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Printing Guidelines All 12 pages should be printed & signed. Please use the following print settings in order to avoid wastage

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Page 1 of 14

Please read the below mentioned terms and conditions carefully constituting an

integral part of the Participant Agreement for the event. All events advertised in our

brochures and on our website are operated by Bikat Adventures Pvt. Ltd, company

registered under the Indian Companies Act,2013 (hereinafter called 'the Company',

’we’, ‘us’ or 'our'), and are sold subject to the following conditions:

1. Insurance

Adequate and valid travel insurance is a mandatory requirement for all

international (Non-Indian) participants and the same should be obtained

before the date of departure. It is advisable, though not mandatory, for the

domestic (Indian) participants also to get themselves adequately insured.

2. How to Book

To make a booking, you can contact us through email/phone, our website

www.bikatadventures.com, or through an approved travel agent. The person

making the booking must be 18 years old or over and must possess the legal

capacity and authority to make the booking. If one person is making the booking

on behalf of other people then after the booking of the event, other people will

also be required to take the undertaking of accepting the terms and conditions

mentioned in this agreement. All international (Non-Indian) participants may

also be required to pay for any non-transferable and non-refundable items such

as National Park entrance fees and Permits as per the requirements of the

particular Park/permits applicable for all international (Non-Indian)

participants..

http://www.bikatadventures.com/



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When any event is booked through an approved travel agent, all

communication/changes/enquiry in relation to the event will only be accepted

through the travel agent only.

After the acceptance of the booking, the company will issue a confirmation

invoice to you. You are advised to please go through the confirmation invoice

carefully and inform the company of any changes, if required to be made. Names

and identity proof provided by you must be legally valid and self attested. Travel

documents/itinerary will be sent or emailed to you well in time before the

departure of your tour, but will not be issued unless payment of the due balance

has been received and any pending cheques have been cleared.

Your personal safety is of paramount importance to us and therefore it is

imperative that you inform us in writing, at the time of booking, of any condition

(medical or otherwise) that needs any special care/attention and that might affect

your or other people’s experience during the event. You agree to provide any/all

information that may be asked by government authorities / border control /

security agencies for the purpose of security and counter terrorism. This is known

as Advance Passenger Information. The information you must provide will

include, but not be limited to, full name – as shown in your passport or travel

document, gender, age, nationality, travel document type, and number. For Indian

nationals, this information may be provided only for the person making the

booking (lead booking participant) but for Non Indian nationals, the same might

be asked from all participants.



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2.1. In case of booking with Partial Amount

In case of bookings made by paying partial amount, you are expected to make

the balance payment at least 20 days prior to the departure date (w.r.t. to the

published itinerary of the event & batch booked). In case the balance payment is

not made at least 15 days prior to the departure date, then the booking would be

deemed cancelled and Bikat Adventures would not be liable towards any cash

refund. However, you can request for a voucher refund and the same would be

treated as per the cancellation policy (refer clause 3.1.2).

3. Prices, Surcharging and Refund Situations

Prices (for all events) are updated regularly on our website but the company

reserves the right to change the prices from time to time. There might be

temporary offers & promotions running 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 already booked using any

promotion or offer would not be affected.



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3.1. Change/Cancellation of Booking by participant

3.1.1. 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.

3.1.2. 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

[email protected]

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.

3.1.3. 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:

Cancellations up to 30 days prior to departure date - 5% deduction

mailto:[email protected]



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Between 30 days to 15 days prior to departure - 50% deduction

Less than 15 days of departure - No Cash Refund

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}

3.1.4. 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:

• Cancellations up to 5 days prior to departure date - No deduction



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• Cancellations within 5 days prior to departure - No Refund

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.

3.2. 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



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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:

(a) accepting a replacement event from us of equivalent or similar standard and

price (at the date of the change), if we are able to offer you one; or

(b) Cancelling your event, in which case you shall receive a full refund*,

including all the components paid by you (transport, base fee, taxes).



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*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.

3.3. In case of changes/cancellation of the event after departure,

3.3.1 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.

3.3.2 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.

3.4. 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.

3.5. In case of Emergency Evacuation



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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.

4. Visa, Health, Passport, Travel Documentation

Whilst we are able to provide basic advice/information to clients regarding passports

and visa requirements, it will be your sole responsibility you are required to

check/verify with the appropriate embassy or the consulate for the exact

requirements for your chosen event and date of travel. We cannot accept

responsibility for any failure to comply resulting in any costs or fines being incurred.

5. Local Laws & Customs

Laws and customs of the areas we visit can be very different to those we are used to.

Be aware of your actions to ensure that they do not offend, especially if you are

visiting religious areas. It is your responsibility to familiarize yourself with, and

respect local laws and customs. If you fail to do so, we will have no liability to you

for any cost, loss or damage which you suffer nor will we refund you the cost of any

unused portion of your travel arrangements.



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6. Privacy Policy

We are committed to not pass your information unnecessarily. Bikat Adventures

would use your info to make your experience a better one but incase required for

safety or arrangement purposes, we might have to forward your contact details to

relevant vendors.

During all our expeditions, we click pictures, record videos, and create other

intellectual property. Such content may feature you in many cases. Unless specified

otherwise by a participant, we shall deem the permission granted for using such

creative content created on our events.

We also encourage you to share the pictures or videos that you create on your own.

We give due credits before publishing such content on public platforms.

7. Leader Authority & Behaviour

On any event, it is necessary that you abide by the authority of the leader, who

represents the Company. If you commit any illegal act when on the event or if in

reasonable opinion of the leader or another person in authority your behaviour is

disruptive, threatening or abusive, causes unnecessary inconvenience or is causing

or likely to cause damage to property, danger, distress or upset, disturbance or

annoyance to others or puts any other traveler or our staff in any risk or danger, on

the telephone, in writing or in person, we may terminate your travel arrangements

without any liability on our part. In any of these circumstances no refunds or

compensation will be paid to you and we will not be liable for any costs or expenses

you incur.



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8. Your Accommodation

Any accommodation we arrange for you, must only be used by those people named

on your Confirmation Invoice. You are not allowed to share the accommodation or

let anyone else stay there. You are responsible for the cost of any damage caused to

your accommodation or its contents during your stay. These charges must be met by

you and may have to be paid locally.

9. Offloading (Applicable only for treks)

We highly recommend that the personal backpack be carried by the participant

themselves because your rucksack can be a life saver in the mountains when faced

with unforeseen situations. Also, carrying the backpack is an important behavior for

an eco-sensitive traveler. However, in case you are absolutely not able to carry the

same, then we recommend pre booking.

Offloading charges in case of on the spot requests would be higher than that for pre-

planned requests because it becomes a planning nightmare to arrange for additional

logistics in the middle of an expedition. Also, on the spot requests may be refused

in case the man/animal power is not available adequately. Here are the rates for on

the spot offloading requests:

1. INR 500 per bag per day# when the logistics of the event are managed through

mules

2. INR 1000 per bag per day# when the logistics of the event are managed

through porters



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* Each bag should not be more than 12 Kg in weight. This weight limit is a reference

for maximum weight but bags shall be counted in number to calculate the charges.

The bag should be of rucksack style only. No Duffle bags/Suitcases would be

accepted for offloading.

# Partial offloading is not allowed i.e. number of days would be counted as the total

duration of the trek/expedition no matter when you offload during the expedition. In

case of expeditions where there are additional days required for reverse logistics,

then 1 or 2 days may be added to the total duration of the expedition.

10. Participation Requirements

All clients are expected to satisfy themselves prior to booking that they are fit and

able to complete the itinerary of their chosen event as described in the itinerary. No

unaccompanied minors (those under 18 years of age) can be accepted however

minors aged between 10 -17 years may accompany their parent or guardian who

accepts full responsibility for them. Anyone suffering from mobility impairment,

illness or disability or undergoing treatment for any physical or mental condition,

must declare the true nature of such condition at the time of booking and make

arrangements for the provision of any medication or other treatment which may be

required during the event. Failure to make such disclosure will constitute a breach

of these booking conditions and result in such persons being excluded from the event

in which case all monies paid will be forfeit. Please contact us if you wish to find

out more information.

For expeditions that involve road journey or travel, participants are advised to take

utmost care of the road safety norms. Any indiscipline regarding road safety or risky



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riding/driving by the participant may force our team to restrict/suspend/terminate the

participant’s ride/drive.

11. Law & Jurisdiction

If any dispute or difference(s) of any kind whatsoever shall arise between the

parties hereto in connection with or arising out of this agreement the parties hereto

shall in good faith negotiate with a view to arriving at an amicable resolution and

settlement Any/all legal proceedings with regard to any matter, claim, differences

and disputes arising out of this agreement, will be governed by the Indian laws and

the courts of NCT, Delhi, shall have exclusive jurisdiction over any claim arising

out of it.



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Expedition Name: .........................................

Expedition Dates: From ----------------- To--------------------

Declaration

I, Mr./Ms………………………………………………................. son/daughter of

Mr. ………………………….......... resident

of……………………………………………………………………………………

…………….....................having agreed to take part in the tour/trek/expedition

organized by Bikat Adventures Pvt. Ltd. understand the dangers & challenges

involved in the above mentioned expedition as listed in the ‘Terms & Conditions”

section (Page 1 to 11). In case of any accident / mishap / injury / death, neither I nor

any of my legal heirs, shall hold Bikat Adventures responsible in any manner.

Neither I nor any of my legal heirs will make any claim against the company in case

of any loss / disability.

Place …………………………

Date ………………………….

Name Signature of the participant*

Relationship with participant

(Applicable only in case of minors)

*In case the participant is a minor(less than 18 years of age as on date of signing

this declaration), the declaration needs to be signed by parent/guardian on behalf of

the participant.

Documents

Printing Guidelines All 12 pages should be printed ... · of paper: 4 Pages per ... security agencies for the purpose of security and counter terrorism. ... of booking after adjusting