Group Travel Policy

Gaba Travel Ltd. Group Travel Policy

This Group Travel Policy outlines the terms and conditions that apply to all group bookings made with Gaba Travel Ltd., including those booked under its DBAs Indian Destination Weddings and Indian Destination Weddings by Gaba Travel. A group booking is defined as any reservation involving 10 or more travelers under a single itinerary or reservation.

By using our group travel services, you agree to comply with this Group Travel Policy as well as our Terms of Service, Privacy Policy, and Refund & Change Policy. If you do not accept all applicable policies, please refrain from using our group travel services.

This policy is intended to provide transparency regarding the roles, responsibilities, and expectations involved in group travel arrangements. Please review it carefully to understand your rights and obligations.

Important Notes:

1. Gaba Travel acts as an intermediary between travelers and service providers (e.g., airlines, hotels, and tour operators). We are not responsible for the performance or quality of services provided by these third parties.
2. Minors (as defined by the laws of their jurisdiction) are not eligible to register for, use, or purchase products or services through Gaba Travel’s website or retail stores without legal guardian consent.

Definitions

The following terms are used throughout this policy:

• Group Booking: Any reservation involving 10 or more travelers under the same itinerary or reservation.
• Content: All text, documents, data, images, and materials provided through Gaba Travel’s website or services. This includes trademarks, products, and other features, excluding content provided by third parties through external links.
• Travel Agency: Refers to Gaba Travel Ltd., including its website, retail stores, and services.
• Mark: Any trademark, trade name, service mark, logo, or design associated with Gaba Travel Ltd.
• Products and Services: Includes but is not limited to airline tickets, hotel accommodations, car rentals, ground transportation, tours, and travel insurance provided or made available through Gaba Travel Ltd.
• Provider: Refers to third-party suppliers, licensors, or service providers that deliver travel-related services or products.
• Purchase: The act of booking, reserving, or purchasing travel services through Gaba Travel Ltd.
• Site: Refers to the websites located at www.gabatravel.com, www.indiandestinationweddings.ca, any subdomains thereof (including but not limited to trips.gabatravel.com), and any other websites owned or operated by Gaba Travel Ltd.

Types of Groups

1. Fully Coordinated Groups:

   • These groups are managed entirely by a designated group leader who acts as the primary point of contact with Gaba Travel.
   • The group leader is responsible for all communications, payments, and providing traveler details to Gaba Travel.

2. Partially Coordinated Groups:

   • Examples include destination weddings, bachelor parties, and family reunions.
   • While a group leader sets up the initial arrangements, individual travelers are responsible for their own payments and, in some cases, providing their travel details.
   • Ongoing coordination is a shared responsibility between the group leader and Gaba Travel.

Group Leader Responsibilities

1. Fully Coordinated Groups:

   • Collect and submit all participant information, including names as per travel documents, preferences, and any special requirements.
   • Coordinate all payments to Gaba Travel, including deposits, installments, and final balances.
   • Communicate any changes, cancellations, or name corrections on behalf of the group.

2. Partially Coordinated Groups:

   • Set up the group booking with Gaba Travel and distribute information to group members, including deadlines for payments and documentation.
   • Provide ongoing support for group members as needed, while Gaba Travel directly assists individuals with specific inquiries or changes.

Deposits and Payments

• Deposit: A non-refundable deposit is required at the time of booking to secure the reservation.
• Payment Schedule:
  • For fully coordinated groups: Payments are managed and submitted by the group leader.
  • For partially coordinated groups: Individuals are responsible for submitting their payments directly to Gaba Travel by the specified deadlines.
• Failure to meet payment deadlines may result in cancellation, with applicable penalties.

Cancellations and Refunds

• Cancellations must be submitted in writing by the group leader or individual travelers (for partially coordinated groups).
• Refunds are subject to supplier terms and Gaba Travel’s Refund and Change Policy.
• Administration fees and supplier penalties will apply to all cancellations.

Name Changes and Corrections

• Fully Coordinated Groups: Name changes or corrections must be requested by the group leader. Changes must meet supplier deadlines. 
• Partially Coordinated Groups: Individual travelers can request changes, provided they meet supplier deadlines.
• All changes are subject to supplier approval and fees.

Information Sharing Within Group Bookings

For group bookings, certain information may be shared among group members to ensure accurate and coordinated travel arrangements. This may occur when travel documents, manifests, recaps, or other group materials are distributed. Depending on the group size and booking structure, the information provided may pertain to the entire group or be split by room type or other variations.

