Booking Policy
Effective Date: 03 October 2026
Last Updated: 03 October 2026
This Booking Policy applies to all bookings made with Alpenglow Tours & Travels, Gangtok, Sikkim, through our website, WhatsApp, telephone, email, office or any authorised booking channel.
By confirming a booking or making the required booking payment, the Lead Traveller confirms acceptance of the final itinerary, package price, inclusions, exclusions, this Booking Policy, the Cancellation & Refund Policy, Terms & Conditions and Privacy Policy.
1. Booking Confirmation
An enquiry, quotation, itinerary, availability message or payment request does not by itself constitute a confirmed booking.
A booking is confirmed only after:
- the required booking amount has been received;
- required traveller information and documents have been submitted;
- the customer has accepted the applicable itinerary and policies; and
- Alpenglow Tours & Travels has issued written confirmation.
Only services specifically stated in the final written booking confirmation will form part of the booking.
Verbal discussions or informal assurances will not override the final written confirmation.
2. Lead Traveller
The person making the booking will be treated as the Lead Traveller.
The Lead Traveller confirms that:
- he or she is authorised to make the booking;
- traveller information supplied is correct;
- all travellers have been informed of the itinerary and applicable conditions; and
- the booking policies have been accepted on behalf of all travellers included in the booking.
3. Traveller Information
Travellers must provide accurate information required for the booking, including where applicable:
- full legal name;
- date of birth;
- nationality;
- gender where required for official applications;
- contact number;
- government-issued identification;
- passport and valid visa;
- passport-size photographs;
- documentation for minors; and
- any other information required for accommodation, permits or government formalities.
Names and personal details must match the traveller’s official identification documents.
Alpenglow Tours & Travels is not responsible for permit refusal, denied entry, additional expenses or loss of services resulting from incorrect, incomplete, expired, inconsistent or late documentation supplied by a traveller.
4. Booking Amount
The amount required to secure the booking will be stated in the quotation or booking confirmation.
Unless specifically stated otherwise, the booking amount forms part of the total package price.
Payment confirms the customer’s intention to proceed with the booking subject to these policies.
5. Balance Payment
The balance payment must be received by the date stated in the booking confirmation.
Failure to pay within the stated period may result in release or cancellation of hotels, vehicles, activities or other services.
Where commitments have already been made to suppliers, applicable cancellation charges will be governed by the Cancellation & Refund Policy.
6. Package Price
The confirmed package price applies to the number of travellers and services stated in the booking confirmation.
The price may change if the customer subsequently requests:
- addition or reduction of travellers;
- additional rooms;
- room-category changes;
- hotel upgrades;
- vehicle changes;
- additional sightseeing;
- additional nights;
- activities;
- route changes; or
- other services outside the confirmed package.
Any additional charge will be communicated before the revised service is confirmed.
7. Taxes and Government Charges
Taxes and government charges included in the package will be stated in the booking confirmation.
Any new or revised tax, tourism levy, environmental fee, permit fee or statutory charge becoming legally applicable after booking may be charged at the official applicable rate.
8. Sikkim Permits and Restricted Areas
Several destinations in Sikkim fall within protected or restricted areas and require approval from competent government authorities.
Alpenglow Tours & Travels will assist with or process permits where legally authorised to do so.
Permit assistance does not mean permit guarantee.
Permit approval remains entirely under the control of the competent Government, Police, Army, Tourism, Forest or other authority.
Destinations subject to such controls may include:
- Nathula Pass;
- Tsomgo Lake;
- Baba Mandir;
- Lachen;
- Gurudongmar Lake;
- Lachung;
- Yumthang Valley;
- Zero Point;
- Zuluk;
- Gnathang Valley;
- Kupup; and
- other notified protected or restricted locations.
Inclusion of a destination in an itinerary does not constitute a guarantee that access or a permit will be granted.
9. Permit Documentation
Travellers must provide the documents prescribed for the applicable permit.
Where a particular identity document is not accepted by the competent authority for a protected-area permit, the traveller must provide another approved document.
Travellers must carry original identification during travel wherever required.
