Accommodation Support Policy

At Varanasi Excursion, we believe that comfortable and well-managed accommodation is an essential part of every journey. Our goal is to ensure that each traveler enjoys a peaceful and pleasant stay, whether for a short pilgrimage, cultural visit, or extended tour across India. This Accommodation Support Policy explains how we select, book, and coordinate accommodations, along with our guidelines for resolving any concerns that may arise during your stay.

This policy applies to all travelers who book tours or travel packages with us that include hotel, guesthouse, or homestay arrangements managed or coordinated by Varanasi Excursion.

1. Purpose of the Policy

The purpose of this policy is to provide travelers with transparent information about how accommodation is handled before, during, and after a trip.
We work to maintain high standards of comfort and reliability in all lodging arrangements while respecting local culture and hospitality practices. This policy also outlines the roles, responsibilities, and support systems we offer when any issue occurs during a stay.

2. Accommodation Selection Process

Varanasi Excursion partners only with hotels, guesthouses, and resorts that meet our internal quality standards. Each property is reviewed for:

• Cleanliness and hygiene
• Safety and security of premises
• Quality of food and water
• Service efficiency and staff behavior
• Accessibility to major attractions and transport points
• Compliance with local tourism and safety regulations

We maintain ongoing communication with our accommodation partners and review feedback from travelers to ensure consistent service quality.

3. Room Categories and Allocation

The type of accommodation included in a package depends on the travel plan selected by the traveler.
Options generally include:

• Standard, deluxe, or premium hotel categories
• Shared or private rooms for group travelers
• Homestays or boutique stays for cultural tours

Room preferences such as single occupancy, twin beds, or family suites can be arranged based on availability. Special requests are always considered, though specific preferences cannot be guaranteed during peak seasons.

Travelers are encouraged to share preferences in advance so our team can coordinate suitable arrangements with partner hotels.

4. Booking Confirmation and Details

Once a booking is confirmed, travelers receive a detailed itinerary that includes:

• Hotel name and category
• Address and contact details of the property
• Check-in and check-out timings
• Meal plans (if applicable)

While we strive to provide exact accommodation as listed, occasional changes may occur due to operational reasons, maintenance, or local restrictions. In such cases, Varanasi Excursion provides a property of equal or higher category without additional charge.

5. Check-in and Check-out Guidelines

Travelers must carry a valid government-issued ID (passport, Aadhaar, or similar) for verification at the hotel reception.
Standard check-in time is between 12:00 PM and 2:00 PM, and check-out time is generally 10:00 AM to 12:00 PM.
Early check-in or late check-out requests are subject to availability and may incur extra charges, which are payable directly to the property.

Our travel representative can assist in coordinating check-in or check-out arrangements when required.

6. Special Requests and Accessibility Needs

We understand that every traveler has unique needs. Requests for specific room types, dietary preferences, wheelchair access, or adjoining rooms can be made at the time of booking.
Although we work closely with hotels to meet such requests, fulfillment depends on availability at the time of check-in.

Travelers with special medical or mobility needs should notify our team in advance so that we can coordinate with the most suitable accommodation partner.

7. Traveler Responsibilities

To ensure a smooth and pleasant stay, travelers are requested to:

• Respect hotel property and follow all rules and safety guidelines.
• Avoid causing disturbance or inconvenience to other guests.
• Take care of room keys, furniture, and other hotel property.
• Settle any personal expenses (laundry, minibar, extra meals, room service) directly with the hotel before check-out.

Any loss or damage caused to hotel property due to guest negligence must be compensated directly by the traveler.

8. Support for Issues During Stay

If travelers encounter any problem related to cleanliness, service, or amenities during their stay, they should:

1. Inform the hotel front desk or manager immediately.
2. Notify their assigned Varanasi Excursion representative or support contact.

Our team will coordinate with the hotel to resolve the issue promptly. We aim to provide assistance within reasonable time limits, ensuring minimal inconvenience.

