Terms and Conditions

These Terms and Conditions govern the contract between Nepal Hiking Company (“the Company,” “we,” “us,” or “our”) and the person making the booking (“the Client,” “you,” or “your”). By confirming a booking with us, you confirm that you have read, understood, and accepted these Terms and Conditions on behalf of yourself and all persons included in the booking.

Legal Company Name: Nepal Hiking Company Private Limited
Registered Address: Thamel, Kathmandu, Nepal
Email: info@nepalhikingcompany.com
Phone / WhatsApp: +9779851052413
Website: https://hikinginnepal.com/

These Terms and Conditions, together with your final itinerary, trip confirmation, invoice, and any other written information provided by us before we confirm your booking, form the basis of the contract between you and the Company.

1. Booking and Contract

1.1 Booking request

You may request a booking by email, website form, WhatsApp, phone, or any other written method accepted by the Company. A booking request does not become a confirmed booking until we issue a written confirmation and receive the required deposit or full payment, as applicable.

1.2 Contract formation

A binding contract comes into effect once:

• we accept your booking request in writing, and
• we receive the required deposit or full payment.

1.3 Lead name responsibility

The person making the booking confirms that:

• they have authority to accept these Terms and Conditions for all travelers in the booking,
• all details provided for the booking are accurate,
• all travelers agree to these Terms and Conditions,
• all travelers meet the trip requirements, including age, fitness, passport validity, visa, and insurance requirements,
• they accept financial responsibility for all payments due for the booking.

1.4 Age requirements

All travelers must be at least 18 years old unless otherwise agreed in writing by the Company. For minors, a parent or legal guardian must give written consent and accept full responsibility for the child during the trip.

1.5 Booking accuracy

You must carefully review your confirmation, invoice, itinerary, traveler names, passport details, travel dates, and all trip services as soon as you receive them. You must notify us immediately if anything is incorrect. We are not responsible for losses caused by incorrect information supplied by you.

2. Deposit and Payment

2.1 Deposit

To confirm most trips, we require a non-refundable deposit of 20% of the total trip cost, unless we state otherwise in writing.

Some trips may require a higher deposit or full payment at the time of booking. This may apply to:

• peak season departures,
• luxury lodge treks,
• domestic or international flight-based itineraries,
• Tibet tours,
• Bhutan tours,
• trips with special permits,
• trips involving third-party services that require early payment.

We will inform you of any higher deposit or full payment requirement before you confirm.

2.2 Balance payment

Unless otherwise stated in writing:

• the remaining balance must be paid 60 days before departure, or
• for bookings made within 60 days of departure, full payment is due at the time of booking.

If the balance is not paid on time, we reserve the right to treat the booking as canceled by you, and the cancellation charges under these Terms and Conditions will apply.

2.3 Last-minute bookings

For last-minute bookings made close to departure, we may require:

• 50% deposit, or
• full payment at booking, depending on the trip and service availability.

Late bookings remain subject to permit, hotel, and flight availability, as well as operational feasibility.

2.4 Payment methods

We accept payment by methods approved by the Company, including:

• bank transfer,
• credit card,
• debit card,
• online payment gateway,
• other approved digital payment methods.

Any bank fees, SWIFT charges, payment gateway fees, currency conversion charges, and card processing fees must be paid by the Client unless we clearly state otherwise.

2.5 Proof of payment

You must send us proof of payment, such as a bank receipt, a screenshot, or a transaction confirmation, after payment.

2.6 Currency

All prices are quoted in the currency stated in your invoice. If you pay in another currency, the final amount we receive after bank conversion and deductions must match the invoiced amount.

3. Prices and Price Changes

3.1 Prices before booking

We reserve the right to revise any advertised or quoted price before we confirm your booking.

3.2 Prices after booking confirmation

After we confirm your booking, we may revise the price only if changes occur due to:

• government taxes,
• permit fee increases,
• national park or conservation area fee changes,
• airline or transportation fuel surcharges,
• major exchange rate changes,
• third-party supplier charges beyond our control,
• changes in visa or compulsory tourism fees,
• newly imposed local or national travel taxes.

