• Surat, Gujarat 395009

Terms & Condition

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Terms & Condition

Terms & Conditions

Instructions for Arrival & Departure

  • Check-in time 1:30 PM. If arrive before 1:30 PM then you will have to wait at waiting area of Hotel.
  • Check out time 10:00 AM, so all departure will be plan accordingly.

General Notes

  • Hotel reservations will be confirmed based on room availability. If unavailable, a hotel of similar category will be arranged.
  • Solo travellers will be accommodated in triple/double sharing rooms, depending on the final number of solo travellers.
  • Please verify the type of hotel before booking. By booking, you confirm that you have reviewed and agreed to the stay arrangements.
  • In the Kashmir, Ladakh (UT) Himachal, Punjab, Bhutan, Meghalaya, Rajasthan, region, King-size beds are typically provided. Twin best will be provided if available. Extra mattress will be arranged for triple occupancy
  • The Volvo bus service included in the tour package is provided by an external operator and not directly operated by us. To make your travel experience smoother and to save you the effort of booking tickets independently, we have partnered with this external service provider. However, please be informed that we cannot take responsibility for any minor inconveniences or issues that may occur during the bus journey, as it is beyond our direct control.
  • Meals are not included as part of the Volvo Bus or Airport Transfer journey service. Passengers are advised to make their own arrangements for food during the journey. While there may be short stops at designated locations, the availability and quality of food at these stops cannot be guaranteed. We recommend carrying light snacks and water for your convenience during the trip.

Special Notes

Costs Arising from Unforeseen Circumstances (Force Majeure)

We strive to ensure a seamless and enjoyable experience for our customers. However, it is important to note that certain circumstances beyond our control—commonly referred to as “force majeure” events— may impact travel plans. These include, but are not limited to:

1. Natural Calamities: Events such as earthquakes, floods, hurricanes,
or other acts of nature that disrupt travel schedules or itineraries.

2. Political Disturbances: Situations like riots, strikes, or sudden
changes in government policies that may lead to travel restrictions
or safety concerns.

3. Flight Delays/Cancellations: Changes to flight schedules caused by technical issues, weather conditions, or other unforeseen factors.

In such cases, any additional costs incurred—such as rebooking fees, accommodation, transportation, or other expenses—are the sole responsibility of the customer. While we endeavour to provide assistance and support in managing these situations, customers are encouraged to:

Travel Insurance: Purchase comprehensive travel insurance to mitigate financial risks associated with unforeseen disruptions. 

Proactive Planning: Stay informed about potential risks and follow all safety advisories issued by relevant authorities or travel providers.

Additional Transfers During the Tour – T&C

Our tour packages include specific transfers outlined in your itinerary, such as transportation between pre-scheduled pick-ups, and drops. Any additional transfer requested beyond the agreed itinerary will incur extra charges. Below are the details regarding additional transfer policies:
1.What Qualifies as Additional Transfers?
  • Transfers outside the predefined route or destinations in your itinerary.
  • Unscheduled pickups or drop-offs, including additional sightseeing stops.
  • Emergency transfers requested during the tour.
  • Last-minute changes to the itinerary requiring additional transportation.
2. Charges for Additional Transfers
Distance-Based/Union Base Based Charges: Extra charges are calculated per kilometre/fixed for the additional distance covered. Rates may very depending on the vehicle type (SUV, Minibus, etc).

Time-Based Charges: For extended hours of usage beyond planned duration, additional hourly/day charges may apply.

Driver Allowance: If the additional transfer requires an overnight stay or extra hours for the driver, allowance fees may be added.
3. Payment Terms
  • Charges for additional transfers are payable directly to the service provider or the tour operator.
  • Payment can be made in cash or through online methods, as per the operator’s policy.
  • To avoid disruptions, it is advised to confirm the extra transfer and associated costs in advance.

Exclusions and Optional Activities – T&C

  • Any service, activity, or item not explicitly mentioned in the "Inclusions" section of the itinerary will not be considered a part of the package.
  • Optional activities or experiences suggested in the itinerary are not included in the package price. These can be availed at an additional cost and are subject to availability.

