Cancellation & Refund Policy – Xplorers Adventure

At Xplorers Adventure, we understand the disappointment of having to cancel a trip after weeks or months of planning. To maintain fairness and transparency for all travelers, the following cancellation and refund policy shall apply to all bookings unless otherwise specified.

Pending Payment Policy

• All pending trip payments must be completed at least 5 days prior to departure.

• Failure to clear the remaining balance within the stipulated timeline may result in automatic cancellation of the booking, and any advance payment may be forfeited.

• Participants with outstanding payments will not be allowed to join the trip, and their seat may be allocated to another traveler.

Cancellation Charges

Flight Bookings

• Flight cancellation charges will be applicable as per the respective airline's cancellation policy.

• Any airline refund shall be governed entirely by the airline's rules and timelines.

Refund Processing

• Refunds, wherever applicable, will be processed within 7–10 working days from cancellation confirmation.

• In certain cases involving third-party suppliers, banks, or payment gateways, the processing period may extend up to 14 working days.

Important Notes

• Cancellation requests must be submitted in writing via Email or WhatsApp to the Xplorers Adventure Team.

• The cancellation date shall be considered as the date on which the written request is received.

• Flight tickets, train tickets, safari permits, adventure activities, visas, permits, and other third-party bookings are subject to the cancellation policies of the respective service providers and may be partially or fully non-refundable.

• Any non-refundable hotel bookings, peak-season reservations, festival departures, long-weekend departures, or special event bookings may attract additional cancellation charges beyond the standard policy.

• Date changes, batch transfers, or trip rescheduling requests are subject to availability and applicable fare or price differences.

• Convenience fees, payment gateway charges, taxes, and processing charges, if any, are strictly non-refundable.

Force Majeure & Unforeseen Circumstances

In the event of cancellation, disruption, postponement, or modification of a trip due to circumstances beyond the control of Xplorers Adventure, including but not limited to:

• Natural calamities

• Landslides

• Floods

• Earthquakes

• Road closures

• Government restrictions

• Political unrest

• Pandemics

• Epidemics

• War-like situations

• Any force majeure event

the applicable cancellation and refund policy shall be governed by the terms and conditions of the respective hotels, transport providers, airlines, activity operators, and other service providers involved in the trip.

Xplorers Adventure shall not be held liable for any consequential losses arising from such events.

Trip Cancellation by Xplorers Adventure

If Xplorers Adventure cancels a trip due to operational reasons, insufficient participation, or any other internal reason:

• Participants will be offered an option to transfer to another available departure; or

• A refund of the Trek/Trip Amount Only will be processed.

Any external expenses incurred by the participant, including transportation, accommodation, equipment rentals, visa costs, or personal arrangements, shall not be reimbursed by Xplorers Adventure.

Flight Disruptions, Delays & Cancellations

Xplorers Adventure acts solely as a facilitator for flight bookings.

• Flight schedules, delays, cancellations, route changes, and operational decisions are entirely at the discretion of the respective airline.

• Any refund, compensation, accommodation, meal vouchers, or alternate travel arrangements arising due to airline disruptions shall be governed exclusively by the airline's policies.

• Xplorers Adventure shall not be liable for missed departures, missed activities, additional accommodation expenses, loss of business, or any direct or indirect losses resulting from airline schedule changes, delays, cancellations, weather conditions, technical issues, air traffic restrictions, strikes, or other circumstances beyond our control.

• Any additional costs arising from airline-initiated schedule changes, including fare differences for alternate flights or extended stays, shall be borne by the traveler unless covered by the airline.

Travelers are strongly advised to purchase comprehensive travel insurance covering flight disruptions, trip cancellations, medical emergencies, baggage loss, and other unforeseen travel-related risks.

Disclaimer

• Xplorers Adventure shall not be responsible for any loss, theft, damage, or misplacement of personal belongings during the trip.

• Participants are solely responsible for safeguarding their valuables.

• Travel insurance is not included unless explicitly mentioned in the trip inclusions.

• Participation in adventure activities is voluntary and undertaken at the participant's own risk.

Policy Amendments

Xplorers Adventure reserves the right to amend, modify, or update this cancellation policy at any time based on operational requirements, supplier terms, seasonal booking conditions, government regulations, or unforeseen circumstances. The latest version published by Xplorers Adventure shall be considered final and binding.