A gavel resting on a desk, representing legal policy

Legal Center

Policies that govern the EventXplora platform

Last updated: June 2026

Refund and Cancellation Policy - EVENT XPLORA PRIVATE LIMITED

1. Overview

This Refund and Cancellation Policy explains how refunds, cancellations, failed transactions, and related payment issues are handled on EventXplora.com, a platform operated by EVENT XPLORA PRIVATE LIMITED. EVENT XPLORA is an EventTech platform that provides online ticketing, event registrations, attendee management, QR-code based entry systems, webinar management, expo and exhibition solutions, payment integrations, creator monetization tools, and analytics for online, offline, and hybrid events.

This Policy is intended to clearly distinguish between:

platform charges collected by EVENT XPLORA, and
event-level charges and refund decisions controlled by the relevant event organizer.

By using the platform to create, publish, register for, or purchase tickets for an event, you agree to this Policy.

2. Company Details

Particulars	Details
Company Name	EVENT XPLORA PRIVATE LIMITED
CIN	U63120PN2026PTC255196
Website	EventXplora.com
Registered / Office Address	Office No. C-120, Building C, Ground Floor, Mega Center, Solapur Road, Hadapsar, Pune, Maharashtra, India 411028
Support Email	Support@Eventxplora.com
Grievance Email	grievance@eventxplora.com
Mobile	+91 99607 33364
Payment Processors	PAYU
Jurisdiction	Pune, Maharashtra, India

3. Scope of This Policy

This Policy applies to:

ticket purchases;
paid or free event registrations;
webinar registrations;
expo and exhibition bookings processed through the platform;
convenience fees, platform fees, and payment gateway charges;
cancellation requests raised by attendees or organizers; and
payment failures, duplicate payments, and chargeback-related issues.

4. Important Refund Rule

Platform fees, convenience fees, and payment gateway charges are non-refundable.

The event organizer is solely responsible for deciding whether an attendee is entitled to any event-level refund, whether in full, in part, or not at all, unless EVENT XPLORA expressly agrees otherwise in writing.

EVENT XPLORA acts as a technology platform and does not assume liability for an organizer's cancellation, postponement, rescheduling, non-performance, venue issues, speaker changes, access restrictions, or refund refusal.

5. Role of EVENT XPLORA and Role of the Organizer

5.1 EVENT XPLORA's Role

EVENT XPLORA provides the technology infrastructure for:

event listing;
registrations and ticketing;
attendee data capture;
QR-code check-in and entry;
webinar and hybrid event workflows;
payment integrations; and
reporting and analytics.

5.2 Organizer's Role

The organizer remains responsible for:

conducting the event;
setting event terms;
pricing and ticket categories;
event cancellation or postponement decisions;
attendee communication regarding event changes;
determining refund eligibility for ticket value or registration amount; and
complying with applicable laws, tax rules, and consumer commitments.

6. Non-Refundable Charges

The following amounts are non-refundable, except where required by applicable law or expressly approved by EVENT XPLORA in writing:

platform fees;
convenience fees;
payment gateway charges;
processing charges deducted by PAYU;
taxes on such non-refundable charges, where applicable; and
any other technology or service fee specifically identified at checkout as non-refundable.

If a refund is approved for the event ticket amount by the organizer, such refund may still be net of non-refundable platform-related charges.

7. Event Cancellation, Postponement, and Rescheduling

7.1 If the Organizer Cancels the Event

If an organizer cancels an event, the organizer is solely responsible for deciding and funding any refund applicable to attendees, unless EVENT XPLORA expressly agrees otherwise.

Where instructed by the organizer, EVENT XPLORA may assist with refund processing through the payment processor, subject to:

successful settlement status;
payment processor rules;
deduction of non-refundable charges; and
availability of funds from the organizer.

7.2 If the Organizer Postpones or Reschedules the Event

If an event is postponed or rescheduled:

the organizer may choose to honor existing tickets for the revised date;
the organizer may allow refunds, transfers, credits, or no refunds, depending on the organizer's stated policy; and
EVENT XPLORA will not be independently liable for such decision.

