Terms and Conditions
(Last updated: May 19, 2019)
(Update: Addition of terms on Tasting and Wasting of food while trekking)
Once you (herein addressed as traveler/ client) choose to book the trip to Nepal, Bhutan, or Tibet with us, Trek Guiders Pvt. Ltd. (hereinafter referred as "The Company" with Company Registration Number 199614/075/076 registered under Companies Act 2006, you will be bound within the contract. Please go through the following Terms and Conditions and take some time to read it carefully. By accessing, browsing, and using our website you acknowledge, have read, understood, and agree to the Terms and Conditions set below. Both parties agree to these Terms and Conditions to resolve any legal or other disputes that may arise during the trip.
1. BOOKING A TRIP:
A 'trip' refers to any product itinerary or activities that traveler buy with The Company including Trekking, Climbing, Expeditions, and/or other adventure and tour programs. A booking is accepted and becomes definite only from the date when the Company sends a confirmation invoice or email to the client. It is at this point that a contract between the Company and the Client comes into existence.
Before the booking is confirmed and a contract comes into force, the Company reserves the right to increase or decrease the trip prices. Please note that the company would not be liable to any warranty, collateral agreement, prior agreement, description of services, or conditions, other than as expressed herein.
2. THE CONTRACT
This trip is planned, offered, and operated by The Company: Trek Guiders Pvt. Ltd for The Client. The Company hereby accepts to arrange all the services mentioned in the finalized trip plan in accordance with the trip schedule and price predetermined.
The client agrees to remain within the terms and conditions of The Company and maintain the code of conduct until the trip concludes with the Company.
3. DEPOSIT REQUIREMENT:
The client will have to make a non-refundable deposit of a minimum of 25% of the total trip amount at the time of booking. The trip confirmation can be made by depositing the stipulated deposit amount in The Company’s below mentioned Bank Account.
- Bank Name: Nepal Investment Bank Ltd.
- Bank Address: P.O Box: 3412, Durbarmarg, Kathmandu, Nepal
- Account Name: Trek Guiders Pvt. Ltd.
- Account Type: Current USD A/C
- Bank account no.: 00101010334853
- SWIFT code: NIBLNPKT
Any kind of bank transfer charges occurring while making advance deposit payment or full payment via bank transfer should be borne by the clients themselves.
In case the credited amount in the company’s bank account sorts by few amounts, normally caused by exchange rates or the involvement of intermediary banks or financial institutions during the transfer, the client agrees to fulfill such sort amount in cash to the company upon meeting in Kathmandu but before the trip starts.
4. FINAL PAYMENT/ACCEPTANCE OF BOOKING/CLIENT DETAILS:
Final payment on trekking, tours, climbing, expedition or any kind of trips booked with the company can be made via bank transfer before flying for Nepal or in cash upon your arrival in Nepal. Please be informed that full payment is compulsory before departure to any trips. The company will reserve the right to cease the non-refundable deposit and deny starting the services in case of failure in depositing full payment before the trip.
If the clients are directly flying to either Tibet or Bhutan without having to arrive in Nepal, in such case the client needs to pay the full amount via Bank Transfer two weeks before the trip date. Any amount sorting due to additional bank charges need to be resent to the company's bank account before the trip starts.
5. CANCELLATION BY THE TRAVELER:
Any cancellation by a Client must be made in writing and acknowledged by the Company. The date on which the request to cancel is received by the Company or its Agents will determine the cancellation charge applicable.
The cancellation charges are expressed hereafter as a percentage of the total tour price
- Cancellation of the trip immediately after booking the trip/ depositing the initial payment: Non-Refundable Amount (25%)
In case, the trip payment is made in full as advance payment.
- Cancellation of the trip 3 weeks before the departure date: 50% of the total price of services booked.
- Cancellation of the trip 1 week before the departure date: 75% of the total price of services booked.
- Cancellation of the trip within 1 week of departure date: 100% of the total price of services booked / No refund
Please note that no refunds will be made in case of no show or if you voluntarily leave a trip for any reason after the trip has begun. No refunds will be made for any accommodation, transport, sightseeing, meals or services not utilized.
6. CANCELLATION OF A TOUR BY THE COMPANY:
The company reserves the right to cancel any trip, including a guaranteed trip, prior to departure due to reasons beyond its control (i.e. due to natural disasters, flight cancellation, consequences of strikes, industrial action, wars, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences. In such a case, the company will refund the deposit or trip price (in case of full payment) only. If the company cancels a departure which is guaranteed to run, we will refund the trip price, or the clients are entitled to take an alternative trip of the same value.
Please also note that significant alterations do not include a change of airline carrier, flight time tables or itineraries provided the departure and arrival dates remain unchanged, the substitution of a vessel, modification of itineraries, and change in cabin category or hotel accommodation provided it is of the same category.
The Company is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, nonrefundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.
7. MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS:
The Company must be notified in writing at the time of booking of any medical conditions, physically challenged conditions or any other mental and or physical condition which may affect fitness to travel and or any medical condition. Failure to notify the Company may result in the client being refused travel. Failure to notify the Company of any such condition that results in cancellation will result in 100% cancellation fees to the Client.
