Group Trips

What Does "Actual Cost" Mean?

These are costs already charged by airlines, hotels, visa or permit providers, transport providers and other suppliers. If these costs cannot be recovered, they may be charged to you.

Important Rescheduling Rules

• A free reschedule applies only to the first change of the travel date, and only where the trip policy states the first reschedule is free.
• The new travel date is subject to availability and supplier approval.
• Promotional or non-refundable bookings may not be eligible for rescheduling.
• The rescheduled trip must be completed within 12 months of the original travel date.
• Any difference in package price, and extra costs for flights, hotels, visas, permits or upgrades, will be payable by you.
• A reschedule request must be made before the trip starts, and is valid only after Capture A Trip confirms it in writing.
• No changes are allowed once the trip has started.

Customised Trips

Visa Rejection (All International Trips)

This applies to all international trips, whether group or customised. If your visa is rejected, the refundable amount will be refunded after deducting the booking amount and any non-refundable components (such as visa fees and payments already made to suppliers).

If One Traveller Cancels (Partial Cancellation)

If one or more travellers on a booking cancel while the others continue, the cancellation terms of the applicable trip type apply individually to each cancelling traveller, based on the date of their cancellation request. The cancelling traveller will be refunded their share of the amount paid, after deducting the booking amount, any applicable cancellation charges as per the date bands above, and any non-refundable components (such as their flight, visa or other supplier costs). The booking for the remaining travellers continues unaffected.

Instead of a refund, the cancelling traveller may choose to have the refundable amount adjusted against the remaining balance of the same booking.

Flights, Hotels and Other Services

If your flight, hotel, visa, activity or any other service has already been booked, the supplier's cancellation policy also applies to that service:

• Non-refundable service: that amount cannot be refunded.
• Partially refundable service: you receive only the amount the supplier allows us to recover.
• Supplier cancellation fee: the supplier's fee is deducted from the refundable amount.
• No refund received from the supplier: that amount cannot be refunded.

Serious Illness, Accident or Major Unexpected Event

If you cannot travel because of a serious illness, accident or major unexpected event, inform us as soon as possible and provide valid proof, such as a medical certificate or police report. Capture A Trip may, at its discretion, issue a credit note for future travel. This is not guaranteed and is subject to internal approval.

Events Nobody Can Control

Bad weather, natural disasters, pandemics, government action, strikes, political unrest, transport disruptions and similar events beyond our control can affect a trip. In such cases, we will do our best to help and may offer an alternative option, such as a revised itinerary, another date or a credit note. Any refund or credit will depend on the situation and on what we are able to recover from suppliers.

If the Group Is Too Small

A Group Trip requires a minimum of 12 full-paying travellers to operate. If this minimum is not met, we may offer you another date, another trip, or a private/customised trip. If you do not accept any alternative, we will provide a credit note or a refund for the land portion, after deducting non-recoverable costs such as flights, visas and special permits.

If We Need to Change the Trip

Sometimes weather, safety concerns, natural disasters, government rules, political unrest or supplier issues may force us to change parts of your trip, such as the itinerary, hotels or activities. In such cases, we will try to offer a similar alternative of comparable standard. If an event beyond our control forces a change after your trip has started, no refund or credit will be provided for that change.

Your Travel Documents

You are responsible for having a valid passport, visa, ID, permits and all other required documents. If you do not have the required documents, your trip may be affected and the applicable cancellation rules will apply.

You are also responsible for the accuracy and completeness of all documents submitted for your visa. If your visa is rejected due to a discrepancy in your documents — whether identified by VFS, BLS, or the Embassy — Capture A Trip will not be responsible. The visa fee and any non-recoverable supplier costs will be non-refundable; any recoverable amount will be refunded as per the applicable cancellation terms.

Credit Notes

Any credit note issued by Capture A Trip is valid for 1 year from the date of issue and is non-transferable — it can be used only by the traveller to whom it is issued.

Refund Processing

All approved refunds will be processed within 5–7 business days.

Governing Law and Jurisdiction

These Terms & Conditions shall be governed by and construed in accordance with the laws of India. Any dispute arising from or relating to these Terms & Conditions shall be subject to the exclusive jurisdiction of the courts of Haryana.

Simple Reminder

If you want to cancel or change your trip, tell us as early as possible — your refund depends on how far before departure we receive your request. A free reschedule means the first change of the travel date only, where the applicable trip policy says it is free. It does not mean that flights, hotels, visas, traveller names or other services can be changed for free.

📩 For Assistance

For any clarifications or assistance regarding cancellations or refunds, please email us at info@captureatrip.com.

Thank you for choosing Capture A Trip for your travel experiences. We're here to assist you every step of the way.