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Booking & Cancellation Policy

Please read the below-mentioned terms and conditions carefully. This document is an essential part of participation for any event/adventure activity organized by Advenchar.  They are subject to the following conditions:

How to make a booking with us? 
You can visit our website www.advenchar.com to make a booking or you can contact us at hello@advenchar.com.

You must be at least 18 years old to make a booking with us. After the booking, our team will send you a confirmation of the booking.

Prices for all the activities and events organized by Advenchar are regularly updated on our website, www.advenchar.com. Advenchar reserves the right to modify or change the prices for any activity or event from time to time as and when it is required. The company might run special offers or promotions for a limited period from time to time and the company reserves all rights to introduce or withdraw any offer or promotion at any time without any prior intimation. However, those who have used the special offer or promotion and already made a booking would not be affected by the price change. 

We understand that you may have to change your travel plans due to the Covid-19 situation, so considering this we have introduced a Book Now, Pay Later facility for all the participants. However, you will be required to pay the full amount at least 30 days before the departure date.

What are the requirements for participation?
All participants are expected to be confident that they are physically and mentally fit and able to complete the itinerary of their chosen event as defined in the itinerary.
Any minors between 10 and 17 years of age must accompany their parent or guardian who assumes full responsibility for them to participate in the adventure activity or event. Any unaccompanied, underage minor will not be allowed to participate in the adventure activity.

How to cancel/modify your booking?
If you want to cancel/modify your existing booking, you can drop us a mail at hello@advenchar.com with all the details of your booking. 

Modifying your booking
You can contact us to modify participant details and departure date (subject to availability). The new participant will be required to meet the fitness criterion and will be required to sign and send the Undertaking Form. Any due refund will be done through the system, according to the applicable modification rules. 

In case of modification, a difference in trek fees may be payable for the change, as per the charges applicable for the modified date. 

Cancelling your booking
You can claim a 100% refund if you choose to cancel your booking before 15 days. The refund will primarily be in the form of a voucher valid for 2 years.  You can also opt for a cash refund provided the booking is not part of a promotional offer, coupon code, or discount provided by Advenchar. 

Refund

  • Cancellation before 15 days from departure date – 100% refund.
  • Cancellation between 15 days and 5 days from departure date  – 50% refund.
  • Cancellation less than 5 days from departure date – No refund. You can transfer your trek to a friend/family member free of cost.

What happens in case Advenchar has to cancel the adventure activity/event?
Advenchar reserves the right to cancel your booking or change the service described on our website, or brochure. We work hard on updating and intimating the information to all our participants and may have to make minor changes occasionally.

However, in the field of adventure, several variable factors are out of our control like landslides, floods, weather conditions, road conditions, and such.  In such cases, we may have to cancel the adventure activity, and you will have two options:

  1. Accepting an alternate adventure activity from us of similar price and standards (at the date of the change), if we can offer it; or
  2. Cancel your booking, in which case, you will be given a 100% refund in the form of a voucher valid for 2 years. However, for cancellation made for any other reason, the participant will be eligible for a cash refund (after deducting the bank charges)

Please note the following:

  1. In the case of transferring a trek to a friend/family member, they should satisfy all the mandatory requirements put forward by Advenchar. 
  2. Advenchar holds the right to change/cancel the policies, without any prior notice.
  3. A cash refund will not be applicable in case the booking is made with a promotional offer/voucher/coupon code or is part of a special price offered by Advenchar. If your booking is eligible for a cash refund, there will be an additional charge of 4% (bank charges) from the total amount you have paid.
  4. Due to restrictions such as sudden government policies or regulations, health hazards, medical emergencies, or unprecedented weather conditions, activities and tours may be nonoperational and cancelled. In cases such as these, operators will attempt to cater to the traveller an alternative trek, which is feasible in nature. However, any refund would not be catered.
  5. Refund against bookings made through credit/debit cards will be only following credit/debit card refund procedures.

What if we have to change/cancel an adventure activity after departure?
Due to unforeseen and unavoidable circumstances and reasons beyond our control (including, but not limited to, political disturbance, war, weather conditions, riots, any natural or man-made disaster, pandemic, epidemic, health risks, mechanical problems with transport), we may sometimes have to change/cancel the adventure activity. In such a case, Advenchar is not liable to pay any refund. 

