Terms and Conditions

Applicability

These Terms & Conditions govern all proposals, quotations, and confirmed bookings submitted by Earthen Experiences LLP to foreign agents and overseas tour operators for inbound travel services within India. Acceptance of a proposal — by written confirmation or remittance of deposit — constitutes full acceptance of these terms.

01 Quotations & Validity

All quotes are prepared in USD (or as agreed) and are valid for 14 days from date of issue.
Rates are subject to revision due to changes in accommodation, transport, government levies, or exchange rates prior to final confirmation or any other reason beyond our control.

02 Booking & Payment

Booking:

Bookings are considered tentative until receipt of written confirmation from the agent and payment of the required deposit.
Deposit: A non-refundable deposit of 30% of the total tour cost is required to confirm the booking, unless specified otherwise in the proposal.
Certain services (peak season, luxury properties, special trains, permits) may require full or higher advance payment; this will be stated in the proposal.
Earthen Experiences reserves the right to release tentative bookings without notice if deposit is not received within the stipulated timeframe.

Payments:

Full and final payment must be received as conveyed at the time of booking or at least 30 days prior to the tour departure date, unless agreed otherwise in writing.
Payments should be made via bank transfer (SWIFT/NEFT) to the account details provided on the invoice. All bank charges are to be borne by the remitting agent.
Earthen Experiences will not be held responsible for delays or service disruptions arising from late or incomplete payments.

All invoices are issued in the agreed currency; any conversion losses due to exchange rate fluctuations are the agent’s responsibility.

03 Amendment & Cancellation Policy

Amendments:

Amendments to confirmed bookings are subject to availability and may attract additional charges.
Requests for changes within 15 days of departure will be treated as a partial cancellation and re-booking, and applicable cancellation charges may apply to the cancelled components.
Earthen Experiences will endeavour to accommodate reasonable changes at no extra cost where operationally possible.

Cancellations:

Cancellations must be submitted in writing. The following charges apply from the date notice is received:

Notice Before Departure	Cancellation Charge
31 days or more	Deposit forfeited only
16 – 30 days	50% of total tour cost
08 – 15 days	75% of total tour cost
07 days or less / No-show	100% of total tour cost

Peak season (Dec 20 – Jan 10, Diwali, and major Indian holidays) may attract stricter cancellation terms as noted in the proposal.

04 Inclusions & Exclusions

Each proposal clearly lists services included. Unless explicitly stated, the following are excluded: international and domestic airfares, visa fees, travel insurance, tips and gratuities, personal expenses, items of a personal nature, and meals not specified in the itinerary.
Entrance fees to monuments and attractions are included only where expressly listed in the itinerary.

Any service not mentioned in the proposal will be charged as an additional supplement.

05 Responsibility, Liability & Force Majeure

Earthen Experiences acts as an organiser of travel services and is not directly liable for the acts or omissions of third-party service providers (hotels, airlines, transport operators, activity providers).
It is the agent’s responsibility to ensure that their clients hold valid travel documents, visas, vaccinations, and appropriate travel insurance prior to departure.
Earthen Experiences’ liability, in any circumstance, shall not exceed the total amount paid for the affected service.

Force Majeure:

Neither party shall be liable for failure to perform obligations where such failure results from circumstances beyond reasonable control, including acts of God, war, terrorism, civil disturbance, government restrictions, or natural calamities.
In such events, Earthen Experiences will endeavour to provide suitable alternatives or issue credit notes wherever possible. Refunds will be subject to amounts recoverable from suppliers.

06 Complaints & Jurisdiction

Complaints must be reported to the Earthen Experiences operations team immediately during the tour, and in writing within 14 days of tour completion.
These terms are governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of the courts of New Delhi.

07 Confidentiality & Acceptance

All proposals and rate sheets are confidential, prepared exclusively for the receiving agent, and may not be shared with third parties without prior written consent.

Binding Acceptance:Payment of deposit or written confirmation of a booking constitutes unconditional acceptance of these Terms & Conditions in their entirety. These terms apply to all current and future proposals unless superseded in writing by a signed agreement between Earthen Experiences LLP and the agent.