Ayudh Adventures Standard Cancellation Policy when you cancel a trek:
1. Cancellation 30 days before the start date of the trek — Get a refund with 10% cancellation charges.
2. Cancellation between 29 days and 21 days before the start date of the trek — Get a refund with 50% cancellation charges.
3. Cancellation within 20 days prior to the start date of the trek, or no show on the start day of the trek — Unfortunately, no refund or voucher.
4. If you had used a voucher to register for the trek but now wish to cancel the trek, the above cancellation policy applies. If there is a balance in your voucher after cancellation charges, it stays credited to your account. If the validity of the voucher has expired at the time of cancellation, you do not get any voucher/refund or an extension for it.
5. Ayudh Adventures is not liable to give any details or bifurcation of the tour price or the cancellation charge.
Ayudh Adventures Standard Cancellation Policy of the tour:
For any tour or package the services are booked or blocked several months in advance, cancellation of such services earmarked for a particular departure results in forfeiture of money depending upon the time of cancellation of services with the supplier. Therefore, any cancellation of the tour/ service booked, will attract cancellation charges as specified hereinafter. Your tour also includes third party product or service like airline, cruise, railway, transport, hotel, restaurant, caterer, sightseeing company etc., the Terms and Conditions and Cancellation Policy of such third party would be applicable in addition to Ayudh Adventures Cancellation Policy and Terms and Conditions.
The said Cancellation Policy is applicable to all guests of 'Ayudh Adventures' booked for Group Tours, Customized Holidays, or any independent service taken from Ayudh Adventures.
1. The request for cancellation of any tour has to be submitted in writing, clearly stating the reason for cancellation via email to Ayudh Adventures at ayudhadventures@gmail.com, from guest's registered email ID.
2. Once the booking is cancelled, it cannot be reinstated. Any reversal/ re-booking will be treated as fresh booking and additional charges may apply.
3. All guests expressly agree to the foregoing policy and terms.
4. Cancellation done by/ for/ due to:
a. Guest cancels the tour due to any personal reason:
1. After booking guest may have any personal reason like non sanction of leave, exam postponement, illness, family emergency etc. which leads to cancellation of their tour/ package.
2. Date of the cancellation request email sent by the guest (unless decision withheld or changed), will be considered as the date of cancellation and the cancellation charge will be applicable accordingly.
b. Considering the safety of the tourists, Ayudh Adventures is compelled to postpone/ reschedule the tour under force majeure situation or due to uncontrollable factors at the destination, however guest/s do not wish to continue and cancel the tour:
1. Ayudh Adventures reserves the right to cancel/ postpone/ re-schedule any tour under force majeure situation like natural calamity, epidemic, pandemic, terrorist activities, political unrest, curfews, local riots, government orders etc. or uncontrollable factors like airline operation/ schedule change, disruption due to political/ sports/ local/ VIP event etc. at the destination considering the safety of the tourists.
2. Under any such force majeure situation/ uncontrollable factors, no refund - fully or partially will be applicable. As refund is not applicable, guest will be required to choose the next possible future date of the same tour. If there is any price difference for the future tour, guests will have to pay the same before the tour departure.
3. To reschedule the tour in force majeure situation/ uncontrollable factors, Ayudh Adventures will send the request to all the concerned associates like airlines, hoteliers, transporters etc. for their cooperation and assistance in postponement of the services. In case these associates are not in a positon to consider the request, then actual cancellation charges may apply.
4. If guest wants to change the destination, then decision will depend on the cooperation of the associates like airlines, hoteliers, transporters etc. Such a decision will require time and will be given as early as possible. If the selected tour's price is more, then guest will have to pay the difference before the tour departure. In case the tour price is less, then the remaining amount will be kept in a credit shell with Ayudh Adventures. No refund is applicable for the credit shell.
c. Guest cancels the tour due to non-acceptance of change in itinerary/ service:
For the betterment of the itinerary or under unforeseen situation, Ayudh Adventures reserves the right to add/ delete/ exchange the sightseeing place/s or any other service and on this ground guest will not be able to withdraw from the tour.
In this case if the additional sightseeing or service requires extra charge then it will have to be paid by the guest.
