Please read the following terms before booking. By paying your deposit, you confirm that you have read and agreed to these terms and the Tour Agreement for your booking. If you have any questions, your travel advisor is happy to help.
Reservation & Booking
Your travel advisor will work with you to design a tailored itinerary based on your interests, pace, budget, and preferences until it meets your needs and expectations.
To confirm your booking:
- We will send you the Tour Agreement
- You sign and return the Tour Agreement
- Pay a 20% deposit of the total tour cost
- Your booking is considered confirmed only after the deposit is received
We recommend booking at least 40 to 60 days in advance for Tibet, Yangtze River Cruise, Mount Kailash tours, and longer China trips of two to three weeks, and around 30 days in advance for most other trips.
A travel memo will be sent 7 to 10 days before departure, including hotel details, guide contacts, tickets, practical travel notes, and a packing list.
Payment
We accept bank wire transfer, PayPal, Alipay, and WeChat Pay. All transfer or processing fees are the responsibility of the traveler, including any bank or PayPal charges incurred during refunds.
Alipay and WeChat Pay now support international credit cards, which is often the most convenient option for payment.
All prices are in Chinese Yuan (CNY). Quotes in other currencies are subject to exchange rate fluctuations; the CNY amount remains fixed.
Deposit & balance:
- 20% deposit due at booking
- Remaining balance due before the tour starts, or at least 15 days prior if paying by transfer or PayPal
- The balance may alternatively be paid in cash to your guide upon arrival in the first city
Check the full Payment Guide.
Alteration of Tours
Before booking confirmation: Changes are free of charge.
After booking confirmation: Most reasonable adjustments can be accommodated. Any additional costs resulting from client-requested changes are the responsibility of the traveler.
WindhorseTour reserves the right to modify itineraries due to changes in transportation schedules, weather, or other circumstances beyond our control. Any cost differences will be communicated and calculated accordingly.
Cancellation & Refund Policy
To cancel your tour booking, please notify us in writing by email. Refunds are calculated from the date we receive your cancellation (Beijing time) and processed within 20 days.
Client-initiated cancellation:
| Notice Period | Cancellation Fee |
|---|---|
| 22 days or more | Free, except for actual losses caused by air, hotel, or cruise cancellation |
| 8 to 21 days | 20% of total tour cost |
| 3 to 7 days | 30% of total tour cost |
| Within 2 days of start | 50% of total tour cost |
| Arrival day or no-show | 100% of total tour cost |
Yangtze River Cruise: If your tour includes a Yangtze River Cruise, the cruise cancellation fee follows the cruise company’s own policy: 50% of the cruise fare for cancellations 16 to 30 days before the cruise date, and 100% within 15 days.
Company-initiated cancellation: If we must cancel due to circumstances beyond our control such as weather or political upheavals, we will offer an alternative arrangement or a refund based on recoverable costs. Non-refundable third-party costs (hotels, airlines, cruise companies) will be deducted, with a full breakdown provided. Any bank or PayPal charges incurred during the refund process will be deducted from the refund amount.
Group bookings (10+ travelers): Cancellation terms may vary. Please consult your travel advisor.
During Your Trip
Once your tour has started:
- Additional costs resulting from client-requested changes are the responsibility of the traveler
- Unused services are generally non-refundable; however, if certain items such as entrance tickets are refundable under the supplier’s policy, we will assist in arranging the refund where possible
- No refunds for missed services due to late arrival, early departure, or personal reasons
- In cases of accident, injury, or serious illness, refunds may be considered based on actual circumstances for private tours; for group tours, refunds are generally not available, though we will assist with any supplier-refundable items where possible
Many itineraries include activities requiring care and attention — boarding boats, climbing, entering caves, and similar. You will receive assistance from our guides, but all activities are undertaken at your own risk.
Our Responsibility
WindhorseTour operates as a tour operator, organizing and arranging travel services including guides, transportation, accommodation, and activities through carefully selected partners and suppliers. These suppliers are independent contractors and are not agents or employees of WindhorseTour.
All prices are fixed once the deposit is received. Before the deposit is received, we reserve the right to correct pricing errors or adjust tour prices due to changes in airfares, cruise fares, fuel surcharges, or currency fluctuations. Once the deposit is received, we absorb any such fluctuations on your behalf.
Hotel star ratings shown in our itineraries are based on accommodation facilities, service standards, and traveler review scores. Please note that these ratings may differ from official local classifications or third-party rating systems.
We are not liable for delays, cancellations, injury, loss, or damage caused by airlines, weather, government actions, civil disturbances, epidemics, terrorist activities, or other circumstances beyond our control. We will make every reasonable effort to assist you when issues arise.
We are not responsible for services arranged directly with guides, drivers, or third parties outside the confirmed itinerary, though we will do our best to help resolve any issues that occur.
WindhorseTour reserves the right to substitute hotels, flights, trains, or cruise ships, or to alter itineraries prior to departure where necessary. If we cancel a tour before it commences, a full refund of all payments received will be issued.
We also reserve the right to modify or discontinue service to any client whose behavior is illegal, offensive, or disruptive to our staff, guides, or other travelers.
Your Responsibility
Travelers are responsible for:
- Holding a valid passport and all required visas before departure
- Verifying visa and entry requirements before booking. Currently a lot of tourists can enjoy a China visa-free entry, see our guide to China visa-free entry policies for details, or confirm with your local embassy before travel
- Ensuring you are physically fit to travel, particularly for high-altitude destinations such as Tibet; those with a history of heart attack, pulmonary disease, or hypertension are advised not to travel to Tibet
- Purchasing comprehensive travel insurance before departure, covering baggage, flight cancellations, delays, and medical emergencies
- Any additional costs resulting from changes you request during the trip
- Personal expenses at hotels such as minibar, laundry, or room service; most hotels require a valid credit card at check-in to guarantee these expenses
- The safety of your own valuables and personal belongings throughout the trip
Practical Notes
Dietary requirements: Please inform your travel advisor of any food allergies, dietary restrictions, or strong food preferences before your trip. We can arrange vegetarian, vegan, halal, and gluten-free meals where available.
Shopping: We do not arrange stops at commission-based shops or factory stores. If you would like to visit a local market or shop for souvenirs, let your guide know and they will suggest suitable options.
Luggage allowance on domestic Chinese flights:
- Economy Class: 20 kg
- Business Class: 30 kg
- First Class: 40 kg
Excess baggage fees are the traveler’s responsibility. All checked suitcases must have a locking device as required by Chinese aviation regulations — bags without one may be refused at the gate.
Complaints & Claims
If you are dissatisfied with any service during your trip, please inform your guide or travel advisor immediately so we can address the issue promptly.
For formal complaints or compensation claims, please notify us in writing by email at [email protected] within 15 days of completing your tour, including any relevant receipts or supporting documents. Claims submitted after 15 days will not be considered.
WindhorseTour reserves the right to update these Terms and Conditions when necessary. The specific terms in your Tour Agreement apply to your booking.