Refund policy

Refund Policy,

Terms & Conditions

IBT Tours – Refund Policy & Conditions (T&C) (applies to all trips in Japan, Thailand, Sri Lanka and the Philippines)

1. Booking & Payment

  • Deposit: A place on the tour is confirmed once the required deposit is received.
  • Balance: The remaining balance must be paid in full no later than 60 days before the tour start date.
  • Prices are quoted and charged in United States Dollars (USD).
  • The Customer who has paid a deposit may assign or transfer that deposit and their booking to another person by providing the Company with written notice of the new traveller’s full name and contact details. Only the same tour date can be transfered.
  • In order to make a booking you must be at least 18 or older

2. Refunds & Cancellations

  • Client‑initiated cancellations
    • Up to 90 days before the tour start date: 100 % refund, minus any non‑recoverable third‑party fees.
    • **89 days or fewer before the tour start date: No refund; all amounts paid are forfeited.
  • IBT‑initiated cancellations
    • If IBT cancels the trip for any reason, you will receive a full 100 % refund of all amounts paid to IBT.
  • Transfer of Booking:
    • If you or any member of your party is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:
    • That person is introduced by you and satisfies all the conditions applicable to the trip;
    • The outstanding balance payment is paid in full 60 days before the tour start date.
    • The transferee agrees to these booking conditions and all other terms of the contract between us.
    • The transferee agrees to pay any extra fees such as a name change on an internal flight or any fee changes to travel expenses.

3. Travel and Medical Insurance (Mandatory)

Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, medical expenses and repatriation in the event of accident or illness. Proof of insurance may be requested at any time. If you are undertaking any adventure sports or other such activities as part of your tour, you must ensure this is covered by your travel insurance policy. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

4. Passport & Entry Requirements

By booking, you confirm that your passport will have at least six (6) months’ validity beyond the tour’s end date and that you meet all visa and health requirements for the destinations visited. IBT is not liable for denied boarding or entry.

5. Airfare

With all tours we do not include the price of international flights in and out of whatever country you are travelling to.

Please be advised that we only act as a third party agent with flight providers throughout the tours, we are not responsible for flight changes or delays and any lost luggage made by airline companies. We are also not responsible for delays with ferry departures.

6. Cardholder Declaration

You certify that the payment card used is your own (or you have formal authority to use it) and that all details provided are true and correct.

7. Liability

IBT acts with reasonable care but is not liable for losses arising from events beyond its control (e.g. force majeure, government actions, or third‑party defaults). Nothing in these T&C limits statutory consumer rights.

8. Risk

In booking with IBT and TravelBFF you acknowledge that the type of trips we offer aren’t your typical trip, our tours are adventurous and therefore involve a certain level risk. We will be touring areas with complete different political/cultural beliefs you have never experienced before and weather different to what you are used to which may present certain dangers. However our staff always stay up to date with current events and relevant information in the regions our tours operate in so we can asses

9. External Tours

If guests wish to go off on their own on free days and decide to book an external trip or activity it is at their own risk. IBT and TravelBFF are not liable for any damages incurred or inconveniences.

10. Images and Marketing

Booking with IBT and TravelBFF you agree that while participating in a tour, photos and videos may be taken by IBT and TravelBFF, other participants or potential affiliates that feature you. You agree that any photos taken by IBT and TravelBFF, third parties or affiliates may be used for marketing or promotional purposes royalty-free.

11. Complaints

We at IBT and TravelBFF wish to ensure that all our guests have the trip of a lifetime without any problems or inconveniences that may take away from the joy of the trip, however if guests’ do have a problem they wish to discuss further please do not hesitate to approach your group leader in order to resolve the matter quickly. If you are not satisfied still you can contact IBT and TravelBFF at bookings@imaginebeyondtravel. Please note we are not liable for any complaints you may have with third parties but our group leader and office staff will assist at the best of our ability to resolve the issue as quick as possible.

12. Acceptance

Completion of payment (deposit or full balance) constitutes acceptance of these Terms & Conditions.by the laws of the USA.