International Trade Partner Travel Terms & Conditions

These Travel Terms & Conditions establish the framework for travel arrangements and destination management services provided by Melali Indonesia Journeys (“Melali”) to international tour operators and travel agencies (“Agency”) arranging leisure, private, group, or special-interest travel to Indonesia and other destinations served by Melali. They are designed to provide international travel partners with a clear and professional understanding of the booking, payment, cancellation, accommodation, transportation, immigration, operational, liability, and service arrangements applicable to their clients. The confirmed quotation, itinerary, inclusions, exclusions, payment schedule, and these Terms & Conditions collectively form the basis of the reservation and service agreement between the Agency and Melali.

Planning as a private traveller rather than a travel trade partner? Our general Terms & Conditions apply instead.

1. Reservation and Confirmation

• The tour program will commence upon the group’s arrival at the designated airport in Indonesia, unless otherwise agreed in writing between the Agency and Melali.
• All reservations are subject to availability at the time of booking. No reservation shall be considered confirmed or guaranteed until Melali has received the required initial payment.
• To secure and confirm the group reservation, the Agency must make the initial payment in accordance with the payment schedule set forth in Section 2.
• The reservation will be considered confirmed upon receipt of the applicable payment and written confirmation from Melali, subject to the availability and confirmation of the relevant hotels, suppliers, and service providers.
• Hotel accommodations, transportation, tours, restaurants, venues, activities, and other services will be secured in accordance with the approved itinerary, confirmed quotation, and availability.

2. Payment Terms

The total amount payable for the confirmed group arrangements shall be settled in accordance with the following payment schedule:

• The initial 10% deposit is required to secure hotel accommodations and other arrangements and may be subject to the cancellation and payment policies of individual suppliers.
• All subsequent payments must be received by Melali no later than the applicable due dates stated above.
• The final balance of 25% must be received by Melali no later than 30 days prior to the group’s scheduled arrival date.
• If any payment is not received by the applicable due date, Melali reserves the right to release, suspend, or cancel services that have not been fully secured, subject to supplier terms, cancellation policies, and availability.
• Any additional services, upgrades, itinerary modifications, or other charges requested after the final payment date will be invoiced separately and must be paid in full prior to the provision of such services.

3. Payment Methods

The Agency may make payment using one of the following methods:

4. Currency and Bank Charges

• Unless otherwise specified in the confirmed quotation, all prices and invoices are stated in United States Dollars (USD).
• Any bank charges, intermediary bank fees, foreign exchange costs, wire transfer fees, or payment processing charges associated with payments to Melali shall be borne by the Agency.
• Melali must receive the full amount stated on the applicable invoice.
• Any shortfall resulting from foreign exchange fluctuations, bank deductions, intermediary bank charges, or other payment-related costs shall remain payable by the Agency.

5. Cancellation Policy

If the Agency or its client cancels the confirmed group reservation, the following cancellation charges will apply to the total contracted value:

• All cancellations must be submitted to Melali in writing.
• The applicable cancellation period will be determined based on the date Melali receives the written cancellation notice.
• No-show guests, as well as cancellations received on the scheduled arrival date, will be subject to a 100% cancellation charge.
• Individual hotels, airlines, venues, restaurants, transportation providers, activity operators, and other third-party suppliers may impose cancellation terms that are more restrictive than those stated above. Where applicable, the Agency will be responsible for all actual non-refundable costs incurred by Melali.
• Certain services, including charter transportation, private venues, event production, restaurant deposits, special activities, and other non-refundable arrangements, may be subject to a 100% cancellation charge from the date of confirmation, where such conditions are specifically stated in the quotation or supplier confirmation.

6. Amendments and Changes in Group Size

• Any requested changes to the confirmed itinerary, accommodations, number of guests, transportation requirements, activities, or other services must be submitted to Melali in writing.
• All amendments are subject to availability and may result in additional charges.
• A reduction in the number of participants may affect room rates, transportation costs, guide fees, entrance fees, activity rates, and other per-person or group-based charges.
• Melali will make reasonable efforts to accommodate requested changes but cannot guarantee availability or the original rates following confirmation of the reservation.

