Cancellation and Batch Shifting

1. Rules Applicable for all Events other than Climbing sessions (One day)

1.1.Change/Cancellation of Booking by participant

1.1.1.  Process – The cancellation process is completely automated. Please login to your Bikat account and find relevant instructions on your dashboard. You can choose your preferred mode of refund (Cash/Voucher) as per the policy below and your refund would automatically be processed by the system.

1.1.2.  Replacement of participant(s) – Our system allows you to seamlessly replace any of the participants in your booking through the Bikat login account dashboard. Please note that this feature is applicable only when the status of the Booking is “Paid” and there are at least 5 days remaining prior to the departure date (departure date minus 5). The new participant needs to print, sign, scan and send the undertaking form to info@bikatadventures.com

Please note that the replacement would not be applicable on any Volvo/Train transport booked for the original participant. The same would be automatically cancelled. This is simply because the seats booked in such transport mediums are not transferrable.

1.1.3.  Cash Refund:  Cash refund is applicable only in case of bookings made without using any promotional offer code or vouchers. Also, the cash refunds would not be applicable in case of shifted batch bookings.

The Refund of the amount would be processed as per deduction guidelines outlined below:

All cancellation refunds will be processed back to the bank account or the credit card account from which the event fee has been paid. The amount for refund processing would always be calculated basis the net amount paid* for booking the event w.r.t the Base Price of the event (excluding additional components like transport, rent, portage, etc.).

Please note that in case of booking with a partial amount, the deduction amount would be calculated with respect to the overall event fees only. The amount would be adjusted from the partial amount deposited with Bikat Adventures to calculate the final refund amount.

For e.g. if one has booked Pin Parwati Pass trek with partial payment of INR 10,000 (supposing that the Expedition fee is INR 22,700) and cancels the booking 1 month prior to the date of departure, then the refund applicable would be: INR 4,325/- {INR 10,000– 25% * INR 22.7K}

1.1.4. Voucher Refund: This option is available for all types of bookings including the bookings made under promotional offers.

Bikat Adventures would offer you a short term voucher that would enable you with a flexibility to book any other Bikat event using the voucher. The option of claiming a voucher is available till 1 day prior to the departure of the event. The Refund of the amount would be processed as per deduction guidelines outlined below:

The amount for refund processing would always be calculated basis the net amount paid* for booking the event w.r.t the Base Price of the event (excluding additional components like transport, rent, portage, etc.). Please note that the voucher issued would not include the service tax amount paid while making the booking. However, when you use the voucher to book again on our website, service tax would not be applicable on the voucher amount. Validity of the voucher would be 6 months from the date of issue.

*Net Amount Paid would be the amount paid to Bikat Adventures at the time of booking after adjusting for all rebates provided by applying vouchers.

Please note that any additional transport bookings are completely non-refundable, be it cash or voucher refund. For e.g. If you have booked Manali – Leh Cycling expedition by paying a base price of INR 35,000 along with the transport from Delhi to Manali, then in case of postponement or cancellation, only the base price of INR 35,000 would be considered for calculations of refund as per the slabs defined above or for the matter of issuing a voucher (for postponement cases). The additional transport fee deposited is completely non-refundable.

1.2. In case of Cancellation or change initiated by Bikat Adventures

Bikat adventures reserves the right to cancel your booking or change any of the facilities, services or prices described in our brochures or website. We will endeavor to advise you of any changes known at the time of booking. We plan the arrangements for your events many months in advance and may occasionally have to make minor changes.. Transport timings and carriers shown or communicated on our website are for guidance only and are subject to change. We will send you the final itinerary closer to the departure dates (2-3 days prior) along with the tickets (wherever applicable).

However in the field of adventure activities, there are many variables beyond our control like weather conditions, landslides, road situations and any other force majeure conditions. Circumstances amounting to "force majeure" include any event which we or the supplier of the service(s) in question could not even with all due care, foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riots, civil disturbances, industrial disputes, actual or threatened terrorist activity and its consequences, natural or nuclear disasters, fire, epidemics, health risks and pandemics, acts of God,

unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers, closed or congested airports or ports, hurricanes and other actual or potential adverse weather conditions, and any other similar events. In such situations we might be forced to change the itinerary or even cancel an event. In case of a change /cancellation, you will have the choice of either:

*The refund would always be in the form of a voucher (validity 6 months) if the change or cancellation arises from circumstances amounting to “force majeure” or from any other reason beyond our control. However, for cancellations made otherwise, the participant would have a choice between voucher of 12 month validity or cash refund.

1.3  In case of changes/cancellation of the event after departure,

1.3.1 When the change or cancellation arise from circumstances amounting to “force majeure” or for any other reason beyond our control Bikat Adventures shall not be liable to refund the amount already deposited.

1.3.2 When the change or cancellation arising otherwise: We will, wherever possible, make suitable alternative arrangements. If we are unable to make such alternative arrangements, or you reject the same for good reason then we will return you to your point of departure and refund you for any unused services, as appropriate. The refund would be primarily made in the form of a voucher (3 month validity). However, in case the participant desires, the same amount can also be refunded in cash.

1.4. In case of drop out by the participant in between the event

We shall not be liable to make any refund in such situation. The participant would also have to pay additionally for unplanned expenses on planning and executing the retreat of the participant on actual basis.

1.5. In case of Emergency Evacuation

While we do have first aid and experts available on all our events but still there might be situations under which an emergency evacuation might be needed. We are committed to make a safe evacuation for you in case of an emergency. We would make necessary and adequate arrangements for your evacuation till the nearest road head that is well connected by road, and would also help you in boarding a vehicle to the nearest Hospital or any other facility so required. Any additional expenses incurred, that of porters, vehicle, ambulance, hospitalization, or any other expense incurred for evacuation, would be covered by the participant.

2. Applicable for Climbing sessions (One day)

2.1.  Change/Cancellation of Booking by participant

2.1.1. Cash Refund : Cash refund is applicable only in case of bookings made without using any promotional offer code or vouchers.

The Refund of the amount would be processed as per deduction guidelines outlined below:

All cancellation refunds will be processed back to the bank account or the credit card account from which the event fee has been paid.

2.1.2 Voucher Refund: This option is available for all types of bookings including the bookings made under promotional offers

Bikat Adventures would offer you a short term voucher that would enable you with a flexibility to book any other Bikat event using the voucher. The option of claiming a voucher is available till 12 hours prior to the beginning of the event. You can intimate us through an email on info@bikatadventures.com explaining your reason for postponement, and we shall send you a voucher worth the Base price of the event. Validity of the voucher would be 3 months from the date of issue. 



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