“Please kindly read these TERMS AND CONDITIONS before booking your trips. Participation in our trips indicates that you accept these terms and conditions. You must carefully read the following Terms & conditions of contract and waiver of liability details Booking Procedure. A completed booking form and the required deposit must be forwarded to Trekking Experts office.
All bookings are made with Trekking Experts (P) Ltd. (Regd. no. 114956/070/071). By booking a trip with us indicates that you have agreed to these Booking Conditions and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.
*Note that we will not issue a confirmation invoice, and therefore no contract will exist, until we receive a fully-completed booking form for each and every member of any party. The services to be provided are those referred to in your booking confirmation invoice. This contract is made on the terms of these booking conditions; any disputes arising from this contract are to be decided by the courts of the Federal Democratic Republic of Nepal.
To secure a trip booking Trekking Experts must receive email confirmation along with flight detail, passport copies and other required documents for travel/trekking permits. And Trekking Experts must receive advance payments with in following time frame:
Time Frame for Advance Amount:
i) After Booking Confirmation 25% of total package cost
ii) 15 Days before of trip start Remaining 75% of total package cost
Itineraries, trip prices and dates we published in the website or program/cost we have given you by email will be valid 1 year only starting from 01 January until 31 December.
In order to confirm your trip bookings and arrangements, you must provide all requested details at booking time or later. Necessary details include your full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any dietary notes, medical conditions you have which may affect your ability to complete your travel arrangements. And if you are under 18 years or over 70 years of age, we also require you to inform us about it. You might have to change the trips plans because all our trips are designed based on adults (18-45 years age group).
If you wish to change any booking different than the original booking or transfer to another date, you must advise Trekking Experts in writing. Changes / transfers incur fees as follows:
If you have to cancel your trip because of events beyond your control you may transfer their booking to another party or postpone for next date. However, if you have to postpone your trip just before 45 days of trip starts, we will postpone your trip at free of charge. And if you would like to postponed your just before 44 days of trip starts, we shall charge USD 100 per person for postponing the trip. If you failed to postpone your trip before 30 days of trip start, you’ll be levied as late postpone fee of USD 500 per person.
f (i) Cancellation by the traveler (you):
You may cancel your trip at any time. If you would like to cancel your trip, there will be cancellation fees. However Trekking Experts must receive written notification from you. Depending on when notification of cancellation is received, cancellation charges will be applied as follows:
Cancellation Fees
45 Days Before of trip start: 20% of total package cost
Before 30 days of trip start: 40% of total package cost
Before 15 of trip start: 50% of total package cost
Before 7 days of trip start: 75% of total package cost
Before 72 Hours of trip start: 100% of total package cost
f (ii) Cancellation by Trekking Experts
We may cancel your trip at any time prior to departure if, due to terrorism, natural disasters, political instability, other external events or did not meet minimum required participants to run the trip. Due to mentioned reasons which are beyond our control, it is not viable for us to operate the planned itinerary. Trekking Experts reserves rights to cancel or postpone your trip. We may postpone your trip for next date/season which will suitable for you or fits with the trip. If you desire to postpone, we shall postpone at free of cost. If we have to cancel your trip, you’ll get your paid amount back. In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, and travel insurance excess or non-refundable flights.
f (iii) If we do not meet minimum number of participants (for fixed departure trips only)
Trekking Experts run some fixed departure trips where you can join in our trips. And we may cancel your trip or postpone to any specific date if we do not meet minimum number of participants in order to run the trip. Please see the minimum number of participants in respective ‘Conditions Apply*’. Or we may join with any other international departure expeditions or let other participants to join in our program. In this case we shall try to keep same price as agreed at the booking time. Also in certain trip, if you would like us to run the trip, we shall run the trip even if we do not meet minimum number of participants to run the trip. However, there will certain additional charges in order run the trip.
Except extreme adventure like mountaineering, you don’t need any special experience or training to join our trips. It is always to have regular exercise before their trip for better fitness. For starting any trip, it we recommend you to undergo with a minor medical examination to determine whether you have any allergies or any fatal diseases. If you suffer from severe heart, chest, muscular or respiratory disorders, are a severe asthmatic or have high blood pressure we strongly advise not to participate in extreme adventurous trips.
