MICE & Group Booking Terms & Conditions

A group booking may be subject to a minimum number of travellers as stated in the quotation. The group size may affect airfare, accommodation, transport, meals, activities, venue rates and other arrangements.

A proposal, itinerary or quotation is not a confirmed group booking until the required acceptance and payment conditions have been completed and KD Holidayz has issued written confirmation.

A non-refundable or partially refundable deposit may be required to secure group arrangements, depending on the supplier and package. The amount and deadline will be stated in the proposal or invoice.

The balance payment deadline will be stated in the quotation or booking confirmation. Suppliers may release rooms, flights, venues or other services if payment is not received by the stated deadline.

The group organiser must provide accurate participant names, passport details, dates of birth and other required information within the deadline specified by KD Holidayz or the supplier.

Name changes, corrections and substitutions may be subject to airline, hotel, venue or supplier rules and charges. Some group fares or bookings may have strict name deadlines.

For accommodation groups, the organiser must provide a rooming list by the agreed deadline. Room allocation, bed configuration, connecting rooms and special requests remain subject to hotel availability.

Accessibility, dietary, medical, religious, mobility, child or other special requirements should be disclosed as early as possible. Arrangements remain subject to supplier availability and applicable charges.

Each participant is responsible for holding valid travel documents and complying with visa, immigration, health and entry requirements. KD Holidayz may assist with visa processing where requested but does not guarantee approval.

Group airfare may be governed by special airline conditions, deposit deadlines, name deadlines, ticketing deadlines and minimum group-size requirements. Airline rules apply to the relevant flight component.

Meeting rooms, conference venues, equipment, staging, audio-visual services, catering, branding, entertainment and other event services are subject to the confirmed supplier proposal. Changes may result in additional charges.

Menus, meal counts, dietary requirements and beverage arrangements must be communicated by the agreed deadline. Changes after the deadline may incur additional charges or may not be possible.

Group transfers and vehicles are planned based on the confirmed group size, luggage and itinerary. Changes in passenger numbers or luggage may require a larger vehicle or additional cost.

A reduction or increase in the number of participants may affect supplier rates and package pricing. Any revised pricing will be communicated where reasonably practicable.

Cancellation of a group may attract cancellation charges from airlines, hotels, venues, DMCs, transport providers and other suppliers. The applicable cancellation schedule will be stated in the group quotation or confirmation.

Where permitted, individual participants may be cancelled or replaced subject to supplier rules. The effect on the remaining group price will depend on the applicable booking conditions.

A participant who does not travel or attend without timely cancellation may be treated as a no-show. Supplier penalties and loss of services may apply.

Changes requested by the organiser after confirmation may affect availability, pricing, deposits and supplier penalties. Changes are subject to written confirmation.

If a venue, hotel, airline, DMC or other supplier cancels or cannot provide a confirmed service, KD Holidayz will reasonably assist with alternative arrangements or applicable supplier refund options.

Natural disasters, severe weather, pandemics, government restrictions, strikes, political unrest, war, terrorism, border closures and other events outside reasonable control may affect group travel or events. Available alternatives and refunds depend on supplier terms and applicable law.

Group organisers and participants are encouraged to obtain appropriate travel insurance. Insurance coverage depends on the policy and insurer.

For corporate and MICE bookings, KD Holidayz may receive business contact details, participant lists, event information and other operational information. Such information will be handled in accordance with applicable privacy requirements and the KD Holidayz Privacy Policy.

Where photography or video services are arranged, the relevant event or supplier terms apply. The organiser is responsible for obtaining any permissions required from participants for event photography or promotional use, unless otherwise agreed.

Group quotations may be based on INR or foreign currency. Exchange-rate changes, bank charges, payment gateway fees and supplier currency adjustments may affect the final cost where stated in the proposal.

Refunds, where available, will generally be based on amounts recovered from suppliers after applicable penalties, non-refundable amounts, service charges and other permitted deductions.

The group organiser or nominated coordinator should act as the primary communication point and ensure that participants receive relevant travel information, deadlines and instructions.

Group organisers should report material service issues promptly during the event or trip so KD Holidayz and the supplier have a reasonable opportunity to resolve them.

KD Holidayz, Registered Proprietorship

By confirming a MICE or group booking, the organiser acknowledges that the agreed proposal, supplier conditions, payment schedule, cancellation schedule and applicable KD Holidayz policies govern the booking.