10. Foreign Nationals
Foreign nationals are subject to the Restricted Area Permit, Protected Area Permit, passport, visa, nationality and guide requirements applicable at the time of travel.
Access to certain areas may be restricted or prohibited for foreign nationals.
Alpenglow Tours & Travels will not promise or arrange access contrary to government regulations.
Where a registered or certified guide is mandatory, the traveller must travel with the authorised guide.
11. Accommodation
Accommodation will be provided according to the hotel category confirmed in the package.
Where a hotel is described as:
“[Hotel Name] / Similar”
Alpenglow Tours & Travels may provide another reasonably comparable property if the named hotel becomes unavailable for operational reasons.
Requests relating to:
- room view;
- specific floor;
- adjoining rooms;
- bed type;
- early check-in; or
- late checkout
are subject to hotel availability unless expressly confirmed in writing.
12. Hotel Identification Requirements
Hotels may require valid identification for every traveller.
If accommodation is refused because a traveller fails to produce legally required documentation, such refusal will not constitute a service failure by Alpenglow Tours & Travels.
13. Transportation
The confirmed booking will state whether transport is private or shared and the applicable vehicle category.
A particular registration number, driver or individual vehicle cannot ordinarily be guaranteed.
Where operational substitution is necessary, a reasonably comparable vehicle suitable for the route will be arranged.
14. Mountain Travel
Travel time in Sikkim may be affected by:
- mountain-road conditions;
- traffic;
- snowfall;
- rain;
- landslides;
- road maintenance;
- security checks;
- permit checkpoints; and
- government restrictions.
Travel times shown in an itinerary are therefore approximate and not guaranteed.
15. Fixed Departures
Fixed Departures operate on predetermined travel dates and may involve shared transportation, sightseeing and coordinated pickup arrangements.
Travellers must follow the communicated reporting and departure times.
Where a departure is expressly offered subject to a minimum operating group size, that condition will be disclosed before booking.
If Alpenglow Tours & Travels cancels such a departure because the disclosed operating condition is not achieved, the customer may choose:
- another available departure;
- an alternative package accepted by the customer; or
- a refund for the cancelled booking.
16. Private Tours
A private tour means that the confirmed transport arrangement is reserved for the customer’s booking party unless otherwise disclosed.
Private travel does not provide exclusive access to hotels, tourist attractions, public roads or protected areas.
17. Optional Services
Optional or add-on services are included only when specifically stated in the booking confirmation.
These may include services such as:
- Nathula Pass;
- Zero Point;
- Katao;
- Kala Patthar;
- rafting;
- paragliding;
- helicopter services;
- ziplining; or
- other optional activities.
Such services remain subject to applicable permits, weather, government regulations, safety requirements and operator availability.
18. Changes Requested by the Customer
Any change requested after booking is subject to availability.
Additional costs may apply for:
- rescheduling;
- hotel changes;
- traveller-name corrections;
- vehicle changes;
- route changes;
- additional sightseeing;
- accommodation upgrades; or
- additional services.
A change becomes valid only after written confirmation from Alpenglow Tours & Travels.
19. Government and Operational Changes
Alpenglow Tours & Travels may reasonably alter the sequence, timing or route of an itinerary where necessary because of:
- permits;
- road closures;
- weather;
- landslides;
- security restrictions;
- government instructions;
- Army or Police directions; or
- safety considerations.
Where such a change has a financial effect, the Cancellation & Refund Policy will apply.
20. Booking Acceptance
By proceeding with a booking, the Lead Traveller confirms:
“I have reviewed the itinerary, package price, inclusions, exclusions, accommodation, transport arrangements and applicable permit requirements. I confirm that the traveller information supplied is correct. I understand that protected and restricted-area access is subject to government approval, documentation, road, weather and security conditions. I accept Alpenglow Tours & Travels’ Booking Policy, Cancellation & Refund Policy, Terms & Conditions and Privacy Policy.”
Alpenglow Tours & Travels
Gangtok, Sikkim, India
Website: www.alpenglowsikkim.com
Email: travel@alpenglowsikkim.com
Phone / WhatsApp: +91 99076 83957