If the matter cannot be resolved on-site, our operations team may consider alternate arrangements of a similar standard, depending on availability and situation.

9. Unexpected Changes and Property Substitution

In rare cases where the booked property becomes unavailable due to maintenance, overbooking, or local restrictions, Varanasi Excursion reserves the right to arrange an alternative property of similar or higher category within the same destination.
We communicate such changes to travelers as early as possible.

If no equivalent accommodation is available, we may issue a partial refund for the unused portion of the stay as per the Refund Policy.

10. Hotel Rules and Local Regulations

Each accommodation partner operates under local tourism laws and hospitality norms. Travelers are expected to comply with:

• Identification and registration requirements
• Restricted area or property-specific rules
• No-smoking and no-pets policies (where applicable)

Hotels may deny check-in to guests without valid identification or those violating property rules. In such cases, Varanasi Excursion cannot be held responsible for denied services.

11. Hygiene and Health Safety Measures

Cleanliness and safety remain a priority in all accommodations managed through Varanasi Excursion.
We ensure that our partner hotels follow proper sanitization practices, especially in dining areas, guest rooms, and washrooms.
Travelers are advised to maintain basic hygiene precautions and report any concern immediately for quick resolution.

12. Meals and Dietary Preferences

If meals are included in the tour package, they are provided as per the plan mentioned in the itinerary (for example: breakfast only, half board, or full board).
Special dietary requests such as vegetarian, vegan, or gluten-free meals can be arranged in advance, depending on the hotel’s capability.

Any additional food or beverages not included in the package are considered personal expenses.

13. Third-Party Hotel Bookings

Some accommodations may be managed through independent hotel aggregators or booking platforms.
In such cases, their individual terms and cancellation policies apply.
Varanasi Excursion assists travelers in communication but is not responsible for policy enforcement or refund delays caused by third-party partners.

14. Security of Personal Belongings

Travelers are responsible for safeguarding their valuables such as wallets, jewelry, passports, or electronic devices.
Most hotels provide in-room lockers or safe deposit facilities for this purpose.
Varanasi Excursion and its staff cannot accept liability for loss or theft of personal items within hotel premises.

15. Behavior and Conduct

We expect all travelers to treat hotel staff and fellow guests with courtesy and respect.
Any unruly or inappropriate behavior resulting in damage or disturbance may lead to immediate removal from the property by hotel authorities.
Such incidents are handled according to local law, and any costs arising from misconduct must be borne by the traveler.

16. Feedback and Quality Monitoring

After completion of the tour, travelers are encouraged to share feedback regarding their stay.
This helps us maintain high standards and identify areas for improvement.
All feedback is reviewed carefully, and corrective measures are taken with our partners when needed.

17. Liability and Limitations

While Varanasi Excursion strives to ensure high-quality accommodation, we are not responsible for:

• Temporary unavailability of facilities such as Wi-Fi, elevators, or air conditioning
• Changes in room allocation due to maintenance or operational issues
• Noise, insects, or environmental conditions beyond human control
• Hotel policies or actions governed by local authorities

Our responsibility is limited to the arrangements directly managed by our team and the service level agreed upon in the booking contract.

18. Policy Updates

This Accommodation Support Policy may be updated from time to time to reflect changes in operations, partnerships, or tourism regulations.
Revised versions will be published on the official website of Varanasi Excursion, and the latest version shall apply from the date of publication.

19. Contact Information

For assistance or clarification regarding accommodation services, travelers can reach our support team:

📧 info@varanasiexcursion.com
🌐 www.varanasiexcursion.com
📍 Varanasi, Uttar Pradesh, India

Office Hours: Monday to Saturday, 10:00 AM to 6:00 PM (IST)

Final Note

Varanasi Excursion is dedicated to providing every traveler with comfortable stays, courteous service, and dependable assistance throughout the journey.
We believe that good accommodation sets the foundation for memorable travel, and we handle every request with transparency, responsibility, and care.