Some trips may be unsuitable for Clients due to age, mobility, pregnancy or physical or mental conditions. It is the Client's responsibility to check prior to booking. The Company is not required to provide any special facilities unless it has agreed to do so in writing. The Company will do its best to meet Clients special requests including dietary, but such requests do not form part of the Contract and therefore the Company is not liable for not providing these requests.
Medical facilities vary from country to country and the Company makes no representations and gives no warranties in relation to the standard of such treatment.
8. TRAVEL INSURANCE:
Adequate and valid travel insurance is compulsory for all travelers. The travelers' travel insurance must cover accidents, injury, illness, and death medical expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability. The Company also recommends it covers trip cancellation, curtailment, and loss of luggage and personal effects. The client must carry proof of insurance with them and produce it if reasonably requested by the company employees or suppliers. The company reserves the right to cancel or suspend the client's participation on a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of the trip, with no right of refund, if the client is unable to provide proof of insurance when requested.
9. FLIGHT DELAYS AND CHANGES IN THE ITINERARY:
Please note that mountain adventures are always unpredictable. Bad weather in mountain regions can cause domestic flight delays. In case of delayed domestic flights, the company will help arrange the hotel accommodation including breakfast in the departing city at an extra cost above the agreed trip price. The clients will need to make payment of stipulated charges for such extra bookings on cash to the company. If clients wish to arrange their accommodation on own, the company’s representative at the airport or the company should be informed of such notices on time.
In case of delayed return flights from the trek, the client is responsible to bear all additional expenses including food and accommodation costs. If the client wishes to make an alternative arrangement such as Helicopter flight to avoid flight delays, all additional cost would be the client's responsibility.
Moreover, the company does not accept any responsibility for costs incurred as a result of the missed international flight but would assist to make alternative arrangements wherever possible. Please also note that while on the field/ trek, the company may have to make some changes in the itinerary due to unforeseen circumstances.
It’s always recommended to have some spare days for the trip to cope with such uncertain circumstances so that you won’t have to rush for the trip and your international flight too won’t get affected.
10. TRIP AMENDMENT:
In case client wishes to make amendments on the confirmed trip plan within 30 days of the trip departure, the cost of the amendment will be charged to the client depending on the company's arrangements with other parties such as hotels, Guest Houses, transportation operators or airlines. Once the Trekking permit/s is made, the trip amendment is not possible or the clients will be charged the cost of the permit/s.
However, in case of any changes to be made in the trip plan due to some unpredicted circumstances by the company after the trip is booked, the company reserves the right to make such changes with written notice to the client with reason to do so. The company can revise the price for the new adjustments, the transaction adjustment (due/ refund) of which can be made upon meeting in Kathmandu in cash.
11. VISA & PASSPORT:
You must carry a valid passport and have obtained the appropriate visas when traveling with us. Please ensure your passport is valid for 6 months beyond the duration of the trip. Nepal Visa is available on arrival in Nepal. For Tibet & Bhutan, the company can make necessary arrangements upon request.
It is your responsibility to ensure that you are in possession of the correct visas for the countries you are traveling to. The company cannot accept responsibility if you are refused entry to a country or places because you lack the correct visa documentation.
12. INJURIES AND EVACUATION:
The company would not be liable for any injury/health conditions/emotional or other conditions suffered by the client during the trip. Similarly, our package cost does not include any personal insurance. Hence, we advise the clients to take adequate insurance packages, including medical emergencies and evacuation by a Helicopter.
13. SERVICES MISSED OR UNUSED:
There will be no discounts or refunds for missed or unused services. This includes voluntary or involuntary termination/departure from the tour, i.e. sickness, death of a family member, etc., late arrival on the tour, or premature departure either voluntarily or involuntarily.
14. TASTE AND WASTE OF FOOD ON TREKKING
The travelers agree to show the proper code of conduct while having food during the trek. The food served during the trek is based on the basic assumption of portion size one will take for one meal (separately for adults and children). The trek budget for travelers' food expenses is calculated on the basis of the same assumptions. It is strongly advised that travelers would order their food on the right portion and do not waste food. However, travelers can add food until satisfied provided that the food already served is not thrown/ wasted.
The company will not be liable to pay for the food that is tasted and wasted. If the travelers have any food allergies, it must be notified to the company in written form (in the trip booking form provided) and also notify the trek guide during the trek. The company will also notify your guide to be careful about such issues. In case of any serious matter regarding the food quality and taste, the guide will deal directly with the lodge or restaurant owner and ask for another good meal.
Trek Guiders may collect your Name, e-mail address, telephone number, your Facebook/ Gmail profile picture while you sign up for your account in trek guiders website. Such information is collected for easy communication process and will never be shared with anyone.
16. UPDATING OF TERMS AND CONDITIONS:
The Company reserves the right to update and amend these terms and conditions at any time. It is the responsibility of the Client to keep updated with any changes.