If any guest is not willing to accept the said change, then guest will have to cancel the tour and cancellation charges as per the Cancellation Policy will be applicable.
d. Deemed Cancellation - Guest's booking stands cancelled due to visa rejection/ delay:
1. Rejection/ delay of visa will lead to deemed cancellation and the booking will stand cancelled without any intimation or confirmation from the Guest.
2. Visa rejection date will be considered as the date of cancellation and the cancellation charge will be applicable accordingly.
3. Guest can re-apply by paying additional visa charges, however granting of visa is at the discretion of the respective Consulates and Ayudh Adventures will not be responsible for the same.
4. If visa is not granted even for the second time, the cancellation charge will be based on the date of the rejection of the second visa application.
5. If no intimation of visa (granted/ rejected) is received from the respective consulate/ embassy before the tour departure, then it is considered as deemed cancellation and cancellation charge will be applicable.
6. In case of 'group booking', if visa of an individual in a group is rejected or delayed and the rest of the group cancels the tour then cancellation charges as mentioned in the Cancellation Policy shall be applicable to the entire group.
7. When visa is received from consulate, it's copy is sent to the guest via email by Ayudh Adventures, however sometimes consulates dispatch the passports directly to the guest's residence. In both the cases it is the responsibility of the guest to check the visa sticker/visa copy and verify that the personal details and visa validity is accurate. Due to any incorrect details, if the immigration office does not allow the guest to leave or enter the country, then Ayudh Adventures will not be responsible for any refund / losses / consequences.
8. In certain cases, where air ticket/ visa is processed more than 91 days in advance, there along with regular tour cancellation charges, additional actual charges on account of air/visa fees will be applicable.
e. Deemed Cancellation - Guest's booking stands cancelled due to the non-payment of partial/ full tour price:
1. Guest is required to pay full tour price at the time of booking/ 60 days/ 45 days prior to the tour departure date. If the payment is not received during the mentioned time frame, then Ayudh Adventures reserves the right to cancel the booking without any written notification from the guest and forfeit the paid amount.
2. In such case, Ayudh Adventures cancellation notice date will be treated as the deemed cancellation date and cancellation charges will apply as per the Cancellation Policy.
f. Deemed Cancellation - Guest's booking stands cancelled due to 'No show' or absence on Day 1 of the tour:
1. If any guest fails to join the tour on day one, it is termed as 'No Show' and will be treated as deemed cancellation and no refund will be applicable.
2. All services will stand cancelled and 100% cancellation charges will be applicable, unless the guest notifies Ayudh Adventures about joining the same tour later at their own expense.
g. Deemed Cancellation - Guest's tour stands cancelled due to discontinuation from ongoing tour:
1. If Guest discontinues/ terminates the tour for any personal reason, it is termed as deemed cancellation and no refund will be applicable.
2. Ayudh Adventures team will assist the guest to book the required services, however all expenses for the same will have to be paid by the guest immediately in advance.
h. Single (Solo) Guest sharing a room with other guest, cancels the tour:
1. Single guest should ideally book on speciality tours such as Women's Special/ Seniors Special/ Adventure Special etc., where Ayudh Adventures guarantees a room partner and guest saves on the single occupancy charge.
2. If a single guest is travelling alone on a regular tour, then s/he will have to pay single occupancy charge. If s/he gets a room partner for the tour and shares the twin/ double room for all tour days, then the single occupancy charge will be refunded to the guest within 10 working days of tour completion.
3. In case of cancellation by one of the room sharing partners, no refund of single occupancy charge is applicable.
i. In all the above situations, the following cancellation charges will be applicable within India:
1. Cancellation 30 days before the start date of the tour — Get a refund with 10% cancellation charges.
2. Cancellation between 29 days and 21 days before the start date of the tour — Get a refund with 50% cancellation charges.
3. Cancellation between 8 days and 20 days before the start date of the tour — Get a refund with 75% cancellation charges.
4. Cancellation within 7 days prior to the start date of the tour, or no show on the start day of the tour — Unfortunately, no refund or voucher.
5. If you had used a voucher to register for the trek but now wish to cancel the trek, the above cancellation policy applies. If there is a balance in your voucher after cancellation charges, it stays credited to your account. If the validity of the voucher has expired at the time of cancellation, you do not get any voucher/refund or an extension for it.
