Terms & Conditions for B2B Partners
Master terms of service governing wholesale net rates, booking workflows, payment milestones, vehicle logistics, and cancellation schedules for registered travel agencies and tour operators.
1. B2B Partner Accreditation & Eligibility
Xpedia Holidays provides inbound destination management services, wholesale hotel Contracting, and private vehicle logistics strictly to verified trade entities, including retail travel agents, wholesale tour operators, corporate travel departments, and MICE organizers.
Retail consumers cannot register or contract directly at wholesale net rates. By registering on our portal or requesting quotation vouchers, you warrant that you are an active commercial travel professional authorized to bind your agency.
2. Wholesale Net Rates & Margin Protection
All pricing issued by Xpedia Holidays represents wholesale net rates denominated in Indian Rupees (INR), unless explicitly quoted in another major currency for international outbound wholesalers.
- Your agency retains 100% discretion to determine its client-facing markup and final retail selling price.
- We provide unbranded itineraries (Word / editable PDF) allowing you to apply your company logo and contact details.
- Xpedia Holidays will never disclose net contracting tariffs to end passengers under any circumstances.
3. Quotations, Inclusions & Confirmation
- AValidity: Quotations remain valid for 7 calendar days from issuance, unless otherwise indicated on the quote sheet. Hotel allocations remain subject to live availability until deposit confirmation.
- BConfirmation Voucher: A booking is formally confirmed only when Xpedia Holidays issues an official Booking Reference Number (e.g.,
XPH-BKG-XXXX) following advance deposit receipt. - CClear Inclusions: Every voucher clearly itemizes inclusions (hotel nights, room categories, meal plans, private AC vehicle, toll/parking/driver allowances) and standard exclusions (airfare, personal expenses, entry monument camera fees, mandatory Christmas/New Year gala dinner surcharges).
4. Payment Milestones & GST Invoicing
To ensure seamless room holds and vehicle dispatch across South India, payments must strictly adhere to the following milestones:
- Booking Advance: 25% non-refundable operational deposit upon itinerary confirmation.
- Balance Settlement: Remaining 75% payable at least 7 days prior to guest arrival date (or on guest arrival for established corporate credit accounts).
- Booking Advance: 50% upon confirmation to secure non-refundable peak hotel inventory.
- Balance Settlement: 100% full balance payable at least 30 days prior to guest check-in date.
Tax Invoicing: Invoices are generated under our GST registration (GSTIN: 32AAAFX4520E1ZP) under SAC 998555 (Tour Operator Services). Partner agencies holding valid GST numbers receive input tax credit (ITC) as permissible under Indian GST laws.
5. Fleet, Chauffeurs & Ground SLAs
Xpedia Holidays directly manages and contracts private chauffeur fleets across Kochi, Munnar, Thekkady, Alleppey, Trivandrum, Wayanad, Ooty, and Madurai:
- Vehicle Standards: All vehicles (Sedans, Toyota Innova Crysta, Tempo Travellers) are clean, air-conditioned, commercially registered with valid state permits, comprehensive taxi insurance, and GPS tracking.
- Chauffeur Conduct: Chauffeurs are experienced in tourist circuits, professionally attired, and fluent in regional routes. Chauffeurs are strictly forbidden from demanding tips, steering guests to unapproved private shopping centers, or mentioning wholesale package costs.
- Breakdown Protocol: In the rare event of mechanical failure, an emergency replacement vehicle is deployed promptly from the nearest regional fleet hub.
6. Accommodations & Houseboat Guidelines
Hotel check-in is typically 14:00 hrs and check-out 11:00 hrs. Early check-in or late check-out is subject to hotel discretion and room availability.
- Check-in is at 12:00 PM; cruise halts at 05:30 PM due to inland fishing net regulations, and resumes next morning until check-out at 09:00 AM.
- Houseboat cruises include traditional Kerala lunch, evening tea with snacks, dinner, and breakfast prepared fresh onboard by private boat crew.
- Air conditioning in standard categories operates from 09:00 PM to 06:00 AM (bedroom only). Premium / Luxury houseboats feature full-time daytime air-conditioning.
7. Cancellation, Amendment & Refund Schedule
All cancellations or date amendments must be communicated in writing via email to info@xpediaholidays.com. The applicable refund schedule is detailed below:
| Cancellation Notice Received | Standard Period Refund | Peak Season (Dec 20 – Jan 5 / Onam) |
|---|---|---|
| 30+ Days Prior to Arrival Date | 100% Refund (less ₹1,500 bank/admin fee) | 50% Refund |
| 15 to 29 Days Prior to Arrival Date | 75% Refund of total package | 25% Refund |
| 7 to 14 Days Prior to Arrival Date | 50% Refund of total package | Non-refundable (0% Refund) |
| Less than 7 Days / No-Show | Non-refundable (0% Refund) | Non-refundable (0% Refund) |
Note: Non-refundable permits (such as Periyar boat safari tickets, Eravikulam National Park passes, or specialized monument permits) and strict peak season hotel non-refundable deposits are deducted before calculating eligible refunds.
8. Force Majeure & Route Modifications
Xpedia Holidays is not liable for itinerary disruptions, missed sightseeings, or delays caused by circumstances beyond reasonable control (Force Majeure), including monsoon landslides, flash floods, severe road blockages, state strikes (hartals), airport closures, or pandemic travel curbs.
In any such event, our Kochi 24/7 ground operations team will proactively re-route vehicles, coordinate alternative hotel options, and safeguard passenger comfort with minimal financial impact to the agent.
9. Liability & Mandatory Travel Insurance
Xpedia Holidays acts strictly as a destination management coordinator between partner travel agencies and ground service suppliers (hotels, chauffeurs, houseboat operators). We maintain comprehensive commercial fleet insurance as required by the Motor Vehicles Act of India.
However, we are not liable for personal injury, illness, loss of baggage, or theft occurring on hotel premises or public sightseeing locations. We strongly advise all trade partners to make comprehensive domestic or international travel insurance mandatory for their travelers.
10. Governing Law & Ernakulam Jurisdiction
This trade agreement, quotation vouchers, and all booking logistics shall be governed by, construed, and enforced in accordance with the substantive laws of India.