Terms & Conditions

1. Tour Deposit

A deposit of 25% of the tour fare per person is required upon booking confirmation as a reservation fee. The balance of full payment must be made no later than:

• 14 days before the date of departure for Free Independent Traveller (FIT) tour packages
• 21 days before the date of departure for Group Tour packages
• 14 days before the date of arrival for Inbound tour packages

For packages involving early supplier pre-payments (e.g. airlines, hotels, cruises), the Company may require earlier full payment or an additional Supplier Deposit as notified in the booking confirmation. Such amounts will be clearly itemised and are a direct pass-through of costs imposed by the supplier.

Failure to make payment within the stipulated time may result in automatic cancellation of the reservation and forfeiture of the deposit paid.

1A. Special & Non-Refundable Packages

Certain packages are designated as Non-Refundable or Special Packages. These include but are not limited to: peak season departures (school holidays, public holidays, year-end), cruise packages, chartered flights, promotional fares, and packages where suppliers require 100% advance payment. Such packages will be clearly labelled in the booking confirmation.

• Full payment is required upon confirmation for Non-Refundable Packages
• No refund will be made upon cancellation regardless of the notice period given
• Travel insurance is strongly recommended for all Non-Refundable Packages
• The Company will clearly advise tour members of this designation prior to booking confirmation

2. Amendment Charges

2.1 FIT Tour Packages. Upon confirmation of the tour, any subsequent change to the reservation is subject to an amendment charge of RM50.00 per person per change. No change can be made within 8 working days before the date of departure. Changing the entire reservation constitutes a cancellation of the original reservation and is subject to cancellation charges under clause 3.1.

2.2 Group Tour Packages. Upon confirmation, no changes can be made within 14 days before the date of departure. Any request from any member to return earlier or later than the group is subject to the conditions of the respective airlines. Changing the entire reservation constitutes a cancellation of the original reservation.

2.3 Inbound Tour Packages. Any amendments to confirmed inbound reservations are subject to a charge of RM80.00 per group per change. No amendments can be made within 10 working days before the date of arrival. Amendments to airline tickets are subject to the respective airline's terms and conditions.

3. Cancellation Charges by Tour Member

All cancellations must be made in writing. All cancellation periods below refer to working days (Monday to Friday, excluding Malaysian public holidays).

3.1 FIT Tour Packages. If notice is received 30 days or more before departure, a minimum administrative fee of RM50.00 or 10% of the tour deposit (whichever is lower) per person will be levied. If notice is received 29 days or less before departure:

The respective airline's cancellation policy on special promotional fares shall apply in addition to the above. Where supplier (airline, hotel, ground operator) cancellation charges exceed the above schedule, the actual supplier charges shall apply and will be communicated in writing. Airline tickets may be non-endorsable, non-reissuable, non-refundable and non-rerouteable.

3.2 Group Tour Packages. If notice is received 45 working days or more before departure, a minimum administrative fee of RM30.00 or 2% of the tour fare (whichever is higher) per person will be levied. If notice is received 44 working days or less before departure:

3.3 Inbound Tour Packages. If notice is received 30 working days or more before the arrival date, an administrative fee of RM50.00 or 5% of the total tour cost (whichever is higher) per group will be levied. If notice is received 29 working days or less before arrival:

4. Cancellation by Company

4.1 FIT & Inbound Tour Packages. The Company reserves the right to cancel the tour due to any act of God, war, strike, riot, pandemic, or order from the Government of Malaysia which is beyond its control. The Company shall recommend alternative tours of equivalent value. Should any passenger decide not to accept the alternative, all moneys paid will be refunded in full with no administrative deduction.

For Inbound tours cancelled by the Company due to insufficient group size or inability to secure services:

4.2 Group Tour Packages. The same provisions as 4.1 apply. In the event of cancellation due to insufficient passengers or inability to secure seats or accommodation, the Company will refund the full amount paid and pay compensation as follows:

5. Travel Documents

5.1 Tour Members' Responsibilities. A tour member must have:

• An international passport or recognised travel document valid for at least 6 months from the date of return to the country of origin
• The necessary visa, vaccination and health certificates as required by the countries to be visited

5.2 Company's Responsibilities. The Company undertakes to advise tour members on what documentation is required and, wherever possible, assist passengers in obtaining the necessary visa. However, the Company cannot guarantee the approval of any visa application.

