Overview: Booking Terms and Conditions
Please read these booking terms and conditions carefully before booking any trip with The Himalayan Realms Treks and Expedition Nepal Pvt. Ltd. By proceeding with a booking, you acknowledge that you have read, understood, and agreed to abide by these terms and conditions. You acknowledge that you have read, understood, and agreed to these terms and conditions.
1. Booking and Confirmation
1.1. To confirm your booking, a completed booking form and a non-refundable deposit of 25% of the total trip cost are required at the time of booking.
1.2. Final payment must be made no later than 30 days prior to the departure date. For bookings made within 30 days of the departure, full payment is required at the time of booking.
1.3. Upon receiving your booking and deposit, we will send a confirmation email and a detailed itinerary. The contract will only be deemed final once we have acknowledged receipt of the deposit and confirmed the services.
1.4. All participants must provide a valid copy of their passport (with at least 6 months’ validity from the start of the trip) and any relevant medical or travel insurance documentation upon request.
2. Payment Methods
2.1. Payments can be made via bank transfer, credit/debit card, or online payment gateways (if applicable). Banking details will be provided upon request.
2.2. All transaction and transfer fees must be borne by the client.
2.3. Payments must be made in Nepalese Rupees (NPR), US Dollars (USD), or as specified in the invoice.
3. Cancellation by Client
3.1. Cancellation of a booking must be made in writing by email and is subject to the following cancellation charges:
More than 30 days before departure: Loss of deposit
15 to 30 days before departure: 50% of total trip cost
7 to 14 days before departure: 75% of total trip cost
Less than 7 days before departure: 100% of total trip cost
3.2. No refunds will be given for unused services, early departures, or late arrivals.
3.3. We strongly recommend purchasing comprehensive travel insurance that includes cancellation coverage.
4. Cancellation by Company
4.1. We reserve the right to cancel any trip due to insufficient bookings (minimum number not met), natural disasters, political instability, health emergencies, or other unforeseen circumstances.
4.2. In such cases, you may choose to transfer the booking to an alternative departure date or receive a full refund of all payments made to us. We are not liable for any expenses incurred by the client in preparation for the trip (e.g., non-refundable airline tickets, equipment, or insurance).
5. Trip Amendments and Transfers
5.1. If you wish to make changes to your booking (e.g., change of dates, trek route, or accommodations), you must notify us at least 21 days prior to departure. We will do our best to accommodate requests, but changes may incur additional charges.
5.2. If you are unable to travel, your booking may be transferred to another person, provided that they meet the trip requirements and we receive written notice at least 14 days prior to departure.
6. Travel Insurance
6.1. Travel insurance is mandatory for all participants. It must cover medical expenses, emergency evacuations (including helicopter rescue), repatriation, trip cancellations, personal accidents, and loss of baggage or personal belongings.
6.2. Proof of insurance must be provided before departure. We reserve the right to refuse participation if you fail to present adequate coverage.
7. Health, Safety, and Fitness
7.1. You are responsible for ensuring that you are physically fit and in good health to undertake the trip. It is advisable to consult with your doctor prior to departure, especially for high-altitude treks.
7.2. Any pre-existing medical conditions must be disclosed at the time of booking. Failure to do so may result in termination of your trip without a refund.
7.3. We reserve the right to exclude participants who, in our judgment, may pose a risk to themselves or the group due to health or fitness concerns.
8. Passport and Visa Requirements
8.1. It is your responsibility to obtain all necessary travel documents, including a valid passport, visa(s), and permits (e.g., TIMS, national park entry, conservation area entry).
8.2. We can assist with visa applications and obtaining necessary trekking permits; however, the final responsibility lies with the client.
9. Risk Acknowledgment and Liability
9.1. Adventure travel in Nepal involves inherent risks, including but not limited to altitude sickness, unpredictable weather, road and trail conditions, landslides, and other natural hazards.
9.2. By booking with us, you accept that you are traveling at your own risk. We are not liable for injuries, illnesses, death, delays, loss of property, or any other damages sustained during the trip unless caused by proven negligence on our part.
9.3. Clients must adhere to safety instructions provided by the guide or trip leader at all times.
- Guide Authority and Group Conduct
10.1. Our trip leader or guide has full authority during the trek. Any decisions made in the interest of safety, group cohesion, or environmental responsibility are final.
10.2. We reserve the right to remove any participant from the group if their behavior is deemed dangerous, disruptive, or disrespectful to local culture or fellow travelers, without refund.
- Itinerary Flexibility
11.1. The nature of trekking in Nepal often requires flexibility. Weather, road conditions, natural disasters, or other factors may necessitate changes to the itinerary.
11.2. We reserve the right to amend the route, accommodation, or transportation arrangements if necessary. Every effort will be made to maintain the quality and essence of the trip.
12. Equipment and Gear
12.1. We provide group equipment as per the trip inclusion. Personal gear (e.g., boots, jackets, sleeping bags) is the responsibility of the client.
12.2. We offer gear rental services upon request and can provide a recommended packing list for your trek.
13,Environmental Responsibility
13.1. We are committed to sustainable and responsible tourism. Clients are expected to respect the environment, local communities, and wildlife during the trip.
13.2. Littering, damaging heritage sites, or engaging in culturally insensitive behavior is strictly prohibited.
- Complaints and Disputes
14.1. If you have any complaints during the trip, please notify the guide or trip leader immediately. Most issues can be resolved on the spot.
14.2. If a resolution is not possible during the trip, please submit a written complaint within 15 days of the tour’s end. We will respond promptly and do our best to resolve the matter.
14.3. Any disputes arising under these terms shall be governed by the laws of Nepal and subject to the jurisdiction of the Nepalese courts.
Privacy and Data Protection
15.1. Your personal information will be used solely for the purpose of your trip booking and will not be shared with third parties except as required for trip operations (e.g., permits, insurance).
15.2. Photos and videos taken during the trip may be used for promotional purposes unless you request otherwise in writing.
Contact Us
The Himalayan Realms Treks and Expedition Nepal Pvt. Ltd.
Kathmandu, Nepal
Email: [dammaruniraula@gmail.com]
Phone: 9779851088550
Website: [www.himalayanrealmstrek.com]
