1. General Cancellation Conditions
All cancellation requests must be submitted in writing via registered email to connect@bhimatourism.com or through our official WhatsApp support channel. Verbal cancellations will not be recognized or processed.
- Service & Convenience Fees: Any payment gateway charges (typically 2-3%), convenience fees, and Bhima Tourism’s administrative service charges applied at the time of booking are strictly non-refundable under any circumstances.
- No-Shows & Early Departures: If a guest fails to arrive on the scheduled date ("No-Show") or decides to leave a hotel/tour earlier than the booked checkout date, no refund will be provided for the unused portion of the booking.
- Non-Refundable Fares/Rates: Certain promotional rates, "Early Bird" discounts, and specific vendor packages are marked as 100% Non-Refundable at the time of booking. These cannot be cancelled or amended.
2. Hotels, Homestays & Tent Cities
Unless specifically stated otherwise on your booking voucher, the standard cancellation matrix for accommodation booked via Bhima Tourism is as follows:
- 30 Days or more prior to Check-in: 100% refund of the room rate (excluding gateway/service fees).
- 15 to 29 Days prior to Check-in: 50% deduction of the total booking value.
- 7 to 14 Days prior to Check-in: 75% deduction of the total booking value.
- Less than 7 Days prior to Check-in: 100% deduction (No Refund).
Please note: For properties directly managed by Bhima Tourism (e.g., Hotel Shree Ram), management reserves the right to offer a "credit note" for future stays at their discretion in lieu of a cash refund.
3. Cabs, Cruises & Transport Services
3.1. Local & Outstation Cabs
- Cancellations made 48 hours or more before the scheduled pickup time will receive a full refund of the advance paid (minus service fees).
- Cancellations made within 24 to 48 hours of the scheduled pickup time will incur a 50% deduction of the advance paid.
- Cancellations made less than 24 hours before pickup, or driver refusal due to guest misbehavior, are 100% non-refundable.
3.2. Mid-Trip Alterations
If a guest alters the itinerary, adds destinations, or extends the vehicle retention time beyond the pre-booked agreement, no partial refunds will be given for skipped locations, and additional charges will be calculated and billed instantly at the end of the trip.
3.3. Cruises, Ferries & Railways
Tickets booked for third-party transit (coastal cruises, IRCTC railways, intercity buses) are subject strictly to the cancellation rules of those specific operators. Bhima Tourism acts only as a ticketing agent and is not liable for transport delays or cancellations.
4. Peak Season & Festival Blackout Dates
Strict Zero-Refund Policy
Dwarka and surrounding regions in Gujarat experience massive influxes during religious festivals and national holidays. Therefore, ANY bookings made for dates falling within or adjacent to the following events are 100% NON-REFUNDABLE from the moment of booking:
- Janmashtami
- Diwali & Gujarati New Year
- Holi / Dhuleti
- Navratri
- Christmas to New Year's Week (Dec 23 - Jan 2)
- Extended National Holiday long weekends.
No cancellation or date modification requests will be entertained for bookings made during these blackout periods.
5. Force Majeure (Act of God)
Bhima Tourism shall not be held liable for failure to provide services, nor shall we be obligated to provide a full cash refund, if the travel disruption is caused by a Force Majeure event. This includes, but is not limited to:
- Extreme weather conditions, cyclones, or floods (common in coastal Gujarat).
- Government-mandated lockdowns, curfews, or sudden travel restrictions.
- Civil unrest, strikes, or road blockades.
- Unexpected closure of tourist sites or temples.
Remedy in Force Majeure: In such unprecedented situations, Bhima Tourism will act as an advocate for the guest and negotiate with third-party vendors. The standard resolution will be the issuance of a Credit Note valid for 6 to 12 months for future travel, subject entirely to the final decision of the hotel/transport vendor.
6. Refund Processing Timeline
Once a cancellation is formally approved and the refund amount is calculated:
- The refund will automatically be processed back to the original mode of payment (e.g., the specific Credit Card, Debit Card, or UPI account used to make the booking).
- We cannot process refunds to a different bank account or provide cash refunds for online payments due to strict Anti-Money Laundering (AML) regulations.
- Please allow 7 to 14 business days for the funds to reflect in your account, depending entirely on your bank's or credit card issuer's internal clearing timelines.
If you do not see the refund after 14 business days, please contact our billing department at connect@bhimatourism.com with your Cancellation Reference Number.