Additional Charges for Extended Stay

Passengers who wish to extend their stay at the destination or during transit will incur additional charges. These charges will vary based on the nature and duration of the extended stay and must be confirmed in advance.

Luggage Allowance and Excess Weight Charges

Each participant is permitted a maximum luggage weight of 15 kilograms. Any luggage exceeding this limit will incur an additional charge of ₹1500 per kilogram. We recommend packing efficiently to avoid excess weight charges.

Itinerary Changes and Hotel Upgrades

Any modifications to the itinerary or requests for hotel upgrades will incur additional charges. Detailed information regarding such changes will be provided in advance for your review, acceptance, and payment.

Group Size Requirement

A minimum of 10-12 participants is required to proceed with any batch. (Dreamtrail Explorers) reserves the right to cancel the group if the minimum participant requirement is not met. In the event of cancellation, participants will be notified promptly, and alternative arrangements or refunds will be offered as per the company policy.

Forfeiture of Ride

Participants who choose to forfeit the ride during the trip will be responsible for covering the transportation cost of the bike to the designated endpoint. Additionally, any damages incurred to the bike during the trip will be borne by the participant. 

We recommend reviewing the trip guidelines carefully and ensuring compliance to avoid such situations.

Bike Damage and Security Deposit Policy

We aim to provide a seamless experience for our customers by not requiring a security deposit for renting bikes. However, to ensure accountability and fairness, the following terms apply:
No Security Deposit Requirement Unlike many rental services, we do not collect any security deposit when providing bikes for your tour.
Responsibility for Bike Damages If any physical damage occurs to the bike during the tour, whether caused by:
  • The rider, The pillion rider, or A collision involving another vehicle, individual, or object,
  • The pillion rider, or
  • A collision involving another vehicle, individual, or object,
The rider or pillion rider will be fully responsible for the cost of repairs.

Payment of Damage Costs

The rider or pillion rider must directly pay the repair costs to the bike vendor as per the vendor’s assessment. Our role is limited to facilitating the rental, and we are not liable for any damages caused during the rental period.

Acknowledgment of Terms

By renting a bike, the rider and pillion rider agree to the terms stated in this policy. It is their responsibility to operate the bike safely, comply with traffic laws, and avoid negligence.

Disclaimer

We recommend all riders exercise caution and follow safety guidelines to prevent damage or accidents. Any disputes regarding the assessment of damages must be resolved between the rider and the bike vendor.

Baggage Policy: Rucksack Bags Only

For the convenience and safety of all participants, only rucksack bags are permitted for this trip. Suitcases, trolley bags, or other rigid luggage types are not allowed.
This policy ensures:
Mobility and Ease: Rucksacks are more versatile and easier to carry during travel, especially in rugged terrains or areas with limited access to paved pathways.
Space Efficiency: The limited storage space in transport vehicles is better utilized with flexible luggage options like rucksacks.
Safety and Comfort: Rucksacks reduce the risk of handling issues, making loading, unloading, and movement smoother and hassle-free for all participants.

Accommodation (Hotel/Tent) Damage Policy

To ensure a smooth and transparent process for all guests regarding accommodation (hotel or tent) provided during the tour, the following terms and conditions are applicable:
Pre-Check-In Inspection
  • At the time of check-in, guests are required to inspect the assigned room or tent thoroughly.
  • If there are any pre-existing damages or issues in the room/tent, guests must report them immediately to the accommodation staff or management.
  • Failure to report such damages during check-in may result in the guest being held responsible for them at the time of check-out.
Post-Check-Out Inspection
  • Before checking out, the accommodation staff will conduct a detailed inspection of the assigned room/tent.
  • Any damages found during this inspection, which were not reported earlier, will be considered to have occurred during the guest’s stay.
Responsibility for Damages
  • Guests will be held liable for any damages to the room, tent, furniture, appliances, or any other property caused during their stay, whether accidental or intentional.
  • The full cost of repair or replacement for the damages must be paid directly to the accommodation owner or manager before leaving the premises.
  • Agreement to Terms
  • By staying in the accommodation provided during the tour, guests implicitly agree to these terms and conditions.
  • It is the guest’s responsibility to ensure the room/tent and all provided amenities are used with care and respect.
General Guidelines and Disclaimer
  • Guests are advised to handle all accommodation facilities responsibly to avoid any inconvenience or additional charges.
  • Any disputes related to the assessment of damages or repair costs must be resolved directly between the guest and the accommodation provider.
  • Our role is limited to facilitating accommodation arrangements and does not include mediation of damage-related disputes.

Prepare for Your Adventure Tour: A Note to Participants

Joining this adventure tour is an exciting yet challenging experience, and we encourage all participants to approach it with the right mindset. By registering for this journey—whether personally or through a group representative—you have committed to an adventure that tests limits and embraces unpredictability.
“It is essential to be thoroughly informed and adequately prepared for the challenges of the adventure.”

Guide to Key Information for Adventurers:

To ensure a smooth and well-informed experience, we have outlined the following essential details for participants:
1. Payment Policy
Comprehensive guidelines on payment terms, schedules, and modes of transaction to confirm your participation in the adventure.
2. Standard Operational Terms
A detailed overview of the rules, regulations, and policies governing the tour, ensuring a transparent and mutually understood agreement between participants and organizers.
3. Destination-Specific Insights
Critical “must-know” details tailored to your destination, including climate, terrain, cultural considerations, and any specific preparations or precautions necessary for a successful journey. This directory serves as a comprehensive resource to equip you with all the necessary information for a safe and enjoyable adventure.

Payment Terms & Conditions:

To secure your participation in the adventure, it is crucial to adhere to the payment timelines specified in our official communication. To secure your participation in the adventure, it is crucial to adhere to the payment timelines specified in our official communication.
  • Timely Payment Requirement
If the balance payment is not completed by the due date mentioned in our email or invoice, your booking will be considered cancelled.
  • Forfeiture of Booking Amount
In the event of cancellation due to non-payment, the booking amount paid during registration will be forfeited as per our cancellation policy.

Standard Operational Terms:

[Dreamtrail Explorers] (referred to as the “Company”) is dedicated to delivering exceptional adventure travel experiences through its predesigned and carefully organized tour packages. By availing the services offered by the Company, the participant (referred to as the “Client”) acknowledges and agrees to abide by the terms and conditions outlined herein, which form the basis of this agreement.

Service Arrangement

The Company strives to provide the services as described in the itinerary to ensure a high-quality experience for the Client. However, due to circumstances beyond the Company’s control, it may be necessary to amend or cancel certain services. In such instances, the Company retains the right to make adjustments to the itinerary and will endeavour to offer suitable replacements or alternatives where feasible.

Outsourced Services

The Company does not own, operate, or have control over any thirdparty service providers, including but not limited to airlines, hotels, transport services, restaurants, or other external vendors involved in providing services during the tour. The Company shall not be held liable for any delays, shortcomings, damages, injuries, or losses arising from the actions, omissions, or defaults of such third-party entities, their staff, or agents.

Responsibility

The Company is committed to ensuring the safety and satisfaction of its Clients and will take all reasonable measures to deliver services as promised. However, the Company shall not be held responsible or liable for any additional costs, delays, disruptions, or inconveniences resulting from unforeseen circumstances, including but not limited to natural disasters, pandemics, government actions, or other events beyond its control. In such situations, no refunds or compensation will be provided for alterations to the itinerary or services impacted by these factors.

Itinerary Modifications

The Company retains the right to modify or adjust the itinerary as necessary, without prior notice, in response to circumstances beyond its control. These circumstances may include, but are not limited to, government restrictions, protests, strikes, weather disruptions, natural disasters, pandemics, or other unforeseen events. While every effort will be made to deliver the promised services, changes may be unavoidable. The Company will not be held responsible for providing refunds or compensation for such adjustments. Any additional expenses incurred due to these modifications will be shared equally among all participants and must be paid immediately on-site.

Travel Documentation

It is the sole responsibility of the Client to ensure possession of all required travel documents, including but not limited to valid passports, visas, permits, and licenses, as applicable to the tour. In the event that such documents are misplaced, forgotten, or deemed invalid, the Company may provide reasonable assistance in their retrieval or replacement. However, any costs arising from such efforts, including fees, penalties, or additional expenses, will be borne entirely by the Client. The Company assumes no liability for delays or disruptions caused by the absence or inadequacy of required documentation.

Payment Policy

Adherence to the payment schedule, whether partial or full, is mandatory to secure your booking and ensure timely processing of related services. Delays in payment may lead to disruptions, including postponement of visa processing or cancellation of the booking. In such cases, the Company reserves the right to treat delayed payments as cancellations initiated by the Client, and any applicable cancellation charges will be imposed as per the Company’s policies. It is strongly advised to make payments within the specified deadlines to avoid inconveniences.

Insurance Policy

The Client acknowledges that any insurance coverage obtained is a direct agreement between the Client and the insurance provider. The Company assumes no responsibility for decisions, approvals, or rejections made by the insurance provider regarding claims or coverage. All claims, disputes, or issues related to the insurance policy must be addressed directly with the insurance company. The Company does not offer or include any personal, travel, medical, or other forms of insurance as part of the tour cost, and it is the Client’s responsibility to secure appropriate coverage prior to the commencement of the tour.

Uncontrollable Events

In the event of a force majeure situation, which includes, but is not limited to, natural disasters, pandemics, government-imposed restrictions, or any other circumstances beyond the Company’s reasonable control, the Company will not be held liable for any disruptions, delays, or cancellations to the tour itinerary. The Client will be solely responsible for any additional costs incurred due to such circumstances, including but not limited to changes in accommodation, transportation, or other services affected by the force majeure event. The Company will make all reasonable efforts to minimize the impact of these events; however, any additional expenses arising from them will be the responsibility of the Client. It is strongly recommended that Clients consider securing appropriate travel insurance to mitigate potential financial impact from such unforeseen events.

Cancellation and Refund Terms

The Company’s policies regarding cancellations and refunds are comprehensively outlined in the tour documentation and are accessible on the official website. Clients are highly encouraged to carefully read and fully understand these terms prior to making any bookings. By confirming their reservation, the Client agrees to the terms set forth in the cancellation and refund policy, including any applicable deadlines and fees that may apply under specific circumstances.

Motorcycle Risk Coverage and Transport

The Company provides third-party insurance coverage for all motorcycles used during the tour. However, the rider is fully responsible for any damage to the motorcycle, whether it occurs due to accident or other circumstances. In the event that a rider chooses to discontinue the ride before reaching the planned destination, the rider will be responsible for the costs associated with transporting the motorcycle to the final destination. Furthermore, if the motorcycle becomes inoperable due to an accident or rider negligence, the rider will be required to cover the transportation expenses, with the Company assuming no liability for these costs.

Behaviour and Conduct Policy

The Company enforces a strict zero-tolerance policy regarding any form of inappropriate behaviour, including, but not limited to, harassment or disrespectful conduct towards other participants, particularly women. Any participant found engaging in such behaviour will be removed from the tour without prior notice and will not be entitled to any refund or compensation. The Company is dedicated to maintaining a safe and respectful atmosphere for all individuals, and violations of this policy will result in immediate expulsion from the tour.

Health and Wellness Guidelines

The Client is fully responsible for ensuring their health and physical readiness for the tour. The Company reserves the right to decline participation for any individual deemed unfit to meet the physical requirements of the itinerary. Clients are required to notify the Company in advance about any medical conditions, allergies, or dietary needs to facilitate appropriate preparations. Non-disclosure of such information may impact the Client’s ability to fully participate in the tour and could result in additional costs or restrictions for which the Company will not be held liable.

Gear and Equipment Guidelines

For the safety of all participants, the Company strongly recommends the use of proper riding gear, including helmets, throughout the tour. Rental gear is available from the Company, but with limited inventory, Clients are required to pre-book their equipment well in advance Clients are responsible for the care and maintenance of any rented gear and must ensure its return in good condition. Any damage, loss, or misuse of the equipment will result in additional charges to the Client to cover repair or replacement costs. Proper preparation with appropriate gear is essential for a safe and enjoyable experience.

Applicable Law and Jurisdiction

This agreement shall be governed by and interpreted in accordance with the prevailing laws of India. Any disputes or legal matters arising from or relating to these terms shall fall under the exclusive jurisdiction of the courts in Surat, Gujarat. By agreeing to these terms, the Client consents to the authority of these courts for the resolution of any disputes.

Baggage Regulations

To maintain efficiency and convenience during the tour, each participant is allowed one backpack with a maximum weight of 15 kilograms. Any luggage exceeding this limit will attract an additional charge of ₹1500 per kilogram. Trolley bags are strictly not permitted under any circumstances. Participants are encouraged to pack compactly and ensure their luggage complies with the stated guidelines to avoid any additional charges or complications.

Lodging Arrangements

Hotel accommodations will be confirmed based on room availability at the time of booking. If the selected hotel is unavailable, an equivalent property of similar quality will be arranged as a substitute. Standard rooms in this region are usually equipped with a king-size bed. Twin beds can be provided upon prior request, depending on availability. For triple occupancy, an extra mattress will be supplied to accommodate the third guest. Guests are advised to communicate any specific preferences or requirements in advance to facilitate smooth arrangements.

Destination-Specific Insights:

Ladakh / Zanskar Travel Guidelines
  • When flying directly to Leh, it is crucial to take precautionary measures to adjust to the sudden change in altitude. Upon arrival, it is recommended to rest and avoid unnecessary movement for the first day. Stay wellhydrated and refrain from consuming alcohol or smoking on your arrival day in Leh to minimize altitude-related issues.
  • Ensure you pack all necessary clothing and essentials for the tour, as local markets may not have the required items upon arrival. Relying on shopping for essentials is not advisable.
  • If you have a pre-existing heart or lung condition, it is important to consult with your doctor before the trip to assess your fitness for travel. Bring any required medication from home and ensure you have enough supplies for the entire tour.
  • When booking your return flight from Srinagar or Delhi, allow for an ample time gap to account for any unforeseen delays. It is recommended to arrive at Srinagar Airport at least 3 hours before your scheduled departure time.
Spiti Valley / Pangi Travel Guidelines
  • Please verify the check-in and check-out timings with the hotel staff in Manali to avoid any scheduling conflicts during your stay.
  • Given the unpredictable weather conditions in the region, it is advisable to pack raincoats and warm clothing to stay comfortable throughout the tour. Ensure that you are prepared for both cold and rainy weather during your trip.
Bhutan Travel Guidelines
  • Arrive at Bagdogra (Siliguri) Airport as per your scheduled flight time. Kindly ensure punctual arrival to facilitate timely group coordination and onward travel.
  • Submit all required documents to the team for visa processing at the earliest.
This includes passport copies, ID proofs, passport-sized photos, and any other specified forms.
  • Carry both the original documents you submitted and any supporting documents.
  • These may be requested during immigration or hotel check-ins, so keep them easily accessible.
Meghalaya Travel Guidelines
  • Reach Guwahati airport at the specified time.
  • You are about to explore the lush landscapes of Meghalaya—waterfalls, caves, treks, and rain-soaked adventures await. Good outdoor shoes with strong grip (preferably waterproof) and a raincoat (jacket and pants) are a must.

Accommodation and Rooming Policy

  • The accommodations provided are in the basic category; however, you may opt for an upgrade to a higher room category during the booking process, subject to availability.
  • Solo riders will be assigned to double occupancy rooms, depending on the final count of solo riders.
  • Hotel bookings will be confirmed based on room availability. In the event that your preferred hotel is unavailable, an alternative property of a similar category will be arranged.
  • Standard rooms in the region typically feature a king-size bed, with twinbed options provided where available. For triple occupancy, additional mattresses will be arranged to accommodate the third guest.
Dream Trail Explorers