Planning Fee Requirements

  • Thank you for reaching out to the R Ventures Holidays team. Should you choose to reach out to us, we will be happy to share a detailed summary of services that provides a broad idea of the scope of your trip and an estimated per diem, per person.
  • If you would be interested in having R Ventures Holidays create a full-fledged day by day, detailed itinerary for you based on your dates, requirements, and interests, R Ventures Holidays requires a non-refundable planning fee of $150 to put together a detailed proposal for you. R Ventures Holidays will share a proposal with you based upon your requests and requirements. R Ventures Holidays will work with you to modify the proposal to suit your requirements for a maximum of three iterations, without additional charge. Please note that the planning fee goes towards the cost of your total trip, should you choose to confirm the arrangements and book the trip through us.


  • Upon confirmation of acceptance from you, R Ventures Holidays would then require a 25% deposit of the total cost of your trip.
  • The second and final instalment of 75% of total tour cost will be required 60 days prior to departure.
  • In cases where hotels / airlines require full payment at time of confirmation to hold booking, R Ventures Holidays will advise you of the same in advance, and you will be requested to authorise us to charge you for the same from you.
  • All prices are quoted in US dollars. All payments should be made in US dollars.
  • In case of other currencies – they usually convert into USD and send. Of course, if there is a particular case where they cannot send in USD we would look into converting into their currency. But so far in all our years I don’t think we have had this issue.
  • R Ventures Holidays reserves the right to decline to accept any individual as a tour member for reasons that it deems fit.


The following material will be sent out to you after confirmation.

Immediately after confirmation:

Confirmation letter, Outline Holiday Itinerary, Medical Questionnaire (certificate if trip requires), Pre-departure information on health matters, equipment list, baggage, insurance, visa, suggested reading list. (whichever applies to your tour).

Sixty days before departure and upon receipt of final payment:

Air itinerary if applicable, invoice, detailed itinerary, vouchers, air tickets and receipt of monies sent by you.

We request you to provide us with the following at time of confirming your tour :

  1. Passport copy
  2. Physical address
  3. Email address
  4. Visa copy as soon as it is received
  5. Any air ticketing being done by you directly
  6. Scanned passport sized photograph
  7. Any special dietary requirement or restriction
  8. Any special medical condition

If these documents are not received, R Ventures Holidays reserves the right to cancel your holiday.


The pricing is based on the number of full-revenue tour members

We can delete this point if you like. Basically we are clarifying that FOC’s are not included

Share basis for the single Guest :

Accommodations (in hotels, lodges, boats and camps) are based on double occupancy.  For single occupancy, we will quote a single supplement which will be applicable to any individual who chooses to travel and stay singly.


The following is a generalization of what Land Cost includes.  Any variations from this will be listed in the Detailed Holiday Itinerary.

In the cities:

Hotels with private bath, airport transfers for all arrivals and departures, baggage porterage, all sightseeing arrangements as indicated in the itinerary, entrance fees, services of the group leader (if requested), local guides, permits and continental breakfast.

In the field:

All meals in camps and on boats, services of porters or pack animals (if applicable), guides, cooks, land and water transportation, use of camp equipment including tents, cooking gear, foam pads, trekking permits, entry fees to parks.


Trip cancellation & interruption (full land cost) insurance. Medical insurance. Visa fees, lunches and dinners in major cities (to allow for individual choice of restaurants), gratuities, cost of medical immunizations, excess baggage charges (if any), airport taxes, alcoholic beverages and soft drinks, laundry charges and other items of a personal nature.

Delays during the tour:

If any holiday must be delayed because of bad weather, trail conditions, river levels, road conditions, transportation delays, government intervention, sickness or other contingencies for which R Ventures Holidays or its agents cannot make provision, the cost of delays is not included.


No partial refunds will be given for unused meals, hotel rooms, trekking/camping arrangements, sightseeing, transfers, etc., for any reason whatsoever.

If your air tickets were purchased through our office, you will receive whatever refund is allowable under airline regulations.  Please be advised that the most economical, advanced purchase tickets are subject to heavy airline cancellation penalties.

Notification of cancellation must be made in writing to R Ventures Holidays.  At the time we receive written notice that you must cancel your Holiday, the following cancellation fees will apply:

Number of days before departure              Cancellation Fee:

91 days or more                                  25% of total Holiday cost. And any hotel / airline costs already paid out over and above

36- 60 days                                          50% of Holiday cost.  And any hotel / airline costs already paid out over and above

0 – 35 days                                           100% of Holiday cost

Cancelled Trips

R Ventures Holidays reserves the right to cancel any Holiday due to force majeure conditions, which makes the Holiday unfeasible for us to operate.  In such a case, R Ventures Holidays is not responsible for additional expenses incurred by members in preparing for the Holiday (i.e. non-refundable “Advance Purchase” air tickets, visa fees if applicable, equipment, medical expenses etc.)


Your Airline Ticket.

When we book your airline reservations, we will try to obtain the best possible fare for you.  Some of you may prefer to pay a bit more to take advantage of a particularly convenient routing, or to have a more comfortable trip in either Business or First Class.  Please indicate your preference.

As you know, fares change daily and lower fares may be available at a time after we have purchased your tickets. R Ventures Holidays will not be liable to refund any amount in this situation.

A word about budget fares

Remember that “budget” fares may be more expensive than you realize because of restrictions.  In many cases, these budget tickets are non-refundable, non-endorsable (valid only on the carrier listed), require advance purchase, are valid only for travel on specific dates, and may involve traveling by an inconvenient routing.  If you must make any changes once you have been ticketed, it could mean that your ticket is completely worthless.  Since there is always the possibility of delay when travelling due to circumstances beyond anyone’s control, we do not recommend using fares which impose many restrictions.


Most major carriers have “piece” baggage restrictions for flights to Asia.  Under these rules, Economy Class passengers are permitted free baggage allowance for two bags.  One Carry-on baggage is also permitted free. Dimensions and weight for both will need to be checked with the airline of your choice, by you, at the time of booking your travel. For domestic travel within India, most airlines allow only 15 kg as checked in luggage and 7 kg as carry on.

For Bhutan it is 30 kgs for economy and 40 kgs in Business class baggage allowance on Druk Air International flights coming into Paro. Cabin bags may not exceed 5 kg for economy and 7 kg for business class. Dimension for cabin baggage are 45 + 35 + 20 cm (17 + 13 + 8 inches). For internal flights 20 kg is allowed for checked in bags and 7 kg for cabin bag.

For Nepal most airlines allow 2 bags free. Dimensions for cabin bag is a maximum of 22″x 18″ x10″ and total weight not exceeding 7 kg. For internal flights it is again 20 kg for check in baggage and 7 kg for cabin bag.

Please do note that all these are subject to change by the airlines without prior notification and we strongly recommend you check with your airline on the latest baggage rules before you travel.

Excess personal baggage would require extra payment to the airline at the time of travel by you.

Equipment & Personal Gear

R Ventures Holidays and its agents provide quality camping equipment such as tents and cooking gear for Holidays which take you to such places.  A detailed list of recommended clothing and suggested personal equipment is made up specifically for each Holiday and will be sent to you with other documentation, if the Holiday includes camping.


Although there are no mandatory inoculations for India, however, R Ventures Holidays strongly recommends that you visit your nearest Travel Clinic and take whatever necessary inoculations / medications suggested by them after you let them know the area you are visiting. This would pre-empt a lot of possible issues on the ground.

R Ventures Holidays ensures that the safety, comfort and wellbeing of our guests are our first considerations.  Although we carry first aid kits, you must be aware that medical facilities for serious problems are often unavailable in some of the areas we visit.  Evacuation can be prolonged, difficult, and expensive.  R Ventures Holidays assumes no responsibility or liability regarding provision of medical care.  R Ventures Holidays has the right to disqualify anyone at any time if the guest is felt to be physically or mentally incapable or is endangering the safety of the group.  Refunds are not given under these circumstances.

Personal health is the responsibility of the guest and it is vital that persons with medical problems or dietary restrictions make them known to us at the time of confirmation of the tour.  You must be in good general health.  A medical questionnaire will be supplied and must be returned to us well before your Holiday.  For all treks and some tours that spend time at high altitude, a medical certificate (supplied by R Ventures Holidays) must be signed by a certified Physician.  If your physician or our medical consultant feels it is not safe for you to take the Holiday and your form has not reached us by 60 days prior to departure, normal cancellation fees will apply.  Guests must bring a generous supply of any special medications, which they need, and a personal first aid kit.  It is understood that R Ventures Holidays is not a medical facility and therefore has no responsibility regarding medical advice, medications or inoculations, which you and your doctor deem necessary for your safe participation in the Holiday.

Recommended physical fitness varies according to the type of tour.  We suggest you read our descriptions carefully and measure them against your past experience.  Please call us if you have questions regarding your suitability for a trip.