If a price increase is significant, we will inform you in writing. You may then either:

• accept the revised price, or
• cancel the booking and receive a refund of the money paid to us, excluding any non-recoverable charges already paid to third parties on your behalf.

3.3 Quotation validity

Unless otherwise stated, quotations remain valid for the period mentioned in the quotation. If no validity period appears, the quote remains subject to change until booking confirmation.

4. Amendments by You

4.1 Amendment requests

If you want to change your trip after booking confirmation, you must submit the request in writing. We will try to assist, but we cannot guarantee that changes will be possible.

4.2 Amendment fees

If we accept your amendment request, we may charge:

• an administration fee,
• any difference in trip cost,
• any additional charges from airlines, hotels, transport providers, lodges, permit offices, guides, or other suppliers,
• any unrecoverable costs already paid.

4.3 Major amendments

Requests to change departure date, destination, route, number of travelers, hotel category, or trip type may be treated as cancellation of the original booking and a new booking. In that case, cancellation charges will apply.

4.4 Amendments close to departure

Requests made within 30 days of departure are subject to availability and may not be accepted. If accepted, higher amendment charges may apply.

5. Transfer of Booking

5.1 Transfer to another traveler

If one traveler wishes to transfer their place to another person, we may allow it at our discretion, provided:

• The replacement traveler satisfies all trip requirements,
• the transfer request is made in writing at least 15 days before departure,
• all amendment, permit, visa, airline, and supplier charges are paid.

5.2 Transfer restrictions

Some services are non-transferable. These may include flights, permits, visas, hotel reservations, and other third-party services.

6. Cancellation by You

6.1 Written cancellation required

If you need to cancel your trip, you must send the cancellation request in writing. The cancellation becomes effective on the date we receive it in writing.

6.2 Standard cancellation policy

Unless a different cancellation policy is stated in your trip confirmation or invoice, the following cancellation charges apply:

• 60 days or more before departure: loss of deposit only
• 30 to 59 days before departure: 40% of total trip cost
• 15 to 29 days before departure: 75% of total trip cost
• 14 days or less before departure: 100% of total trip cost

6.3 Non-recoverable services

In addition to the cancellation charges above, any non-recoverable costs already paid to third parties on your behalf will remain non-refundable. These may include:

• domestic and international flight tickets,
• permit fees,
• visa fees,
• Tibet permit processing fees,
• Bhutan visa and SDF-related payments,
• luxury lodge reservations,
• helicopter bookings,
• peak season hotel commitments,
• special transport arrangements.

6.4 Partial cancellation

If one or more travelers cancel from a group booking, the remaining travelers may need to pay a higher price, especially if the trip cost was based on shared rooms, shared transport, or group size. The remaining travelers are responsible for any resulting increase.

6.5 Unused services

No refund will be given for any unused portion of the trip after it starts, including hotels, transport, meals, sightseeing, guides, permits, or any other services included in the package.

7. Rebooking After Cancellation

If you cancel one trip and later book another trip with us, any money retained under the cancellation policy will not automatically transfer to the new booking unless we agree in writing.

Any approved credit, postponement, or rebooking arrangement remains entirely at the Company’s discretion and may include:

• a validity period,
• seasonal rate adjustment,
• third-party unrecoverable cost deduction,
• revised payment conditions.

8. Cancellation or Changes Due to Extraordinary Circumstances

8.1 Force majeure

The Company will not be liable for failure to perform any obligation, or for trip interruption, delay, alteration, or cancellation caused by events beyond our reasonable control. These may include:

• natural disasters,
• landslides,
• floods,
• avalanches,
• earthquakes,
• storms,
• fire,
• epidemic or pandemic,
• government restrictions,
• border closure,
• flight suspension,
• war,
• civil unrest,
• strikes,
• political instability,
• road blockage,
• airport closure,
• sudden safety concerns,
• acts of terrorism,
• severe weather conditions.

