Cancellation Policy

Cancellation Policy:

1.1. Change/Cancellation of Booking by participant – Cancellation Policy

1.1.1. Process – If you wish to cancel your trek, please e-mail us on [email protected] Cancellation requests are not taken over phone.

1.1.2. Replacement of participant(s) – We allows you to seamlessly replace any of the participants in your booking. Please note that this service is applicable only when you have paid 100% booking amount and there are at least 5 days remaining prior to the departure date (departure date minus 5). The new participant needs to print, sign, scan and send the undertaking form to [email protected]

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 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:

  • Cancellations Policy – up to 30 days prior to departure date – 5% deduction (Including 4% Bank Charges)
  • Between 30 days to 15 days prior to departure – 50% deduction
  • Less than 15 days of departure – No Cash Refund

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. The amount would be adjusted from the partial amount deposited with First Pilgrim to calculate the final refund amount.

For e.g. if one has booked Pin Parwati Pass trek with partial payment of INR 10,000 (supposing that the Expedition fee is INR 22,700) and cancels the booking 1 month prior to the date of departure, then the refund applicable would be: INR 4,325/- {INR 10,000– 25% * INR 22.7K}

1.1.4. Voucher Refund: This option is available for all types of bookings including the bookings made under promotional offers.

First Pilgrim would offer you a short term voucher that would enable you with a flexibility to book any other First Pilgrim event using the voucher. The option of claiming a voucher is available till 1 day prior to the departure of the event. The Refund of the amount would be processed as per deduction guidelines outlined below:

  • Cancellations up to 5 days prior to departure date – No deduction
  • Between 5 days to 4 days prior to departure – 20% deduction
  • Between 4 days to 3 days prior to departure – 40% deduction
  • Between 3 days to 2 days prior to departure – 60% deduction
  • Between 2 days to 1 day prior to departure – 80% deduction
  • Less than 1 day prior to departure – 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.

*Net Amount Paid would be the amount paid to First Pilgrim at the time of booking after adjusting for all rebates provided by applying vouchers.

Please note that any additional transport bookings are completely non-refundable, be it cash or voucher refund. For e.g. If you have booked Manali – Leh Cycling expedition by paying a base price of INR 35,000 along with the transport from Delhi to Manali, then in case of postponement or cancellation, only the base price of INR 35,000 would be considered for calculations of refund as per the slabs defined above or for the matter of issuing a voucher (for postponement cases). The additional transport fee deposited is completely non-refundable.

1.2. Cancellation Policy in case of Cancellation or change initiated by First Pilgrim

First Pilgrim 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. 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*, including all the 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.

1.3 Cancellation Policy in case of changes/cancellation of the event after departure,

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

1.3.2 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.

1.4. Cancellation Policy 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.

1.5. Cancellation Policy 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.


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