Booking & Cancellation Policy

Elevation X — Explore. Ride. Summit.

At Elevation X, we believe every adventure should begin with clear communication and transparent expectations. This Booking & Cancellation Policy explains how to reserve your place on our trips, when payments are due, how cancellations and refunds are handled, and what happens when unforeseen circumstances affect a trip.

Please read this policy carefully before confirming your booking or making a payment. By completing a booking, you acknowledge that you have read and accepted this policy, together with the itinerary, inclusions, exclusions and any trip-specific conditions communicated to you by Elevation X.

1. Booking and Seat Confirmation

1.1. Minimum booking amount

A minimum booking amount of ₹3,000 per person is required to reserve a seat on an Elevation X trip. This amount will be adjusted against the total trip price unless the applicable trip-specific booking terms state otherwise.

1.2. When is a booking confirmed?

A booking is considered confirmed only after:

• The required booking amount has been received by Elevation X.

• All mandatory booking details and documents have been submitted.

• Elevation X has acknowledged the completed booking and issued a written confirmation.

Submitting an enquiry, completing a booking form, or sharing a payment screenshot does not, by itself, guarantee a seat. Please retain your payment receipt and booking confirmation for future reference.

1.3. Seat allocation

Seats are allocated on a first-come, first-served basis, according to the order in which bookings are completed and confirmed. An enquiry or an incomplete booking does not reserve a seat.

1.4. Payment of the remaining balance

The remaining trip balance must be paid no later than 10 calendar days before the scheduled departure date.

Bookings made within 10 days of departure may be accepted only if seats are available and Elevation X confirms the applicable payment deadline. Unless otherwise agreed in writing, the full outstanding amount must be paid before participation is confirmed.

If a required payment is not received by the applicable deadline, Elevation X may cancel the reservation and release the seat. Any refund, if applicable, will be assessed in accordance with the relevant terms of this policy and applicable law.

2. Cancellation by a Participant

We understand that personal circumstances can change. If you need to cancel a confirmed booking, you must submit a written cancellation request through the official booking or contact channel provided by Elevation X.

Please include your full name, trip name, scheduled departure date and booking reference, where available.

The cancellation date is the date on which Elevation X receives your written request through an official channel. Please retain the acknowledgement for your records. A verbal conversation or an unacknowledged message sent through an unofficial channel may not establish that a cancellation request was received.

2.1. Refund schedule

The following refund schedule applies to cancellations initiated by a participant.

How the refund is calculated: The applicable percentage is calculated on the amount actually paid to Elevation X towards the trip at the time the cancellation request is received. It is not calculated on the full advertised trip price or on an outstanding balance that has not been paid.

All time periods are measured in calendar days before the scheduled departure date, not working days. The categories above are mutually exclusive: for example, a cancellation received exactly 30 days before departure falls under the 90% refund category, while a cancellation received exactly 7 days before departure falls under the 25% refund category.

2.2. No-shows and late arrivals

A no-show occurs when a participant fails to report at the designated meeting point by the communicated reporting deadline, misses the scheduled departure, or fails to join the trip without prior written approval from Elevation X.

A participant who arrives late and is consequently unable to join the group is treated as a no-show for refund purposes. No refund is available in these circumstances.

Participants are responsible for checking the reporting point, reporting time and departure instructions communicated before the trip.

3. Rescheduling a Booking

Elevation X permits one rescheduling request per confirmed booking, subject to the following conditions:

• The written request must be received at least 15 calendar days before the original departure date.

• The requested alternative date or batch must have available seats.

• Any applicable rescheduling charges, price difference or additional costs must be settled before the change is confirmed.

Rescheduling is not automatic and remains subject to availability and written approval from Elevation X. Any applicable charges will be communicated before the rescheduling is finalised.

A rescheduling request is valid only when Elevation X confirms the revised booking in writing. Until then, the original booking remains unchanged. If a request is declined, any subsequent cancellation of the original booking will be governed by the cancellation schedule in Section 2.

Rescheduling requests received fewer than 15 calendar days before departure are not covered by the standard rescheduling facility. In such cases, the participant may request a cancellation, subject to the applicable refund schedule.

A date change initiated by Elevation X is not counted as the participant’s rescheduling request.