Visas & Passports

India, Nepal, Bhutan, Sri Lanka require visas of most visitors. Each guest will be responsible for all required documentation for and application of their visa. This varies by country but generally includes a passport photo, a completed visa form, photo copy of the information pages of his/her passport, and the visa processing fee. Each guest is responsible for his/her own passport, which must be valid for at least six (6) months after the completion of the Holiday. The passport must also have empty pages for entry and exit stamps. R Ventures Holidays is not responsible for the refusal of a visa to any guest by any consulate. In the event of visa refusal, any and all expenses/cancellation fees shall be borne by the guest.

Do note that now, India is issuing e-visas to travellers from most countries. It is a fairly simple process. Please do explore the possibility in your country.


The Holiday cost assumes double occupancy in all hotels. Single supplements will be calculated based on exact dates of travel. We reserve the right to substitute hotels of equal or superior quality.

Transfers & Vehicles

R Ventures Holidays will supply its guests with personal transportation to and from all train stations, airports and ports, as described in the Holiday description. Baggage assistance is included.

Expedited Bookings

All bookings confirmed within 60 days of the start date of the tour will require 100% payment at the time of confirmation.

Itinerary Changes

Once a group or individual travel itinerary has been confirmed, the guest/guests will be responsible for any additional expenses that may be incurred due to a voluntary itinerary change.

Cancellation Policies – Special Hotels

Reservations made at certain hotels are non-refundable within 31 days of departure or attract a one-night charge for cancellation. Please be aware that in these cases R Ventures Holidays will not be able to refund these amounts to you. This would be over and above the regular cancellation fees.

All cancellations must be received in writing.

No Smoking

For the enjoyment of all guests, smoking is not allowed in R Ventures Holidays vehicles or while the group is together on tour or at meals.



R Ventures Holidays highly recommends that you purchase travel and medical insurance for your trip. R Ventures Holidays will not be liable for any expenses incurred by you on the Holiday, due to the fact that you have no travel or medical insurance. R Ventures Holidays also reserves the right to cancel your Holiday upon your arrival if there is no travel and medical insurance taken by you for the Holiday. In such a case no refund may be possible.

What is Included

Your Holiday includes everything that is specifically stated in the Holiday description. Breakfast (usually buffet) is usually provided daily; lunch and dinner will be provided only as stated in the Holiday Itinerary. Alcoholic beverages and mineral water are not included in meals, unless specifically noted

R Ventures Holidays Responsibility

R Ventures Holidays reserves the right, but is not obligated, to not accept or retain as a Holiday guest, any member whose condition or physical needs or conduct impede the operation of the Holiday or affect the rights, welfare, or enjoyment of the Holiday’s other participants. A refund of the unused portion of the Holiday is the limit of R Ventures Holidays liability if such a person is asked to leave the Holiday.

R Ventures Holidays acts only on behalf of hotels, restaurants, train lines, boat lines, its owners, operators or contractors (all herein called contractors) providing services in connection with R Ventures Holidays’ tours. In the absence of negligence on R Ventures Holidays’ part, R Ventures Holidays is not responsible for personal injury or property damage or loss arising out of the act or negligence of any direct air carrier, hotel or other person rendering any of the services or accommodations offered herein. The guest agrees to the foregoing, and also agrees that R Ventures Holidays will not be or become liable or responsible for any loss, default, or injury of any person, company, or other legal entity engaged to supply the same. R Ventures Holidays accepts no responsibility for losses or expenses due to delays or changes in air or other services, sickness, weather, strikes, hotel overbooking, social and labour unrest, terrorist activities, war, quarantine, or any other causes, actions or omissions, or conditions over which it has no control.


Additional Terms

Venue for all claims or disputes shall be exclusively in Gurgaon, Haryana, India and Haryana courts shall have exclusive jurisdiction. Damage claims against R Ventures Holidays shall be limited to the value of the item in dispute and not for any incidental, consequential, or special damages. R Ventures Holidays assumes responsibility for representations it makes, but not for those made by others and including, but not limited to, any employee of R Ventures Holidays or independent travel agent. Payment for reservations on any R Ventures Holidays tour shall constitute consent to all the provisions in the General Terms and Conditions published herein and is binding on all Holidays participants.

All Holiday prices include the cost of planning and operations and are based on the tariffs, fuel costs and exchange rates in effect at the time of planning and are subject to change without notice at any time prior to payment in full of Holiday services.