1. Purpose

This Cancellation & Refund Policy explains the terms applicable when a Traveller cancels a

booking, requests changes, or when a trip/service is modified or cancelled by the Agency or

third-party suppliers.

The purpose of this policy is to maintain transparency regarding cancellation charges, refund

eligibility, and applicable deductions.

2. Applicability

This policy applies to:

● Community Trips

● Customized Tours

● Domestic Packages

● International Packages

● Group Bookings

● Hotel & Transport Bookings

● Other travel services arranged by Vibe ON Travel

Where a specific package has separate cancellation terms, those package-specific terms

shall prevail.

3. Important Definitions

Booking Date:

The date on which the booking is confirmed after receipt of the required payment.

Departure Date:

The scheduled date on which the trip/service begins.

Cancellation Date:

The date on which the written cancellation request is received by the Agency.

Cancellation Charges:

The amount retained by the Agency towards administrative costs, supplier commitments,

and losses arising from cancellation.

Non-Refundable Services:

Services where refund is not possible due to supplier policies or advance commitments.

4. General Cancellation Rules

4.1 All cancellation requests must be submitted in writing through official communication

channels of the Agency.

Accepted channels may include:

● Official Email

● Official WhatsApp number

● Website communication channel

4.2 Verbal requests or phone calls alone shall not be considered valid cancellation requests.

4.3 Cancellation charges shall be calculated based on:

● Number of days remaining before departure;

● Total package cost;

● Supplier cancellation terms;

● Services already booked or paid;

● Applicable package-specific conditions.

4.4 Any refund shall be processed only after deducting applicable cancellation charges and

non-recoverable costs.

5. Community Trip Cancellation Policy

For Community Trips, cancellation charges shall generally be calculated as follows:

Cancellation Period Before Cancellation Charges

Departure

60 days or more 30% of total trip cost (booking amount/advance

retained)

59–45 days 40% of total trip cost

44–30 days 50% of total trip cost

29–15 days 75% of total trip cost

14–8 days 90% of total trip cost

7 days or less 100% of total trip cost (No Refund)

No Show 100% of total trip cost (No Refund)

6. Logic Behind Cancellation Slabs

The above charges are based on:

● Hotel blocking commitments;

● Transportation reservations;

● Activity bookings;

● Operational planning;

● Supplier cancellation timelines;

● Difficulty of reselling cancelled seats close to departure.

The Agency may revise charges where actual supplier deductions are higher.

7. Customized Tour Cancellation Policy

Customized Tours involve personalised planning and advance supplier commitments.

Cancellation charges shall depend upon:

● Destination;

● Travel dates;

● Hotels booked;

● Flight tickets issued;

● Visa processing;

● Transportation arrangements;

● Supplier policies.

The applicable cancellation terms shall be communicated in the customized quotation before

booking confirmation.

8. Supplier Cancellation Charges

8.1 Certain services may have cancellation charges imposed by suppliers including:

● Airlines

● Hotels

● Transport operators

● Activity providers

● Visa service providers

● Event organisers

8.2 Actual supplier cancellation charges shall be recoverable from the Traveller where

applicable.

8.3 If a supplier provides partial or no refund, the same conditions may apply to the Traveller.

9. Non-Refundable Services

The following services may be non-refundable:

● Flight tickets

● Train tickets

● Bus tickets

● Visa fees

● Travel insurance

● Hotel bookings marked non-refundable

● Entry tickets

● Adventure activities

● Permits

● Special events

● Supplier advance payments

Any non-refundable charges paid to suppliers shall be deducted from any eligible refund.

10. Refund Processing Timeline

10.1 Eligible refunds shall be processed after verification of:

● Cancellation eligibility;

● Supplier refund confirmation (where applicable);

● Applicable deductions;

● Required payment records.

10.2 Refunds shall generally be processed within:

15–30 working days

from the date on which all required refund approvals and supplier confirmations are

received.

10.3 The actual credit time may vary depending upon:

● Bank processing timelines;

● Payment gateway timelines;

● Supplier refund processing;

● International transaction procedures.

10.4 The Agency shall not be responsible for delays caused by banks, payment gateways,

airlines, hotels, or other third-party suppliers.

11. Refund Method

11.1 Refunds shall generally be processed through the original payment method used for

booking.

11.2 Refunds shall not ordinarily be made in cash.

11.3 Where the original payment method is unavailable, the Agency may request alternate

verified payment details.

11.4 The Agency may issue a Travel Credit/Voucher instead of a monetary refund where

mutually agreed or where applicable under the policy.

12. Deductions From Refund Amount

The following deductions may apply:

● Cancellation charges;

● Supplier cancellation charges;

● Non-refundable service costs;

● Payment gateway charges;

● Bank charges;

● Currency conversion losses;

● Government taxes or fees that cannot be recovered;

● Any other actual non-recoverable expense.

13. Booking Modification Policy

13.1 Any request for modification shall be treated separately from cancellation.

Modification may include:

● Change of travel date;

● Change of destination;

● Change of traveller details;

● Change of accommodation;

● Change of inclusions.

13.2 Modification requests are subject to:

● Availability;

● Supplier approval;

● Price difference;

● Additional charges;

● Operational feasibility.

13.3 The Agency does not guarantee acceptance of modification requests.

14. Date Change Policy

14.1 Date change requests may be considered depending upon package type and

availability.

