Reschedule Policy

Varanasi Excursion is committed to offering travelers the flexibility and convenience they need when planning their journeys. We recognize that travel plans may change due to personal circumstances, weather conditions, or unexpected events. Our Reschedule Policy is designed to make the modification process smooth, fair, and transparent while maintaining coordination with our hotel, transport, and local service partners. This policy outlines how travelers can modify their bookings, eligibility conditions, timelines, and applicable fees associated with rescheduling tours or services booked through Varanasi Excursion.

1. Purpose of the Reschedule Policy

The goal of this policy is to help travelers adjust their travel dates or services without unnecessary difficulty. It provides clear guidelines on how rescheduling requests are handled, ensuring fair treatment for both travelers and our service partners who dedicate time and resources to arranging each trip. We always aim to accommodate reasonable requests whenever possible, subject to the availability of dates, accommodations, and local arrangements.

2. Scope of This Policy

This Reschedule Policy applies to:

• All tour packages, city tours, and pilgrimage circuits organized by Varanasi Excursion
• Accommodation and transport bookings made through our company
• Custom travel itineraries and private group bookings

The policy does not apply to bookings made through third-party travel agencies, websites, or online platforms that operate independently. In such cases, travelers should contact the respective vendor directly for modification or date change requests.

3. Eligibility for Rescheduling

Rescheduling is permitted for confirmed bookings only. Travelers must provide a valid reason for the change and submit their request in writing via email at least 7 days before the scheduled start date of the trip. Eligibility depends on the following factors:

• Availability of hotels, guides, and transport on the new preferred dates
• terms and conditions of third-party suppliers (flights, trains, or event tickets)
• Seasonal demand or peak travel restrictions
• Amount of notice provided before the original travel date

If the requested date is unavailable, Varanasi Excursion will suggest alternative options closest to the preferred travel period.

4. How to Request a Reschedule

Travelers can request a reschedule by contacting our customer care team at info@varanasiexcursion.com. The email should include:

• Booking reference number
• Traveler’s full name
• Original tour or package name
• Proposed new travel date(s)
• Reason for rescheduling

Once received, our team will verify the request, coordinate with local partners, and confirm availability within 3 to 5 business days.

5. Rescheduling Timelines

• More than 30 days before the trip: Rescheduling is allowed without any service charge.
• 15–29 days before the trip: A nominal service fee of 10% of the total booking cost applies.
• 7–14 days before the trip: A reschedule fee of 25% of the booking amount is applicable.
• Less than 7 days before the trip: Rescheduling is subject to management approval and availability.

Once a trip is rescheduled, it cannot be modified again unless exceptional circumstances are reviewed and approved by the management.

6. Conditions for Rescheduling

Rescheduling depends on operational feasibility and third-party commitments. Some conditions that affect approval include:

• Room or vehicle availability on the new dates
• Local permits or permissions required for specific tours
• Public holidays, religious festivals, or high-demand travel seasons
• Prepaid bookings made with hotels or local vendors

If local suppliers charge penalties or additional fees for rescheduling, these costs will be passed on to the traveler.

7. Seasonal and Peak Period Restrictions

Certain seasons in India, such as festival months, holiday weeks, and peak tourist periods, have limited flexibility for date changes. During these times, service providers may impose strict policies or non-changeable conditions. Varanasi Excursion will communicate such restrictions clearly at the time of booking and assist travelers with alternative scheduling options whenever possible.

8. Rescheduling Due to Unforeseen Events

In rare cases, rescheduling may be necessary due to circumstances beyond the traveler’s or company’s control. These include:

• Natural disasters, floods, or adverse weather conditions
• Transportation strikes or flight cancellations
• Political unrest or government restrictions
• Health emergencies or medical issues

In such cases, Varanasi Excursion will make every effort to reschedule the trip at no extra cost or issue a travel credit voucher valid for one year from the original date of travel.

9. Rescheduling by Varanasi Excursion

Occasionally, Varanasi Excursion may need to modify or reschedule a tour due to operational or safety reasons. When this occurs:

• Travelers will be informed promptly via email or phone.
• An alternate date or itinerary will be offered at no additional charge.
• If the new schedule is not suitable, travelers may choose to cancel under our Refund Policy terms.

Our top priority in such cases is to ensure guest comfort and maintain trip quality without financial inconvenience.

10. Change in Trip Duration or Itinerary

If a traveler requests to extend or shorten the trip after confirming the booking, the cost will be recalculated based on:

• The number of additional days or removed days
• Revised accommodation and transport costs
• Any changes to sightseeing inclusions or exclusions

A new quotation will be shared for approval before processing the reschedule.

11. Transfer of Booking

In specific cases, travelers may request to transfer their booking to another person. Such transfers are permitted only if:

• The replacement traveler meets all visa or permit requirements
• The new traveler agrees to all terms and conditions
• The request is made at least 10 days before the travel date

An administrative transfer fee may apply. Once approved, the booking will be considered final and non-transferable thereafter.

12. Rescheduling Custom or Group Tours

Customized tours and group packages involve advance payments to service providers, so rescheduling such trips requires special consideration.

• Any reschedule request will be evaluated in coordination with hotels, transportation providers, and local partners.
• If rescheduling leads to extra costs, the traveler will be informed before finalizing changes.
• Group tours can be rescheduled only when a majority of participants agree to the new date, or separate arrangements are made for individual members.

13. Fees and Adjustments

Reschedule fees cover administrative expenses, coordination with suppliers, and re-confirmation of services. These charges are kept minimal but may vary depending on:

• Tour type and duration
• Destination region
• Booking method (online, phone, or agency)
• Supplier-specific policies

All fees are communicated transparently before the reschedule is confirmed.

14. Payment of Additional Charges

If the revised travel date involves higher seasonal rates or upgraded arrangements, the traveler must pay the fare difference before confirmation. Conversely, if the revised itinerary is of lesser value, the balance amount may be retained as a travel credit for future use. Refunds in such cases follow the Refund Policy terms.

15. Rescheduling and Third-Party Services

Flights, trains, ferries, or event tickets booked through external vendors are subject to their individual reschedule or cancellation terms. Varanasi Excursion will assist travelers in coordinating these changes, but any additional fees charged by third parties must be paid by the traveler.

16. Confirmation of Rescheduled Bookings

Once a reschedule request is processed and confirmed:

• A new confirmation email with updated dates and itinerary will be sent.
• All earlier confirmation documents become void.
• Travelers must verify details immediately upon receipt and notify the team of any discrepancies within 24 hours.

Failure to review or respond within this time may result in additional reprocessing charges.

17. Refunds After Rescheduling

If a traveler decides to cancel a trip after it has already been rescheduled, the refund amount will be calculated based on the latest rescheduled date, not the original booking date. All deductions, fees, and terms from the Refund and Cancellation Policies will apply accordingly.

18. Force Majeure and Exceptional Circumstances

Varanasi Excursion is not responsible for delays or cancellations caused by events outside human control. In such cases, our team works closely with vendors to find the best possible rescheduling solution. If rescheduling is not feasible, a credit voucher may be issued for future travel.

19. Dispute Resolution

Any dispute regarding a reschedule request, fee, or denial will be reviewed by the management team. Travelers can email supporting documents or explanations to info@varanasiexcursion.com for reconsideration. If unresolved, disputes fall under the legal jurisdiction of Varanasi, Uttar Pradesh, India, as per the laws of India.

20. Policy Updates

Varanasi Excursion may update or modify this Reschedule Policy periodically to align with changes in travel conditions or operational needs. The latest version will always be available on our official website. Travelers are encouraged to review this page regularly before confirming or modifying any booking.

21. Contact Information

For rescheduling assistance, please reach our official customer care team: 📧 info@varanasiexcursion.com 🌐 www.varanasiexcursion.com 📍 Varanasi, Uttar Pradesh, India Our travel support department ensures that all modification requests are handled with clarity, respect, and fairness, keeping traveler satisfaction as our top priority.