Trekup India – Trek Cancellation Policy

Planning a trek brings immense excitement and joy. However, when plans get canceled, it can be disappointing. At Trekup India, we manage all ground operations in-house, which means trek cancellations from our end are extremely rare. Still, if a trek is canceled due to personal reasons, weather conditions, government regulations, or any other circumstances beyond our control, our cancellation policy will apply as outlined below.

We have designed a fair, transparent, and practical cancellation policy to ensure clarity and convenience for our trekkers.

Booking TipWe recommend making your booking at least two months in advance to secure your spot and ensure smooth coordination.

How to CancelTo cancel your trek, you must send a written request via email to cancel@trekupindia.com.Cancellation charges will be effective from the date we receive your written communication.

Cancellation & Refund Policy

Cancellation 21 days or more before trek start date

• 10% deduction of the invoice amount (towards GST and transaction charges)
• 90% of the amount will be refunded as a Trek Voucher valid for 1 year

Cancellation 15–20 days before trek start date

• 30% deduction of the invoice amount (includes GST, transaction fees, base accommodation, ration, etc.)
• 70% of the amount will be refunded as a Trek Voucher valid for 1 year

Cancellation 7–14 days before trek start date

• 50% deduction of the invoice amount (includes GST, transaction, accommodation, trek leaders, permits, equipment, etc.)
• 50% of the amount will be refunded as a Trek Voucher valid for 1 year

Cancellation 1–6 days before the trek start date

• 100% deduction of the invoice amount
• No refund or voucher will be provided as all arrangements have already been made and the trek is ready for departure

Cash Refunds:

• No cash refund will be made if the trek is cancelled due to external factors beyond Trekup India’s control (e.g., weather, natural disasters, government restrictions, etc.).
• Cash refunds will be issued only in cases where Trekup India cancels the trek without justification or when the required group size is not achieved.

Force Majeure / Unforeseen Circumstances
In the event of a cancellation due to circumstances beyond our control (e.g., natural disasters, sudden government orders), we will assess the situation and provide the best possible alternative, including trek vouchers where applicable.

To offer flexibility and ease in case of cancellations, Trekup India provides a Trek Voucher with a validity of 12 months from the date of issue. Below are the details to help you understand the usage and terms of the Trek Voucher.

What is a Trek Voucher?

When a trek is canceled, it is processed strictly as per the company’s cancellation policy(see: Cancellation Policy).

As per the applicable cancellation schedule, a cancellation fee is deducted, and the remaining balance is refunded in the form of a Trek Voucher. This voucher can be used for any trek, tour, or yatra operated by Trekup India, within 12 months from the date of issue.

How to Receive a Trek Voucher

To cancel a trek, send an email to cancel@trekupindia.com.Within 24 working hours, you will receive a confirmation email including your trek cancellation details and, if applicable, your Trek Voucher. The voucher email will contain the following:

• Booking ID
• Name of the Booking Person
• Number of Persons Booked
• Invoice Amount
• Advance Paid Amount
• Cancellation Fee
• Refunded Voucher Amount
• Trek Voucher Number
• Voucher Amount
• Voucher Issue Date
• Voucher Expiry Date

Terms & Conditions of Trek Voucher

1. Once issued, the Trek Voucher cannot be reissued, altered, or revalidated.
2. The voucher is valid for 12 months from the date of issue.
3. The voucher amount can be used for any trek, tour, or yatra with Trekup India Adventures Pvt. Ltd.
4. The voucher can only be redeemed for the number of persons it was originally issued for.
5. The voucher can be used to settle the remaining balance of a new booking, but cannot be used to create a new booking on its own.
6. If you are unable to join the trip, the voucher can be gifted to a family member.
7. The voucher cannot be extended beyond its expiry date under any circumstances.
8. Once the voucher is redeemed, the amount is non-refundable, even if the new trip is later canceled.
9. To redeem your voucher, you must email us 15–20 days before your preferred trek date at nanda@trekupindia.com.