Due to uncertain reasons of bad weather, terrorism, closure, natural disaster, sometimes we might have to change your travel itinerary and we reserve right to change itinerary in your favor to response immediate problems. We shall keep same number of days as original even if we changes of program to resolve immediate problems. But if you would like to shorten the trip or skip some of day of your trip or would like to return before planned trip or would like to change the travel itinerary, we and our field team will be flexible on it. However our support crew needs to check the feasibility and availability. If there any additional cost because of changes travel itinerary, additional cost have to borne by you. If you wish you return or skip your trip, there won’t be any refund for unused services.
We shall do our best to deliver quality services as we promised/agreed during trip booking. We never failed to deliver our quality services till today. However if we failed to deliver our agreed/promised services, we, Trekking Experts will compensate/refund you the equivalent amount we failed to deliver.
So if you have a complaint about your trips please inform your tour leader or our local representative or our guide on the spot so that they can attempt to rectify the matter. Our tour officer will be always in touch with your guide and will response immediately to fulfill the failed services. In case, we failed to deliver the promised/included services despite of you informed our guide on the spot, then you can report this issue to our tour officer in Kathmandu in written. Our tour officer will address this issue in Kathmandu. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 15 days of the end of the tour with proof. And then if found we really failed to deliver promised we shall refund you the equivalent amount we failed to deliver. However if there no logical reason, you won’t get any refund.
We always welcome your smiles, cheered photos and valuable saying about us, our trips, our staffs and travel trips. Any likeness or image of you secured or taken on any of our holidays may be used by the Company without charge in all media (whether now existing or in the future invented) for bonafide promotional or marketing purposes, including without limitation promotional materials of any kind such as brochures, slides, video shows or the internet. Any written feedback supplied to the company may also be used for promotional purposes as detailed above.
The protection of your personal information is very important to us. We assure you all the information you have given to us in safe and we shall it privately respecting your privacy. However any personal information that we collect from you and about you (your feedback, images and saying) may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the trip. We will otherwise treat your details in accordance with our privacy policy.
We strongly suggest you to see what included services at the given trip cost. Any services not mentioned in ‘What’s Included’ section of each trip, means it is not included. If you require additional services rather than included, it will cost extra.
Tipping is not obligatory just like anywhere in the world. However if you like the service and want to thank them this is another good way to do so. The following is recommended as a guideline:
In Kathmandu 20-50 Rs for bellboys, waiters and porters is appropriate. At the end of a trek, if your group thinks that the staff has done an outstanding job, a group tip would be greatly appreciated. Normally tip is given at the end of the trek and this is best done as group rather than individual. Most groups will give the tips with a bit of ceremony on the last evening to mark the end of the trip. Your Group Leader or guide will advise you in more detail regarding this matter. As a guideline, we recommend that each group member contributes around $ 75 (rupee equivalent) and then it is shared amongst the team.
Any traveler who joins in our trips or travels with us have to acknowledge following statement:
“Joining in any trip with Trekking Experts Pvt. Ltd. mean I’ve accepted the booking terms of conditions. My personal information including passport copies, email and other details will be kept very safe by Trekking Experts and I authorize; the local tour operator /logistic management Licensor to it for necessary bookings in hotels, trekking permits, climbing permits, and domestic flight details. The Company’s authorized representatives, other than a Director of The Company, are not entitle to promise refunds for whatever reason, and The Company will not be bound by any such promises. These booking conditions may only be waived in special circumstances, and in writing, by a letter from a Director of The Company. The terms and conditions of all agreements made with the Company shall be subject to, and governed by, Nepal’s law.
I am also aware that the trip involve going to high-altitude and carry an inherent risk of altitude illness. Similarly, most of our trips visit remote locations or poorly developed regions where infrastructure is limited. In such places, the risks to health are increased and the ability to treat injury or illness effectively is reduced. Additionally, climbing and mountaineering, which includes treks that cross glaciated terrain or snow-bound passes, are hazardous activities with a risk of serious injury or death. By signing these booking conditions you acknowledge these hazards and your acceptance of the associated risks. Neither The Company nor any of its representatives will be responsible for any illness, injury or death sustained on your trip/expedition, nor will they be liable for any uninsured loss of personal property. I confirm that I am over the age of 18 years and that I have read and understood the terms and conditions of this contract and this agreement prior to signing it and I agree that this agreement will be binding upon my heirs, next of kin, executors, administrators and successors.”
