Terms & Conditions

1.1Ahana Enterprises provides school trip liaison and coordination services — acting as a dedicated local partner for educational institutions planning excursions to Pondicherry and Auroville. Our role is to plan, organise, coordinate and facilitate every aspect of the school group's visit, drawing on our deep local knowledge, established relationships and genuine love for this extraordinary region.

1.2Ahana Enterprises is a facilitator and coordinator, not a licensed travel agent or tour operator. Where accommodation, transport, specialist activities or other services are provided through third-party partners, those services are governed by the terms of those respective providers. Ahana Enterprises coordinates these services on the institution's behalf.

1.3Depending on the package and group size, Ahana Enterprises may collect consolidated payments and disburse to vendors, or may coordinate services where the institution pays vendors directly. The payment structure for each engagement will be clearly specified in the written proposal.

1.4Every school group we host is a responsibility we take seriously and personally. The safety, experience and enrichment of every student who visits Pondicherry through Ahana Enterprises is our deepest priority.

2.1Ahana Enterprises provides the following services as part of school trip coordination:

• Itinerary design and planning — customised to the institution's educational objectives, age group and duration
• Coordination of visits to Sri Aurobindo Ashram, Auroville, Matrimandir (subject to Auroville Trust approvals), heritage sites and cultural landmarks
• Arrangement and coordination of the Scuba Diving & Marine Discovery experience through Ahana's exclusive tie-up with a certified PADI dive team
• Coordination of the Ahana Candle-Making & Handicraft Workshop
• Food & Culture Trail coordination
• Accommodation arrangement and coordination — options vary by group size and budget
• Local transport coordination — options vary by group size and budget
• Guide and escort arrangements
• Permit and entry coordination for restricted sites

2.2The exact scope of services for each engagement is defined in the written proposal and itinerary submitted to the institution prior to confirmation. Services not included in the agreed proposal are not covered under these Terms & Conditions.

3.1All bookings are confirmed only upon receipt of a signed acceptance of the written proposal and the required advance payment.

3.2A minimum 50% advance payment of the total estimated package value is required to confirm the booking and commence planning and reservations.

3.3The balance 50% must be paid in full no later than 21 days before the trip commencement date. Ahana Enterprises reserves the right to cancel the booking if the balance is not received within this period, with the advance payment being non-refundable.

3.4For bookings made within 30 days of the trip date, 100% payment is required at the time of confirmation.

3.5Confirmation of booking will be communicated in writing via email or WhatsApp within 48 hours of receipt of advance payment.

4.1All prices are in Indian Rupees (INR) and are exclusive of GST unless specifically stated otherwise. GST at applicable rates will be charged additionally on all invoices. (GSTIN: 34AVDPK8842Q1ZX)

4.2Package pricing is based on group size, duration, services selected and prevailing vendor rates at the time of quotation. Prices are valid for 30 days from the date of the written proposal.

4.3Ahana Enterprises' coordination and liaison fee is included within the package price and is not separately itemised unless specifically requested.

4.4Any additional services requested during the trip — beyond the agreed itinerary — will be quoted and billed separately. Payment for additional services is due immediately upon conclusion of the trip.

4.5All payments to be made by bank transfer, cheque or UPI.

5.1Cancellations must be communicated in writing to Ahana Enterprises. The following cancellation policy applies:

Notice Period Before Trip Date	Refund of Amount Paid
More than 60 days	75% refund of advance paid
30 to 60 days	50% refund of advance paid
15 to 29 days	25% refund of advance paid
Less than 15 days	No refund

5.2Refunds, where applicable, will be processed within 14 working days of the cancellation being confirmed in writing.

5.3Vendor-specific payments — accommodation deposits, Auroville permits, dive bookings, transport advances — may be subject to those vendors' own cancellation policies. Ahana Enterprises will endeavour to recover such amounts but cannot guarantee refund of vendor-held deposits.

5.4In the event that Ahana Enterprises is unable to deliver the confirmed package due to circumstances within its control, a full refund of all amounts paid will be processed within 14 working days.

6.1Ahana Enterprises reserves the right to modify the itinerary in the event of circumstances beyond its control — including weather conditions, site closures, transport disruptions, force majeure events or decisions by third-party venues such as Auroville or Sri Aurobindo Ashram.

6.2In such cases, Ahana Enterprises will provide the best available alternative arrangements at no additional cost to the institution.

6.3Changes requested by the institution after confirmation of the itinerary will be accommodated wherever possible and may attract additional charges.

7.1The safety and conduct of students throughout the trip is the joint responsibility of Ahana Enterprises and the accompanying teachers and staff of the institution.

7.2The institution must ensure that an adequate number of responsible adults — teachers, staff or chaperones — accompany the group at all times. Ahana Enterprises recommends a minimum ratio of one adult per fifteen students.

7.3For the Scuba Diving & Marine Discovery experience, all safety protocols are governed by the certified PADI dive team conducting the activity. Students with medical conditions that contraindicate diving must be declared in advance. Ahana Enterprises and its dive partners reserve the right to exclude any student from the activity on safety grounds.

7.4The institution is responsible for ensuring that all students have appropriate medical clearance for activities included in the itinerary, particularly water-based activities.

7.5Ahana Enterprises will not be held liable for accidents, injuries or incidents arising from the negligence of students, failure of supervision by accompanying staff, or breach of safety instructions given by activity providers.

8.1Where accommodation is arranged by Ahana Enterprises, it will be suitable for student groups — clean, safe and appropriately supervised. Specific property names will be confirmed in the written proposal.

8.2Where transport is arranged by Ahana Enterprises, vehicles will be roadworthy and driven by licensed drivers. Ahana Enterprises coordinates transport through trusted local partners.

8.3Ahana Enterprises is not responsible for delays, breakdowns or incidents involving third-party transport or accommodation providers, provided reasonable care was taken in their selection.

9.1Ahana Enterprises' liability in connection with any school trip engagement is strictly limited to the coordination fee component of the package value paid. Ahana Enterprises will not be held liable for any loss, injury or damage arising from the acts or omissions of third-party vendors, activity providers, transport partners or accommodation providers.

9.2Ahana Enterprises strongly recommends that institutions arrange appropriate group travel insurance covering all students and staff for the duration of the trip, including medical, accident and trip cancellation coverage.

10.1Ahana Enterprises retains the right to photograph school group visits and use such photographs for portfolio and promotional purposes, with the faces of minors appropriately managed and with the institution's prior written consent.

11.1These Terms & Conditions are governed by the laws of India.

11.2Any disputes arising from these Terms & Conditions or any engagement with Ahana Enterprises shall be subject to the exclusive jurisdiction of the courts of Pondicherry, India.