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 ADVENTURE CLUB PUNE or OTHER VERIFIED Local Tour Operators (Operators who have knowledge and experience with a particular travel destination or activity with Travellers seeking to experience such destinations and activities), company registered under the Maharashtra Shops and Establishments Act, 1948. (hereinafter called 'the Company', ’we’, ‘us’ or 'our'), and are sold subject to the following conditions:
Adequate and valid travel insurance is a mandatory requirement for all international (Non-Indian) and domestic (Indian) participants. The same should be obtained before the date of departure.
2. How to Book
To make a booking, you can contact us through email/phone, our website www.adventureclubpune.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.
When an 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.
3. BOOKING ON BEHALF OF OTHERS
By booking on behalf of other participants, you are deemed to be the designated contact person for every participant included on that booking. This means that you are responsible for making all payments due in connection with your Tour booking, notifying us or your travel agent if any changes or cancellations are required, and keeping your party informed.
By booking on behalf of another person or persons, you represent and warrant that you have obtained all required consents. You are responsible for verifying that any information you provide on behalf of another participant is complete and accurate and the Tour Operator and we will be under no circumstances be liable for any errors or omissions in the information provided to complete a booking.
4. REQUIRED MEDICAL INFORMATION
You must provide any medical information reasonably requested by us or the Tour Operator and may be required to complete the medical information form (the “Medical Form”), available on our website.
Medical Forms are mandatory for certain Tours like Himalayan trek and adventure activities. If you have any pre-existing medical conditions which may impact their ability to travel, participate in a Tour, travel to remote areas without access to medical facilities, or may adversely affect the experience of others on your Tour, you must return a Medical Form, signed by a licensed and practicing physician to us prior to or at the time of final payment for the applicable booking.
ADVENTURE CLUB PUNE reserves the right to request further information or professional medical opinions where necessary, as determined in its discretion, for your safety or the safe operation of a Tour.
WE reserve the right to deny you permission to travel or participate in any aspect of a Tour at any time and at your own risk and expense where WE determine that your physical or mental condition renders you unfit for travel or you represent a danger to yourself or others.
Pregnancy is considered a medical condition and must be disclosed to Us at the time of booking. We may refuse to carry pregnant women over 24 weeks. We may refuse to carry anyone with certain medical conditions if reasonable accommodation or alternatives cannot be arranged.
In the event that you do not complete the required Medical Form or provide medical information reasonably required by the Tour Operator for any reason by the deadline indicated above, we reserve the right to cancel your booking, and all applicable cancellation fees will apply.
You are responsible for assessing whether a Tour is suitable for you. You should consult your physician to confirm your fitness for travel and participation in any planned activities. You should seek your physician’s advice on vaccinations and medical precautions. ADVENTURE CLUB PUNE does not provide medical advice. It is your responsibility to assess the risks and requirements of each aspect of the Tour based on your own unique circumstances, limitations, fitness level, and medical requirements.
Travel with ADVENTURE CLUB PUNE or its Tour Operator may involve visiting remote or developing regions, where medical care may not be easily accessible and medical facilities may not meet the standards of those found in your home country. The condition of medical facilities in the countries you may visit on your Tour varies and we and the Tour Operator makes no representations and gives no warranties in relation to the availability or standard of medical facilities in those regions.
5. SPECIAL REQUIREMENTS
Any special requirements must be disclosed to us at the time of booking. We will use reasonable efforts to accommodate special requirements or requests but this is not always possible given the nature of the destinations visited and availability of options outside a planned itinerary. Certain activities may be inaccessible to you if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to us at the time of booking but we cannot guarantee that dietary needs or restrictions can be accommodated.
7. AGE REQUIREMENTS
We organize many types of events for different age groups from 8 years to 80 years of age. Anyone under the age of 18 on the date of first travel is considered to be a minor. Minors must always be accompanied by an adult in other activities except for children camps. One adult may accompany up to two minors. Unless otherwise indicated in the Tour description or by the Tour Operator, the minimum age for minors traveling on any Tour is 12 years old. In the case of children camps, there is no need that Minors must always be accompanied by an adult.
