Terms & Condition for Travellers

Published On : 1st Jan, 2022 By Adventure

Terms & Conditions for Trekking, Tours, Peak Climbing and Expeditions

These Terms and Conditions apply to all trekking, tour, hiking, peak climbing, and expedition services booked with Adventure Himalaya Circuit Treks & Tours. They form an important part of the legally binding agreement between the client and Adventure Himalaya Circuit Treks & Tours.

Please read these Terms and Conditions carefully before confirming your booking. By making a booking or payment, you acknowledge that you have read, understood, and agreed to these terms.

1. Applicability of Terms & Conditions

These Terms and Conditions apply to trips booked directly with Adventure Himalaya Circuit Treks & Tours.

If your trip is booked through a third-party travel agency, online travel platform, or other intermediary, the terms and conditions of that third party may also apply. Clients are responsible for reviewing the applicable terms before making a booking.

2. Booking and Payment Policy

To confirm a booking:

• Trekking, tours and hiking: A 25% deposit per person is required at the time of booking.

• Peak climbing and expeditions: A 30% deposit per person is required at the time of booking.

• The booking deposit is generally non-refundable, subject to the cancellation provisions stated below.

• Clients must provide the required travel information, including a valid passport copy and passport-size photograph where necessary for permits, flights, or other arrangements.

• Any bank, payment gateway, transfer, or transaction charges associated with the payment are the responsibility of the client.

• The remaining balance must be paid before the start of the trip, or as otherwise agreed in writing.

• Adventure Himalaya Circuit Treks & Tours reserves the right to cancel or suspend trip arrangements if the outstanding balance is not paid within the agreed timeframe.

3. Payment Methods and Service Charges

We may accept payment through bank transfer, online payment systems, Wise, or other approved payment methods.

Any applicable payment gateway, bank transfer, currency conversion, or service charges are payable by the client unless otherwise stated in the booking agreement.

Where an online payment incurs an additional processing fee, that fee will be communicated to the client before payment.

4. Online Payment

Adventure Himalaya Circuit Treks & Tours may provide an online payment facility for clients who wish to make payments electronically.

Clients should use only the official payment channels provided or confirmed by Adventure Himalaya Circuit Treks & Tours. Payment made through unauthorized accounts or unofficial representatives may not be considered valid until confirmed by our company.

5. Bank Transfer

For bank transfers, clients should request the official and current bank account details directly from Adventure Himalaya Circuit Treks & Tours.

Bank information may change from time to time. Therefore, clients should always verify the account name and details with our official office before transferring funds.

Important: Do not transfer money to any personal account or unofficial account claiming to represent Adventure Himalaya Circuit Treks & Tours without confirmation from our authorized representative.

6. Last-Minute Bookings

Adventure Himalaya Circuit Treks & Tours may accept last-minute bookings depending on availability and operational conditions.

For last-minute bookings, the company may require 100% payment at the time of confirmation. Additional costs may apply where permits, domestic flights, accommodation, transportation, or other services require urgent arrangements.

7. Trip Cancellation and Refund Policy

If you need to cancel a confirmed trip, cancellation must be submitted to Adventure Himalaya Circuit Treks & Tours in writing by email or other officially recognized communication.

Refunds will be calculated according to the cancellation period, the amount already paid, and any non-refundable costs committed to suppliers.

For Tours, Treks and Hiking Trips

Where the full trip payment has been made, the following refund schedule applies:

• 30 days or more before departure: Up to 70% of the total payment may be refunded.

• 15–29 days before departure: Up to 60% of the total payment may be refunded.

• 7–14 days before departure: Up to 50% of the total payment may be refunded.

• 7 days or less before departure: No refund will normally be provided.

Any non-refundable costs already paid to airlines, hotels, transportation providers, permit authorities, or other suppliers may be deducted from the refund.

For Peak Climbing and Expeditions

Where the full payment has been made:

• 6 weeks or more before departure: Up to 50% of the total payment may be refunded.

• 3–6 weeks before departure: Up to 30% of the total payment may be refunded.

• 3 weeks or less before departure: No refund will normally be provided.

Expedition and climbing bookings involve substantial advance arrangements and permit commitments; therefore, certain costs may be non-refundable regardless of the cancellation date.

8. Cancellation When Only the Deposit Has Been Paid

If only the booking deposit has been paid:

• From booking date to 31 days before departure: The applicable cancellation charge may be deducted from the deposit, with any eligible balance refunded.

• 30 days before departure until departure: The deposit may be 100% non-refundable.

The exact refund will depend on non-refundable expenses already incurred for permits, flights, accommodation, transportation, and other services.

9. Trip Postponement

Where operationally possible, clients may request to postpone their trip.

A confirmed trip may be postponed to a later date, subject to availability and applicable permit, airline, accommodation, and supplier conditions.

Adventure Himalaya Circuit Treks & Tours may allow a one-time postponement within two years of the original payment, subject to the terms agreed at the time of postponement.

Any additional costs resulting from changes in flights, permits, transportation, accommodation, seasonal rates, or other services may be payable by the client.

10. Incomplete Trips and Unused Services

No refund will normally be provided for services that a client voluntarily chooses not to use after the trip has started.

This includes, but is not limited to:

• Unused accommodation

• Unused meals

• Unused transportation

• Unused trekking days

• Unused activities

• Voluntary departure from the itinerary

• Failure to complete the trip for personal reasons

Any refund or compensation will be considered only where required under the applicable booking agreement or where Adventure Himalaya Circuit Treks & Tours is responsible for the cancellation.

