Reservation Policy

This Reservation Policy governs the booking and confirmation of services, venues, accommodations, or facilities (“Services”) provided by Kamalabhawan and its affiliated entities (“Kamalabhawan,” “we,” “us,” or “our”). This policy outlines the terms related to deposits, payments, cancellations, modifications, and refunds. By making a reservation with Kamalabhawan, you (“the Guest,” “the Client,” or “you”) agree to be bound by the terms and conditions set forth in this policy. Please review this document carefully before confirming your booking. Adherence to these terms ensures a smooth and mutually beneficial arrangement.

1. Reservation Process and Confirmation

All reservations must be submitted through our official booking channels (website, authorized third-party agents, or directly with our staff). Upon submission, the reservation request is subject to availability and final confirmation by Kamalabhawan.

A reservation is considered confirmed only upon our issuance of a written confirmation notice, which will include details such as the Service booked, the dates, the total cost, and the required payment schedule. This confirmation email or document constitutes a legally binding agreement between you and Kamalabhawan, subject to the terms herein. Until a written confirmation is issued and the initial deposit (if applicable) is received, the reservation status remains provisional and can be subject to change or cancellation without prior notice.

2. Payment Terms and Schedule

The payment for Services is typically divided into an initial deposit, interim payments (for long-term or high-value bookings), and a final balance payment. The specific payment schedule will be detailed in your written confirmation.

2A. Initial Deposit

A non-refundable initial deposit, generally equivalent to $25\%$ of the total reservation cost, is required to secure your booking. This deposit must be received within five business days of receiving the provisional booking confirmation, or the reservation will be automatically released. The initial deposit secures the rate and date for your specific Service and is applied toward the total cost of the reservation.

2B. Final Payment

The remaining balance of the total cost (the “Final Payment”) is due no later than 30 days prior to the scheduled start date of the Service (the “Start Date”). If the reservation is made within 30 days of the Start Date, $100\%$ of the total cost is due immediately upon confirmation. Failure to pay the Final Payment by the specified due date will be considered a breach of contract, resulting in the cancellation of the reservation, and any previously paid deposits may be forfeited as per the cancellation policy (Section 4).

3. Pricing and Adjustments

All prices quoted are in the currency specified in the confirmation and are subject to applicable local taxes, fees, and surcharges unless explicitly stated otherwise. While Kamalabhawan strives to maintain price integrity, we reserve the right to adjust pricing in the event of unforeseen currency fluctuations, changes in government taxation, or regulatory fees occurring between the time of booking and the Start Date. Should a price adjustment be necessary, we will provide written notification, and you will have the option to accept the adjusted price or cancel the booking within seven days for a full refund of payments made, excluding the initial non-refundable deposit.

4. Cancellation and Refund Policy

All cancellations must be submitted in writing (via email or official correspondence) to Kamalabhawan. The effective date of the cancellation will be the date we receive the written notice.

4A. Cancellation Fees

Cancellation fees are calculated based on the proximity of the cancellation date to the Start Date:

• 90 Days or More Prior to Start Date: Forfeit of the initial $25\%$ non-refundable deposit only. Any payments made beyond the deposit will be refunded.

• 31 to 89 Days Prior to Start Date: $50\%$ of the total reservation cost will be forfeited.

• 30 Days or Less Prior to Start Date: $100\%$ of the total reservation cost will be forfeited, and no refund will be issued.

All refunds, where applicable, will be processed within 15 to 30 business days of the cancellation date and will be returned to the original method of payment used for the booking.

5. Modification of Reservations

Requests to modify a confirmed reservation, including changes to dates, duration, or type of Service, must be submitted in writing. All modifications are subject to the availability of the requested Services and the absolute discretion of Kamalabhawan.

If a modification results in a reduction of the total reservation value, the cancellation policy (Section 4) may apply to the difference in value. If the modification increases the value, the new value will be subject to the existing payment terms and schedule. A modification fee of INR 5,000 (or equivalent in the booking currency) may be applied to each accepted modification request made after the final payment due date. We aim to accommodate changes, but significant changes are treated as cancellations and re-bookings, subject to Section 4.

6. No-Show Policy

Failure to arrive or utilize the Services on the scheduled Start Date without prior written cancellation notice (a “No-Show”) will result in the forfeiture of $100\%$ of the total reservation cost. No refund, credit, or transfer will be provided in the event of a No-Show. The Service will be released, and the space may be immediately re-booked by Kamalabhawan without any further obligation to the original Client.

7. Force Majeure

Kamalabhawan shall not be liable for any failure or delay in the performance of its obligations under this policy if such failure or delay is caused by events beyond our reasonable control (“Force Majeure Events”). Force Majeure Events include, but are not limited to, acts of God, war, terrorism, government action, strikes, natural disasters (earthquake, flood, fire), pandemics, severe weather, and utility failures.

If a reservation is prevented or impacted by a Force Majeure Event, Kamalabhawan will offer a credit equal to the full amount paid, valid for rebooking within 18 months of the original Start Date. Cash refunds will generally not be provided under Force Majeure circumstances.

8. Guest Responsibilities

The Guest is responsible for providing accurate and complete information during the booking process. The Guest also agrees to abide by all facility rules, local laws, and regulations during the use of the Services. Any damage caused to Kamalabhawan property by the Guest or parties associated with the Guest will be the sole financial responsibility of the Guest.

9. Contact Information

For all inquiries, cancellations, or modifications related to your reservation, please contact our Reservation Office directly. All communications must clearly reference your reservation confirmation number.

Kamalabhawan Reservation Office Email: reservations@kamalabhawan.com Address: Noida Sector 5 New Delhi