5. Ayudh Adventures is not liable to give any details or bifurcation of the tour price or the cancellation charge.
Cancellation Policy for Nepal and International Treks:
Cancellation policy is different for Nepal and International treks when compared to our regular trek.
1. Cancellation 45 days before the start date of the trek — Get a refund with 10% cancellation charges.
2. Cancellation between 45 days and 21 days before the start date of the trek — No refund. Get an option to reschedule with 20% cancellation charges.
3. Cancellation within 20 days prior to the start date of the trek, or no show on the start day of the trek — Unfortunately, no refund or voucher.
Note: Transfer of trek booking or rescheduling to another date is not applicable within 20 days prior to the start date of the trek.
Special Cancellation Policy for Kashmir Great Lakes and Tarsar Marsar:
Because of a govt. order in Kashmir, we have extremely limited slots for the Kashmir Great Lakes and Tarsar Marsar trek. This has increased the demand for the trek. That is why we have a special cancellation policy for this trek. It is designed to help trekkers take an early call about their trek.
If you cancel your trek between 60 days to 1 day of the trek, you do not get any refund or a voucher. You forfeit your entire trek fee.
If you cancel the trek over 60 days before the trek date, you get a refund with 10% cancellation charges.
Note: Transfer of trek booking to another date is not applicable to any Kashmir treks.
Cancellation Policy for Trekking Summer Camps:
Cancellation policy for the summer camp treks is slightly different than our regular trek. Note that this cancellation policy is applicable for both the summer camp trek and chaperone services.
1. Cancellation 45 days before the start date of the trek — Get a refund with 10% cancellation charges.
2. Cancellation between 45 days and 21 days before the start date of the trek — Get a refund with 50% cancellation charges.
3. Cancellation within 20 days prior to the start date of the trek, or no show on the start day of the trek — Unfortunately, no refund or voucher.
Cancellation Policy for Weekend Treks in Sahyadri Maharashtra
1. Cancellation 15 days before the start date of the trek — Get a refund with 10% cancellation charges.
2. Cancellation between 15 days and 7 days before the start date of the trek — Get a refund with 50% cancellation charges.
3. Cancellation within 7 days prior to the start date of the trek, or no show on the start day of the trek — Unfortunately, no refund or voucher.
In the rare event that Ayudh Adventures calls off/cancels a trek:
We almost never call off/cancel our treks. But in the rare event that we call off/cancel a trek because of force majeure, OR natural calamities (continuous rain or snow, snowstorms, thunderstorms, floods, landslides, earthquakes or any other natural calamity that prevents us from conducting a trek safely), OR unexpected situations like political unrest, curfews, local riots, pandemics, lockdowns, government orders OR any other issues that affect the safety of the whole group, Ayudh Adventures will issue a voucher for the full amount of your trek fee (minus the trek insurance). You can redeem the Trek Voucher on any of our treks over the next one year.
Important Note 1: If your entire group is forced to abandon the trek after you have reached/crossed the first campsite of any trek (could be due to weather/break in the trail, or withdrawal of permission from the Government or sudden unforeseen circumstances), you're welcome to repeat the same trek through our Trek Again Policy. However, no voucher will be issued.
Important Note 2: Some trekkers expect a trek voucher if they come down from a trek for whatever reason. We do not issue vouchers to those who come down from a trek.
This can happen when your trek leader sends you down due to any of these reasons: lack of fitness, non maintenance of turn-around-time, altitude sickness, blood pressure, or any other health issues, injuries OR if you're found drinking/smoking or breaking rules of the trek OR if you quit the trek on your own due to personal reasons.
We do not issue vouchers to those who come down from a trek.
In the rare event that we shift a trek:
Sometimes there are situations that are beyond our control — excessive snow/rain, thunderstorms, floods, landslides, earthquakes OR unexpected political unrest, curfews, local riots, pandemics, changes in permission rules or government orders, or any such reason where a trek cannot run.
Then in such circumstances Ayudh Adventures will always try to give you an alternate trek. These treks may be in the same state or another. In such situations, if the cost of the alternate trek is lower than your current trek, then we will issue a voucher for the difference in the amount of your trek fee. If the cost is more then you have to pay the difference in the trek fee only.