11. Flight Delays and Changes to Itinerary

Travel in the Himalayan region can be affected by unpredictable weather, flight cancellations, natural disasters, landslides, road conditions, strikes, political disturbances, technical problems, government restrictions, and other circumstances beyond our control.

For safety or operational reasons, Adventure Himalaya Circuit Treks & Tours may modify, delay, reroute, or cancel parts of an itinerary.

Where additional expenses arise because of circumstances beyond the company's reasonable control, such costs may be payable by the client.

We will make reasonable efforts to provide suitable alternatives and maintain the overall quality and safety of the trip.

12. Passport and Visa Requirements

Clients are responsible for ensuring that they have:

• A valid passport meeting the entry requirements of Nepal and other countries included in their itinerary.

• The required visa or entry authorization.

• Sufficient passport validity for their international travel.

• Any required permits or supporting documents.

Nepal visa fees and other applicable immigration charges are generally the responsibility of the client unless specifically included in the trip package.

Clients should check the latest visa and entry requirements before travelling.

13. Client Responsibilities

Clients are expected to:

• Provide accurate personal and travel information.

• Follow the instructions of guides, trip leaders, and company representatives.

• Respect local communities, cultures, customs, and environmental regulations.

• Follow safety instructions throughout the trip.

• Inform the company or guide about any relevant limitations that may affect participation in the trip.

• Maintain appropriate travel documents and insurance throughout the journey.

14. Himalayan Conditions and Comfort

Adventure Himalaya Circuit Treks & Tours will make every reasonable effort to provide safe, comfortable, and reliable services.

However, trekking and travelling in the Himalayan region can involve challenging terrain, changing weather, limited infrastructure, basic accommodation, variable food and sanitation facilities, road conditions, flight delays, and other conditions that may differ significantly from those in your home country.

Clients should travel with realistic expectations, patience, flexibility, and appropriate preparation.

15. Personal Belongings

Clients are responsible for their personal belongings, money, electronic devices, documents, luggage, and valuables during the trip.

Our guides, porters, drivers, and staff will take reasonable care of client belongings when they are entrusted to them. However, Adventure Himalaya Circuit Treks & Tours cannot accept responsibility for loss, theft, or damage to personal belongings unless caused by our proven negligence.

Clients are strongly advised to use appropriate luggage protection and keep valuable items secure.

16. Guaranteed Trip Departure

Once a trip has been confirmed by Adventure Himalaya Circuit Treks & Tours, we will make reasonable efforts to operate the trip according to the confirmed itinerary.

For guaranteed departures, the trip may proceed even if the final group size is smaller than originally expected, subject to weather, safety, government regulations, transportation availability, and other operational circumstances.

17. Travel Insurance

Travel insurance is mandatory for trekking, peak climbing, and expedition trips where specified by the company.

Clients should obtain comprehensive travel insurance before departure. Depending on the nature and altitude of the trip, insurance should include appropriate coverage for:

• Medical treatment

• Emergency evacuation

• Helicopter rescue

• Air ambulance services

• Trip cancellation or interruption

• Lost or delayed baggage

• Personal accident coverage

For high-altitude trekking and climbing, clients must ensure that their insurance policy specifically covers the maximum altitude and activities included in their itinerary.

Adventure Himalaya Circuit Treks & Tours is not responsible for insurance claims, rejected claims, policy exclusions, or delays in reimbursement by an insurance provider.

If an emergency rescue is required and the insurance company does not provide immediate payment or refuses the claim, the client may be required to pay the rescue or medical costs directly.

18. Health, Fitness and Altitude

Clients are responsible for ensuring that they are physically prepared for the selected trip.

High-altitude trekking and climbing can involve inherent risks associated with altitude, weather, terrain, and remote locations. The itinerary may need to be modified if the guide or company determines that continuing would create an unacceptable safety risk.

Adventure Himalaya Circuit Treks & Tours reserves the right to recommend changes to an itinerary or arrange an early return where reasonably necessary for safety.

Any additional expenses resulting from a client's voluntary decision or circumstances outside the company's control may be payable by the client.

19. Force Majeure

Adventure Himalaya Circuit Treks & Tours shall not be held responsible for failure, delay, alteration, or cancellation of services caused by circumstances beyond our reasonable control.

Such circumstances may include, but are not limited to:

• Natural disasters

• Earthquakes

• Floods

• Landslides

• Extreme weather

• War or civil unrest

• Strikes

• Government restrictions

• Border closures

• Epidemics or pandemics

• Flight cancellations

• Road blockages

• Political disturbances

• Other unforeseen emergencies

In such situations, we will make reasonable efforts to assist clients and arrange practical alternatives where possible. Any additional costs resulting from such circumstances may be payable by the client.

20. Complaints

Adventure Himalaya Circuit Treks & Tours is committed to providing professional and respectful service.

If you experience a problem during your trip, please inform your guide, trip leader, or company representative as soon as possible so that we have an opportunity to resolve the issue promptly.

Formal complaints should be submitted to the company in writing after or during the trip, providing sufficient details for investigation.

We take genuine complaints seriously and will review them fairly and take appropriate action where necessary.

21. Acceptance of Terms

By confirming a booking, paying a deposit or making full payment, the client confirms that they have read, understood, and accepted these Terms and Conditions.

Adventure Himalaya Circuit Treks & Tours reserves the right to update these Terms and Conditions when necessary. The terms applicable to a booking will generally be those in effect and communicated at the time the booking is confirmed.

Adventure Himalaya Circuit Treks & Tours
Kathmandu, Nepal
Email: info@adventurehimalayacircuit.com
Website: https://www.adventurehimalayacircuit.com
Phone/WhatsApp: 977 9851064957, 977 9841044334
Company Registration No: 89067/068/069
Tourism License No: 1386/068