If the change/cancellation arises otherwise, Advenchar will always try to make alternative suitable arrangements for participants. However, if you reject those arrangements, you will be safely dropped at your point of departure, and Advenchar will provide a voucher refund for any unused services, as deemed appropriate. 

What if you choose to drop out of the adventure activity?
Advenchar will not be liable to make any refund in a situation where a participant voluntarily drops out of the activity or the event. However, the participant will have to pay additional for the unplanned expenses on the actual cost basis to prepare and execute the participant’s retreat.

What happens in case of an emergency evacuation?
While we do have first aid and experts available on all our activities and events, there might be unplanned events and situations which demand an emergency evacuation of the participants. In case of an emergency, we are committed to making a safe evacuation for you. We will make appropriate and adequate arrangements for your evacuation to the nearest road head which is well connected by road, and would also assist you in boarding a passenger vehicle to the nearest hospital or any other facility that you so require. Any extra costs incurred, such as porters, transport, ambulances, hospitalization, or any other expenses incurred for evacuation, will be borne by the individual participant. 

What is the authority of your Trek Leader/Expedition Leader?
The leader of the adventure activity or event represents Advenchar and it’s necessary that, in any event, you abide by the authority of the leader. The leader reserves the right to refuse continued participation in the adventure activity to any person if they judge the participant to be incapable of meeting the rigours and requirements of participation. If you commit any illegal act during the event or activity, or If, within the reasonable opinion of the leader or other person in charge, your actions or behaviour is disruptive, threatening, or abusive, causes unnecessary inconvenience, or is probably going to cause damage to property, danger, distress or upset, disturbance or annoyance to others, or puts the other traveller or our staff at any risk or danger, on the telephone, in writing or person, we may terminate your travel arrangements without any obligation or liability on our part. In any of these cases, no refunds or compensation are paid to you, and that we won’t be liable for any costs or expenses incurred by you.

What if I lose or damage any equipment gear/equipment provided to me by Advenchar?
You will be responsible to pay for the damage or loss of the personal equipment and group equipment and gear issued to you by Advenchar or any staff associated with Advenchar. 

Respecting Local Laws and Customs
We come from different parts of the world, and the places we visit can be very different from those we are used to. You are required to be mindful of your actions and behaviour to ensure that they do not offend anyone, especially if you are visiting religious places. It is your duty and responsibility to become familiar with local laws and customs and appreciate them. If you fail to do so, we will not be liable to you for any expense, loss, or harm you have caused, nor will we reimburse you for any unused portion of your travel arrangements.

Medical disclosure
Any person suffering from mobility impairment, disease, or disability or receiving treatment for any physical or mental condition must, at the time of booking, announce the true nature of such condition and make arrangements for the provision of any medication or other care that may be needed during the adventure activity. Failure to make such a declaration would constitute a violation of these booking conditions which will result in those individuals being disqualified from the event in which case the amount paid for the adventure activity would be forfeited.  You can contact us if you would like to get more information or any clarifications.

Road journey and travel
For expeditions involving road journeys and transport, the participants are recommended to take the utmost care of road safety rules and requirements. Any indiscipline concerning road safety or risky riding/driving by the participant can force our team to restrict/suspend/terminate the ride/drive of the participant.

Law & Jurisdiction
If any conflict or difference(s) of any kind arises between the parties hereto following or arising out of this Agreement, the parties hereto shall, in good faith, negotiate with a view to finding an acceptable settlement and resolution. All legal proceedings concerning any issue claims, disagreements, and disputes arising out of this Agreement, shall be regulated and governed by Indian law and the courts of Uttarakhand shall have exclusive jurisdiction over any claims arising out of it.

Advenchar has taken consideration to guarantee that our Participants experience a rewarding mountaineering adventure. We wish to educate our members that mountaineering and outdoor trekking experiences are not risk-free. The same elements which contribute to the unique character and fun of exploring and climbing mountains, such as physical activities or living outdoors can result in loss of or damage to equipment, injury, illness, or, in serious cases, permanent trauma, paralysis, or death. We do not want to heighten or minimize your excitement for training, but we do want you to know in advance what to expect and to be aware of some of the potential risks.

If you have any doubts as to any points or references in this Policy, you can send us an email at hello@advenchar.com

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