Club Guidelines

Great Hyderabad Adventure Club - GHAC


Club Guidelines


Great Hyderabad Adventure Club (GHAC) is a Not For Profit Organisation (NPO) registered with the Government of India, vide Section 25 license number :101681. We are based in Hyderabad city in the state of Andhra Pradesh, India.

The following club guidelines will help you to know what is expected of you and any guests you bring along. Failure to adhere to the guidelines potentially exposes both you and other persons to additional risk, both in terms of safety and disciplinary action.


1. Safety
A key priority for the club is safety. One of the measures that the club uses to maintain high safety standards is training and assessment of skill levels of all participants. The basic premise being that various activities require minimum skill levels of participants to ensure that safety is not compromised. When you RSVP for an activity, please bear in mind the difficulty level and your own fitness and experience to do the activity.

The nature of the activities that the club involves itself in and the environments which we explore, inherently presents risks and dangers. The club prides itself on a good safety record and seriously wishes to maintain that. We want the club members to return from club activities safe and well always.

We ensure that at least one participant has an appropriate First Aid Kit.

Please Consult your doctor before taking part in any activity of the club if you
* Suffer from, or think you may suffer from, a medical condition
* Decide to start participating in outdoor activities after a period of relative inactivity
* Going to undergo or have just undergone a surgery
* If you are pregnant or breast feeding
* If you have been unwell recently

WARNING: A lot of many me-too adventure clubs have mushroomed in Hyderabad. Most of these online clubs are neither registered with the Government nor do they have a physical address which they operate from, making it very easy for them to disappear in case of a mishap. Most organizers of these clubs lack expertise, proper training and safety procedures, making the clubs and their events unsafe. Members are advised to take heed and stay safe.

GHAC is neither affiliated nor connected to any other trekking group/club in Hyderabad. Members participating in events conducted by other groups/clubs (that do not take adequate steps for safety) are doing so at their own risk and peril.
Safety Advisory - READ MORE


2. Meeting People
It is easy to make friends on trips, especially with new people, and it appears as if you have known them for a long time. Exercise caution. Agree to meet members outside of the proposed activity, only if you feel comfortable in doing so.

We do not screen every member so don't assume that someone is safe just because they're in our group. Due to safety concerns, meet people at group outings conducted by the club only. In the interest of your own safety, we request you not to share your personal details (phone number, address, birthday, etc.) with anyone. If any member troubles you, kindly report it to the organizers or write to feedback@ghac.in.

There are dozens of friendship and singles websites online, but we're not one of them. Therefore, don't send messages to the female members of our group. It's a sure way to get you booted out.


3. Disclaimer - Acknowledgment and acceptance of risk
Please read the complete disclaimer. You agree and undertake to sign a “Disclaimer and Liability Release Form” ghac_disclaimer before you join an event.


4. Conduct and behavior
Good, gentle and civil behavior is expected of members in the events. Please avoid inappropriate language/ behaviour & public display of affection, getting too personal, calling nick names and getting into arguments / fights with the participants during the event.

We are adventurers and naturalists in all aspects, so please avoid discussing topics related to SEX, POLITICS and RELIGION, including jokes of such nature whatsoever.

Please maintain socially acceptable behavior. We are a mixed group of individuals of all ages, be nice to youngsters and respect the elders. This is not a dating or friendship club, if you are looking for either, you are at the wrong place.

Members disrespectful of the club, its members, or its organizers are not welcome at our events. Treat female members with respect. We take complaints from the female members very seriously. Members indulging in inappropriate behavior towards female members will invite disciplinary action against themselves.

We are here only to participate in Adventure and Nature related activities and nothing else. We are not interested in playing stupid drama-games and not amused by your whining or cribbing. We cannot and don't have the time to fix your problems. It's not our job to deal with them. If you're looking for some attention, go somewhere else. We all get along really well and we have very little tolerance for attention seeking people.

Members not following the set guidelines and organizer's instructions will be asked to leave the event. The person will be reported to the Disciplinary Committee, and in worst cases can invite legal action and removed from the group.


4.1 Greetings/ Email/ Forums
a. The use of greetings and forums is to exchange ideas on adventure related activities, please avoid posting any messages of a personal nature. If the message does not relate to the objective of the group, it does not belong here!

b. If you insult anyone or use profanity against any member/organizer, you will be subject to disciplinary action, including removal from the group.


4.2 No Drinking & No Smoking
Drinking and Smoking is strictly prohibited for the entire duration of the event. Members flouting this rule will be asked to leave the event immediately and removed from the club.


4.3 Clothes
Please read the requirements of an event thoroughly, before RSVPing to the event. Follow instructions on the clothes to wear - sports tracks, T-shirts, cap and shoes are best for most treks. Jeans are not preferable as they restrict movement. Please dress modestly and according to local customs.


4.4 Accommodation
We love camping outdoors and sleeping under the open sky. Depending on the climate and terrain, we may use tents. Ladies and gentlemen will be accommodated separately, and cannot share tents, rooms or dormitories.


4.5 Grounds for Removal of a Member
Notwithstanding any other provision of these guidelines, the following types of behavior are cause for disciplinary action.

  • Harm, harass or intimidate another member in any way
  • Advertise merchandise, auctions, services or commercial websites, including offers to trade or charitable solicitations unrelated to the topic or spirit of the Meetup Group;
  • Refusing to follow Organizers' instructions
  • Violation (intentional or unintentional) of club guidelines.
  • Using GHAC content without attribution or Breaking any Copyright and Infringement
  • Intrusion of Privacy or Disclosing/transferring member information to third parties without approval or consent.


    4.6. Privacy
    Protecting your privacy is a serious matter and doing so is very important to us. We promise not to disclose your personal details to any third party. All private information will be used by authorized organizers only for the purpose of organizing an event.

    Any information you post on the publicly accessible area of the group is accessible by everyone and is not considered private. Therefore, you are requested not to share any personal information on the public pages. Any information that you fill in via a secure form or through email sent to or accessed by an organizer will be considered private.

    We may need your personal details such as full name, age, email id, phone number, Address, Bank Account number, Passport number, etc. to book travel tickets or to apply for permits. All such information will be collected only via secure form over SSL technology.

    Every organizer of GHAC is bound by a NDA and a confidentiality agreement to safeguard your private information.


    5. Filling out your profile
  • Do not include any personal information (phone number, e-mail address) in your profile or comments. Our pages are not private, therefore your profile information will be visible to everyone.
  • You do not need to list your last name. However, a last initial will help us tell the difference between Prasad S and Prasad T. Click the "Account" link at the right hand side on top of the page if you wish to edit your "name".
  • Pictures help other members recognize you, but are NOT REQUIRED.
  • Using aliases (anything but your real name) is not such a good idea, because it makes it REALLY difficult to find you at an event.
  • All profiles must be of an actual person.


    6. Club Expenses
    A 15% club maintenance charge is applicable on all events. This is used to cover the daily expenses of the club, including office rental, salaries, meetup.com fee & hosting charges, telephone bills, stationery, etc.

    A service charge of 3.09 % is applicable on all events, and payable to the Central Excise Dept.

    The club purchases equipment like tents & other accessories to facilitate outdoor camping and save on hotel accommodation, thereby reducing the cost of the event itself.

    The organizer estimates the amount for an event and collects it from all participants prior to the event. At the end of the event, the details of the actual expenses of the event are shared with all the participants.

    All expenses for the events are submitted to the treasurer within a week of the event and accounted for by the treasurer and audited by a external auditor. An annual balance sheet can be made available to active members on request.


    6.1 Payments
    All payments for events are to be made to the GHAC Bank account via NEFT only or credit card with our payment partners, meraevents or eventsdunia. Members can also swipe their cards at the GHAC Office. Members are requested to avoid depositing cash in the bank account or handing over cash to organizers, except for local treks, where payment is taken after the event.

    Making payment does not guarantee a slot. It is done on a first come first serve basis or entirely at the discretion of the hosting organizer.


    6.2 Donations
    Donations in the form of money, equipment, books on outdoor activities and sports are welcome. All donations are accounted for and entered into a register, besides being displayed online. A receipt for the donation is issued to the donor.


    6.3 Organizer Discount
    GHAC compensates all its organizers for their efforts in getting trained and contributing their time & efforts in hosting adventure events for the club.


    6.4 Club Equipment
    All equipment belonging to the club is expected to be used carefully. The charges for any equipment that may be damaged/ lost during an event will have to be borne by the organizer/ the participants of the event.


    7. How to Choose an Event
    All events are posted on the calendar. Please read each event description thoroughly to see if it is a good fit for you. This will ensure that you are comfortable, safe and keep your fellow hikers happy too. If you are a beginner, please start out with one of the beginner hikes to see "where you are". Please do NOT come out on an event that is too difficult for your condition. This includes anyone who has had a late night shift or stressed out physically.


    7.1 Before You RSVP
    Although we love to have fun, we are first and foremost an adventure group. While we care a great deal about the safety of EVERYONE (not just you), it is YOUR responsibility to be safe while you are with us.

    This means that if you would like to join us on a adventure trip , it is YOUR RESPONSIBILITY to read the event description and come prepared. This keeps all of us safe and happy.

    The organizer is fully-empowered to turn members away or ask them to leave an event mid-way, if the member is physically unfit or cannot keep up with rest of the group or does not follow the organizer's instructions.

    While we work hard to ensure things go smoothly at each event, please keep in mind that all the organizers are volunteers who are putting in their personal time and effort to conduct the event. Please respect that by co-operating with them and avoid troubling them.

    RSVP 'Yes' only if you are sure of attending the event. Members who RSVP 'Yes', block spots and remove themselves just before the last day for payment or those who don't show up for the trek get a low priority for future events.

    On outdoor events, everyone should understand that it is NOT ACCEPTABLE to go off-trail during the event. If you choose to do this on any of our events, you will not be allowed to join any other event.

    Members are requested to refrain from unnecessary criticism of event details and itinerary. Please remember that our events are designed for the enjoyment of the whole group, rather than catering to a specific individual's wants or needs.


    7.2 How to RSVP
    If you want to attend, RSVP 'Yes'. If you are unable to attend or do not wish to attend, simply do nothing. You do not need to RSVP 'No'.

    Our events fill up fast, so if you RSVP 'Yes' and your plans change, please change your RSVP to 'No'. If you want to be on the event, then RSVP for the wait list and as soon as a spot becomes available, the organizer will move you to the "yes" list, on a first come first serve basis.

    Please understand that it is NOT OKAY to come to an event without a 'Yes' RSVP. RSVPs to an event are limited to ensure that everyone has a good outdoor experience.

    It is the members' responsibility to make sure that their guests understand the guidelines, policies and expectations as described in this document.


    7.3 No Shows
    Members who RSVP 'Yes' for an event and never show up to the event are blocking a slot and preventing & denying another member an opportunity to participate in the event.

    Please respect the organizers' time and efforts. Do not RSVP 'Yes' unless you are really sure of participating in the event. Do not RSVP frequently or jump between various events, if you are not sure about attending. If you have a valid reason for not attending, please inform the organizer 12 hours before the commencement of a local eventand 48 hours before the commencement of a Outstation event and change your RSVP.

    A No show against your name lowers your priority during selection of members for events. The more the number of No shows, the lesser the priority of the member.
    a. While we do not encourage No shows, we tolerate 1 No Show, as we believe a member must have had a genuine reason. There will be no dues collected or any restriction for 1 No Show.
    b. We collect past meetup due amount from 2nd No Show onward in the next event itself (Organizers will screen members for no shows and collected past dues).
    c. Members with more than 3 No shows will not be allowed to participate in events for 2 months from the date of the last No show.
    d. Members can resume participating in events after the restriction period by paying the penalty.
    e. Members accumulating more than 5 No-shows will be banned from the club permanently.


    7.4 Blocking Seats
    Members who frequently RSVP 'Yes' for every meetup and then change it to 'No' just before the event commences, or members frequently jumping between events will not be allowed to participate for 1 month from the date of the last event. Please RSVP 'Yes' only if you are sure about attending. If in doubt, do not RSVP 'Yes'. Do not RSVP 'Yes' to more than 1 event happening at the same time.


    7.5. How to get on the wait list
    If you are unable to attend the event, then RSVP 'No' or Get on the wait list, otherwise you will be preventing others from RSVPing 'Yes'. Don't 'hold' a spot if you're unsure. Use the wait list like everyone else. To RSVP for wait list, please select RSVP 'No' and ask to be added to wait list in the comments.


    7.6 On the Event
    Arrive at the meeting point in time. Follow the organizer's instructions. Bring along the list of items that were posted on the event page. Follow the Do's and Don't s. Get a signed and printed disclaimer form. Carry valid Government issued Id card. Foreigners need to carry photocopies of their passports. Inform the organizer about any issues or difficulty you face during the event.


    8. How to carpool to an event
    If you are interested in sharing a ride, include your location and whether you are offering/ looking for a ride in the comments section of the event. You will need to contact others who are interested in sharing a ride and make your own arrangements.

    If you are offering a ride, the petrol cost can be equally shared among the participants. The fuel cost is calculated at 12 km per liter for all cars and 10 km per liter for SUV. The club or other members are not responsible for any loss or damage to the vehicle you bring to the event.


    9. How to be popular
    Bring snacks to share on the treks. You have no idea how many new friends you will make by sharing your snacks.


    10. Posting photos/ videos
  • You can post your own picture on the profile and not other person's
  • You can post photos of the event on that event's meetup album only, do not create a new album
  • Please avoid posting solo photos, especially that of female members. Only group photos and good photos of wildlife, scenery, flora and fauna maybe be posted
  • Please reduce the file and screen size of the photos, a photo of 100-200 KB and 1024x768 pixels is a good size, this will save storage and bandwidth while viewing the pictures.
  • Upload your videos and share the link in the meetup comment section
  • Avoid posting inappropriate or obscene pictures


    10.1 Photos and video copyrights
    The club or its associate partners reserve the right to use and display all photos and videos taken on the event conducted by the club, without prior permission from the participant with due credits to the original author.


    11. Refunds
    Once you've paid for an event, it is non-refundable (unless stated), as many of our events are paid for in advance.

    Non-Refundable Events
    There is no refund for Non-refundable events. However, you may find someone to cover your spot, provided they make arrangements for non-transferable travel tickets or get new tickets themselves.

    Refundable Events
    If you inform about the change in your RSVP, 72 hours (3 days) prior to the commencement of the event, and if the organizer / you find a replacement, you will be refunded the entire amount minus 10% or Rs.500/- whichever is higher as penalty (for the inconvenience caused). However, if no replacement is found, then you will be refunded only 50% of the amount, minus any ticket cancellation charges and penalties.

    Cancellation 48 hours (2 days) or less prior to the commencement of the event will be considered as no show unless there is a replacement, in which case the fine will be Rs. 500/- along with any ticket cancellation charges and penalties.

    All the refunds will be calculated based on the cancellation post, updated by the participant themselves on the meetup page.

    Refunds will not be entertained, if a participant has not posted the cancellation comment on the meetup page.

    If you have cancelled after a confirmed/guaranteed reservation has been made, but have not yet paid, then payment is still due from you. If you have partly paid, then the remaining payment will still be due from you.

    All refunds will be processed 2 weeks after completion of the event or submission of the event accounts by the organizer, whichever is later.

    There are no refunds whatsoever for events conducted in and around Hyderabad, within the radius of 100 kms.


    12. Cancellations and Postponements
    The club will make full refund for events that are cancelled or postponed by the club, due to non-availability of a organizer or any other internal reason.

    Though very rare, for cancellation and postponement of events due to external factors beyond our control, such as political situations, natural hazards, cancellation of public transports, etc., the participants will have to bear the expenses of the unexpected travel or accommodation.

    For events cancelled due to external factors, the refunds will be done after deduction of expenses like transport or accommodation.


    13. Solicitation of Products and Services
    Using this portal/ forum/ event for any kind of solicitation of services or products is not allowed.


    14. Copyright
    All content on ghac.in by Great Hyderabad Adventure Club is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs 2.5 India License. Use of any GHAC Content information outside of GHAC without attribution is not permitted.


    15. Grievances
    Members must respect the organizers and follow any additional guidelines set up by them during an event. Your membership with the club may be cancelled if it is likely to bring disrepute to the club.

    Members can share their grievances or concerns with the Grievance Committee/ Disciplinary Committee by email to feedback@ghac.in. The verdict of the Committee shall be final and binding.


    16. Protection and care for Historical / Public Places
    No members shall try to touch, climb, damage, write names and litter at historical & protected monuments or public properties. Anyone found to disobey this rule will not be allowed to join any future events of the club.


    16.1 Respect for religious places
    Members visiting religious places like dargah, mosques, temples, churches and tombs should respect the sanctity of the places and adhere to the local customs & guidelines. This includes removing footwear, maintaining silence and covering your head. Please check with the organizers when in doubt.


    16.2 Flora and Fauna
    Members are to avoid any kind of damage to local flora and fauna. This includes catching or holding animals/ insects/reptiles, breaking/ destroying plants & trees, plucking flowers, etc. Participants are requested to avoid posting photos or mention places where endangered fauna is found. When in doubt, check with the organizer.


    17. Modifications to the Guidelines
    GHAC reserves the right, at its sole discretion, to add, modify, or delete these guidelines at any time. Such modifications shall become effective immediately upon the posting thereof. You must review this agreement on a regular basis to keep yourself apprised of any changes.


    Last updated July 3 2014
    All content on ghac.in by Great Hyderabad Adventure Club is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs 2.5 India License.

  • Table of Contents

    Page title Most recent update Last edited by
    important safety advisory August 6, 2012 2:08 PM Diyanat A.
    Team Building - Team Outing - Outbound Training July 20, 2013 6:59 PM Diyanat A.
    Hans India news 7th Sept 2011 September 7, 2011 7:53 PM Suresh K.
    Club Guidelines July 7, 2014 1:49 AM farida
    Newsletter October 15, 2011 10:02 AM Amar D.
    DC report 21st August 2011 August 26, 2011 12:25 AM Suresh K.
    Postnoon report - issue dated 14th August 2011 August 26, 2011 12:09 AM Suresh K.
    How to become a GHAC Outdoor leader and Organiser January 20, 2014 11:28 AM Diyanat A.
    contact May 31, 2012 7:10 PM Diyanat A.
    Donor List March 10, 2010 1:43 AM GHAC
    Press July 22, 2012 9:21 PM Diyanat A.
    buying a sleeping bag in india October 29, 2014 12:16 AM Siri A.

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