Refund & Cancellation Policy
This policy explains how cancellations, refunds, booking modifications and no-show cases are handled for hotel accommodation, corporate travel, exhibition bookings, event hospitality and related services coordinated by HEC Hospitality.
1. General Policy
HEC Hospitality coordinates services through hotels, venues, transport partners, travel vendors and other third-party suppliers. Cancellation and refund eligibility depends on the specific booking type, supplier terms, rate plan, event period and written confirmation shared at the time of booking.
2. Hotel Booking Cancellations
Hotel cancellations must be submitted in writing by email or through an official communication channel acknowledged by HEC Hospitality.
- Standard hotel bookings may be refundable, partially refundable or non-refundable depending on hotel policy.
- Event-period, exhibition-period and group bookings may carry stricter cancellation terms.
- Special rates, promotional rates, advance purchase rates and room block bookings may be non-refundable.
3. Exhibition and Event Bookings
During exhibitions, trade shows, conferences and high-demand city-wide events, hotels often require advance commitments. As a result, cancellation rules for such bookings may be stricter than regular travel bookings.
4. Corporate Travel and Other Services
Flight, rail, bus, visa, car rental, banquet, venue and travel-support services shall follow the cancellation and refund rules of the concerned supplier. HEC Hospitality may charge service fees for coordination work already completed.
5. Non-Refundable Situations
Refunds may not be available in the following cases:
- No-show at hotel, venue or service point.
- Early check-out or unused nights after check-in.
- Cancellation after the free cancellation deadline.
- Non-refundable rate plans or special event bookings.
- Incorrect guest details or failure to provide valid documents.
- Supplier-imposed restrictions or penalties.
6. Refund Processing Timeline
Approved refunds are generally processed within 7 to 21 business days after supplier approval and completion of internal verification. Actual credit timelines may vary depending on the hotel, bank, payment gateway or original payment method.
7. Service Fees and Administrative Charges
Service fees, administrative charges, convenience fees, payment gateway charges, documentation charges or coordination charges may be non-refundable once work has commenced or the booking has been processed.
8. Booking Modifications
Requests to modify bookings are subject to availability and supplier approval. This includes date changes, room category changes, guest name changes, occupancy changes, additional rooms, meal plan changes and transport changes. Fare or rate differences may apply.
9. Force Majeure and Unforeseen Events
In case of events beyond reasonable control, including natural disasters, government restrictions, travel bans, pandemics, political unrest, strikes or supplier shutdowns, refunds shall be governed by supplier terms applicable at that time.
10. Cancellation Procedure
To request a cancellation, please email your booking details, guest name, service type and reason for cancellation to info@hechospitality.com. A cancellation request is considered received only after written acknowledgement from HEC Hospitality.
11. Contact Us
For refund or cancellation support, contact HEC Hospitality at info@hechospitality.com or call +91-22-2830-0140.