As a result, certain details about other group members may be visible, such as names, dates of birth, flight details, room assignments, or other travel information necessary for coordination.

Gaba Travel will never share sensitive personal information such as passport numbers or payment details within the group. Only the information required to facilitate and coordinate group travel will be shared.

For fully coordinated groups, additional details such as home addresses may be shared with the designated group leader(s) when necessary to coordinate travel documents, transfers, or other logistics. In addition, for groups where a group leader assists with collecting or distributing booking information, Gaba Travel may collaborate with that individual to ensure consistency across all bookings. In such cases, a shared document or manifest may also be created to assist with group coordination.

Please note that while Gaba Travel limits its sharing to what is necessary for coordination, we cannot control how group leaders handle or distribute information provided to them. Travelers are encouraged to direct any privacy concerns regarding information collected by the group leader directly to that individual.

Acknowledgement and Consent: By proceeding with a group booking, you acknowledge and consent to this sharing of limited information within your group. This process ensures accurate and coordinated travel arrangements for all members. By booking as part of a group, each traveler agrees to the sharing of their information within the group strictly for the purpose of coordinating travel arrangements. For more information, please refer to our Privacy Policy.

Bookings Involving Minors

• Lead Traveler Requirement – Each room must list one adult aged 18 or older as Lead Traveler. The Lead Traveler must be the parent or legal guardian of any minors on the same booking or have written authorization from their guardian.

• Consent on Behalf of Minors – By accepting these Terms, the Lead Traveler grants consent on behalf of their minor child(ren) for travel and for inclusion in photography or videography that may occur during group events, subject to opt-out rights below.

• Limitations of Authority – This consent applies only to the Lead Traveler’s own dependents and not to other guests’ children.

• Verification & Responsibility – Gaba Travel may verify the Lead Traveler’s identity and relationship to minors. The Lead Traveler is responsible for accurate information

Media, Photography & Videography Consent

• Notice of Filming – Photography and videography may occur throughout group events (including weddings and excursions). Attendees may appear incidentally in recordings.

• Purpose & Use – Gaba Travel and its affiliates may use captured images or video for promotional, marketing, advertising, or social-media purposes worldwide.

• Opt-Out Procedure – Guests may opt out by emailing info@gabatravel.com with subject “Media Opt-Out – [Event Name]” at least [X days] before the event. Gaba Travel will make reasonable efforts to exclude or blur opt-outs.

• Minors and Parental Consent – Identifiable images of minors are not used for promotional purposes without written consent from a parent or legal guardian. Absent consent, Gaba Travel will avoid or obscure minors in public-facing content.

• Featured Use & Additional Consent – Close-ups or interviews may require a separate release.

• No Compensation – Guests waive any claim for payment related to use of their image.

Liabilities

• Gaba Travel is not responsible for any discrepancies in services provided by suppliers.
• Travelers and group leaders must adhere to supplier terms and conditions.
• Gaba Travel acts solely as an intermediary between the traveler and suppliers (e.g., airlines, hotels, and tour operators) and cannot guarantee the performance or quality of services provided by these suppliers.

Severability

If a provision of these terms and conditions is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect. If any unlawful and/or unenforceable provision would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.

Entire Agreement

These terms and conditions, together with Gaba Travel’s Privacy Policy, constitute the entire agreement between you and Gaba Travel in relation to your use of our services, and supersede all previous agreements in respect of your use of our services.

Law and Jurisdiction

These terms and conditions will be governed by and construed in accordance with the laws of Vancouver, British Columbia, Canada, and any disputes relating to these terms and conditions will be subject to the exclusive jurisdiction of the courts of Vancouver, British Columbia, Canada.

Policy Updates / Amendments

Gaba Travel may revise this Group Travel Policy from time to time. Revisions apply immediately to new bookings and, for existing groups yet to depart, after notice and a reasonable review period. Continuing with travel after notice constitutes acceptance. Updated versions are identified by the “last updated” date on this page.

Contact Information

If you have any questions or concerns about these Terms or if you need further assistance with respect to access to or use of our services, you may contact us at:

Gaba Travel LTD.
7290 Main Street
Vancouver,
BC V5X 3J4
604-324-3336
E-mail: info@gabatravel.com

This document was last updated on October 28, 2025