TRAVEL, F&B, ACCOMMODATION & PRODUCTION EXPENSES POLICY
1. About This Policy
This policy explains how Ronventure handles travel, accommodation, food and beverage (F&B), transportation, logistics and other necessary expenses incurred in connection with client projects.
Unless expressly stated otherwise in a quotation, proposal, work order or project agreement, these expenses are separate from Ronventure's professional, creative and production fees.
This policy is intended to provide transparency regarding what may be charged to a client, how expenses are calculated, applicable limits and how changes or additional expenses are handled.
Where this policy is expressly referenced or incorporated into a quotation, proposal, work order or project agreement accepted by the client, it shall form part of the applicable commercial terms for that project.
2. When Project Expenses Apply
Project-related expenses may apply where Ronventure or its approved project personnel are required to incur additional costs specifically for the execution of a client assignment.
This may include:
Travel outside the agreed local production area
Travel to another city or state
Overnight stays
Multiple shooting locations
Multi-city productions
Early morning or late-night production requirements
Equipment transportation
Production logistics
Location-specific requirements
Production planning, recce or coordination requiring travel
Client-requested schedule or location changes
Additional production days
Other reasonable expenses necessary for the approved project
3. What May Be Charged Separately
Unless specifically included in the agreed project fee, the following may be charged separately as project expenses.
Travel
Airfare
Train tickets
Intercity bus or other approved transportation
Airport and railway transfers
Cab and taxi charges
Vehicle rental
Fuel
Parking
Toll charges
Other necessary project-related transportation
Accommodation
Hotel or approved accommodation
Applicable taxes and mandatory charges
Additional nights required for the project
Accommodation resulting from client-requested schedule changes
Food & Beverage
Meals for travelling or production personnel
Meals during production
Reasonable non-alcoholic beverages
Other necessary F&B directly related to the project
Other Project Expenses
Location fees
Production permits
Entry and access charges
Equipment transportation
Courier and logistics
Production-related purchases
Parking and access charges
Other necessary project expenses specifically connected with the assignment
4. Expenses Are Separate From Professional Fees
Unless a quotation or project agreement expressly states otherwise, project expenses are not included in Ronventure's professional, creative, production or service fees.
For example:
Professional / Production Fee: ₹1,50,000
Travel & Accommodation: At actuals, subject to applicable limits
F&B: At actuals, subject to applicable limits
Other Approved Project Expenses: As applicable
GST / Applicable Taxes: As applicable
Accordingly, clients should not assume that travel, accommodation, F&B or other project expenses are included in the quoted professional fee unless expressly stated.
5. What “Billed at Actuals” Means
Where a quotation states that an expense is “billed at actuals”, it means the underlying expense will ordinarily be charged based on the amount actually incurred or paid by Ronventure for the relevant project.
For example:
An economy flight costing ₹8,500 means an airfare actual of ₹8,500.
A hotel room costing ₹4,500 per night means an accommodation actual of ₹4,500 per night.
A cab costing ₹1,200 means a transportation actual of ₹1,200.
“Actuals” does not mean that Ronventure may represent a higher amount as the underlying third-party expense.
Where Ronventure separately charges a production management, coordination, administration, handling or service fee, that fee will be identified separately where applicable.
6. Standard Expense Limits
Unless a different amount is expressly agreed in writing, the following standard limits apply:
ExpenseStandard Limit / Basis
Accommodation - Up to ₹5,000 per room per night, including applicable taxes and mandatory charges
F&B - Up to ₹1,500 per person per project day, covering reasonable breakfast, lunch, dinner and non-alcoholic beverages.
Air Travel- Economy Class or Premium Economy Class at a reasonable available fare suitable for the approved production schedule.
Rail Travel - Appropriate AC class based on journey duration and production requirements
Intercity Transport - Actual reasonable project-related cost
Local / Outstation Transport - Actual fuel, tolls, parking and directly attributable costs, or an agreed vehicle rate
Cab / Taxi / Public Transport - Actual reasonable project-related cost
Permits / Location Charges - Actual reasonable cost where required
Equipment Transportation / Logistics - Actual reasonable cost where required
Other Necessary Project Expenses - Actual reasonable cost, subject to applicable approvals
These are standard limits and may be modified by the applicable quotation or project agreement.