8.2 Consequences of extraordinary circumstances

If such circumstances affect your trip, we may:

• change the itinerary,
• change the accommodation,
• change the transport,
• delay departure,
• shorten or extend the trip,
• postpone the trip,
• cancel the trip.

In such cases, we will try to offer reasonable alternatives where possible. However, any additional costs arising from such events are the Client’s responsibility unless otherwise stated by your insurance provider.

8.3 Insurance claim

You are responsible for making any claim through your travel insurance for trip interruption, cancellation, evacuation, missed services, or force majeure expenses. We will provide reasonable supporting documents if requested.

9. Amendments by the Company

9.1 Minor changes

We reserve the right to make minor changes to the itinerary or services at any time if necessary. Minor changes may include:

• adjustments to departure time,
• change of transport type,
• replacement of a hotel or lodge with one of a similar standard,
• route variation,
• sequence change in sightseeing,
• meal timing changes,
• guide changes,
• operational adjustments due to weather, road, flight, or safety factors.

Minor changes do not entitle you to cancel without charge or claim compensation.

9.2 Significant changes

In rare cases, significant changes may become necessary before departure. If this happens, we will inform you as soon as reasonably possible and may offer one of the following:

• accept the revised trip,
• choose an alternative trip where possible,
• cancel and receive a refund of sums paid to us, less any non-recoverable third-party costs where legally applicable.

9.3 Safety-based decisions during the trip

During the trip, our guides, leaders, operations team, or local partners may change the itinerary if necessary for safety, health, weather, operational, political, environmental, or logistical reasons. Such decisions are final and made in the best interests of travelers, staff, and local communities.

10. Cancellation by the Company

We reserve the right to cancel a booking if:

• you fail to pay the balance on time,
• you fail to provide necessary documents,
• the minimum number of travelers for a group trip is not met,
• a trip becomes impossible or unsafe to operate,
• government restrictions, permit issues, airline suspension, or local conditions prevent operation,
• force majeure events affect the trip,
• your conduct gives us reasonable grounds to believe the trip cannot proceed safely or properly.

If we cancel the trip for reasons other than your failure to pay, your breach of these Terms and Conditions, or force majeure, we will offer either:

• an alternative trip, or
• a refund of sums paid to us, less non-recoverable third-party costs already committed where applicable.

11. Passports, Visas, Permits, and Travel Documents

11.1 Client responsibility

You are responsible for ensuring that you hold:

• a valid passport,
• the required visa,
• necessary passport validity,
• passport photos if needed,
• any supporting travel documents,
• travel insurance documents,
• vaccination or health documents if required.

11.2 Permit and visa support

We may assist with permits, visas, or other documents when required for the trip, but the final responsibility for obtaining and carrying valid documents remains with the Client.

11.3 Refusal or delay

We are not liable for losses caused by:

• visa refusal,
• permit delay,
• permit rejection,
• missing documents,
• incorrect passport details supplied by you,
• late arrival for permit processing,
• border refusal by authorities.

12. Health, Fitness, and Medical Disclosure

12.1 Fitness for travel

Many of our trips involve physical activity, remote travel, high altitude, difficult terrain, unpredictable weather, and limited medical facilities. By booking, you confirm that you are physically and mentally fit for the trip you selected.

12.2 Medical disclosure

You must inform us in writing before booking of any medical condition, disability, allergy, dietary restriction, mental health issue, mobility limitation, recent surgery, pregnancy, or other condition that may affect your trip or the safety of the group.

12.3 Medical clearance

We may require a medical certificate or doctor’s clearance for certain trips, especially high-altitude treks, climbing trips, elderly travelers, or travelers with known medical conditions.

12.4 Non-disclosure

If you fail to disclose a relevant medical condition and it later affects your trip, we reserve the right to cancel your participation without refund if we reasonably believe your condition may endanger you, other travelers, or staff.