14.2 Any additional cost arising due to:

● New hotel rates;

● Transport charges;

● Flight fare difference;

● Activity charges;

● Supplier penalties;

shall be payable by the Traveller.

14.3 If a date change is not possible, the booking shall be treated as a cancellation and

applicable cancellation charges shall apply.

15. Guest Replacement / Transfer of

Booking

15.1 A confirmed booking shall generally be non-transferable.

15.2 A Traveller may request replacement of a participant only where:

● Supplier policies permit;

● Travel documents can legally be changed;

● The Agency approves such replacement.

15.3 Any charges arising from replacement, including:

● Ticket change charges;

● Hotel amendment charges;

● Documentation charges;

shall be borne by the Traveller.

15.4 The Agency reserves the right to reject replacement requests where operationally

impractical.

16. Mid-Tour Cancellation / Early Exit

16.1 If a Traveller decides to discontinue the trip after commencement due to personal

reasons, medical reasons, family emergencies, weather conditions, or any other reason:

No refund shall be provided for unused services including:

● Hotel nights;

● Meals;

● Transport;

● Sightseeing;

● Activities;

● Other booked services.

16.2 Any additional expenses arising due to early exit shall be borne by the Traveller.

16.3 The Agency may provide reasonable assistance; however, the Agency shall not be

financially responsible for losses arising from such decisions.

17. Emergency Cases

17.1 In genuine emergency situations, the Agency may consider providing assistance

through:

● Rescheduling support;

● Travel Credit;

● Future booking adjustment;

subject to feasibility and approval.

17.2 Emergency consideration shall not create any obligation on the Agency to provide a

refund.

17.3 Each case shall be reviewed individually.

18. Cancellation by Agency

18.1 The Agency reserves the right to cancel a booking or departure due to circumstances

including but not limited to:

● Minimum group size not achieved;

● Safety concerns;

● Supplier unavailability;

● Government restrictions;

● Operational difficulties;

● Any unavoidable circumstances.

18.2 In case the Agency cancels a confirmed trip due to reasons within its control, the

Traveller may be offered:

● An alternative trip/date of comparable value; or

● Refund of eligible amounts received by the Agency after deduction of non-refundable

third-party costs.

18.3 The Agency shall not be responsible for additional expenses incurred by the Traveller,

including:

● Personal travel arrangements;

● Visa expenses;

● Additional accommodation;

● Loss of income;

● Any other indirect expenses.

19. Cancellation Due to Force Majeure

19.1 The Agency shall not be liable for cancellation, delay, modification, interruption, or

inability to provide services due to circumstances beyond reasonable control.

Such circumstances may include:

● Natural disasters;

● Floods;

● Earthquakes;

● Landslides;

● Heavy rainfall;

● Cyclones;

● Pandemics;

● Government restrictions;

● Political unrest;

● Riots;

● Strikes;

● Road closures;

● Border restrictions;

● Airline or transport disruptions;

● Any similar unforeseen events.

19.2 In such situations, the Agency shall make reasonable efforts to:

● Reschedule the trip;

● Provide alternate arrangements;

● Offer Travel Credit where feasible.

19.3 Any monetary refund shall depend upon the amount recovered from suppliers after

applicable deductions.

19.4 The Agency shall not be obligated to refund amounts that have already been paid or

committed to suppliers and are non-recoverable.

20. No-Show Policy

20.1 A Traveller shall be considered a No-Show if they fail to report at the scheduled:

● Departure point;

● Airport;

● Railway station;

● Pickup location;

● Hotel;

● Activity location;

without prior written communication.

20.2 In case of No-Show:

● 100% cancellation charges shall apply.

● No refund shall ordinarily be provided.

20.3 The Agency shall not be responsible for missed departures due to Traveller's personal

delays, including:

● Late arrival;

● Traffic delays;

● Incorrect reporting time;

● Failure to carry required documents.

21. Travel Credit / Voucher Policy

21.1 Where applicable, the Agency may issue Travel Credit instead of monetary refund.

21.2 Travel Credit conditions:

● Validity period shall be specified at the time of issuance;

● Cannot be exchanged for cash;

● Cannot exceed the value approved by the Agency;

● May be subject to package availability;

● Cannot be transferred unless specifically approved.

21.3 Travel Credit issued due to cancellation shall not be considered an admission of liability

by the Agency.

22. Refund for Unused Services

22.1 No refund shall be provided for unused portions of a trip due to:

● Late arrival;

● Early departure;

● Voluntary withdrawal;

● Personal reasons;

● Missed sightseeing;

● Missed activities.

22.2 Any refund, if applicable, shall depend on actual recoveries from suppliers.

23. Customer Acceptance

By making payment towards any booking with Vibe ON Travel, the Traveller acknowledges

that:

● They have read and understood this Cancellation & Refund Policy;

● They accept the applicable cancellation charges;

● They understand that supplier policies may affect refund eligibility;

● They agree that refunds shall be processed according to this policy.

24. Policy Updates

24.1 Vibe ON Travel reserves the right to modify this Cancellation & Refund Policy from time

to time.

24.2 Updated policies shall apply to future bookings from the effective date.

24.3 Existing confirmed bookings shall continue to follow the policy applicable at the time of

booking confirmation unless otherwise required by law.