7. Accommodation
The standard accommodation limit is ₹5,000 per room per night, including applicable taxes and mandatory charges.
Ronventure will generally attempt to select suitable accommodation within this limit.
A higher amount may be necessary where:
Suitable accommodation is unavailable within the limit;
Hotel rates at the project location are unusually high;
Production requirements require accommodation at a particular location;
The client requests a specific hotel or category;
Safety or accessibility considerations require alternative accommodation; or
Other circumstances make accommodation within the standard limit commercially impractical.
Where reasonably practicable, Ronventure will seek client approval before committing to a material amount above the applicable limit.
Where the client approves the higher amount, the approved expense shall be payable in accordance with the applicable project terms.
8. Food & Beverage
The standard F&B limit is ₹1,500 per person per project day, covering reasonable breakfast, lunch, dinner and non-alcoholic beverages.
This may cover reasonable:
Breakfast
Lunch
Dinner
Non-alcoholic beverages
The allowance is intended for Ronventure personnel who are travelling or working on the relevant project.
The following are not ordinarily reimbursable:
Alcohol
Tobacco or nicotine products
Personal purchases
Luxury or unrelated food purchases
Expenses for persons not connected with the project
For longer productions, Ronventure and the client may agree to a fixed daily meal allowance instead of reimbursement against individual expenses.
9. Expenses Above the Standard Limits
If an expense exceeds a standard limit, Ronventure will ordinarily bear the excess unless:
The client has approved the additional amount;
The project agreement permits the additional expense;
The expense results from a client-requested change;
A suitable option within the limit is not reasonably available; or
The expense is reasonably necessary because of an emergency, safety requirement or circumstance beyond Ronventure's reasonable control.
Where practicable, Ronventure will seek approval before committing to a material additional expense.
10. Client-Specific Expense Policies
A client may have its own travel, accommodation or expense policy.
A client-specific policy will apply to Ronventure only where it has been communicated before the project is confirmed and has been accepted as part of the applicable project terms.
A client policy that was not disclosed before project confirmation will not automatically override expense terms already agreed with Ronventure.
Where a client-specific policy is accepted, the applicable quotation or project agreement should reflect the agreed limits wherever practicable.
11. Expense Approval
Where Ronventure reasonably anticipates that an expense may exceed an applicable limit or materially increase the project budget, Ronventure may seek prior client approval.
Approval may be provided through:
Email
Approved quotation
Work order
Purchase order
Project agreement
Other written or electronic communication that reasonably records the approval
Where an urgent or unforeseen expense must be incurred and prior approval is not reasonably practicable, Ronventure may incur the necessary expense and notify the client as soon as reasonably possible.
12. Emergency & Unforeseen Expenses
Production circumstances can sometimes require expenses that could not reasonably have been anticipated in advance.
These may include:
Emergency transportation
Last-minute accommodation
Route changes
Additional local transportation
Weather-related changes
Safety-related arrangements
Unexpected location charges
Emergency equipment transportation
Additional production logistics
Other expenses reasonably required to protect or continue the production
Ronventure may incur such expenses where reasonably necessary for the safe and effective execution of the project.
Where practical, the client will be informed before significant unforeseen expenditure is incurred.
13. Travel & Accommodation Booking
Ronventure may arrange travel and accommodation directly based on the requirements of the production.
Bookings may take into account:
Availability
Production schedule
Location
Travel time
Safety
Crew call times
Equipment requirements
Accessibility
Reasonable commercial cost
The client may alternatively arrange travel, accommodation or transportation directly where agreed.
Where an expense is directly arranged and paid by the client, Ronventure will not separately charge the same expense.
14. Travel Class & Accommodation Category
Air Travel
Air travel will ordinarily be booked in Economy Class or Premium Economy Class, depending on the project requirements, travel duration, production schedule and reasonable fare availability.
Business Class or any other higher class of travel will not be included as a standard project expense unless specifically requested or approved by the client in writing, or expressly provided for in the applicable project agreement.
Rail Travel
Rail travel will ordinarily be booked in an appropriate AC class, taking into account journey duration and production requirements.
Accommodation
Accommodation will ordinarily be selected within the applicable standard limit, subject to availability and prevailing rates.
15. Production Team Expenses
Where multiple Ronventure employees, freelancers, technicians, crew members or production personnel are required to travel, applicable project expenses may be incurred for each person whose participation is reasonably required for the project.
The travelling crew size may depend on:
Production requirements
Approved crew structure
Equipment requirements
Shoot complexity
Number of locations
Number of shooting days
Client requirements
Where reasonably practicable, Ronventure will communicate the expected travelling crew size before travel.
16. Multi-City & Business Travel
Travel between multiple cities may be treated as a project expense where it is reasonably connected with:
The approved production itinerary
Shooting requirements
Production coordination
Equipment movement
Client meetings
Post-production coordination
Other agreed project requirements
Personal travel, private detours, personal extensions and unrelated travel will not be charged to the client.
Where business and personal travel overlap, Ronventure will ordinarily bear the incremental personal portion.
17. Client-Requested Changes
If the client changes the production:
Dates
Location
Shoot duration
Number of shoot days
Crew requirements
Travel itinerary
Production schedule
Other project parameters
after travel, accommodation or other arrangements have been made, the resulting reasonable and unavoidable additional expenses may be charged separately.
These may include:
Cancellation charges
Rescheduling charges
Fare differences
Additional hotel nights
Additional transportation
Additional meals
Rebooking charges
Additional equipment logistics
Other unavoidable project-related costs
Where practicable, Ronventure will communicate material additional costs before implementing the requested change.
18. Cancellation & Non-Refundable Expenses
Travel, accommodation, transportation and other project bookings may be subject to cancellation, modification or rebooking charges.
If a client cancels, postpones or reschedules a confirmed production after Ronventure has incurred or committed to project expenses, reasonable, unavoidable and non-refundable expenses attributable to the project may be charged to the client.
Ronventure will use reasonable efforts to mitigate such costs where commercially practicable, including cancellation or refund requests where available.
19. Documentation of Actual Expenses
Where expenses are billed at actuals, Ronventure will maintain reasonable records of project-related expenses.
Depending on the expense, supporting records may include:
Invoices
Bills
Receipts
Flight tickets
Train tickets
Hotel invoices
Cab invoices
Digital payment records
Booking confirmations
Electronic invoices
Other relevant transaction records
The format and availability of supporting documentation may vary depending on the supplier and method of purchase.
Where a conventional receipt is unavailable, reasonable alternative evidence may be used where available.
20. Supporting Documents & Confidential Information
Where the applicable quotation or project agreement requires supporting documents, Ronventure may provide reasonable documentation sufficient to substantiate the relevant project expense.
Such documentation may be subject to:
Confidentiality obligations
Privacy considerations
Third-party terms
Supplier restrictions
Applicable accounting requirements
Applicable law
Ronventure is not required to disclose unrelated internal accounting records, margins, profitability, supplier agreements, confidential commercial terms, personal information or other information unrelated to the expense being claimed.
Where appropriate, confidential or unrelated information may be redacted.
21. Travel Days
Where a project requires significant travel before or after production, travel days may be treated separately from shooting days.
Any professional fees, crew charges or production charges relating to travel days will be specified separately in the quotation where applicable.
Travel expenses incurred on such days may remain separately billable where the applicable project terms provide for them.
22. Local & Outstation Transportation
Project-related transportation may include:
Airport transfers
Railway station transfers
Hotel-to-location transportation
Travel between shoot locations
Equipment movement
Crew transportation
Production logistics
Other project-related business travel
Where Ronventure uses its own or an arranged vehicle, applicable charges may include actual fuel, tolls, parking, driver charges and other directly attributable costs, or an agreed vehicle rate.
Where a hired vehicle is used, the project expense may include vehicle hire, driver charges, fuel, tolls, parking and other directly applicable costs.
23. Estimates & Final Reconciliation
Where project expenses can reasonably be estimated in advance, Ronventure may provide an estimated expense amount.
Estimates are indicative unless expressly agreed as fixed or capped.
The final amount may vary because of:
Travel fare changes
Hotel availability
Taxes and mandatory charges
Production schedule changes
Location changes
Crew changes
Client-requested changes
Cancellation or rescheduling charges
Unforeseen production requirements
Where an advance is collected specifically towards project expenses, it may be adjusted against eligible expenses in the final reconciliation.
The final invoice may separately identify:
Professional / Production Fees
Travel Expenses
Accommodation
F&B
Local Transportation
Other Approved Project Expenses
Applicable Taxes
24. GST & Applicable Taxes
All invoices and project expenses will be handled in accordance with applicable Indian tax laws, including applicable GST provisions.
The description “actuals”, “reimbursement” or “expense” does not by itself determine the GST treatment of an amount.
The applicable tax treatment may depend on the nature of the transaction, contractual arrangement, invoicing structure and applicable law.
Where expenditure is intended to qualify for any specific GST treatment, including treatment applicable to a “pure agent”, Ronventure will apply that treatment only where the relevant legal requirements are satisfied.
Applicable GST and other taxes will be charged, collected and reported as required by law.
25. No Hidden Mark-Up on Actual Expenses
Where an expense is expressly described as “billed at actuals”, Ronventure will not represent a marked-up amount as the underlying actual expense.
Any separately applicable production management, coordination, handling, administrative or service fee will be identified separately where applicable.
26. Reasonable & Project-Related Expenses Only
Ronventure intends to charge only expenses that are:
Reasonably incurred;
Directly or reasonably connected with the project;
Permitted under the applicable quotation or project agreement; and
Consistent with this policy where this policy applies.
Personal, unrelated or private expenses will not ordinarily be charged to the client.
Ronventure will use commercially reasonable efforts to control unnecessary expenditure and select reasonable travel, accommodation and transportation arrangements.
27. Disputed Expenses
If a client has a genuine question or dispute regarding a particular expense, the client should notify Ronventure with reasonable details of the disputed item.
Ronventure will review the matter and, where reasonably available, provide appropriate supporting information.
A dispute concerning one expense should not ordinarily prevent payment of undisputed amounts that are otherwise due and payable.
28. Priority of Project-Specific Terms
This Policy provides Ronventure's standard expense terms.
If a quotation, proposal, work order, purchase order, contract or project agreement contains specific expense terms that differ from this Policy, the specific project terms will prevail for that project.
Accordingly, the client should review the applicable quotation and project agreement together with this Policy.
29. Changes to This Policy
Ronventure may periodically update this Policy to reflect changes in:
Operating costs;
Travel conditions;
Production requirements;
Business practices;
Tax requirements; or
Applicable laws and regulations.
The version applicable to a project will generally be the version incorporated into the relevant quotation or project agreement.
Changes to this Policy will not automatically modify expense terms already expressly agreed for an existing project unless the parties agree otherwise.
30. Contact
For questions regarding travel, accommodation, F&B or other project-related expenses, please contact:
RONVENTURE
Registered Address: 702 Daidipya CHS, Near Lokmanya Nagar old bus stop, Thane(W), Thane, MH, IN. 400606
Email:hello@ronventure.in
Website: www.ronventure.in
Contact: +91 9136 3939 47
Important Notice
This policy is intended to provide transparency regarding Ronventure's standard project expense practices. It should be read together with the applicable quotation, proposal, work order, purchase order, contract or project agreement.
Where specific project terms differ from this policy, the specific written project terms will prevail.
Effective Date: 1st April 2020
Last Updated: 1st April 2026