All bookings with a minor are subject to review and approval by ADVENTURE CLUB PUNE. If the consent of a parent, guardian or any other person is required by applicable law for any minor to travel, the accompanying adult is responsible for securing all consents, documentation and ensuring that they and the minor(s) meet all legal requirements to travel, to enter into and depart from applicable countries and regions. ADVENTURE CLUB PUNE will not be responsible for any fees, damages, or losses incurred as a result of any failure to secure necessary consents, permits, and approvals.
Each adult on a booking with a minor or minor(s) is jointly and severally responsible for the behavior, wellbeing, supervision, and monitoring of such minor(s), and jointly and severally accepts these Terms for and on behalf of any minor(s) on their booking, including all assumptions of risk and limitations of liability. ADVENTURE CLUB PUNE does not provide care services for minors and expressly disclaims any responsibility for chaperoning or controlling any minor(s). Care services for minors are provided only in the case of children camps.
8. 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.
8.1.1 Change/Cancellation of Booking by the participant
8.1.1. Replacement of participant(s) – We allow 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 to any Volvo/Train/flight transport booked for the original participant. The same would be automatically canceled. This is simply because the seats booked in such transport mediums are not transferrable.
8.1.2. 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:
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 the calculated basis on 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.
8.1.3. 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 the flexibility to book any other event using the voucher. The Refund of the amount would be processed as per deduction guidelines outlined below:
The amount for refund processing would always be the calculated basis on 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 to the voucher amount. The validity of the voucher would be 6 months from the date of issue.
8.2. 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 showed 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, the 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:
*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 a voucher for 12-month validity or a cash refund. Please note that in case you have made the booking using a voucher, a 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 months.
8.3 In case of changes/cancellation of the event after departure,
8.3.1 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.
8.3.2 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/ TRANSFER.
8.4 In case of drop out by the participant in between the event
We shall not be liable to make any refund in such a situation. The participant would also have to pay additionally for unplanned expenses on planning and executing the retreat of the participant on an actual basis. In case suitable arrangements for the retreat are not possible, ADVENTURE CLUB PUNE reserves the right to deny such a drop out in between the event.
8.5 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 making 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.
9. Local Laws & Customs
The laws and customs of the areas we visit can be very different from 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.
We are committed to not pass your information unnecessarily. ADVENTURE CLUB PUNE would use your info to make your experience a better one but in case required for safety or arrangement purposes, we might have to forward your contact details to relevant vendors.
During all our events, 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.
11. Leader Authority & Behaviour
In 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 the reasonable opinion of the leader or another person in authority your behavior 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. Any form of intoxication, by means of alcohol, illicit drugs, weed, or hash, is completely banned at all events. The observation & assessment of the Leader would be final in this regard and any traces/indication found would deem the participant unfit to continue further. The leader has complete authority to terminate your expedition in such a case. 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.
12. 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 PUNE, shall have exclusive jurisdiction over any claim arising out of it.
13. WAIVER OF LIABILITY
BY AGREEING TO THE TERMS OF THIS AGREEMENT YOU WILL WAIVE CERTAIN LEGAL RIGHTS
PLEASE READ CAREFULLY
TO: ADVENTURE CLUB PUNE, and its subsidiaries, affiliates, and related companies including, but not limited to, ADVENTURE CLUB PUNE and their respective officers, employees, subcontractors, suppliers, agents, guides, volunteers, independent contractors, representatives, owners, insurers, successors, and assigns (individually and collectively, “ADVENTURE CLUB PUNE”)
Simply put: I am providing this Waiver to the companies and people involved in organizing and providing the services I have requested in connection with my travel arrangements.
"Activities" means the activities and services that ADVENTURE CLUB PUNE will be providing, arranging, or organizing on my behalf depending on my chosen itinerary.
These may include:
· participation in an adventure travel tour
· cultural tours and city tours, multisport activities
· horse riding and other equine activities
· hot air balloon rides
· mountain biking
· rock/rope climbing
· zip lining
· scuba diving
· helicopter activities
· white water rafting
· travel in jet boats/speed boats
· travel in public and private transportation (including to and from tour areas)
ACKNOWLEDGMENT – HEALTH & SAFETY
I am aware that the physical exertion required to participate in the Activities can activate or aggravate pre-existing injuries, conditions, or congenital defects.
