Terms and Conditions

Cheque payments should be made payable to “Kalpana Tours” and are to be remitted in
Mumbai. For domestic tours lasting less than 6 days, an advance payment of Rs. 10,000 per
head is required, for domestic tours lasting 6 days or more, an advance payment of Rs. 15,000
per head is necessary, and for international tours, an advance payment of Rs. 1,00,000 is
required. The full payment for the tour must be settled at least 45 days before the scheduled
travel date.

The tour cost excludes air or rail fares unless explicitly stated. Please note that railway, air, or bus ticketing is not within our scope of business. It is a complimentary service we offer to our travelers. We do not levy any charges for providing these services. However, in the event of fluctuations in bus, railway, or air fares, participants will be responsible for covering the additional costs incurred.

As Tour Organizers, we lack authority over airlines, railways, hotels, transport providers, or any other amenities supplied by third-party or local service providers. We bear no responsibility for delays or inadequacies in services rendered by these external agencies. Furthermore, our company does not dictate the opening and closing schedules of tourist attractions. It is incumbent upon tour participants to obtain written confirmation of all facilities promised to them by KALPANA TOURS.

Tour participants are responsible for collecting their air/railway tickets and essential travel documents (including itinerary, hotel and transport vouchers, names and contact numbers of coordinators, etc.) from the company office before the tour departure and thoroughly verifying them upon making full payment. Before traveling, it is the guest's responsibility to confirm the scheduled departure time of the airline/rail. The company will not be liable for notifying any changes in the schedule of any mode of transport.

The advance payment made during booking is non-refundable and interest-free. Failure to settle the final payment may result in the cancellation of the reservation at our discretion. Should billing errors occur, we retain the right to re-invoice with the correct pricing. In the event of dishonored checks, passengers will be subject to a fee of INR 500/- for each transaction.

Due to the computerization of tickets by the Railways, once a berth/seat is reserved, it cannot be altered. Participants must travel in the same berth/seat as specified on their Railway-issued ticket.

Failure to make full payment on time entitles the company to cancel the booking, resulting in the loss of the deposit and the application of the cancellation charges outlined herein.

Hotel accommodation and ground transport bookings are typically secured well in advance. We are obligated to compensate all our suppliers/vendors, even if their services are not utilized according to the respective contract terms. Should the participant request tour cancellation in writing, the refundable amount will be as follows.

Cancellation charges exclude air ticket cancellations, which will be imposed separately in accordance with the airline's cancellation policies. Air tickets issued on special fares are non- refundable, and guests will be responsible for any applicable cancellation fees.

Should any participant desire to diverge from the tour itinerary, the requisite alterations will be arranged following mutual discussions. Any additional supplementary costs must be settled in full before the departure date. In such instances, the "Tour Cost" will be adjusted accordingly.

Kalpana Tours retains the right to modify, adjust, postpone, or cancel any tours featured in the brochure or on the website without providing any explanation. In the event of a tour cancellation by the company, participants will receive a full refund of the amount paid, but no additional compensation will be provided.

Requests for the transfer, advancement, or postponement of the tour date by the participant will not be entertained.

Service tax will be applicable to all tour prices, calculated based on the Tour Cost specified in the brochure.

In the event of bookings totaling less than 15 passengers, all Group Departures will be conducted on a customized basis, without a tour escort and with a MAP meal plan.

Your Tour Escort serves as your host, friend, and guide throughout the tour. It is imperative that you strictly adhere to all instructions regarding timings and any additional guidance provided by them.

For all tours, accommodations are arranged in base category rooms only, as outlined in the tour itinerary. Guests must adhere to the check-in and checkout times specified by the respective hotels. Laundry, telephone usage, minibar items, alcoholic beverages, non-included food items, optional excursions, excess baggage fees, shopping, paid toilets, and any other personal expenses are not included in the tour package. Guests are responsible for covering the costs of these additional services if they choose to avail themselves of them.

