Overview

Join us for best experience of Secret Location Fireflies Festival 2024. Its Non-Crowded and at short distance from Mumbai it's Couple and Family friendly. Our Mischief Treks special - Secret location is a Non-Crowded Location. Here you can enjoy watching fireflies away from the crowd and enjoy the adventure. This event is only for those who wish to go to a location that is not known or revealed till the last moment. Fireflies Secret Camping Location near Mumbai. The location is in the deep interiors of the forest region near a lake. Unlike Rajmachi, Prabalmachi, Bhandardhara etc .. this location is not known to the masses.  Our team has put in a lot of time and effort to hunt for this location where you can have the serenity of nature with a calm surrounding you get to watch thousands of fireflies dancing around. We have organized several camping events in this location. It's also one of our most Favorite locations for camping. The travel time is approximately 4 hours from Mumbai. Current weather conditions are now perfectly suitable for Fireflies mating. During Secret Location Fireflies Festival batch of May 18, 2024 people witnessed lot of fireflies. 

Join us for Secret Location Fireflies Festival Camping 2024 from Mumbai. Its a Non-Crowded Exclusive Campsite and will provide safe and best available option to view fireflies in abundance. The event is Kids, Couples and Families friendly. 

Mischief Treks recommends following Fireflies Festival locations for a good number of fireflies spotting:

Secret Location Fireflies Festival 2024 (Kajwa mahotsav)

Event: Fireflies Festival 2024 - Secret Location
Duration:  Overnight Camping 
Dates: 18-May2024, 25-May-2024, 01-Jun-2024, 08-Jun-2024, 15-Jun-2024, and 22-Jun-2024
Location:  Maharashtra
Suitable for:  All age groups.
Category: Fireflies Camping

 

Overnight Camping 31 May, 07 Jun, and 14 Jun Mumbai, Maharashtra
Highlights
What makes this event special
  • Camping at a exclusive Non-Crowded secret location
  • Experience magical dance of fireflies
  • Kids, Family, and Couple friendly location.
  • No trek involved, get the opportunity to be in the arms of nature
  • Bring your kids close to the nature.
Images

Fireflies Festival Secret Location Camping 2024 Near Mumbai by Mischief Treks

Secret Location Fireflies Festival 2024 Camping by Mischief Treks. Copyright: Mischief Treks. Source: www.mischieftreks.com


Charges and Travel Options for Secret Location Fireflies Festival:

⚠️ The charges mentioned below are "Base Price" for booking at least 20 days in advance. Charges for booking less than 20 days prior to event date will be higher. Kindly click on "Book Now"  button to check the dynamic pricing applicable for a given date.

Per Person: INR 2500.00
You can reach the campsite in your own vehicle. We will be sharing GPS locations and directions/instructions on the WhatsApp group.

Kids Charges: For Kids Camping Charges without pickup are Rs. 1000.

Explanation of charges:
The above charges are per person charges. If you wish to have twin sharing tents, you can opt for this Add-on immediately after making payment by sharing your booking ID with us on WhatsApp.


⚠️ Eligibility Condition:

  • If you wish to apply for being part of our group during Fireflies Festival, you need to "Read" and "Understand" the Details, FAQ's, Inclusions, Important Note, About-us, etc... 
  • Do not book this event if the details mentioned are not agreeable to you, OR if you do not have time to read and be AWARE of what you are signing up for.
Date and Time
Date Time Status
31-May-2024 08:30 PM Sold-Out
07-Jun-2024 08:30 PM Sold-Out
14-Jun-2024 08:30 PM Available

The above date and time is for reaching the Camping location

Itinerary
Timeline of the event.

Itinerary 

DAY 1

  • 08:30 pm: We are expected to reach the camping location around 08.30 pm. On arrival, unwind, freshen up and assemble for dinner. Enjoy a  nice hot meal cooked by the locals of the village.
  • 09:30 pm: Post dinner, gather for a small introduction and instruction round before we head out to explore the Fire Flies. Once we step out of the campsite, we will see many small blinking lights of the fireflies throughout the jungle trail. Our aim will be to reach a spot with fireflies in abundance. Enjoy this magical mating season of these small glowing flies amidst the forest. We will spend some time here watching the fireflies glow in rhythm. 
  • 11:00 pm: We will head back to the campsite for some fun night camping setup and games. We will sing, dance, and play games before we go back to our tents to sleep. 

