Booking and cancellation

01Making a booking

Send your instruction in writing to your named contact, quoting the programme code or the quotation reference. Vista responds with a written confirmation containing the services, dates, party details and all applicable deadlines.

• A booking exists only once Vista has issued written confirmation
• Check the confirmation against what you sold your client on the day you receive it
• Discrepancies raised within 48 hours are corrected without charge

02Names, rooming and manifests

Full passenger names as they appear in the passport are required by [CONFIRM lead time] before travel for hotel and cruise manifests. Rooming lists follow the same deadline.

Late or incorrect names are the single most common cause of avoidable problems at check-in and embarkation. Where a supplier charges to correct them, that charge is passed through at cost.

03Deposits and balances

Deposit and balance deadlines are stated in your confirmation and vary by product.

• Ground services: [CONFIRM deposit and balance schedule]
• Nile cruise cabins: [CONFIRM deposit and balance schedule]
• Dahabiya and full-vessel charter: [CONFIRM deposit and balance schedule]
• Groups, series and MICE: [CONFIRM deposit and balance schedule]

Vista will remind you in writing before a deadline passes. Blocked stock is not released without warning.

04Allotments and release deadlines

For series and season allocations, the release schedule is agreed at contracting and stated in writing. On the release date, unsold stock returns to the supplier and the commercial risk ends.

Where partial release is permitted by the supplier, that structure is built into the schedule from the outset rather than negotiated later.

05Amendments

Amendments are actioned free where the supplier permits. Where a charge applies, it is quoted to you first.

• Date changes are treated as a cancellation and rebooking by most cruise suppliers
• Reductions in pax may affect the rate basis; the revised rate is issued before you confirm
• Increases are subject to availability at the time of request, not the original rate

06Cancellation

Cancellations must be in writing to your named contact. The effective date is the date Vista receives the notice, Cairo time.

Charges follow the schedule in your confirmation, which mirrors the terms of each supplier behind the service. Ground services are typically the most flexible; charter and MICE the least.

• Ground services: [CONFIRM schedule]
• Nile cruise: [CONFIRM schedule]
• Dahabiya / charter: [CONFIRM schedule]
• MICE and events: [CONFIRM schedule]

07No-shows and unused services

Services not used on the day — a missed transfer, a skipped excursion, an early departure — are not refundable, as the cost has already been committed to the supplier.

Where a service is not delivered because of a Vista failure, it is refunded or replaced, and the reason appears in the post-tour report whether or not you raise it.

08Vessel and supplier substitution

Vessel substitution occurs on the Nile, usually for maintenance or itinerary changes. Vista’s commitment is a replacement in the same category or above, notified to you directly with the reason.

Hotel substitution follows the same principle: same category or above, notified to you rather than discovered by your client at reception.

09Insurance

Adequate travel insurance is a condition of travel and your responsibility to require of your clients. Vista does not sell insurance and cannot advise on cover.

10Disruption on the ground

For travelling files, the duty desk operates 24/7. Where a flight delay, road closure, site closure or medical incident affects the day, Vista re-plans the affected services and informs you.

Additional costs arising from disruption outside Vista’s control — an extra hotel night, a re-routed transfer — are quoted before being incurred wherever the situation allows.