Cancellation and Refund (Effective 03rd April 2025 onwards)
1.1.1. 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. In case of any issue write back to us at support@bikatadventures.com and we will process your cancellation request.
1.1.2. 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 10 days prior to the departure date (departure date minus 10). If you are unable to replace a participant through your dashboard, then, drop an email to support@bikatadventures.com with the screenshot of the error. The new participant needs to print, sign, scan and send the undertaking form to support@bikatadventures.com
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.
1.1.3. Cash Refund: Cash refund is applicable only in case of bookings made without any discount (promotional code/cancellation voucher/dynamic discount). Also, the cash refunds would not be applicable in case of shifted batch bookings & if the status of the Booking is "Booked".
The Refund of the amount would be processed as per deduction guidelines outlined in the table below:
All cancellation refunds will be processed back to the source from which payment has been made for the event fee. 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 outdoor insurance.).
1.1.4. Voucher Refund: This option is available for all types of bookings including the bookings made under promotional offers & discounts.
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 as per the slab given below. Bikat Vouchers are only applicable for treks in India & not applicable for Nepal treks unless the refund voucher is issued due to cancellation of Nepal treks. The Refund of the amount would be processed as per deduction guidelines outlined in table below:
| Refund Type | Cancellation Timeframe | Deduction |
|---|---|---|
| Cash Refund | Up to 60 days prior to departure | 5% |
| 60 to 30 days prior to departure | 10% | |
| 30 to 10 days prior to departure | 50% | |
| Less than 10 days prior to departure | No Refund | |
| Voucher Refund | Up to 30 days prior to departure | No Deduction |
| 30 to 15 days prior to departure | 15% | |
| 15 to 10 days prior to departure | 30% | |
| Less than 10 days prior to departure | 90% |
| Refund Type | Cancellation Timeframe | Deduction |
|---|---|---|
| Cash Refund | Up to 60 days prior to departure | 10% |
| 60 to 20 days prior to departure | 30% | |
| Less than 20 days prior to departure | No Refund | |
| Voucher Refund | Up to 60 days prior to departure | No Deduction |
| 60 to 20 days prior to departure | 20% | |
| 20 to 5 days prior to departure | 40% | |
| Less than 5 days prior to departure | 70% |
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 (including additional components like transport, offloading, rent, portage, etc.) and excluding the outdoor insurance. Please note that the voucher issued would not include the GST amount paid while making the booking. However, when you use the voucher to book again on our website, GST would not be applicable on the voucher amount. Validity of the voucher would be 24 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.
All add ons are refundable, be it cash or voucher refund as per the slabs of cash & voucher refund. .
* The refund cancellation voucher issued cannot not be clubbed with any other promotional offer/running discount
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 endeavour 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.
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, ban by local authorities, 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 Bikat Trek voucher (validity 12 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 (low participation due to cancellation by other participants), the participant would have a choice between voucher of 24 month validity or cash refund. Please note that in case you have made the booking using a Bikat Cancellation or Booking 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 12 month.
1.3.1 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.
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, Bikat Adventures reserves the right to deny such drop out in between the event.
In situations wherein the participant(s) return early from the event due to the event being completed earlier than estimated or wherein due to force majeur conditions, the participant(s) had to return early, in such cases, any extra service(s) availed or extra night(s) accommodation booked, etc., the participant will have to bear the expenses incurred.
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.