7.3 Partial Changes to Event Content

Changes such as speaker substitutions, agenda modifications, venue hall changes, online platform changes, or timing adjustments do not automatically entitle a user to a refund unless the organizer's policy specifically allows one.

8. User-Initiated Cancellations

8.1 General Rule

Unless the relevant event page or organizer policy expressly states otherwise, a completed ticket purchase or registration is non-cancellable by the attendee.

8.2 If the Event Listing Allows Cancellation

If an event listing expressly permits attendee cancellation, then:

the cancellation request must be made within the stated timeline;
refund eligibility will be determined by the organizer's policy;
non-refundable platform, convenience, and gateway charges will still not be refunded unless stated otherwise; and
EVENT XPLORA may require proof of purchase, booking reference, registered email, or mobile verification.

9. Free Registrations

For free registrations:

no monetary refund arises because no ticket amount is paid;
the organizer may allow or disallow cancellation, transfer, or no-show re-registration;
EVENT XPLORA may suspend repeat abuse, fake registrations, or misuse of seat inventory.

10. Duplicate Payments and Failed Transactions

10.1 Failed Transaction with No Successful Booking

If a payment attempt fails and no ticket or registration is generated:

the user should first verify bank or wallet status;
auto-reversal timelines will depend on the issuing bank and payment processor;
EVENT XPLORA may assist in transaction verification; and
the user may be asked to share the transaction ID, date, amount, and registered contact details.

10.2 Duplicate Charge

If the same user is charged more than once for the same transaction due to a technical or payment processing issue:

the matter will be reviewed based on payment records;
one valid booking may be retained and the duplicate amount may be reversed or refunded, subject to processor confirmation; and
non-refundable fee treatment may depend on whether multiple valid bookings were actually created.

10.3 Pending or Settled Status Disputes

Where the payment status is pending, under review, reversed, failed, or disputed, refund timelines may be impacted by:

PAYU reconciliation;
banking network delays;
chargeback or fraud checks; and
organizer settlement status.

11. Chargebacks and Payment Disputes

If a user raises a chargeback, payment dispute, reversal request, or unauthorized transaction complaint through a bank, card network, or PAYU:

EVENT XPLORA may suspend the related ticket, registration, or organizer payout pending review;
the user and/or organizer may be required to provide supporting documents;
gateway, banking, and card network rules will apply; and
EVENT XPLORA may rely on payment processor records, system logs, booking records, QR check-in records, and communication history in resolving the matter.

12. Organizer Refund Process

Where a refund is approved by the organizer, the organizer may choose one of the following, subject to platform capability and applicable law:

Refund Method	Description
Original Payment Source	Refund processed back to the original payment instrument, subject to gateway and bank timelines
Partial Refund	Refund of ticket value in part, with deductions as per organizer policy
Credit / Voucher	Credit note, coupon, or future event transfer if clearly disclosed and legally permitted
Offline Resolution	Organizer handles refund directly outside the platform where applicable

EVENT XPLORA may facilitate the refund workflow, but the organizer remains responsible for the refund decision and underlying financial obligation unless EVENT XPLORA expressly states otherwise in writing.

13. Indicative Refund Timelines

Refund timelines may vary based on organizer approval, processor response, and banking systems.

Scenario	Indicative Timeline
Auto-reversal for failed transaction	7 business days
Organizer-approved refund initiated on platform	7 business days from approval
Credit to original payment method after initiation	7 business days
Chargeback / bank dispute resolution	Depends on bank / processor timelines

These timelines are indicative only and may be extended due to reconciliation, compliance review, holidays, technical issues, or incomplete documentation.

14. How to Request a Refund or Report an Issue

Users may raise a refund or cancellation request by contacting:

Support Email: Support@Eventxplora.com
Grievance Email: grievance@eventxplora.com
Mobile: +91 99607 33364

Please include:

event name;
booking ID / registration ID / order reference;
registered email address;
registered mobile number;
payment date and amount;
payment processor, if known;
reason for refund or complaint; and
supporting screenshots or transaction proof, where available.

15. Examples of Common Scenarios

Example 1: Event Cancelled by Organizer

A user buys a ticket for ₹1,000 plus platform and convenience charges. The organizer cancels the event and approves a refund of the base ticket amount.

The ticket amount may be refunded, subject to organizer approval and fund availability.
Platform fees, convenience fees, and payment gateway charges remain non-refundable.

Example 2: User Changes Mind After Purchase

A user purchases a ticket and later decides not to attend, but the event listing says tickets are non-cancellable.

No refund is payable unless the organizer voluntarily approves an exception.
Non-refundable charges remain non-refundable in all cases.

Example 3: Event Postponed

An event is moved to a new date.

Existing tickets may remain valid.
Any refund depends on the organizer's stated policy.
EVENT XPLORA is not independently liable for refunding the event amount.

Example 4: Failed Payment, No Ticket Generated

A user attempts payment, money is debited, but no ticket is issued.

The transaction will be checked against gateway records.
If the transaction failed, the amount may be auto-reversed or refunded as per banking and processor timelines.
The user should share the transaction ID and payment proof.

Example 5: Duplicate Payment

A user clicks twice and is charged two times for the same booking.

If only one valid booking exists, the duplicate transaction may be reversed or refunded after verification.
If two valid bookings were generated, the matter may depend on the event policy and organizer approval.

Example 6: Organizer Refuses Refund

An attendee seeks a refund because the event experience was not satisfactory, but the organizer's terms do not allow refunds.

EVENT XPLORA may forward the complaint to the organizer or help with communication.
However, the organizer remains solely responsible for the refund decision unless EVENT XPLORA expressly accepts responsibility in writing.

16. Organizer-Specific Policies

Certain events may display separate or additional cancellation terms on the event page, checkout page, ticket terms, or organizer communication. In case of a conflict:

the specific event policy will apply to the event refund decision; but
this Policy will continue to apply to platform fees, convenience fees, payment gateway charges, and EVENT XPLORA's role and liability, unless expressly stated otherwise.

17. Limitation of Liability

To the maximum extent permitted by law:

EVENT XPLORA shall not be liable for organizer cancellation decisions, event quality issues, venue access disputes, speaker or schedule changes, or organizer refund refusal;
EVENT XPLORA shall not be liable for indirect, incidental, special, punitive, or consequential losses arising from cancellation, postponement, failed attendance, missed business opportunity, or travel/accommodation costs; and
EVENT XPLORA's role is limited to operating the platform and facilitating eligible payment or workflow actions as technically available.

18. Fraud, Abuse, and Misuse

Refunds or cancellations may be refused, delayed, or investigated where there is suspected:

fraudulent use of cards or accounts;
misuse of promo codes or credits;
duplicate or fake registrations;
bad-faith refund claims;
unauthorized chargeback activity; or
violation of platform terms or applicable law.

EVENT XPLORA may suspend access, hold tickets, or cooperate with payment processors, banks, or authorities in such cases.

19. Grievance and Escalation

For unresolved concerns, users may write to:

Grievance Officer / Grievance Contact: grievance@eventxplora.com

Additional grievance details, including response timelines and officer designation, may be updated here:

Name: Bharat Choudhari

Designation: Director

Response Timeline: 7 business working days

20. Governing Law and Jurisdiction

This Policy shall be governed by the laws of India.

Courts at Pune, Maharashtra shall have exclusive jurisdiction over disputes arising out of or relating to this Policy, use of the platform, or any refund/cancellation issue, subject to applicable law.

21. Changes to This Policy

EVENT XPLORA may update this Policy from time to time to reflect changes in law, payment workflows, business operations, or platform features. The updated version may be published on EventXplora.com with a revised effective date.

Version Control	Details
Effective Date	01/05/2026

22. Contact

For support, refund-related questions, or complaints:

EVENT XPLORA PRIVATE LIMITED

Office No. C-120, Building C, Ground Floor, Mega Center, Solapur Road, Hadapsar, Pune, Maharashtra, India 411028

Email: Support@Eventxplora.com

Grievance: grievance@eventxplora.com

Mobile: +91 99607 33364

Important Note: Platform fees, convenience fees, and payment gateway charges are non-refundable. Event-level refunds, if any, are the sole responsibility of the event organizer unless EVENT XPLORA expressly agrees otherwise in writing.