13. Insurance

13.1 Mandatory insurance

Comprehensive travel insurance is strongly recommended for all trips and mandatory for trekking, peak climbing, mountaineering, remote adventures, Tibet tours, and any itinerary where rescue or evacuation may be required.

13.2 Required coverage

Your insurance should cover, where relevant:

• high-altitude trekking,
• emergency medical treatment,
• helicopter evacuation,
• rescue costs,
• trip cancellation,
• trip interruption,
• missed connections,
• baggage loss,
• personal liability,
• repatriation,
• accidental death,
• adventure activity coverage for the trip booked.

13.3 Proof of insurance

We may request proof of valid insurance before departure. Failure to provide it may result in cancellation of your trip participation without refund where insurance is mandatory.

14. Emergency, Rescue, and Medical Treatment

14.1 Emergency action

If you become ill or injured during the trip, our guide or leader will take reasonable action based on local conditions, available facilities, and professional judgment. This may include:

• first aid,
• rest and observation,
• descent to lower altitude,
• transfer to a clinic or hospital,
• vehicle evacuation,
• helicopter rescue coordination.

14.2 Rescue costs

All costs related to rescue, evacuation, medical treatment, hotel extension, transport change, extra staff support, and any related expense remain the responsibility of the Client or their insurer.

14.3 No guarantee of immediate rescue

Helicopter rescue and emergency evacuation depend on weather, visibility, aircraft availability, local authority approval, landing conditions, and other factors beyond our control. We do not guarantee immediate evacuation.

14.4 Consent to emergency assistance

By joining the trip, you authorize the Company, guides, staff, and local partners to arrange emergency treatment, evacuation, or rescue where they believe it is reasonably necessary. All resulting costs remain your responsibility.

15. Assumption of Risk

You understand and accept that adventure travel in Nepal, Tibet, and Bhutan involves inherent risks, including but not limited to:

• altitude sickness,
• falls,
• rockfall,
• avalanches,
• landslides,
• flooding,
• snow and ice hazards,
• river crossings,
• animal incidents,
• food and water illness,
• road accidents,
• flight delays or cancellations,
• political or civil disruption,
• remote location risks,
• limited medical access,
• equipment failure,
• illness, injury, permanent disability, or death.

By booking and joining the trip, you acknowledge these risks and accept personal responsibility for participating in the trip.

16. Authority of the Guide or Tour Leader

16.1 Operational authority

Our guide, leader, or local representative has full authority to make decisions affecting:

• route,
• pacing,
• acclimatization,
• safety stops,
• weather response,
• emergency response,
• traveler participation,
• transport changes,
• trip continuation or termination.

16.2 Removal from trip

We reserve the right to remove a traveler from the trip without refund if their behavior:

• endangers themselves or others,
• disrupts the group,
• violates local law,
• ignores guide safety instructions,
• damages property,
• causes serious offense,
• creates operational or reputational risk for the Company.

Any additional costs incurred by such removal remain the traveler’s responsibility.

17. Accommodation, Transport, and Third-Party Suppliers

17.1 Third-party services

Some services included in your trip are supplied by third parties, including airlines, hotels, lodges, transport companies, local operators, and authorities. While we select suppliers carefully, we are not liable for acts or omissions of third parties beyond our reasonable control.

17.2 Changes in service standards

In remote areas, accommodation, road conditions, food variety, power supply, hot water, Wi-Fi, heating, transport, and sanitation may differ from city or international standards. By booking, you accept such travel conditions.

17.3 Delays and disruption

We are not liable for costs or losses caused by:

• flight delay,
• road closure,
• weather-related delay,
• airport congestion,
• airline rescheduling,
• transport breakdown,
• baggage delay,
• permit delay,
• border restrictions,
• local closures.

18. Client Conduct and Responsibilities

You agree to:

• follow the lawful instructions of our guides and staff,
• respect local customs, religion, culture, and dress norms,
• behave respectfully toward staff, suppliers, and local communities,
• care for personal belongings,
• avoid illegal drugs and unlawful conduct,
• avoid reckless behavior,
• inform the guide early about illness, injury, or safety concerns,
• use provided equipment responsibly.