5.3 Relevant Fees and Charges. Service charges and visa fees levied shall be borne entirely by the tour members.

5.4 Rejection of Visa or Travel Documents. If the application for a visa or necessary exit/entry permit is rejected, a refund of the tour fare will be made less administrative fees.

5.5 Refusal of Entry. The Company shall not be held responsible or liable for any expenses, reimbursement or refund if any tour member is refused entry or deported by immigration authorities resulting from possession of unlawful items, improper travel documents, or behaviour detrimental to a foreign government.

6. Tour Information and Prices

Prices shown are current at the time of publication and are subject to change due to increases in airfares, transportation costs, hotel rates, exchange rates, government tax, etc. The Company reserves the right to increase prices provided customers are informed before tour confirmation.

The following are INCLUDED in the tour fare:

• Return air ticket (excluding airport taxes and applicable taxes)
• Hotel accommodation: twin sharing (2 persons), single supplement (1 person), triple sharing (3 persons) where applicable
• Child tour fare applies to children aged 2 to not more than 12 years, sharing a twin room with two adults
• All meals, sightseeing and other items as specified in the itinerary
• All sightseeing tours and transfers on a sit-in-coach basis
• Services of a licensed tour guide (for inbound packages where applicable)

The following are NOT INCLUDED in the tour fare:

• Laundry, food and beverages not on the regular menu
• Optional excursions
• Porterage at airports and hotels
• All items of a personal nature and other items not included in the proposal
• Travel insurance (strongly recommended)

7. Refund of Unused Services

No refund or reduction will be made in respect of airfare, accommodation, meals, sightseeing tours, transport or any other services included in the tour fare but not utilised by the tour member due to personal reasons.

8. Baggage

Free airline baggage allowance is provided by the airlines and the quantum and conditions may differ from one airline to another and from one airport to another. The travel agent will advise passengers on the conditions. Passengers are required to purchase adequate insurance coverage.

9. Possible Changes

Airline schedules or local conditions may require sightseeing tours, hotels and routes to be changed. Should this occur, the Company shall make alternative arrangements of equivalent standard subject to local conditions, at no additional cost to the tour member.

10. Right to Reject

The Company reserves the right to cancel or withdraw any itinerary or reservation, or decline to accept or retain any person as a tour member if he is likely to endanger the health or safety, or impair the comfort or enjoyment of others on the tour.

In any such event, the Company's sole liability shall be to refund any moneys paid, less amounts for services already utilised and the administration and cancellation fees.

11. Responsibility of Company

The Company and its associated agents shall be held responsible for services provided with regard to transportation, accommodation, entertainment and meals, as indicated in their brochures. The Company shall be required to pay appropriate compensation as determined by the Commissioner of Tourism if the services provided were not as stated in the brochure and agreement.

12. Travel Insurance

All tour members are strongly encouraged to purchase travel insurance to safeguard themselves against sickness, loss of money, cancellation, flight delays or lost baggage. The Company shall not be liable for any loss, injury or damage to person or property, howsoever caused.

13. Complaints and Disputes

Any complaint or dispute arising from the tour must be submitted in writing to the Company within 30 days of the completion of the tour. The Company will respond within 14 working days of receipt. If the matter is unresolved, it may be referred to the Commissioner of Tourism as provided under the Tourism Industry Act 1992 (Act 482).

14. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of Malaysia. Any dispute shall be subject to the exclusive jurisdiction of the courts of Malaysia. These Terms and Conditions are issued in compliance with the Tourism Industry Act 1992 (Act 482) and the Tourism Industry (Tour Operating Business and Travel Agency Business) Regulations 1992.

Contact Us

For any questions regarding these Terms & Conditions, please contact us:

This document is issued by GC Butler Travel & Events Sdn Bhd in accordance with the Tourism Industry (Tour Operating Business and Travel Agency Business) Regulations 1992.