DAY 2

  • 06:00 am: Rise and shine before the sun. We will be heading out for a small morning trail before breakfast. Those who want to stay back at the campsite can stay.
  • 07:00 am: We will be back at the campsite and have a scrumptious breakfast, freshen up and pack your belongings as we prepare to leave.
  • 09:00 am: We will leave the campsite with happy memories. Expected to reach Mumbai around 1.30 pm

Don't miss reading the IMPORTANT Note section.

Coordination: Three hours prior to the event date and time, we will be creating a WhatsApp group for coordination purposes, coordinator contact, etc will be shared in the group. 

Inclusions/Exclusions
What we'll give. What we won't

What is included in the tour

  • Dinner Veg/Jain (Saturday)
  • Morning breakfast & tea (Sunday)
  • Tent Stay OR Alternate Stay arrangement
  • First Aid Guide & expertise charges.

What is NOT included in the tour

  • Personal expense 
  • Personal vehicle parking charges 
  • Rescue charges
  • Soft Drinks 
  • Bottled water
  • Things not covered in inclusions
Things to Carry
  1. Identity Proof (must)
  2. Torch with extra battery (Must)
  3. A bottle of water (atleast 2 Ltrs)
  4. Some ready to eat food. Plum cakes, Biscuits etc.
  5. Optional- Extra Mats/Sleeping Bag or blanket to add on to comfort level in tent.
  6. Medicine that you require usually (We do have a basic first aid kit)
  7. Please avoid wearing Gold and other ornaments or carry precious items.
  8. Extra pair of clothes.
Note
Important Note

Important Points to note regarding Fireflies Festival 2024
Do not book this event without reading and understanding these details. 

 

Transport: You need to travel in your vehicle till the campsite. Its approx 4 hours from Mumbai

Tents Stay: A Styrofoam mattress will be provided in the tents to keep you comfortable. Tents will be allocated on 2/3/4 sharing basis depending on the tent size available at the time of booking. In case of rains, an attempt will be made to provide shelter in the forest/mountain region. Tents cannot be pitched in rains or if it's windy or the weather for the night is expected to be bad. 

Exact Location: The physical location of this event will not be shared until 3 hours prior to event date and time. The whole idea of having this secret location event is to add element of surprise and uncertainty. If you are not comfortable with this parameter, please do not book this event. Other locations of Fireflies evens have exact location mentioned on event details page. 

Washroom:  One basic washroom is available within a walking distance of 5 min. This is a tribal area (aadvasi area) so washroom is pretty basic.

The main focus of this event is watching "Fireflies" and this is not a Camping focused event. Tents/dormitory stay is just a medium to provide shelter for the night. 

If the weather goes bad, accommodation will be provided in a homestay/dormitory/shelter instead of the tents. Do not book this event if you are not comfortable with such situations. 

This is the Monsoon season and camping is best suited in winter and summers when it's not too windy or rainy. If the weather goes bad, accommodation will be provided in homestay/ dormitory/temp shelter, etc. instead of tents, or maybe the tents will be set up at a shelter location. Please do not book this event if your focus is on luxury/comfort camping only. This is specifically a Fireflies-focused event and due to weather conditions, all other things need to be handled as per the best-suited option basis.
The event schedule, itinerary, group composition, and all operational aspects are subject to change without prior notice. In these uncertain times, we will try to do our best to get things rolling but unavoidable circumstances may impact the operations.

IMPORTANT: Please make sure you are physically fit to complete the event and "Before booking" you have read, understood, and agreed to all the Points to note, Disclaimer, Details, and things explained in FAQs.  Bus transport depends on the availability of the required seating capacity of bus.  Fireflies Festival is based on natural phenomena, just like rain/clouds, etc... as per the past few years' patterns, the events have been lined up from 21st May to mid of June. During this period on some occasions, we will be able to spot thousands of fireflies, and sometimes we may barely get to see a few.

FAQ - Frequently Asked Questions

Q: What are the best dates to attend the Secret Location Fireflies Festival in 2024?

A: Secret Location Fireflies Festival is scheduled from May 18, 2024, to June 30, 2024. For having the best experience of seeing fireflies you can plan your visit between May 27, 2024, and June 18, 2024. During this period you have best chance to find the highest number of fireflies. As heavy rainfall begins in the third week of June, camping at the Secret Location Fireflies Festival becomes tricky and tough.

Q: How to book Secret Location Fireflies Festival online?

A. Booking tickets for the Bhandardara Fireflies Festival 2024 needs to be done online through the official website of Mischief Treks on www.mischieftreks.com You need to click on Book Now button on this page and select the preferred date available for booking Bhandardara Fireflies Festival.
Next step is to select number of people you wish to book for, and then enter contact details. After this proceed for making payment. Pay attention to warnings and alerts that get displayed if you have made any mistake while entering details. The total amount comprises of option selected by you along with convenience fee to three percent levied for online processing. Once you have made the payment you will receive a n email containing further information. 
After verifying your payment our team will get in touch with you regarding KYC form which needs to be submitted within 3 hours of receiving the form link. Submitting the KYC form completes the booking process.

Q: Is the Fireflies Festival suitable for females?

A. Absolutely, We at Mischief Treks believe in equality and adventure for all. Whether you are a female or male, as long as you're physically fit and ready to embrace nature's wonders, you're more than welcome to join our events and have a memorable experience. 

Q: Are Kids allowed to participate in Secret Location Fireflies Festival? 

A. Yes Kids are allowed. Age does not matter, It purely depends on how fit the kids are and how they have been raised in terms of adaptability to nature. One of my 3-year-old nieces can do all the Fireflies events at all the locations easily, but on the other hand one of my 16-year-old cousin can't even dare to think of going to any of the events listed on our website. His parents have raised him in such a way that now he is incapable of being in nature. This may sound harsh, but its ground reality.

Q: Is Secret Location fireflies festival safe for solo participants?  

A. Yes, mostly 30% of participants come up solo and blend in. Mischief Treks has a reputation of providing a memorable experience for each and every participant.

Q: Is Secret Location Fireflies Festival safe for girls?  

A. Mischief Treks has a track record of making our trekking and camping events extremely safe for girls. Normally 60 to 70 percent of our participants are females. 

Q: Are pets allowed in Fireflies Festival?

A. We dont mind, but the forest stray dogs cause trouble for all other participants when they sense presence of any outsider animal in their territory. If this happens we will have to ask the pet to be taken away from campsite. Hence we highly recommend not bringing any pets into any forest region including Fireflies Festival. 

Q. Are any discounts or coupon codes available?

A. Mischief Treks is known to be one of the rare few organizers who do not try to manipulate people using marketing tricks like unreasonably increasing charges and then providing offers and discounts to make people feel as if they have got best deal. The concept of Group-discounts end up making  solo participants pay more and hence we do not support it. We at mischief Trek believe in honest and transparent charges for one and all. 

Q: How far do we have to walk from the campsite to see the fireflies?

A. Well, get ready for a short stroll in the enchanting forest. To spot those mesmerizing fireflies, we usually walk for about 5-15 minutes (approximately 20 meters to 400 meters). It's a pleasant walk that leads us to the magical glow.

Q: Do we have to trek uphill to spot the fireflies?

A. No worries, my friend! There's no need for rock climbing or uphill treks to witness the firefly extravaganza. The walk through the forest is mostly on level ground, allowing you to experience in the beauty without breaking a sweat.

Q: How much time will we spend watching the fireflies?

Ans. We make sure everyone gets a chance to marvel at the fireflies' illuminating display. Typically, we spend enough time for most people to enjoy the spectacle. However, if you're craving an extended firefly experience, feel free to stay back at the spot as long as you like. It's all about creating unforgettable moments.

Q: Can we reach or leave early/late from the campsite?

A. Yes you can provided you have your own wheels, you can reach as per your comfort and leave the campsite whenever you wish. You can skip dinner/stay, and if you are ready to hit the road, you can return to your home or hotel. We don't have any restrictions or obligations when it comes to staying back at the campsite. You can reach and leave as per your choice. The charges for participation will be the same for all participants. Skipping part of event will not qualify for special rates or discounts. 

Q: Is mobile phone network coverage available at the campsite?

A. Well, If you use Jio phone you will have phone network coverage, but if you use Airtel or any other phone you might get intermittent network. The mobile network coverage is pretty patchy. So, be prepared for some digital detox with Mischief Treks and embrace the nature vibes. 

Q: Is there a mobile phone charging available at the campsite?

A. Sorry, but the Fireflies campsite is located in forest region at a remote location and there is no option to charge your mobile phones. Mischief Treks recommends bringing along a portable power bank with you so that you don't run out of phone battery power.

Q: How to reach the Secret Location Fireflies Festival location from Mumbai/Pune? 

A. You need to reach meeting point at the scheduled meeting time, from here you can follow our vehicles. After this point cellphone network coverage is bad and our team might not be contactable. The GPS location is provided in the WhatsApp group for ease of travel. 

Q: How do we get in touch after reaching the meeting point? 

A. Three hours prior to departure from Mumbai, we will be creating a WhatsApp group for coordination where you will be provided all the necessary information regarding the contact person, exact point to meet, GPS coordinates etc.. The common meeting point is Kasara. Apart from on-field coordination related info, all other information is already available on this page.

Q: How is the stay arrangement at Secret Location? 

A.The Stay at Secret Location is in tent, these are normal camping tents with no luxury. A Styrofoam mattress will be provided in the tents to keep you comfortable. Tents will be allocated on 3/4/6 sharing basis depending on the tent size available at the time of booking. You can carry anything that you might need for comfort like cushions, extra blanket etc.

Q: How to request for couple tent?

Ans. Once you have completed your booking formalities, you can opt for Add-on option for getting a couple tent allocated by sharing your preference with us on WhatsApp.  Plz note, as explained in important points to note, this is not a camping focused event, and stay arrangements will be as per weather conditions. 

Q. How many people will share the tent OR can we have a separate tent for ourselves?

Ans. We have tents of 3 different size. 3/4/5 person capacity tents, you can choose from any of these as per the number of persons coming along with you (depending on availability). Tent size is as per standard international norms for tents. The 3 person tent has dimensions of 200 x 200 x 130 cm. The 4 person tent has dimensions 220 x 250 x 150cm. Secret Location Fireflies is not a luxury camping event. A Basic tent setup will be provided for shelter. For Twin sharing additional Rs.500 needs to be paid per couple

Q: What is provided in meals/food at Secret Location Fireflies Festival?  

A. The meal will consist of veg non-veg, and Jain food options. Rice, Chapati, Daal, seasonal veg/Chicken Curry, salad.  For breakfast Poha and tea will be available. This basic home cooked food is prepared by local tribal villagers. Restaurant and Hotel food is not available at Secret Location campsite.

Q. Is drinking water provided at the campsite?

Ans. Yes, normal tap water for drinking is provided free of cost to all participants.

Q. Is alcohol allowed during Fireflies Festival camping?

Ans. Although alcohol is allowed during all camping events, but as Fireflies Festival gets conducted in most unfavorable conditions and is a Family and Kids oriented event, we would recommend avoiding alcohol. If any participant objects to drinking of a said participant, we would have to ask you to refrain. 

Q. Does the Secret Location campsite have a washroom facility?

Ans. We have washroom available at 3 min walking distance. This is a basic washroom in a of the village, it's clean and usable until people reach, beyond that, it purely depends on the participants on how they use it. It won't be like the ones you find in hotels or restaurants. 

Q. How many people will be at coming for Secret Location Fireflies Festival Camping?

Ans. Depends on the number of people booking/cancelling the event. Generally, the batch size is approximately 60-80 participants for Fireflies Festival, and 30-40 people during normal camping. This campsite is not a open ground like Bhandardara and Pawna where 100-150 Organisers setup tents next to each other with each campsite having 200-25 people.

Q: What is meaning of word Camping?

Ans. According to wikipedia and general understanding, Camping is not limited to staying in a tent. It can actually mean temporarily staying anywhere outdoors or in nature. It's all about immersing yourself in the great outdoors and enjoying the experience. So, whether you're sleeping in a tent, a camper van, a village home, a hammock, or even under the stars under open sky, it's all part of the camping adventure. It's about embracing nature and creating lasting memories wherever you choose to set up camp. 

Q. Will the Fireflies event be canceled if it rains?

Ans. As you are already aware that June is a rainy-season month and the fireflies events are organized in this month with a clear understanding that it may rain. The Fireflies event will not be canceled. Refer Points to Note section above for further clarification 

Q: Which locations are available for booking Fireflies Festival 2024?

A. Out of the several locations for fireflies festival we have handpicked few best ones as mentioned below.
Best Fireflies Festival Camping Locations in Maharashtra

Q: What are the major problems faced by organizers during Fireflies Festival? 

A. The Fireflies festival happens during end of may till mid June, and this is the worst time to go for overnight stay at such locations, But as the fireflies are visible only in this season the only thing we can rely upon is having shelter at village homes or tents. Tents are completely unreliable in this region due to heavy wind possibilities. Hence if the participants haven't read and understood the event details mentioned on this page, they might end up having unrealistic expectations from the organizers or they may expect this to be like the regular camping events. For example, at fireflies events food will be pretty basic, stay arrangement will be very basic, bonfire cant be done as smoke harms fireflies. Hence during enquiry phase we insist and almost force people to read-and-understand all aspects of Fireflies events Before-Booking. Yet, some people just scroll through and ignore the Important Points, Terms, FAQ section and About-Us section. We cant guess what you already know and what you don't. So, we insist that you need to at least once reading event details to avoid any omissions. Even after all the efforts to educate the participants, some of them still choose to be not aware of the facts and their unrealistic expectation causes lot of pain to the organizers. 

Q. Can someone call me and read out the details on this page?

A. We at Mischief Treks have a strict condition, each participant who wishes to join our group needs to be aware of all the aspects of the event. Hence we have mentioned the details with utmost clarity and transparency on this page. We will not make phone calls to read out information that is readily available this page. We strongly urge you to refer to the provided resources before requesting redundant assistance. We do not verbally provide details on phone as it usually creates a lot of Misunderstanding and Miscommunication. If something mentioned on this page is confusing, you can get clarity on chat by clicking on WhatsApp icon on your screen, we shall revert with written clarification to all the queries. To discuss things that are Not mentioned on this page we can arrange a callback from one of our Trek Leaders.

Q: What if my application to join is disapproved due to my behavior?

A. Its important to understand, if you are expelled or if you try to force yourself on us, your application will be rejected based on your unacceptable behavior. No refunds are provided in such case of expulsion or disapproval of joining.

Q: I have booked/paid for the event, is my booking confirmed for Secret Location Fireflies Festival? 

A. No !, your booking can become invalid if you do not submit the Most Important Details required for emergency situations. This form needs to be submitted within 3 hours of making the payment. We do not allow anyone to the campsite until we have complete and authentic details of the person. This info is crucial in case of an emergency and is a mandatory KYC parameter. The link for the personal details form" will be sent after you complete the booking instructions mentioned on the website. Submitting incomplete/incorrect/fake details in the form or not submitting the form will make your booking invalid and no refund will be provided in such case.

Q. Why is submitting emergency contact details and KYC information mandatory?

A. Its a standard protocol and also a guideline by Govt of India. We are accountable for every "Human-Body" present at our campsite or trek. Each person is our responsibility and in case of any unfortunate event we will be asked by authorities to provide all relevant information about you. In order to comply with the authorities we have to take authentic information from you. Fake/Incomplete information or non-submission of the details will make your ticket (paid amount) invalid and no refund will be provided in such case. You will not be allowed to participate in the event.      

Q: Since when is cancellation policy applicable?

A. The policy is applicable for your booking immediately after you make the payment, irrespective of the date and time when you booked. The refunds/rescheduling requests will be processed based on the refund slabs mentioned in cancellation policy. The date and time of booking the event are irrelevant for calculating applicable slabs for refunds.

Q: Which is the Official website for online booking Secret Location Fireflies Festival 2024?

A. The official website for Online-Booking of Fireflies Festival 2024 at Bhandardara, Karjat, Rajmachi, Igatpuri, Kothaligad, Secret Location and Prabamachi is https://www.mischieftreks.com Online registration is available for Groups, couples, Family and kids. These campsites are couple friendly and kids friendly too.

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Detailed information

Secret Location Fireflies Festival - Update 

The best time to watch fireflies in Maharashtra, India is during pre-monsoon phase i.e. Starting from third week of the month of May to third week of June. 

Personal experience: 

According to the Trek-Leader Kuldip Rathore, last week of the month of May 2024 and the first two weeks of the month of June 2024 are going to be the best time for sighting maximum number of fireflies. He also suggests that this year maximum number of fireflies will be witnessed at Bhandardara Fireflies Festival, Karjat Fireflies Festival, Rajmachi Fireflies festival, AquaNest Igatpuri Fireflies Festival, and Kothaligad Fireflies Festival. Amongst these locations AquaNest and Bhandardara campsites of Mischief Treks will have maximum number of fireflies.

The Glowing Mystery: Did you think why do these creatures illuminate the night? Well, It's all about romance and warning. Fireflies use their radiant glow to attract potential mates while simultaneously sending a message to predators who often are afraid of fire and illuminating objects. 

The Threat of Decline: Loss of Habitat, increasing light pollution, and use of pesticides by humans pose significant threats to the firefly population in India. With only a handful of species remaining, the need for conservation efforts has become a matter of urgency. These fireflies are safe for humans and they do not bite. If you are concerned about rain and its impact on fireflies check the Facts vs Myth

Weather Conditions

Its too early to predict weather for May-June 2024. We will share updates once we have reliable information.


Myths and Facts about Fireflies and Rain correlation

Since 2021, we observed that lot of people are believing lot of Copy-Paste based websites spreading incorrect information about the correlation between rains and Fireflies, hence we would like to take this opportunity to express our experience and things we practically learn in past 12 years. Rain can have both positive and negative effects on fireflies in India. For details click here - > Myths and Facts about Fireflies and Rain correlation

Beware of "Chapri" groups on Instagram, luring people using cheap-tricks like discounts or offers, they generally use stolen or without-permission reposted images/videos/text content.
   
Always research about "Compatibility" and "Category" of the trek group you plan to join. After all, you will be spending entire duration at night in company of the group You choose. 

As per our experience "People often opt for groups that match their mindset -OR- sometimes get carried away by cheap manipulative marketing."

 

Commitment towards Fireflies and our Pledge: The Fireflies are very sensitive to changes in their environment, and smoke can be particularly harmful to them. We do not indulge or support unnecessary activities that cause smoke, eg. Campfire, Bonfire, Barbeque (BBQ) and any other activity related to smoke. By being responsible and respectful, we can help protect these amazing insects and ensure that they continue to thrive for generations to come. We pledge to continue protecting the interests of fireflies.

Appeal to Public:  Please take a step forward and spread the awareness about being responsible and help eradicate activities related to pollutants like Fire, Smoke, and Lights causing harm to Fireflies.  

Pickup point
Mumbai, Maharashtra, India View on Map
Cancellation, Rescheduling And Refund Policy
  • 90% will be refunded if canceled 16 to 30 days (720+ hrs) in advance.
  • 75% will be refunded if canceled 11 to 15 days (360+ hrs) in advance.
  • 50% will be refunded if canceled 06 to 10 days (240+ hrs) in advance.
  • 0% refund if canceled in less than 05 days (120 hours) of the event date and time.
  • 0% refund if the participant drops out, misses bus pickup, or does not reach the meeting point on the scheduled date and time. 

Rescheduling 

  • Rescheduling can be done free of cost if the rescheduling request is sent to us 120 hours prior to event date and time.
  • If the request is sent in less than 120hrs, 50 percent of event charges need to be paid for cancelling the current booking, and then rescheduling it to a batch available on future date.

Refunds

  • Refunds will be calculated and processed on basis of the slabs mentioned above. 
  • Refund amount will be transferred 24 hours after event date and time. 
  • Refund Credit will be received at your end depending on your mode of payment. Credit card refunds take 5-15 days to reflect on your statement. UPI refunds are generally credited to your account within 2-3 hours by your bank. 

If the event itself gets canceled, you will be given the option to switch to any other event or any other date, Or you can opt for a 100% refund. If you need to reschedule your booking to any other available date, it can be done free of cost if the rescheduling request is sent 120 hours prior to the trek. From 0hrs - 120 hours prior to the trek date and time free rescheduling is not permitted. It will be counted as cancellation done in less than 120hours of the event date and time. It's a humble request, please do not give medical reasons, crib, argue or try to blackmail us if you drop out or cancel/reschedule the trek in the last 5 days.
Logic and Reason: The basis of the cancelation policy is to protect the participant and the organizers from undue financial losses arising out of unforeseen situations. If the event gets canceled due to the medical/personal emergency of the organising team member, the participants will not have to suffer financial loss. Similarly, if there is a medical/personal emergency at the participant's end, the organizing team will not have to suffer financial loss.