7. Itinerary and Service Modifications

• All services will be provided in accordance with the itinerary and program approved by the Agency and Melali.
• Melali reserves the right to make reasonable operational adjustments when necessary due to traffic conditions, weather, local circumstances, venue availability, government regulations, safety considerations, supplier requirements, or other circumstances beyond Melali’s reasonable control.
• Any material change that significantly affects the overall nature of the program will be communicated to the Agency as soon as reasonably practicable.
• If an included service becomes unavailable due to circumstances beyond Melali’s reasonable control, Melali will make reasonable efforts to arrange an alternative service of comparable value, where practical and available.

8. Hotels and Accommodations

• Hotel accommodations will be provided in accordance with the hotel category, room type, room allocation, and number of rooms specified in the confirmed quotation.
• Hotel check-in and check-out times are governed by the policies of the respective hotel.
• Early check-in and late check-out are subject to availability and may incur additional charges.
• Special room requests, including connecting rooms, adjoining rooms, twin beds, king beds, specific floors, views, or room locations, are subject to availability and cannot be guaranteed unless expressly confirmed in writing by the hotel.

9. Transportation

• Transportation will be provided according to the vehicle type, capacity, operating hours, and services specified in the confirmed quotation.
• Transportation services are based on the approved itinerary and agreed operating schedule.
• Additional hours, additional destinations, route deviations, extended waiting time, or additional transportation services requested by the Agency or guests may result in additional charges.
• Guests are required to comply with applicable transportation regulations and reasonable safety instructions provided by Melali’s drivers and guides.

10. Travel Documents, Visa, and Immigration

• Each guest is responsible for ensuring that they hold a valid passport, visa, entry permit, and any other travel documentation required for entry into Indonesia and/or Singapore, as applicable.
• Passport validity requirements, visa eligibility, immigration procedures, and entry regulations vary by nationality and may change without prior notice.
• Guests are strongly advised to verify the applicable entry and immigration requirements with the relevant government authorities before departure.
• Melali may provide visa assistance where specifically requested and included as a service in the confirmed quotation.
• While Melali may provide administrative guidance and assistance, the issuance of visas and the decision to permit entry remain solely within the authority of the relevant immigration authorities.

11. Electronic Arrival and Customs Declaration

All passengers entering Indonesia may be required to complete applicable electronic immigration, arrival, customs, health, or other government declarations.

Guests are responsible for completing all required declarations within the applicable timeframe and in accordance with the latest requirements of the Indonesian authorities.

Immigration, customs, and arrival procedures may be amended by the Indonesian government at any time. Guests and the Agency are responsible for ensuring compliance with the requirements applicable at the time of travel.

12. Bali Foreign Tourist Levy

• Foreign visitors entering Bali are required to comply with the Bali Foreign Tourist Levy regulations applicable at the time of travel.
• Unless otherwise specified in the confirmed quotation, the Bali Foreign Tourist Levy is not included in Melali’s tour price and shall be paid separately by the guests or Agency.
• The applicable levy amount and payment procedures are subject to the regulations of the Government of Bali in effect at the time of travel.
• Guests may be required to pay the levy through the official government payment system.
• Any changes to the applicable levy amount or payment requirements prior to the group’s arrival shall be the responsibility of the guests or Agency unless otherwise agreed in writing.

13. Travel Insurance

• Melali strongly recommends that all guests obtain comprehensive travel insurance prior to departure.
• Travel insurance should provide appropriate coverage for medical expenses, emergency medical evacuation, trip cancellation, trip interruption, baggage loss or delay, personal liability, and other risks associated with international travel.
• Melali shall not be responsible for costs that would ordinarily be covered or reimbursable under the guest’s travel insurance policy.

14. Health, Safety, and Personal Responsibility

• Guests are responsible for notifying the Agency and Melali in advance of any relevant dietary requirements, food allergies, mobility requirements, medical considerations that affect participation, or special assistance needs.
• Guests participating in adventure, marine, outdoor, cultural, recreational, or other potentially hazardous activities must comply with the safety rules and requirements established by the relevant service provider.
• Guests are required to follow reasonable safety instructions provided by Melali representatives, guides, drivers, hotels, venues, and activity operators.
• Guests are solely responsible for their passports, cash, credit cards, valuables, personal belongings, electronic devices, and other personal property throughout the trip.

15. Force Majeure

Melali shall not be liable for any failure, delay, modification, interruption, or cancellation of services resulting from circumstances beyond its reasonable control, including, but not limited to:

• Natural disasters, earthquakes, volcanic eruptions, severe weather, flooding, or other natural events
• Government restrictions, regulations, or regulatory changes
• Political unrest, civil disturbances, acts of terrorism, or security-related incidents
• Epidemics or pandemics
• Airline cancellations or significant transportation disruptions
• Strikes, labor disputes, or industrial action
• Road closures or extraordinary traffic conditions
• Supplier failure beyond Melali’s reasonable control
• Any other circumstances recognized as force majeure under applicable law

In the event of force majeure, Melali will use reasonable efforts to assist the Agency and guests and, where practical, arrange suitable alternative services. Any non-refundable or unavoidable costs imposed by third-party suppliers may remain payable by the Agency.

16. Liability

• Melali operates as a destination management company and coordinates travel-related services provided by hotels, transportation companies, restaurants, guides, attractions, venues, activity operators, and other third-party suppliers.
• Melali will exercise reasonable care and diligence in selecting and coordinating third-party suppliers.
• To the extent permitted by applicable law, Melali shall not be responsible for loss, injury, property damage, delay, cancellation, service interruption, or additional expenses arising from circumstances beyond Melali’s reasonable control or from the acts or omissions of independent third-party suppliers.
• Nothing contained in these Terms & Conditions shall exclude or limit any liability that cannot legally be excluded or limited under applicable law.

17. Guest Conduct

Guests are expected to respect all applicable laws and regulations, local customs, cultural practices, religious sites, hotel policies, environmental requirements, and community standards in the destinations visited.

Melali reserves the right to discontinue services for any guest whose conduct is unlawful, seriously disruptive, threatening, abusive, or creates a safety risk to the guest, other group members, Melali personnel, suppliers, or third parties.

Any additional costs resulting from such conduct shall be the responsibility of the guest or Agency, subject to applicable law.

18. Personal Data and Privacy

• Personal information provided to Melali will be used for the purpose of arranging and delivering the contracted travel services, including hotel reservations, transportation, tours, activities, immigration assistance, and related services.
• Where necessary, relevant personal information may be shared with hotels, transportation providers, activity operators, government authorities, or other service providers solely for the purpose of delivering the contracted services and complying with applicable legal requirements.
• Melali will take reasonable measures to protect personal information in accordance with applicable laws and regulations.

Our full Privacy Policy sets out how personal data is collected, stored and handled.

19. Final Confirmation and Acceptance

By confirming the reservation and submitting the initial payment, the Agency acknowledges that it has read, understood, and accepted these Terms & Conditions on behalf of the group and its participating guests.

The Agency is responsible for communicating all applicable booking conditions, payment obligations, cancellation policies, travel documentation requirements, and other relevant terms to all participating guests.

Any amendment, waiver, or exception to these Terms & Conditions must be agreed upon in writing by authorized representatives of both Melali and the Agency.

The confirmed quotation and itinerary, together with these Terms & Conditions, constitute the governing terms for the group’s travel arrangements.

By confirming the reservation and submitting the initial payment, the Agency acknowledges and accepts these Terms & Conditions on behalf of its clients. Melali Indonesia Journeys remains committed to providing professional, reliable, and seamless destination management services. Any amendments or exceptions must be mutually agreed upon in writing.

Contact Our Trade Team

For questions about these Terms & Conditions, or to request a group quotation, please contact us: