CANCELLATION AND REFUND POLICY

IBFW HOSPITALITY SERVICES PRIVATE LIMITED

Effective Date: 04 February 2025

1. SCOPE AND APPLICATION

This policy document sets forth the terms and conditions governing cancellations and refunds for all services provided by IBFW Hospitality Services Private Limited (hereinafter referred to as "the Company"). The provisions contained herein shall be applicable to all corporate events, meetings, technology services, and wedding management services rendered by the Company.

2. DEFINITIONS

For the purpose of this policy, the following terms shall have the meanings hereby assigned to them: "Event" means any corporate event, meeting, or wedding managed by the Company; "Services" means all services provided by the Company including technology services, hospitality operations, and event management; "Force Majeure" includes acts of God, government actions, pandemics, or any other circumstances beyond reasonable control of the Company.

3. CORPORATE EVENTS AND MEETINGS

The following terms shall govern cancellations for corporate events and meetings. For events exceeding one hundred (100) persons in attendance, cancellation notice must be furnished thirty (30) days prior to the scheduled event date for full refund eligibility. Cancellation between fifteen (15) to twenty-nine (29) days prior to the scheduled date shall attract a charge of fifty percent (50%) of the total event cost. Cancellation within fourteen (14) days of the scheduled event shall result in full charging of the event cost. For events with attendance below one hundred (100) persons, cancellation notice must be furnished fourteen (14) days prior to the scheduled event date for full refund eligibility. Cancellation between seven (7) to thirteen (13) days prior to the scheduled date shall attract a charge of fifty percent (50%) of the total event cost. Cancellation within seven (7) days of the scheduled event shall result in full charging of the event cost.

4. TECHNOLOGY SERVICES

The cancellation of annual service contracts, including Property Management Systems (PMS), Point of Sale (POS), and other technology solutions, requires ninety (90) days prior notice. Monthly subscription services require thirty (30) days notice for cancellation. Implementation fees and custom development charges shall be non-refundable post commencement of work. Hardware installation services cancelled within seven (7) days of scheduled installation shall attract full charges for labour and equipment costs already committed. The Company reserves the right to deduct costs incurred for procurement or preparation of equipment from any refundable amount.

5. WEDDING MANAGEMENT SERVICES

All cancellation requests for wedding events must be submitted to the Company in writing. Cancellations received sixty (60) days prior to the event date shall be eligible for full refund, excluding the non-refundable booking fee. Cancellations between thirty (30) to fifty-nine (59) days prior to the event shall be eligible for fifty percent (50%) refund. No refund shall be applicable for cancellations within thirty (30) days of the event date. Vendor deposits and payments may be subject to separate cancellation policies as per individual vendor terms. The Company shall facilitate negotiations with vendors but shall not be liable for vendor-specific cancellation charges.

6. PAYMENT AND REFUND PROCESSING

All services of the Company require advance payment or deposit as specified in respective service agreements. Corporate events require fifty percent (50%) advance payment at booking. Technology services require full payment of implementation fees prior to commencement. Wedding services require staged payments as per the event planning timeline. The Company accepts payments through credit cards, bank transfers, and corporate purchase orders. All refunds shall be processed through the original payment method. Credit card refunds require seven (7) to fourteen (14) business days for processing. Bank transfers require five (5) to seven (7) business days. Corporate account adjustments shall be processed within one billing cycle. All refunds are subject to applicable bank charges and processing fees, which shall be deducted from the refund amount. The Company reserves the right to adjust refund amounts to account for expenses already incurred on behalf of the client.

7. FORCE MAJEURE AND SPECIAL CIRCUMSTANCES

In the event of cancellations due to Force Majeure circumstances, the Company shall endeavour to reschedule services or provide credits for future use. Complete refunds may be considered on a case-by-case basis at the Company's discretion. Corporate clients with annual service contracts may have specific terms as detailed in their service agreements. Events scheduled during peak season (October through December) may be subject to special cancellation terms as specified in the booking confirmation.

8. COMMUNICATION AND NOTICES

All cancellation requests and communications must be addressed to: Head - Cancellation Department IBFW Hospitality Services Private Limited
Email: info@avedahotels.com
Telephone: +91 9867522218
Operating Hours: Monday to Friday, 0900 hours to 1800 hours (IST) This policy is effective from 04 February 2025 and supersedes all previous versions. The Company reserves the right to modify or amend this policy. The current version of this policy shall be maintained on the Company's official website.
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