We have meticulously chosen hotels in convenient locations, ensuring guest comfort. Accommodation is typically arranged on a twin-sharing basis. Triple rooms do not offer more space than twin rooms, and the third bed is usually a roll-away mattress placed in a twin- bedded room.

Food will not be included during train or air travel. The provision of drinking water during bus, train journeys, or the tour itself is not the responsibility of the company. Participants will need to cover expenses related to these items.

Group tours entail that services provided are uniform for all guests; special accommodations cannot be provided to any individual in a group tour. While the company will make reasonable efforts to accommodate the special requirements of disabled travelers/senior citizens if notified at the time of booking, the company cannot be held liable if it is unable to do so. Additionally, the company shall not be responsible in the event of any denial of services by carriers, hotels, restaurants, or other independent suppliers.

If a passenger or joining passenger misses any part of the sightseeing due to their delay or the delay of an external service provider such as an airline or railway, they will not be eligible to claim a refund for the missed portion. No complaints, compensations, or refund claims will be entertained for missed sightseeing or any program curtailment that occurs after the tour commencement or before the scheduled period due to unavoidable circumstances or reasons beyond our control. These reasons may include political factors, natural disasters, monuments under renovation, VIP movements and security arrangements, heavy rush at sightseeing locations, road traffic congestion, etc. In such cases, no complaints, compensations, or refund claims will be considered.

Kalpana Tours bears no responsibility for any personal injury, illness, accident, loss, delay, discomfort, consequential loss, damage, or any harm to baggage or personal belongings, regardless of the cause.

Smoking and consuming alcohol are strictly forbidden during bus journeys and in the dining halls.

If any participant behaves in a manner that causes inconvenience or annoyance to other tour participants or damages the property of the company or its subagents, they will be requested to leave the tour by the tour escort, who reserves the right to take such action. No compensation will be provided in such cases.

While shopping is an integral aspect of all tours, Kalpana Tours neither endorses nor advocates any particular shops. The company bears no responsibility in the event of any defects in purchased items.

It is presumed that guests booking the tour are in good health to travel and are knowledgeable about the tour program and the various activities scheduled during the tour. Should any health- related issues arise during the tour, guests are anticipated to manage them independently. While the tour manager may offer assistance in such situations, it may not be feasible to provide undivided attention.

Kalpana Tours may organize still/video shooting during the tours. Participants are expected to have no objections to the captured material, which may be utilized by the company for publicity purposes.

In the event of natural disasters or unavoidable circumstances necessitating the cancellation of the tour or modifications to the route, such decisions will be made at the discretion of the Tour Escort and will be obligatory for all participants. Any additional costs incurred due to such changes will be the responsibility of the participant.

If one person signs this form, it will be deemed that the entire group has acknowledged and accepted the Terms and Conditions outlined herein.

If any guest has a complaint regarding services provided by independent contractors, they must promptly notify the contractor in writing. A copy of this complaint should also be given to the tour escort, allowing the company to address the issue with the independent contractor.

Any claims or complaints by guests must be submitted to the company in writing within 7 days following the completion date of the tour. Claims received beyond this period will not be considered, and the company will not be liable for them.

We may be obligated to disclose the information provided by you if such disclosure is mandated by law, court order, or the rules and regulations enforced by a government or statutory agency with regulatory authority over Kalpana Tours.

Any disputes arising concerning the tour will be subject to jurisdiction in Mumbai exclusively.

For Domestic Tours –

Cancellation Made	Cancellation Charges
60 days prior to the date of departure	Rs 30000 Non refundable
Between 45-60 days	40% of the tour cost
Between 25-45 days	60% of the tour cost
25 days & below	No Refund
Air tickets	As per cancellation policy of the airlines

For International Tours –

Cancellation Made	Cancellation Charges
70 days prior to the date of departure	Rs 10000 Non refundable
Between 55-70 days	25 % of the tour cost
Between 25-55 days	50 % of the tour cost
25 days & below	No Refund
Air tickets	As per cancellation policy of the airlines