You are responsible for any damage or loss caused by your conduct.

19. Complaints During the Trip

19.1 Immediate reporting

If you have a problem during the trip, you must inform your guide, tour leader, or our local office immediately so we can address it on the spot.

19.2 Written complaint after the trip

If your complaint is not resolved during the trip, you must send it to us in writing within 14 days of the trip ending, together with supporting details and evidence, where possible.

We cannot properly investigate complaints raised only after the trip if you did not report them locally when a correction was still possible.

20. No Refund for Unused Services

No refund will be given for any missed, skipped, or unused service where the cause includes:

• late arrival by the traveler,
• voluntary change by the traveler,
• illness or injury of the traveler,
• failure to carry documents,
• fear of altitude or travel,
• weather or transport disruption,
• guide safety decision,
• force majeure,
• early departure by the traveler,
• refusal to continue.

21. Luggage and Personal Property

Your luggage and personal belongings remain at your own risk throughout the trip. We are not liable for loss, theft, delay, or damage to baggage, valuables, electronics, cash, documents, or personal equipment unless caused directly by our proven negligence.

We strongly recommend that you do not carry unnecessary valuables.

22. Photography and Marketing Use

Unless you notify us in writing before the trip, you grant the Company permission to use photographs, videos, testimonials, or feedback taken or shared during the trip for lawful promotional purposes, including on the Company’s website, social media, brochures, and other marketing materials.

If you do not want your image used, please inform us in writing before departure.

23. Special Terms for Tibet and Bhutan Tours

23.1 Tibet tours

All Tibet tours remain subject to approval by the relevant Chinese and Tibetan authorities. Tibet permit rules, border entry rules, visa rules, and travel regulations may change at any time.

We are not liable for cancellations, delays, route changes, or additional costs caused by:

• Tibet permit refusal or delay,
• Chinese visa refusal or delay,
• border closure,
• authority restrictions,
• political decisions,
• weather,
• road condition,
• public health rules,
• flight or train disruption.

Any additional costs arising from such events remain the Client’s responsibility unless covered by insurance.

23.2 Bhutan tours

Bhutan tours remain subject to visa approval, Sustainable Development Fee rules, government tourism policy, flight availability, and other official requirements. We are not liable for changes imposed by the Bhutanese authorities, airlines, weather, or other circumstances beyond our control.

23.3 Payment for Tibet and Bhutan tours

For Tibet and Bhutan tours, we may require 100% payment 30 days or more before departure, or earlier if required by the suppliers or authorities.

24. Intellectual Property and Website Content

All website content, itineraries, pricing structure, text, photographs, branding, and company materials remain the property of the Company or its licensors unless stated otherwise. You may not reproduce, copy, republish, or use our material for commercial purposes without written permission.

25. Data Protection and Privacy

By making a booking, you consent to our use of your personal data for trip planning, booking management, permit processing, visa support, operational communication, legal compliance, and customer service, in accordance with our Privacy Policy.

You confirm that you have permission to provide personal data for all travelers included in the booking.

26. Governing Law and Jurisdiction

These Terms and Conditions and any agreement between you and the Company are governed by the laws of Nepal. Any dispute arising out of or in connection with these Terms and Conditions shall be subject to the jurisdiction of the competent courts of Nepal.

27. Severability

If any part of these Terms and Conditions is found invalid or unenforceable, the remaining provisions will continue in full force and effect.

28. Entire Agreement

These Terms and Conditions, together with the final itinerary, invoice, written booking confirmation, and any special written conditions agreed by the Company, form the entire agreement between you and us.

29. Contact Us

If you have questions about these Terms and Conditions, please contact:

Nepal Hiking Company Pvt Ltd
Address: Thamel, Kathmandu, Nepal
Email: info@hikinginnepal.com
Phone/WhatsApp: +9779851052413