At Trekup India Adventures Pvt. Ltd, we understand that unforeseen circumstances can disrupt your plans. To ensure flexibility and ease for our valuable trekkers, we have introduced an enhanced Trek Voucher Extension Policy. If you are unable to utilize your trek voucher within the standard 12-month validity period, you now have the option to extend its duration for a nominal fee.

Extension Options

6-Month ExtensionYou can extend the validity of your trek voucher by 6 months for 15% of the voucher amount.Example: If your voucher is worth ₹10,000, a 6-month extension will cost ₹1,500.

12-Month ExtensionYou can extend the validity of your trek voucher by 12 months for 30% of the voucher amount.Example: If your voucher is worth ₹10,000, a 12-month extension will cost ₹3,000.

In both cases, the extended voucher will retain its original value and can be used to book treks within the new validity period.

Note:-

Request Deadline: Extension requests must be submitted at least 15 days before the voucher’s expiration date.Late requests may not be accommodated, and the voucher will expire if no action is taken before its validity ends.

How to Apply: Contact Trekup India through email at cancel@trekupindia.comProvide your voucher details, including the voucher number and original booking ID.Specify whether you wish to extend the voucher by 6 or 12 months.

Payment Process: Pay the applicable extension fee (15% or 30% of the voucher amount) through the provided payment link or account details.Once the payment is confirmed, your voucher validity will be updated, and you will receive a confirmation email or message.

Non-Refundable Fee: The extension fee is non-refundable, even if the extended voucher remains unused.

One-Time Extension: Each voucher can only be extended once. After the extended period, no further extensions will be allowed.

Voucher Use Terms:

• The extended voucher can only be used for booking treks of equal or lesser value.
• If the chosen trek is of higher value, the difference must be paid at the time of booking.
• The voucher can only be used to settle the due amount.

Additional Information

• Why Extend Your Voucher?Trek voucher extensions are ideal for trekkers who need more time to plan their adventure. This flexibility ensures you don’t miss out on your trekking experience while avoiding the loss of your initial payment.
• Plan Your Trek Early:To secure your preferred trek and dates, we recommend utilizing your voucher as early as possible within the extended period.

At Trekup India, we understand that plans can change. While treks are scheduled with detailed logistics and coordination, we do our best to accommodate your needs wherever possible. The following guidelines outline our policy for requesting a change in trek dates.

Eligibility for Date Change

• Date change requests must be submitted at least 15 days prior to the original trek start date.
• All date changes are subject to availability and written confirmation from Trekup India Adventures Pvt. Ltd.

How to Request a Date Change

To request a date change, please send a written email to cancel@trekupindia.com with the following details:

• Booking ID
• Booking Person Name
• Trek Name
• Existing Trek Date
• Requested New Trek Date

Date Change Fee

• A 10% charge of the total invoice amount will be applicable per date change request.

Conditions for Approval

• The new date must match the same trekking season as the original trek.
• The request will be processed only if the desired date is available.
• If the cost of the trek has increased or varies on the new date, the price difference must be paid before confirming the change.

Non-Eligibility for Date Change

Date change requests will not be accepted under the following conditions:

• If requested within 15 days of the original trek start date
• If the trek has been cancelled due to natural disasters, government restrictions, or force majeure
• In case of no-shows or if a trekker fails to report on the scheduled date without prior communication

Important Notes

• If the requested date is unavailable, you may opt for a Trek Voucher of equivalent value, valid for 12 months from the date of issue.
• Once the date change is processed, the booking will no longer be eligible for cancellation or further date changes.
• Only written requests via email from the booking person will be considered valid.Verbal requests, text messages, or WhatsApp communications will not be accepted.

We aim to make your trekking experience smooth, flexible, and enjoyable. If you have any questions or need further assistance regarding date changes, please don’t hesitate to reach out at cancel@trekupindia.com.

At Trekup India, your journey means more to us than just reaching a destination. We know that the mountains are unpredictable, and sometimes life, nature, or circumstances can interrupt a trek. When that happens, we don’t want your dream to end unfinished.

That’s why we have created our FREE TREK POLICY – to ensure that every trekker gets a fair chance to complete their adventure and take home the memories they set out for.

