Terms & Cancellation Policy
Last updated: January 2026
Terms and Conditions
1. Booking and Confirmation
By making a booking with Epic Road Trips, you agree to these terms and conditions. A booking is confirmed only upon receipt of the required deposit and written confirmation from our team.
- Deposit: 30% of the total trip cost is required to secure your booking
- Balance payment: Due 60 days before the trip departure date
- Late bookings (within 60 days): Full payment required at time of booking
2. Pricing
All prices are quoted in USD unless otherwise stated. Prices are subject to change due to currency fluctuations, fuel costs, or unforeseen circumstances until full payment is received.
3. Inclusions and Exclusions
Each trip detail page clearly lists what is included and excluded. Generally, international flights, travel insurance, and personal expenses are not included unless specifically stated.
4. Travel Insurance
Comprehensive travel insurance is mandatory for all participants. Your policy must cover medical emergencies, trip cancellation, personal liability, and emergency evacuation. Proof of insurance is required before departure.
5. Health and Fitness
Participants must be in good health and reasonably fit for the activities involved. You must disclose any medical conditions, dietary requirements, or mobility concerns at the time of booking.
6. Travel Documents
It is your responsibility to ensure you have valid passports, visas, and any required vaccinations for your destination. We recommend passports be valid for at least 6 months beyond your travel dates.
7. Self-Drive Requirements
For self-drive options:
- A valid driving license from your home country is required
- International Driving Permit may be required for certain destinations
- Minimum driving age varies by destination (typically 25+)
- Drivers must agree to our vehicle rental terms and conditions
Cancellation Policy
Cancellation by Participant
We understand plans can change. The following cancellation fees apply based on when we receive written notice of cancellation:
| Days Before Departure | Cancellation Fee |
|---|---|
| 90+ days | Deposit forfeited (30%) |
| 60-89 days | 50% of total cost |
| 30-59 days | 75% of total cost |
| Less than 30 days | 100% of total cost (no refund) |
Cancellation by Epic Road Trips
In the rare event we need to cancel a trip, you will receive a full refund or the option to transfer to an alternative departure date. We are not liable for any additional costs such as flights or travel insurance.
Trip Modifications
We reserve the right to modify itineraries due to weather, road conditions, safety concerns, or circumstances beyond our control. We will make reasonable efforts to provide comparable alternatives.
Force Majeure
We are not liable for cancellations or changes due to events beyond our control, including but not limited to natural disasters, pandemics, political unrest, strikes, or government actions.
Liability
Epic Road Trips acts as an organizer and coordinator. We are not liable for:
- Acts or omissions of third-party suppliers (hotels, airlines, etc.)
- Personal injury, illness, or death unless caused by our negligence
- Loss or damage to personal belongings
- Delays or cancellations due to circumstances beyond our control
Governing Law
These terms are governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of the courts in Chennai, Tamil Nadu.
Contact Us
For questions about these terms or to request cancellation:
- Email: contact@epicroadtrips.co.in
- WhatsApp: +91 99442 15765