It may also happen that the alternate trek may not be the one that you wish to do. In such a situation, Ayudh Adventures will issue you a trek voucher for the trek fee (minus insurance amount). You can redeem the trek voucher on any of our treks over the next one year.
A refund of the trek fee or the difference is not possible.
If your trek is cancelled by us because of lack of fitness:
We accept trekkers' registrations trusting their commitment to get fit for the trek. We share a trek"s fitness requirement with you well in advance. The details are also written on our website.
Yet, there are times when trekkers do not prepare enough for the trek. Going on a trek with inadequate fitness not only puts you at grave risk, but also spoils the experience for the rest of the team. This is a group sport and you are expected to adhere to common group guidelines.
If you cannot meet the fitness criteria that a trek requires, we may be forced to cancel your trek. In such cases, our standard cancellation policy as mentioned above applies. This is applicable even if you decide to pull out of the trek on your own accord due to lack of preparedness/fitness.
If you want to reschedule your trek to a future date:
In case you would like to reschedule to another date, this is the policy that applies:
When you are rescheduling for the first time, there is no charge applicable if the rescheduling is done 30 days before your trek date. If the rescheduling is done anytime 29 days before the trek, there will be a 20% rescheduling charge of the trek fee.
If you are rescheduling for the 2nd time, there will be a 20% charge of the trek fee irrespective of when your trek date is.
Once rescheduled, there will not be any refund/voucher given if you cancel the trek.
Note: Rescheduling of trek booking to another date is not allowed for any Kashmir treks.
Merging of Tours and Treks:
Ayudh Adventures reserves the right to merge two or multiple tours when there is inadequate participation of the guests in a single tour or for any operational reason. Seat allocation in the coach will happen as per the booking date priority of the merged tours.
The Ayudh Adventures Trek Again Policy (trekkers love this!)
There are some thoughts and ideologies that we hold close to our hearts.
Our Trek Again Policy: As trekkers, there are times when you have to let go of a trek midway. Sometimes you fall ill, or get hit by AMS or at times simple fatigue pulls you down. It can also happen that your Trek Leader sends you down due to a safety or health issue.
Should such a situation occur, we want you to know that we feel as bad as you do. You can always come back another time, repeat the same trek and finish your adventure. For this you do not have to pay Ayudh Adventures any money.
On the other hand, there are times when you fall in love with a trek. So much so that you want to do it again; perhaps see it in another season. If you ever desire to do a trek again, please do so.
How to register for a repeat trek
Register for a trek through the normal registration process.
Once you complete the trek, email your Experience Coordinator, who will issue a full refund of your trek fee.
Note:
If you reschedule or cancel your trek, our standard cancellation policy will apply to your booking.
The Ayudh Adventures "Trek Again Policy" does not apply to our international trek routes. It also does not apply on any special treks, such as photography treks, stargazing treks, collaborative leadership programs, or any themed treks we introduce in the future. It applies only on our regular treks within India.
Trekkers who use the Repeat Trek Policy are not allowed to reschedule or cancel their treks 20 days before the trek. If they do, their Trek Again Policy is deemed null and void. They will not be allowed to repeat the trek again as part of the Trek Again Policy.
Backpack Offloading Policies
Cancellation of offloading before or after reaching the basecamp — If you choose to cancel your backpack offloading AFTER reaching the base camp, we love that! It shows you are a trekker who wants to do the trek in the right spirit of trekking. You want to carry your own backpack. You get the offloading fee refunded to your account minus a 4% bank transaction charge.
Cancellation of offloading midway on the trek — No refund or voucher
In case you return halfway from the trek (for whatever reason) — No refund or voucher on the offloading amount paid.
Gear Rental Policies
How to cancel your trek
In case, you wish to cancel your trek, follow these steps:
The request for cancellation of any trek has to be submitted in writing, clearly stating the reason for cancellation via email to Ayudh Adventures at ayudhadventures@gmail.com, from your registered email ID.
How long does the refund process take?
After you have cancelled your trek the amount is refunded to your bank account/credit card in about 4-5 working days, usually sooner.
The refund will be paid by A/C payee cheque/ NEFT/ RTGS.
Ayudh Adventures is not liable to pay any interest on the tour/trek amount paid by the guests.