4. Cancellation by Elevation X

Elevation X makes every reasonable effort to conduct trips as scheduled. However, a trip may need to be cancelled because of insufficient participants, natural disasters, severe or unsafe weather, government restrictions, road closures, or other unavoidable circumstances beyond our reasonable control.

In such cases, the participant may choose one of the following options:

Option A — Transfer to another batch

Transfer the booking amount to the next available batch of the same trip, subject to seat availability and confirmation by Elevation X.

Option B — Refund

Receive a refund of the amount paid to Elevation X, after deduction of non-recoverable third-party charges that have already been incurred or committed for the participant’s booking and cannot be recovered from the relevant supplier.

Such charges may include permits, accommodation reservations, transport bookings and similar third-party expenses.

Where a deduction applies, Elevation X will communicate the applicable deduction and the resulting refund amount before processing the refund.

The participant must confirm their preferred option so that Elevation X can arrange the transfer or refund.

5. Weather, Force Majeure and Itinerary Changes

Outdoor adventures and mountain travel are inherently subject to changing conditions. Weather events, landslides, roadblocks, transport disruptions, government restrictions and other unforeseen circumstances may affect the timing, route or feasibility of a trip.

5.1. Changes for safety or operational reasons

Elevation X reserves the right to modify the itinerary, route, schedule, transport arrangements, accommodation or other operational details when reasonably necessary for participant safety, local conditions or operational requirements.

We will communicate significant changes as soon as reasonably practicable. Participant safety takes priority over adherence to the original itinerary.

5.2. Delays and additional expenses

Any additional expenses arising from weather conditions, landslides, flight or train delays, roadblocks, personal circumstances or other such disruptions must be borne by the participant, except where applicable law requires otherwise or Elevation X expressly agrees in writing to cover a particular expense.

Participants are responsible for their own independently arranged travel and accommodation unless these services are explicitly included in the trip package.

5.3. Services not used after a trip begins

No refund will ordinarily be provided for unused services after a trek or trip has commenced. This includes services a participant chooses not to use, or cannot use, because of personal circumstances or an inability to continue.

Where a trip must be modified, interrupted or curtailed because of safety concerns or unavoidable circumstances, Elevation X will communicate the available arrangements. Any refund or alternative remedy remains subject to the applicable terms of this policy and applicable law.

6. Participant Responsibilities

To help ensure a safe and well-organised experience, every participant is responsible for the following:

• Providing accurate booking information and submitting all required documents within the communicated deadlines.

• Paying the booking amount and remaining balance by the applicable deadlines.

• Reading the itinerary, trip inclusions and exclusions, meeting instructions, and relevant safety information before departure.

• Arriving at the designated meeting point on time and following reasonable safety instructions issued by trip leaders or authorised personnel.

• Bearing personal expenses and additional costs that are not expressly included in the advertised trip package.

Participants are encouraged to arrange appropriate travel insurance covering relevant risks, including medical emergencies, evacuation and trip disruption, where available.

Failure to comply with booking requirements, reporting instructions or reasonable safety directions may affect participation. Such circumstances do not automatically entitle a participant to a refund.

7. Refund Processing

Where a refund is due under this policy, Elevation X will communicate the calculated refund amount and initiate the refund after the applicable cancellation or trip-cancellation arrangements have been confirmed.

Refunds will ordinarily be returned through the original payment method where practicable. The time taken for the funds to appear in the participant’s account may depend on the bank, payment gateway or other payment service provider.

Participants should ensure that the payment details provided during booking are accurate and retain relevant payment and cancellation records until the matter is resolved.

8. Acceptance of the Policy

By completing a booking and making payment, participants acknowledge that they have read, understood and accepted this Booking & Cancellation Policy, together with the applicable trip-specific information provided before booking confirmation.

This policy is intended to establish transparent expectations for both participants and Elevation X. It will be interpreted subject to applicable law, and nothing in it is intended to exclude any mandatory rights available to a participant under that law.

For questions about a booking, cancellation or rescheduling request, please contact Elevation X through the official contact channel provided on our website or in your booking confirmation.

Elevation X — Safe Trips. Happy Trekkers. Responsible Travel.