Booking Terms and Conditions

TERMS AND CONDITIONS

The following booking conditions form the basis of your contract with Himalayan Advisor Pvt. Ltd. ("we", "us", "our", "HA", and "HA company"). Our company registration no. is 81922/067/068, and the registration office is in Chaksibari Thamel, Kathmandu. In this Terms and Conditions, references made as "you", "they", "them", "their", "he", "she", and "your" include the first-named person on the booking and all the parties that are relevant on whose behalf a booking is made or any other person to whom a booking is added or transferred.

Please read the following terms and conditions carefully as they give you an idea about our respective rights and obligations. If you ask us to confirm the booking, we will assume that you have read these booking terms and conditions and agree to them. The booking terms and conditions are divided into 18 sections and numbered accordingly.

Booking your trip and payment details

1. Make a booking:

You can follow the instructions given on our website or contact us directly using social media platform or a call. The application form needs to be filled out by the responsible person. You will need a photocopy of your passport and your details to confirm your booking. If you are under 18, then you need your parents or guardians to sign the application form during booking. Your booking, if approved by us, will be treated as a contract between us. For your booking to be approved, we must contact you directly through any means (e-mail, social media, or a call) and send you the receipts of your payment or minimum deposit, which will be discussed in section 2 below. When you book through our website without the confirmation of availability, then the electronic acknowledgment of the booking is not the confirmation. Please check all the documents and invoices for any errors, and also contact us immediately.

We also accept last-minute bookings only for Nepal. You can book the trip 1-3 days before the expedition begins.

2. A minimum deposit:

The minimum deposit of 20% of the cost of the trip per person must be paid at the time of booking, and the rest to be settled 1-3 days before your journey starts. If the balance that you must pay (including any extra charges where needed) is not received, we have the right to cancel your booking. If the booking is not canceled right away as you have promised to pay up soon, then the cancellation charges applied will be discussed in section 7.

In the case of Bhutan, Tibet, and India tours, you must pay the balance amount 20 days before the departure date and 50% of the cost of the trip per person at the time of booking.

3. The price:

The price stated for the trip covers the costs stated in the inclusion of each trip which will include your accommodations, meals, transportation during the trip except for travel insurance, vaccination fees, international flights, visa and passport costs, personal expenses, and equipment during the trip and the exclusions mentioned in each trip. We also have the right to make changes and correct the errors in the price decided for the trip packages and will inform you at the time of booking.

Once the bookings are confirmed, we hold the right to change the price of the trip (either increase or decrease), if only the taxes or fees or exchange rates or transportation costs at the time of your travel change. Also, if the surcharge is greater than we are entitled to provide you with the option to purchase another trip from us.

4. Travel insurance:

Trekking, climbing, and mountaineering in remote or outskirts of the Himalayan countries carry a natural risk as the weather conditions can cause severe injury and might load death, but this is beyond our control. We always do our best to diminish any kinds of risk and peril as per our convenience and capability, but still, there are possibilities of having accidents and you must be willing to accept.

• It is a compulsion for each traveler to have a proper travel insurance policy before they depart from Kathmandu.
• You should know that the policy can take care of the cancellation of your trip or for the loss of your private items and the cost of emergency evacuation by air to the nearest infirmary if essential for medical treatment.
• You must know that HA requires all details regarding your travel insurance before departure. Details should include your full name, policy number, date of travel destination to the Travel Insurance Company’s 24 hours emergency phone number, etc.
• You must understand that HA has the right to refuse to organize the medical evacuation if the customer has not submitted their insurance details before their trek departure. Instantly the next of kin will need to organize the medical evacuation.
• You should be aware of all the luggage or personal things at all times and in all circumstances. The company is not responsible for the loss or the late arrival of the luggage. Luggage insurance is recommended.
• The clients should acknowledge their trekking gears, personal belongings, medical and other essential items necessary for tours, treks, and expeditions in their bag and the necessities such as boots, and a medical kit as a requirement. This is a related subject as per aircraft rules and regulations.
• The clients should realize they are fully responsible for all costs associated linked with tours, treks, and expeditions from the due date to their late arrival at the times of trek as well as their luggage.

5. Health:

You must disclose your health status before your trip so that we may examine your suitability for the trip you have booked. If there is any discomfort that you have regarding your medical condition and the type of trip you want to book, contact us so that we may find the right trip for you. If the medical questionnaire that you have answered or provided to us is falsified, incorrect, or incomplete, then we have the right to cancel your booking or terminate your participation.  In this situation, cancellation charges as set out in section 7 will apply, and we will not be responsible for any costs or expenses incurred as a result.

6. Special requests:

If you have any special requests, please tell us before your booking is confirmed or before your trip begins. It is advisable if you get a written confirmation that your request will be fulfilled and get your invoice for the guarantee of your request (if payable). 

7. Cancellation of bookings:

• You must be aware of the advance deposit, and it is nonrefundable and nontransferable. If the firm cannot organize the trip due to the policies of the government or unforeseen conditions full advance deposit will be refundable.
• You should also know that after the trip departure, the complete paid amount will not be refundable in any cases. For this reason, our firm strongly recommends that your travel insurance policy includes cancellation charges in the event of rejection due to illness or other relative problems.
• You must notify us via email or social media if you want to cancel your trip in written format. The following cancellation charges are applicable.                                                                                                                                                     

If you are booking trip to Bhutan, Tibet or India the cancellation charges differ which is stated below.

8. Reason of cancellation:

If the reason for your trip cancellation is within reason, we can shift your trip when you want it to continue at the future dates so that the cancellation charges are kept safely as your advance for a future trip with us. But it must be within the time limit of ___. You can also claim the charges according to the terms of your insurance policy.

9. Transfer of trip:

You can also transfer your trip to someone else if you cannot go by yourself. All the applicable charges must be paid before the transfer is made. We must be notified about the transfer of the trip before your trip begins (not less than a week before). Any overdue balance payment must be paid too.

10. Changes to your confirmed trip:

Changes to your confirmed trip can be made if informed in advance. But it might be associated with additional costs due to the changes made. We won't charge you extra fees for doing it except for the added payment needed for the program. If you change the holiday dates within reason as stated in section 8, no charges will be incurred. But if the changes to the trip date are made against section 8, it will be seen as cancellation of the original booking, and cancellation charges will be applied. Also, the recalculation of the holiday price will be according to the change of expense in the actual holiday.

11. The itinerary is only a guide to your trip.

The itinerary may change due to natural, social or political events which will be out of our control. But your itinerary will be the same as far as possible. Any additional charges that may incur, such as transportation, meals, and accommodations, will be paid by the mutual agreement of you and HA.

12. Changes and cancellation by us:

 We may have to make changes to your trip as mentioned above. Also, we may have to cancel confirmed bookings and correct errors in our advertised content, and we reserve the right to do so. Our trip always has a minimum number of required persons, so we may have to shift or cancel the trip if the requirement is not met. You will be informed __ a week before the changes.

For the minor changes that we make, we assure you that they will not affect your experience, and you will be notified before your trip. But if the change is significant, we are entitled to convey the details to you as soon as possible. You will have options to

• accept the change and carry on with the trip or
• Choose an alternative experience package of a similar or higher standard offered by us for which the extra charges will be incurred by our mutual agreement. If the trip you choose is more inexpensive then we will refund you the extra amount. If you do not wish to accept the trip offered by us and choose on your own, you will have to pay the extra charges incurred for the experience or get a refund if the trip package is cheaper.

If we have to cancel your trip due to unforeseen circumstances, then we will be liable to compensate you in any way possible in which you will be given choices as mentioned above. But we will not be liable if the cancellation of the trip is due to your failure to comply with us and follow our requirements.

The flight delay or cancellations that have been booked by us can occur from time to time due to bad weather conditions in many remote regions. We will plan your trip accordingly, but if such an unfortunate event did occur, then the cost of food and accommodations will be on you. 

13. Our Liability to you

We promise to arrange your trip with utmost care and diligence and will adhere to the arrangements agreed upon. We will accept responsibility if you are not provided with the mentioned inclusions for the trip or due to lacking our personnel. We will only be responsible for what our personnel has done or not done during the course of their employment or your trip. We will not be accountable for your loss if it is due to yourself, other third parties, or natural, social, or political causes.

14. Passport: 

You must require a current passport, which must be valid for six months before your departure date from your country.  It is essential to have a visa to enter each country. You can obtain a visa for Nepal at the time of your arrival. But the visa for Bhutan is arranged by the company and your visit to Tibet from Nepal is also organized by the firm unless you have the visa for India on your own. All the fees for visas are excluded from the cost of the trip if not mentioned in the inclusions of the trip.

15. Damage:

• You must be aware of the fact that HA accepts no responsibility for any damages caused by the clients on tours, treks, and expeditions.
• You should know that any clients who have caused damage to the hired gears and equipment will have to compensate, and the company will assess this.

16. Early retiring from trip:

• You should realize that early departure from the hike before the specified days will accrue the cost of additional staff, transportation, administration, including telephone bills, and all other expenses should be accurate while returning to Kathmandu.
• You also know that the customers are highly responsible for organizing accommodation to pay the Hotel for their direct stay. You will be responsible for all these types of costs.
• You should realize that the necessity to request a helicopter will be on you, and you will bear the costs. HA will not pay for these additional costs. You must consult your Travel Insurance Company about the payment.

17. Helicopter airlift out:

• At the time of emergency events on treks, tours, and expeditions, our HA staff will assess the problem, and our staff will act accordingly to the situation.
• If a Helicopter is required, you can contact your next kin mentioned in your trekking forms, and the Travel Insurance Company will implement and evacuate.
• The charges will be paid by trekkers inclusively and without limitation to administration costs, phone calls, and staff wages helping in the evacuation.
• You must realize that if an infant or a child requires a medical emergency, the grownups or the parents must accompany the children.
• You must pay additional charges that may occur during and after evacuation.

18. Complaints 

It is unlikely for you to complain or experience any problem with the experience delivered to you. But if you have any, inform your trip guide or local agent provided by us to assist you on your journey. You can contact us if your problem is still not solved. We are here to aid you in any way possible.