I acknowledge that I should seek medical advice if I know or suspect that my physical condition may be incompatible with the Activities.
I acknowledge that I am required to wear approved safety equipment while participating in certain activities. I am aware that there are guides and instructors available to answer any questions I may have as to the proper use of any equipment.
I understand that the Activities may require physical exertion and it is my responsibility to make sure I am healthy enough to participate. I will use the recommended safety equipment and ask questions if I am unsure about how to properly or safely use the equipment.
ASSUMPTION OF RISKS
I am aware that the Activities involve many risks, dangers, and hazards which may include but are not limited to:
· personal injury and/or death;
· travel to remote areas without access to medical facilities or treatment
· changing weather conditions;
· interactions or encounters with wildlife;
· equipment malfunctions
· negligence of other participants or guides;
· negligence on the part of ADVENTURE CLUB PUNE, including failure to safeguard or protect from the risks or dangers of the Activities
· consumption of alcohol;
· collisions with vehicles, equipment, or structures;
· becoming lost or separated from guides or other participants; and the failure to remain within designated areas.
Simply put: I acknowledge that there are numerous risks I may face during my involvement in the Activities including the risks listed here.
ALCOHOL AND ILLEGAL SUBSTANCES
If I use, consume, or am under the influence of alcohol or illegal drugs prior to or while engaging in the Activities, I ASSUME AND ACCEPT ALL RISKS, DANGERS, AND HAZARDS THAT MAY RESULT FROM THIS INCLUDING THE POSSIBILITY OF PERSONAL INJURY, DEATH, PROPERTY DAMAGE, AND LOSS, even in the event of negligence or fault by ADVENTURE CLUB PUNE or third parties, and will indemnify ADVENTURE CLUB PUNE from any and all liability for any damage to property or personal injury to any third party, resulting from my participation in the Activities, while, during, or after consumption of illegal drugs or alcohol.
Simply put: If I consume alcohol or illegal drugs before or during my involvement in the Activities I am responsible for any loss, injury, or damage I cause to myself or others.
I AM AWARE OF THE RISKS, DANGERS, AND HAZARDS ASSOCIATED WITH THE ACTIVITIES.
I am not relying on any oral or written representations or statements made by ADVENTURE CLUB PUNE about the safety of the Activities other than what is stated in this Waiver.
I freely accept and fully assume these risks and the possibility of injury and loss resulting from my participation in the Activities.
Simply put: I understand and accept the risks of participating in the Activities. I am relying on the statements about the risk contained in this Wavier as the definitive source of information about the safety of the Activities over any other communications or materials.
RELEASE OF LIABILITY, WAIVER OF CLAIMS, AND INDEMNITY AGREEMENT
In consideration of ADVENTURE CLUB PUNE allowing me to participate in the Activities I agree:
1. In the event that I, or my next of kin, suffer any loss, damage, expense, or injury from my participation in the Activities INCLUDING THOSE CAUSED BY THE RISKS SPECIFICALLY OUTLINED IN THIS WAIVER, I AGREE TO WAIVE ANY AND ALL CLAIMS I have or may have in the future against ADVENTURE CLUB PUNE and to RELEASE ADVENTURE CLUB PUNE from any and all liability;
2. TO HOLD HARMLESS AND INDEMNIFY ADVENTURE CLUB PUNE from any and all liability for damage to property or personal injury to any third party resulting from my participation in the Activities;
I HAVE READ AND UNDERSTAND THIS AGREEMENT PRIOR TO CHECKING THE BOX BELOW CONFIRMING MY AGREEMENT.
I am aware that by checking the box while booking I am waiving certain legal rights which I may have against ADVENTURE CLUB PUNE.
FOR PARTICIPANTS OF MINORITY AGE: I hereby certify that I, parent/guardian with legal responsibility for this participant of minority age, do consent and agree to his/her release of all ADVENTURE CLUB PUNE, and for myself, my heirs, assigns, and next of kin, I release and agree to indemnify ADVENTURE CLUB PUNE for any and all liabilities incident to this participant of minority age’s participation in the Activities.
14. Contact Details :
Adventure Club Pune
403, Waterbay, New Kalyani Nagar, Pune – 411001.
Mob. : +91 7798414480