When the Free Trek Policy Applies

If, during the trek, you are unable to complete your journey due to:

– Route closures or safety concerns

– Government or administrative orders

– Medical conditions (personal or family-related emergencies)

– Unforeseen circumstances beyond your control

You will receive a FREE TREK VOUCHER FOR THE SAME TREK, so that you can come back and complete the experience you once began.

Terms & Conditions for Availing of Free Trek

Avail Free Trek- You will need to book as per the normal procedure by paying the full trek amount. Once you successfully complete the trek, the equivalent amount will be reimbursed within 7 working days.

Applicability – The voucher will be valid only for the same trek that was left incomplete.

Non-Transferable – The voucher is strictly in the trekker’s name and cannot be sold, transferred, or gifted.

Voucher Value – Covers the trek fee only (excludes transport, permits, rentals, or insurance).

Validity – Must be used within 24 months of issue.

Additional Costs to be Borne by Trekkers –

– Transport charges to/from base camp

– Trek permits and entry fees

– Insurance (if applicable)

– Personal gear rentals

Trek Cost Difference – If the trek fee increases at the time of re-booking, the trekker must pay the difference.

Advance Booking – Voucher redemption must be confirmed 30 days prior to the trek batch.

One-Time Use – Voucher is valid for a single redemption only.

Force Majeure – If the trek is again affected by natural calamities, political unrest, or government orders, the same policy will apply, but a second voucher will not be issued.

No Cash Refund – The voucher cannot be encased, adjusted against other services, or clubbed with discounts.

Cancellation and Refund FOR FREE TREK ONLY:

– If a trek is cancelled by Trekup India due to operational reasons, weather conditions, or natural calamities, your amount will be refunded in cash within 7 working days.

– If the trek is cancelled by you (the trekker) due to personal reasons, then our standard Trekup India cancellation policy will apply https://www.trekupindia.com/cancellation-policy

At Trekup India, your safety and well-being are our highest priorities. While we make every effort to ensure that every trek operates smoothly as planned, trekking in the Himalayas is inherently subject to unpredictable natural, environmental, and administrative factors.

Circumstance 1: Pre-Trek Cancellation (Before Commencement)

A trek may be cancelled prior to its commencement due to Government or local administration orders Severe weather conditions (e.g., red alerts, heavy rainfall, excessive snowfall, landslides) In such cases, trekkers have the following options:

Option 1: Full refund in the form of a Trek Voucher (valid for 12 months from the date of issue).

Option 2: Reschedule the trek to the next available batch/dates.

Circumstance 2: Trek Cancellation After Reaching Base Camp

If the trek is cancelled after participants have already reached the base camp due to adverse circumstances such as sudden weather changes, administrative restrictions, or safety concerns:

You can avail a FREE TREK as part of our policy in case your original plan gets affected.

Circumstance 3: Incomplete Trek / Summit Not Achieved - GET FREE TREK

At Trekup India, your adventure means more to us than just reaching a destination. We know that the mountains are unpredictable, and sometimes life, nature, or circumstances can interrupt a trek. When that happens, we don’t want your dream to end unfinished.

That’s why we have created our FREE TREK POLICY – to ensure that every trekker gets a fair chance to complete their adventure and take home the memories they set out for.

Circumstance 4: Cancellation After Reaching Pickup Point

If the trek is cancelled after trekkers have arrived at the designated pickup point (e.g., Rishikesh, Dehradun, or any other notified location) due to sudden natural calamities or administrative orders:

Option 1: Full refund in the form of a Trek Voucher (valid for 12 months).

Option 2: Reschedule to the next available batch dates.

At Trekup India, we understand the effort, excitement, and expectations that go into planning a Himalayan trek. While certain situations remain beyond human control, our policies are designed to offer you maximum flexibility, fairness, and continued opportunity to experience the mountains with us. We encourage all trekkers to approach their journey with patience and adaptability, knowing that your safety will always remain our top priority.

If required, Trekup India will provide all possible assistance during the adventure. However, any additional costs arising from such situations will be borne by the trekkers. We strongly recommend that every participant carefully choose an appropriate adventure insurance plan to cover potential losses or unforeseen expenses.