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 your reservation, you agree to abide by the policies outlined below. 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, you must complete the booking form and pay a non-refundable deposit equal to 25% of the total trip cost at the time of booking.
You must make the final payment no later than 30 days before the departure date. If you book within 30 days of departure, you are required to pay the full amount 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 Notification and Charges
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
If you cancel more than 30 days before departure, you will forfeit your deposit. This deposit secures your booking and covers initial administrative costs. However, no further charges will apply beyond the lost deposit for cancellations made within this timeframe.
15 to 30 Days Before Departure – 50% of Total Trip Cost
If you cancel between 15 and 30 days before departure, you will be charged 50% of the total trip cost. This fee covers the expenses already committed on your behalf, and the remaining balance, if any, will be refunded according to our policy.
7 to 14 Days Before Departure – 75% of Total Trip Cost
If you cancel between 7 and 14 days before departure, 75% of the total trip cost will be charged. This higher fee reflects the late notice, as many trip arrangements are already finalized and nonrefundable at this stage.
Less Than 7 Days Before Departure – 100% of Total Trip Cost
If you cancel less than 7 days before departure, 100% of the total trip cost will be charged. At this late stage, all trip preparations are complete and non-refundable, so no refunds can be offered for cancellations made within this period.
3.2. No Refunds for Unused Services
No refunds will be given for unused services, early departures, or late arrivals.
3.3. Recommendation for Travel Insurance
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 if the minimum number of participants is not met or due to circumstances beyond our control. These may include natural disasters, political unrest, health emergencies, or other unexpected events.
4.2. If we cancel your trip, you will have two options: either transfer your booking to an alternative departure date or receive a full refund of all payments made to us. However, please note that we are not responsible for any expenses you may have already incurred—such as non-refundable flights, travel gear, visa fees, or insurance costs.
5. Trip Amendments and Transfers
5.1. If you need to amend your booking—for example, by changing your travel dates, trek route, or accommodation—you must inform us in writing at least 21 days before departure. While we will make every effort to meet your request, additional charges may apply depending on the nature of the changes.
5.2. If you are unable to travel, you may transfer your booking to another person. The new participant must meet all trip requirements, and we must receive written notice at least 14 days before the departure date.
6. Travel Insurance
6.1. All participants are required to hold comprehensive travel insurance. Your policy must cover emergency medical treatment, helicopter evacuation, repatriation, trip cancellations, personal accidents, and loss or theft of personal belongings.
6.2. Proof of insurance must be submitted before the trip begins. If you cannot provide adequate coverage, we reserve the right to deny your participation in the trek or tour.
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. We strongly recommend consulting your doctor before departure, especially for high-altitude treks.
7.2. Please disclose any pre-existing medical conditions at the time of booking. Failure to do so may lead to the termination of your trip without a refund.
7.3. Additionally, we reserve the right to exclude any participant who, in our judgment, may pose a risk to themselves or others due to health or fitness concerns.
8. Passport and Visa Requirements
8.1. You are responsible for obtaining all necessary travel documents, including a valid passport, visas, and permits such as TIMS and national park or conservation area entries.
8.2. While we can assist with visa applications and obtaining trekking permits, the final responsibility rests with you.
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 acknowledge and accept that you are traveling at your own risk. We disclaim liability for injuries, illnesses, death, delays, loss of property, or other damages incurred during the trip unless caused by proven negligence on our part.
9.3. Clients must follow all safety instructions provided by guides or trip leaders at all times to ensure their own safety and that of the group.
10. 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.
11. 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 actively promote sustainable and responsible tourism. We expect our clients to respect the environment, local communities, and wildlife throughout the trip.
Do not litter, damage heritage sites, or engage in culturally insensitive behavior—such actions are strictly prohibited.
14. 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.
15. Privacy and Data Protection
At The Himalayan Realms Treks and Expedition Nepal Pvt. Ltd., we safeguard your privacy and handle your personal data with the utmost care and responsibility.
15.1. Use of Personal Information
We collect and store your personal information primarily to organize and manage your trekking or tour experience. Specifically, we use your information to process your booking, arrange permits, coordinate insurance coverage, and comply with government regulations. Furthermore, we may share relevant data with trusted third-party partners, such as insurance providers, local authorities, and accommodation providers, but only when it is necessary for the smooth operation of your trip. In all cases, your privacy and data security remain a top priority.
We will never sell, rent, or share your information for marketing purposes with unrelated third parties. We store all information securely and process it in accordance with applicable data protection laws.
15.2. Use of Photographic Material
During your trip, our team may occasionally capture photos or videos to document the journey, including scenic landscapes, cultural encounters, and group activities. We may later use these visuals in various promotional materials, including brochures, social media posts, websites, or travel blogs. Nonetheless, we deeply value and respect your privacy. As such, if you prefer not to appear in any promotional content, we kindly ask that you inform us in writing—either prior to the start of your trip or at any time during your journey. We will respect your preference and exclude any identifiable images of you from our promotional materials.
