Cancellation & Refund Policy
Effective Date: January 2025 · Applicable to all room stays, wooden cottages, and event bookings at Vanrai Resort
1. Overview & Advance Booking Policy
At Vanrai Resort (“Vanrai Resort & Water Park”), we understand that travel plans can change unexpectedly. Because we are an eco-luxury retreat with a limited inventory of handcrafted Wooden Cottages and Deluxe AC Rooms, reservations are held exclusively for you upon confirmation.
A minimum 50% advance deposit is required to confirm and secure your reservation dates. The remaining balance (50%) must be settled at the resort reception during check-in via UPI, Credit/Debit card, or Netbanking.
2. Cancellation Timeline & Refund Matrix
Refund eligibility is calculated based on the timestamp when our official cancellation request is received relative to your scheduled check-in time (12:00 PM on the arrival date):
| Notice Given Before Check-in | Cancellation Charges | Eligible Refund |
|---|---|---|
| More than 7 days (> 168 hours) | 10% administrative & gateway fee | 90% Refund of Advance Deposit |
| Between 3 to 7 days (72 – 168 hours) | 50% of Advance Deposit | 50% Refund OR 1-Time Free Rescheduling |
| Between 48 to 72 hours | 75% of Advance Deposit | 25% Refund (Rescheduling on availability) |
| Less than 48 hours | 100% of Advance Deposit | Non-Refundable (0%) |
3. Date Change & Rescheduling Policy
- Free Rescheduling: Guests may reschedule their reservation date once free of charge if the request is submitted at least 72 hours prior to the scheduled check-in time.
- Seasonal Tariff Difference: If you reschedule from a weekday to a weekend, long holiday weekend, or peak festival period (e.g., Diwali, New Year’s Eve), the rate differential must be cleared at check-in.
- Validity of Rescheduled Stay: Rescheduled bookings must be redeemed within 90 days from the original date of travel.
4. No-Show & Early Departure Policy
No-Show: If a guest fails to arrive at the resort on the scheduled booking date without prior written communication by 6:00 PM, the reservation will be marked as a No-Show. The room will be released back to general inventory and all payments made will be strictly forfeited.
Early Checkout: In the event that a guest decides to depart earlier than the reserved checkout date, no partial refunds or rate adjustments will be issued for unused room nights.
5. Weddings, Banquets & Group Event Cancellations
For large group bookings, corporate conferences, and destination wedding lawn reservations:
- A 30% non-refundable token deposit is required to block banquet lawns and multiple cottage clusters.
- Cancellations requested 30+ days prior to the event date will forfeit only the initial 30% booking advance.
- Cancellations within 30 days of the scheduled event date are strictly non-refundable due to vendor commitments and blocked lawn availability.
6. Weather, Natural Calamities & Force Majeure
Vanrai Resort operates amidst lush rural topography. In rare instances where severe weather events, regional road closures, natural disasters, or statutory government mandates prevent safe travel or resort operations, guests will be issued a 100% Vanrai Resort Stay Credit Voucher valid for 180 days from the original booking date. Monetary refunds may not be available under force majeure conditions beyond the resort’s reasonable control.
7. Payment Failures & Refund Processing Timeline
Approved refunds are initiated within 24 to 48 hours of verification and reflect in the customer’s bank account or original payment instrument within 5 to 7 business days.
If an amount is debited from your card/UPI account during a failed booking attempt, the payment gateway automatically reconciles and refunds the sum to your source account within 3 to 5 banking days.
8. How to Request a Cancellation or Refund
To ensure accurate verification, all cancellation and rescheduling requests must be submitted in writing with your Booking ID, Guest Name, and Registered Phone Number: