Terms and Conditions

At Xplorers Adventure, we understand that travel plans may change unexpectedly. To ensure fair management of bookings and operational arrangements, the following cancellation and refund policy applies to all our events, treks, camps, and tours.

 

Trekking, Camping & Weekend Adventures:

Participant Cancellation

If you choose to cancel your booking, the following refund policy will apply:

• Cancellations made 8 days or more before the event date are eligible for a 75% refund.
• Cancellations made 4 to 7 days before the event date are eligible for a 50% refund.
• Cancellations made 3 days or less before the event date are not eligible for any refund.

Additional Terms

• Refunds, wherever applicable, will be processed within 5–7 working days to the original payment method.
• Participants who fail to attend the event without prior cancellation will be considered a No Show, and no refund will be issued.
• Bookings cannot be shifted or transferred to a different departure date after cancellation.
• Bookings may be transferred to another participant for the same event, subject to prior approval from Xplorers Adventures.
• If Xplorers Adventures cancels a trek or event, the amount paid towards the trek package will be refunded.

 

Backpacking Tours & Expeditions:

Backpacking trips involve advance reservations for transport, accommodations, permits, and local arrangements. Therefore, the following cancellation policy applies:

• The initial booking or registration amount is non-refundable under all circumstances.
• If cancellation is made more than 30 days before departure, 50% of the trip cost will be refunded.
• If cancellation is made 15 to 30 days before departure, 25% of the trip cost will be refunded.
• If cancellation is made within 15 days of departure, no refund will be provided and the entire trip cost will be treated as a cancellation charge.

Refunds, if applicable, will be processed within 5–7 working days.

 

Weather, Natural Conditions & Government Restrictions

Adventure travel is dependent on environmental and operational conditions that are beyond our control.

In the event of:

• Heavy rainfall
• Floods
• Landslides
• Snowstorms
• Thunderstorms
• Earthquakes
• Government restrictions
• Local authority orders
• Political unrest or safety concerns

Xplorers Adventure reserves the right to modify the itinerary, replace activities, change routes, or alter schedules to ensure participant safety.

While we will always make every effort to provide suitable alternatives, no refunds will be issued for activity cancellations, route changes, or itinerary modifications caused by such circumstances.

 

Event Cancellation by Xplorers Adventures:

We rarely cancel events. However, in exceptional situations where cancellation becomes unavoidable, the following terms apply:

• If an event is cancelled before its scheduled departure by Xplorers Adventure, eligible participants will receive a refund of the amount paid.
• If a trip has already commenced and is affected by natural disasters, weather disruptions, political disturbances, curfews, or government orders, no refund shall be applicable.
• If a trek or event is cancelled due to insufficient participant registrations, you may choose either a full refund or transfer your booking to another available departure.

 

Transportation Delays & Travel Disruptions

Adventure travel may sometimes involve delays caused by circumstances beyond our control, including:

• Traffic congestion
• Vehicle breakdowns
• Flight delays or cancellations
• Train delays or cancellations
• Weather-related disruptions
• Road closures

If such situations impact the trip schedule or result in missed connecting transport, Xplorers Adventure will assist participants in finding alternative arrangements wherever possible.

However, any additional expenses including:

• Flight tickets
• Train tickets
• Bus tickets
• Tatkal charges
• Hotel accommodation
• Local transport costs

must be borne entirely by the participant.

Xplorers Adventure shall not be responsible for compensation arising from delays, disruptions, or service failures caused by third-party transport providers.

 

Booking Transfer Policy

If you are unable to attend an event, you may transfer your booking to another individual for the same departure date.

The replacement participant must provide all required details and complete any necessary formalities before the event. Approval from Xplorers Adventure is mandatory for all booking transfers.

 

Cancellation Request Process

To request a cancellation, please follow the steps below:

1. Send an email to support@xplorersadventure.com
2. Include your full name, contact number, event name, departure date, and booking details.
3. Our team will review your request and respond within 24–48 hours.
4. Refund eligibility will be calculated based on the date and time the cancellation email is received.

Important Notes

• Cancellation requests are accepted only through email.
• Phone calls, WhatsApp messages, social media messages, or verbal requests will not be considered official cancellation requests.
• Refunds, where applicable, will be processed within 5–7 working days.
• Requests that fall outside the refund eligibility criteria will not be considered for refund or rescheduling.

 

Acceptance of Policy

By booking any trek, camp, tour, expedition, or adventure activity with Xplorers Adventure, you acknowledge that you have read, understood, and agreed to this Cancellation & Refund Policy.

Our team is committed to providing safe, responsible, and memorable outdoor experiences while ensuring transparency and fairness for all participants.