so that we can plan accordingly or advise on suitability.
- Participation in optional activities is at the client’s own discretion and, where applicable, subject to the terms and safety protocols of the relevant activity operator.
10. Force Majeure
We shall not be liable for any failure to perform, or delay in performing, our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, extreme weather, pandemic or public health emergencies, government action, civil unrest, strikes, or the closure of airports, roads or attractions. In such circumstances, we will work with the client in good faith to amend the itinerary or reschedule the trip wherever possible.
11. Client Conduct and Responsibilities
- Clients are expected to behave respectfully toward guides, drivers, hotel staff, local communities, wildlife and fellow travellers throughout the journey.
- We reserve the right to remove any client from a tour, without refund, where their conduct endangers the safety, enjoyment or wellbeing of themselves, other travellers, staff or the local community.
- Clients are responsible for their personal belongings throughout the journey and for complying with the safety instructions of guides, drivers and activity operators.
12. Liability
- Velvet Lanka Tours acts as an organiser and coordinator of accommodation, transport, guides, and activities, many of which are provided by independent third-party suppliers. We take great care in selecting reputable partners, but we do not own or directly operate hotels, airlines, or attraction sites.
- Save where caused by our negligence, we are not liable for injury, illness, loss or damage arising from the acts, omissions or default of independent third-party suppliers, or from circumstances beyond our reasonable control.
- Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by our negligence, or for any other liability that cannot be excluded or limited under applicable law.
13. Complaints
If an issue arises during your trip, please raise it with your guide, driver or our 24/7 in-destination support team immediately, so that we can attempt to resolve it in real time. If the matter remains unresolved, please submit a written complaint to us within 28 days of the end of your trip, including as much detail as possible, so we can investigate thoroughly.
14. Photography and Media
From time to time, our guides may take photographs or videos during tours for use in our marketing materials, website and social media. If you would prefer not to be included, please inform your guide or notify us in advance, and we will respect your wishes.
15. Governing Law
These Terms and Conditions are governed by and construed in accordance with the laws of Sri Lanka. Any disputes arising out of or in connection with a booking shall be subject to the exclusive jurisdiction of the courts of Sri Lanka, without prejudice to any mandatory consumer protection rights available to the client under the law of their country of residence.
16. Contact Us
For questions about these Terms and Conditions, please contact us:
