Terms and Conditions

By registering for a Gajan Balan workshop (hereinafter referred to as "workshop"), you acknowledge and agree to the following terms and conditions:

Bookings and Agreement

All reservations within the host country are made with Gajan Balan. By booking a trip, submitting a deposit, or signing this agreement, you accept the terms outlined herein on behalf of yourself and all individuals included in your booking. You authorize us to provide services to all listed participants. This document constitutes the complete agreement between you ("the Traveler") and Gajan Balan regarding all bookings, reservations, and related transactions.

Reservations and Payments

Payment schedules for each workshop are detailed on the official workshop website. Payment methods include international bank transfers and credit card payments via PayPal. Please note that international transactions may incur fees, which must be covered by you. The applicable banking fees vary by country and payment method and will be specified in your invoice.

Upon receipt of your deposit, your spot is reserved. Deposits are non-refundable unless a replacement participant fills your seat, in which case a full refund will be issued. The remaining balance must be paid in full at least 90 days before departure. If booking within 90 days of departure, full payment is required immediately.

All prices are listed in USD and include applicable taxes. Trips are based on single occupancy accommodations.

Cancellations and Refunds

If you cancel your participation, your deposit is forfeited and is non-refundable. No exceptions will be made to this policy. We strongly advise purchasing comprehensive travel insurance, including trip cancellation and interruption coverage, to safeguard your financial investment.

In the event of a cancellation, you may provide a replacement participant for your seat and receive a full refund. Travel insurance may cover cancellation due to job loss, health issues, or family emergencies. We strongly recommend obtaining cancellation coverage to protect against unforeseen circumstances.

If the workshop is cancelled due to an unforeseen global pandemic, expenses already paid may prevent refunds. Instead, we will attempt to reschedule. If rescheduling is not feasible, a travel credit will be provided, minus any non-refundable expenses incurred with third-party service providers. Travel credits may be applied to future workshops within the Gajan Balan portfolio.

No refunds will be issued for unused services, missed days, early departures, or late arrivals. Once the workshop has commenced, no refunds will be given under any circumstances. Cancellations due to government travel warnings, personal concerns, quarantine requirements, or denied services due to illness are considered voluntary cancellations and will not be refunded. We are not liable for any losses or expenses incurred due to illness, border restrictions, or other travel disruptions. For these reasons, trip cancellation and interruption insurance are highly recommended.

Passports and Visas

You are solely responsible for ensuring that all necessary travel documents, including passports, visas, and vaccinations, are valid and in compliance with entry requirements for all destinations. Any information provided by Gajan Balan regarding travel documentation is for reference only; verifying and obtaining the required documents is your responsibility.

Gajan Balan is not responsible for delays, cancellations, or additional costs arising from incomplete or invalid travel documents. If your trip is disrupted or canceled due to such issues, no refunds will be provided, and you will be responsible for any resulting expenses.

Upon arrival, all participants must sign an indemnity waiver acknowledging these terms.

Payment of the deposit invoice confirms your agreement to these Terms & Conditions.

Insurance Requirements

All participants must provide proof of valid travel insurance before the workshop begins. This insurance must cover personal injury, medical treatment, repatriation, and evacuation expenses, including helicopter rescue and air ambulance services. It is recommended that your policy also covers personal property loss and trip cancellations.

Trip cancellation insurance may be the only way to recover non-refundable expenses such as flights and deposits in the event of cancellations or rescheduling. Gajan Balan is not responsible for cancellations resulting from denied or failed visa applications. It is the participant’s responsibility to secure the appropriate visa in advance.

It is your duty to understand the specifics of your insurance policy, ensuring that it covers all activities included in the workshop itinerary. Check with your provider to confirm coverage for international travel and any exclusions that may apply. You agree to cover all medical costs incurred during the trip.

Most insurance providers require policies to be purchased within 14 days of your initial trip deposit to cover pre-existing conditions or qualify for "cancel for any reason" benefits.

Liabilities

Gajan Balan is not liable for unforeseen events beyond its control, including but not limited to strikes, wars, government actions, terrorism, epidemics, pandemics, natural disasters, or any circumstances that make the workshop impossible or inadvisable. In the event of trip cancellation due to such factors, refunds will be limited to the amounts received for the tour.

We are not responsible for costs incurred in preparation for the workshop, including airfare, visa fees, or specialized gear purchases. It is advisable to delay flight bookings until the minimum participant number is confirmed and the trip is officially proceeding.

We reserve the right to modify, postpone, or cancel any trip for safety reasons or due to force majeure events. This includes replacing guides, adjusting accommodations, modifying itineraries, or rescheduling departures. Changes may occur due to mechanical failures, political instability, weather conditions, or other unforeseen disruptions. If significant changes occur before departure due to supplier issues, we will notify you of available alternatives.

Gajan Balan is not liable for delays or trip disruptions caused by force majeure. Force Majeure includes but is not limited to natural disasters, terrorism, civil unrest, pandemics, government travel bans, and other unforeseeable events beyond our control. In such cases, we reserve the right to cancel, reschedule, or alter itineraries without compensation to participants. Refunds will be issued only if recoverable from suppliers.

In cases where a tour leader must be replaced due to illness, family emergencies, or other personal reasons, Gajan Balan will make reasonable efforts to provide a suitable substitute. However, such changes do not warrant refunds or cancellations.

If a minimum number of participants is not met, Gajan Balan reserves the right to cancel a workshop up to 8 weeks before departure. The required minimum group size is specified on the workshop website.

We are not responsible for injuries, losses, or damages resulting from factors including but not limited to acts of God, theft, transportation failures, government actions, or civil disturbances. Reasonable itinerary adjustments may be made to enhance participant safety and experience. In the event of medical emergencies requiring evacuation or repatriation, all costs are the sole responsibility of the participant. Travel insurance is strongly recommended to cover such contingencies.

By participating in a Gajan Balan workshop, you acknowledge and accept all terms outlined above.