Last Updated: December 2025

At Rameshwaram Hotel & Convention Centre, we understand that plans can change. This policy outlines our cancellation and refund procedures for room bookings and event reservations.

SECTION A: ROOM BOOKINGS

1. Cancellation Policy for Rooms

1.1 Standard Cancellations

• Cancellations made 48 hours or more before the scheduled check-in date will receive a full refund minus payment gateway charges (if applicable).

1.2 Late Cancellations

• Cancellations made within 48 hours of the scheduled check-in date will incur a cancellation fee equivalent to one night’s room charges.

1.3 No-Show Policy

• Guests who fail to check in without prior cancellation (no-shows) will be charged for the first night or as per the booking terms.

• No refund will be provided for no-shows.

1.4 Early Departure

• If you check out earlier than your scheduled departure date, charges for the remaining nights may apply.

• Early departure refunds are subject to management approval and availability of the room for re-booking.

2. How to Cancel Room Bookings

2.1 Cancellations must be made through the same channel used for booking:

• Direct bookings: Email bookings@rameshwaramjhansi.com or call +91 9511050480

• Online bookings: Use the cancellation link in your confirmation email

• Third-party platforms: Follow the cancellation procedure of the respective platform

2.2 You will receive a cancellation confirmation via email within 24 hours.

3. Refund Process for Rooms

3.1 Refund Timeline

• Approved refunds will be processed within 7-10 working days from the date of cancellation.

3.2 Refund Method

• Refunds will be credited to the original payment method used during booking.

• Cash payments will be refunded via bank transfer (please provide bank details).

3.3 Payment Gateway Charges

• Payment gateway/transaction charges (typically 2-3%) are non-refundable and will be deducted from the refund amount.

SECTION B: EVENT & CONVENTION BOOKINGS

4. Cancellation Policy for Events/Weddings/Conventions

4.1 General Policy

• All advance payments made for event bookings are non-refundable by default.

4.2 Conditional Refund

• If the hotel successfully secures another booking for the same dates, we will refund the advance payments received.

• This is subject to management verification and approval.

4.3 Partial Cancellation

• If you wish to reduce the scope of the event (fewer guests, smaller venue, etc.), charges will be adjusted based on the revised requirements.

• Any paid amounts exceeding the revised package will be refunded as per the conditional refund policy (Section 4.2).

4.4 Force Majeure

• In case of genuine emergencies or force majeure events (natural disasters, medical emergencies, government restrictions), the management may consider partial refunds or rescheduling on a case-by-case basis.

• Documentary proof must be provided.

5. Security Deposit

5.1 The security deposit cheque of ₹4,00,000 submitted 15 days prior to the event is fully refundable.

5.2 Refund will be processed within 15 working days after the event, subject to:

• No damage to hotel property

• Compliance with all terms and conditions

• Settlement of any additional charges incurred

5.3 In case of property damage or violations, applicable charges will be deducted from the security deposit.

6. Event Rescheduling

6.1 Requests to reschedule events must be made at least 30 days before the original event date.

6.2 Rescheduling is subject to:

• Availability of venues on the new dates

• Agreement to current pricing (if prices have increased)

• Management approval

6.3 Advance payments will be transferred to the new date without penalty if rescheduling is approved.

6.4 Multiple rescheduling requests may attract administrative charges.

SECTION C: GENERAL REFUND TERMS

7. Non-Refundable Charges

The following are non-refundable under all circumstances:

• Payment gateway charges and transaction fees

• Service charges and taxes already incurred

• Third-party vendor charges (if applicable)

• Customization or special arrangement fees

8. Refund Processing

8.1 All refund requests must be submitted in writing via:

• Email: bookings@rameshwaramjhansi.com

• Phone: +91 9511050480 (followed by email confirmation)

8.2 Refund requests should include:

• Booking confirmation number

• Guest name and contact details

• Original payment receipt

• Reason for cancellation

• Bank account details (if paid in cash)

8.3 Management will review and respond to refund requests within 3-5 working days.

9. Modifications Instead of Cancellation

We encourage guests to consider modifying their booking instead of cancellation:

• Change dates: Subject to availability (no penalty if done 7+ days in advance)

• Change room type: Upgrade or downgrade based on availability

• Transfer booking: Transfer to another person (with valid ID)

10. Exceptions & Special Circumstances

10.1 In exceptional circumstances (serious illness, family emergencies, natural disasters), we may consider special refund arrangements.

10.2 Such requests must be accompanied by:

• Valid documentary proof (medical certificates, death certificates, etc.)

• Written explanation of circumstances

• Official documentation supporting the claim

10.3 Special refund requests are reviewed on a case-by-case basis by senior management.

11. Dispute Resolution

11.1 Any disputes regarding cancellations or refunds should be raised within 15 days of the incident.

11.2 We commit to resolving disputes amicably through:

• Direct communication with our customer service team

• Review by management

• Mediation if necessary

11.3 Decisions made by hotel management after fair review are final.

12. Contact for Cancellations & Refunds

For all cancellation and refund inquiries:

Rameshwaram Hotel & Convention Centre Civil Lines, Jhansi, Uttar Pradesh, India

Bookings & Cancellations: Email: bookings@rameshwaramjhansi.com Phone: +91 9511050480 WhatsApp: +91 9511050480

Office Hours: 9:00 AM – 6:00 PM (Monday to Saturday)

Emergency Contact: Available 24/7 at +91 9511050480

Important Notes:

✓ Please read all terms carefully before making a booking.

✓ Booking confirmation implies acceptance of this cancellation and refund policy.

✓ We recommend travel insurance for added protection.

✓ Policies are subject to change; guests will be notified of significant updates.

✓ For event bookings, detailed terms are provided in the separate event contract

We appreciate your understanding and look forward to serving you at Rameshwaram Hotel & Convention Centre!