Cancellation and Refund Policy

Paying the activity fee

The fee can be paid by online transfer/check deposit/ demand draft/Paytm/UPI. Instruction for payment will be forwarded along with your confirmation email. When your transfer is done, please e-mail us a confirmation mail with your transfer details, so that we can follow up your reservation efficiently.

In case of cancellation or changes made by participant : 1. Replacement of participant(s)


We allows you to seamlessly replace any of the participants in your booking by contacting us. Please note that this is applicable only when the status of the Booking is “Paid” and the new participant needs to send personal details and the undertaking form to us.

Please note that the replacement would not be applicable on any Volvo/Train/flight 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.

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:

If cancellations are made 15 days before the start date of the trip, 10% of booking value will be charged as cancellation fees.

If cancellations are made 7-15 days before the start date of the trip, 50% of booking value will be charged as cancellation fees.

If cancellations are made within 0-7 days before the start date of the trip, 100% of booking value will be charged as cancellation fees.
In case of events which are above 4 days or Himalayan treks, the Refund of the amount would be processed as per deduction guidelines outlined below:

If cancellations are made 30 days before the start date of the trip, 20% of booking value will be charged as cancellation fees.

If cancellations are made 15-30 days before the start date of the trip, 50% of booking value will be charged as cancellation fees.

If cancellations are made within 0-15 days before the start date of the trip, 100% of booking value will be charged as cancellation fees.

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.

3. Voucher Refund: This option is available for all types of bookings including the bookings made under promotional offers.
ADVENTURE CLUB PUNE would offer you a short term voucher that would enable you with a flexibility to book any other event using the voucher.The Refund of the amount would be processed as per deduction guidelines outlined below:

Cancellations up to 5 days prior to departure date , 20 days in case of Himalayan trek or camp – No deduction
Less than 5 days prior to departure, 20 days in case of Himalayan trek or camp – 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.

In case of Cancellation or change initiated by Adventure Club Pune
ADVENTURE CLUB PUNE 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:
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
Cancelling your event, in which case you shall receive a full refund
In case of unforeseen weather conditions or government restrictions, certain activities may be cancelled and in such cases the operator will try his best to provide an alternate feasible activity. However no refund will be provided for the same. components paid by you (transport, base fee, taxes).

*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. Please note that in case you have made the booking using a voucher, cash refund would only be made for the part paid in cash. However, we will reactivate your consumed voucher with an additional validity of 6 month.

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

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

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/ TRANSFER.

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. In case suitable arrangements for retreat are not possible, ADVENTURE CLUB PUNE reserves the right to deny such drop out in between the event.

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.

Adventure Club Pune

Flat No. 15, Preeti Prakash Society
B.T. Kawade Road, Ghorpadi, Pune – 411001.
Mob. : +91 7798414480
E-Mail: info@adventureclubpune.com