Refund Policy

Introduction

At Orchard Ribbon Field, we understand that plans can change. This Refund Policy outlines the terms and conditions regarding cancellations, refunds, and modifications to your travel bookings. Our goal is to provide clear and fair guidelines while ensuring that we can continue to deliver exceptional travel experiences.

This policy should be read in conjunction with our Terms & Conditions. In case of any discrepancy, the Terms & Conditions will prevail.

Definitions

For the purposes of this Refund Policy:

• Cancellation Fee: The amount charged when you cancel a booking, which varies based on the timing of cancellation.
• Deposit: The initial payment made to secure a booking.
• Force Majeure: Unforeseeable circumstances that prevent us or you from fulfilling obligations, including natural disasters, political instability, pandemics, or other significant events beyond reasonable control.
• Travel Supplier: Third-party providers including hotels, airlines, tour operators, and transportation companies.

Standard Cancellation Policy

Our standard cancellation charges are as follows:

Please note:

• The deposit is non-refundable unless otherwise stated at the time of booking.
• Certain promotions, special offers, or custom itineraries may have different cancellation terms, which will be specified at the time of booking.
• Some Travel Suppliers impose their own, stricter cancellation policies. In such cases, these supplier-specific terms will apply and will be communicated to you at the time of booking.

Special Consideration Cancellations

Illness or Injury

If you or a travel companion suffers a serious illness or injury that prevents travel, we may offer more flexible cancellation terms. To qualify:

• You must notify us as soon as possible after the illness or injury occurs
• You must provide a doctor's certificate or medical documentation within 14 days of cancellation
• The condition must be unexpected and not a pre-existing condition (unless there was an unexpected worsening)

In such cases, we may offer the following options:

• Postponement of your trip to a later date (subject to availability and price differences)
• Credit voucher valid for 18 months for future travel
• Reduced cancellation fees (assessed on a case-by-case basis)

Death of Traveler or Immediate Family

In the unfortunate event of death of the traveler or an immediate family member (parents, children, siblings, spouse), we will work to minimize financial loss by:

• Waiving our administration fees
• Negotiating with suppliers to minimize cancellation charges
• Offering a full refund where possible or a future travel credit

Supporting documentation may be required.

Force Majeure Events

In the event of force majeure circumstances that significantly impact your trip, our policies are as follows:

Cancellations by Orchard Ribbon Field Due to Force Majeure

If we must cancel your trip due to force majeure events, we will offer you:

• A full refund of all monies paid to us, minus any non-refundable amounts already paid to suppliers that we cannot recover
• OR a credit voucher for the full value of your booking, valid for 24 months
• OR rebooking to a comparable itinerary at a later date (subject to availability)

Cancellations by You Due to Force Majeure

If you cancel due to force majeure events (e.g., official travel advisories against visiting your destination, natural disasters, or significant political unrest), we will:

• Work to recover as much of your payment as possible from suppliers
• Refund all recoverable amounts
• Offer credit for future travel for any non-recoverable amounts, valid for 24 months

Each force majeure situation is unique and will be assessed individually.

Refund Process

When a refund is approved, the following process applies:

• Refunds will be issued to the original payment method used for the booking (credit card, bank transfer, etc.)
• Processing time is typically 7-14 business days from approval, though your bank or credit card company may take additional time to process the refund
• Refunds for bookings paid by multiple methods will be refunded proportionally to each payment method
• Refunds for group bookings will be issued to the lead booker unless otherwise arranged

Cancellation by Orchard Ribbon Field

In the rare event that Orchard Ribbon Field needs to cancel your trip for reasons other than force majeure, we will offer:

• A full refund of all monies paid
• OR an alternative travel arrangement of comparable standard, if available

However, we are not responsible for any incidental expenses you may have incurred as a result of your booking, such as visa fees, vaccinations, non-refundable connecting flights, or other arrangements not booked through us.

Changes to Bookings

Changes by You

If you need to make changes to your booking, the following fees and conditions apply:

All changes are subject to availability and price differences. Some changes may not be possible due to supplier restrictions, particularly close to departure date.

Changes by Orchard Ribbon Field

If we need to make a significant change to your booking (e.g., change of destination, substantial change of itinerary), we will offer you the choice of:

• Accepting the changed arrangements
• Accepting an alternative holiday of comparable standard, if available
• Cancelling your holiday and receiving a full refund of all monies paid

For minor changes (e.g., change in accommodation to same or higher standard, slight modifications to itinerary), we will inform you but such changes do not entitle you to cancel or receive compensation.

Travel Insurance Recommendation

We strongly recommend purchasing comprehensive travel insurance that includes cancellation coverage at the time of booking. A suitable policy can reimburse you for cancellation fees if you need to cancel for covered reasons such as illness, injury, or other unforeseen events.

Travel insurance provides protection beyond what our refund policy can offer and is an essential component of responsible travel planning.

Non-Refundable Items

The following items are generally non-refundable, even when a refund is otherwise available:

• Travel insurance premiums
• Visa processing fees
• Amendment fees already incurred
• Credit card or payment processing fees
• Certain activity bookings or specialty services marked as non-refundable at time of purchase

Unused Services

No refunds will be made for any unused services (accommodations, meals, transportation, activities, etc.) once travel has commenced. If you choose to leave a tour early or do not participate in elements of the included itinerary, no refund will be provided unless we are able to obtain a refund from our suppliers, which is rarely possible after services have been scheduled.

Special Promotional Bookings

From time to time, we offer special promotions with different booking terms, including more restrictive cancellation policies. These special terms will be clearly communicated during the booking process and will take precedence over our standard refund policy.

Typical examples include:

• "Early Bird" bookings with special rates that are 100% non-refundable
• Flash sales or limited-time offers with reduced change flexibility
• Group bookings with special group rates that have different cancellation tiers

How to Request a Refund

To request a cancellation and refund:

1. Contact us as soon as you know you need to cancel by email at info@orchardribbonfield.xyz or by phone at +440539138342
2. Provide your booking reference number, the reason for cancellation, and any supporting documentation
3. We will confirm receipt of your cancellation request within 48 hours
4. Our team will assess your cancellation according to this policy and inform you of the refund amount within 7 business days
5. Once approved, refunds will be processed as described in the "Refund Process" section

Disputes and Complaints

If you disagree with a refund decision or have a complaint about our refund process:

1. Contact our Customer Relations team at customerrelations@orchardribbonfield.xyz with full details of your concern
2. Include all relevant documentation and previous correspondence
3. We will review your case and respond within 14 days

If you remain dissatisfied with our resolution, you may have rights to seek alternative dispute resolution through the Association of British Travel Agents (ABTA) or similar consumer protection organizations.

Changes to This Refund Policy

We reserve the right to modify this Refund Policy at any time. When we do, we will:

• Update the "Last updated" date at the top of this page
• Post the revised Refund Policy on our website

Any changes to our Refund Policy will only apply to bookings made after the policy update. Existing bookings will be governed by the Refund Policy in effect at the time the booking was made.

Contact Us

If you have any questions about this Refund Policy, please contact us:

• By email: info@orchardribbonfield.xyz
• By phone: +440539138342
• By mail: Flat 84z Tyler Squares, Jacksonburgh, TR15 1PH, United Kingdom