Terms and Conditions

Guests must carefully read and understand these Terms and Conditions before booking a trip with Himalayan Scenery Treks and Expedition Pvt. Ltd. These Terms and Conditions contain essential information that is crucial for planning and undertaking your journey.

The Booking Terms and Conditions constitute a legally binding contract between Himalayan Scenery Treks and Expedition Pvt. Ltd. and the guest for the services provided by the company.

By booking a trip, guests agree to be bound by these Terms and Conditions, including the cancellation policy and specific limitations of liability. Both parties agree to these Terms and Conditions as the basis for resolving any legal or other disputes that may arise during the trip.

BOOKING & PAYMENTS

  1. Booking and Deposit

    • To process a booking, guests must complete the booking form and submit a 20% non-refundable yet transferable deposit. Submission of the deposit and the completed booking form will constitute acceptance of these Terms and Conditions.
    • A copy of a valid passport must be emailed to [email protected].
    • Bookings will be confirmed only after Himalayan Scenery receives the completed form, passport copy, and deposit. A confirmation receipt will be emailed to the guest as proof of final booking.

  2. Deposit Policy

    • The deposit is required per person per trip.
    • Bank service charges may apply when paying the deposit and must be covered by the guests.

  3. Credit Card Payments

    • For payments via credit card, guests must contact Himalayan Scenery directly. We accept Visa, MasterCard, and American Express.
    • A 3.5%-5% processing fee applies to all credit card payments, as mandated by Nepal Rastra Bank.

  4. Final Payment

    • The remaining balance must be paid upon arrival in Nepal. Payment is required during the pre-trip meeting or on the day of arrival.
    • Himalayan Scenery reserves the right to cancel the trip without refund if the full amount is not paid within the specified time frame.

  5. Coupons and Discounts

    • Coupons or discounts apply only to packages purchased as listed on the website.
    • Customizations or additional trips to the original package will render all coupons and discounts invalid.

  6. Cancellation and Refund Policy

    • The 20% deposit is strictly non-refundable. However, it is transferable to another trip or guest under specific conditions approved by Himalayan Scenery.

  7. General Conditions

    • By submitting the deposit and booking form, guests agree to abide by the terms outlined above. Non-compliance or failure to meet payment obligations may result in trip cancellations without compensation.

For further inquiries or clarification, please contact us at [email protected].

LATE BOOKING

Where possible, Himalayan Scenery Treks will accept last-minute bookings made at least 10 days before the tour departure date, provided space is available. For private trips, acceptance of last-minute bookings will depend on the specific tour and its conditions.

INCOMPLETE TOURS:

  1. Guests are not entitled to any compensation in the event they choose to forfeit their participation in the trek or expedition due to personal decisions or injuries.
  2. Additionally, if the government revokes permits for the trek or expedition due to natural disasters or other unforeseen events in the area, guests will not be eligible for any reimbursement of their payment.

Cancellation and Change Policies

1. Cancellation Policy

  1. 31 Days or More Before Trip Departure:

    • A cancellation notice must be provided at least 31 days before the trip departure date in writing. The cancellation notice becomes valid only after the company approves it and receives all required documentation.
    • A cancellation charge of 20% of the trip amount will be deducted from the advance payment.

  2. 15 to 30 Days Before Trip Departure:

    • A written cancellation notice is required 15 to 30 days before the trip departure date. The cancellation notice becomes valid only after company approval and submission of documentation.
    • Guests will receive a 50% refund of the total trip cost, with the remaining 50% considered as the cancellation charge.

  3. Less Than 15 Days Before Trip Departure:

    • No refund will be provided for cancellations made with less than 15 days' notice before the trip departure.

  4. During the Trip:

    • No refunds will be issued if a guest leaves the trip for any reason, including voluntary or involuntary departure or any unlawful act committed after the trip has commenced.
    • No refunds will be made for unused services, including meals, accommodation, or other arrangements.

2. Change or Postponement Policy

  1. Tour Changes:

    • Requests to modify the original tour must be submitted in writing by the person who booked the trip. While the company will make every effort to accommodate changes, such modifications cannot be guaranteed.

  2. Postponement or Transfer:

    • Guests may postpone or transfer their booking to another person if unable to travel due to genuine reasons such as death, injury, serious illness, redundancy, or jury service. Documentation must be provided to substantiate the request.
    • A 15% fee of the trip amount is required for postponement or transfer. This request must be submitted no less than 15 days before the trip departure date.

Changes to Your Trip and Price Due to Natural Disasters, Flight Delays, and Other Unforeseen Events

Traveling with Himalayan Scenery Treks requires flexibility, good humor, and an understanding of the unpredictability of travel. Itineraries, transportation modes, and accommodations may change at any time due to unforeseen circumstances. Such situations may include, but are not limited to:

  • Flight delays or cancellations
  • Political unrest
  • Bad weather conditions
  • Road blockages
  • Natural disasters (earthquake, landslide, flood, snowfall, avalanche, etc.)
  • Other factors beyond our control

1. Impact on Cancellations and Refunds

  • In such scenarios, the standard cancellation and booking change policies do not apply.
  • No refunds will be issued for payments already made to us.
  • Any additional costs incurred as a result of these changes, including alternative transportation or accommodations, must be borne by the guest.

2. Responsibility and Safety

  • Himalayan Scenery Treks is not liable for losses such as employment, injury, illness, or life resulting from circumstances beyond our control.
  • However, we will make every effort to ensure guests' safety and minimize risks during emergencies.

3. Rescheduling and Alternatives

  • If your trip is canceled due to reasons beyond our control, you may reschedule your trip or choose an alternative trip of the same category.
  • The full credit from your original booking will be applied to the rescheduled trip.
  • Guests will only need to pay the price difference if the cost of the new trip exceeds the original price.

4. Accommodation Policy

  • Trip packages are based on twin-sharing accommodations.
  • Guests without a roommate will incur a single-room supplement charge.

5. Price Revisions

  • Himalayan Scenery Treks reserves the right to revise pricing rates in response to factors such as currency exchange rate fluctuations, government regulations, or other external pressures beyond our control.

6. Flight Cancellations and Additional Transportation

  • Guests are responsible for any extra transportation costs incurred due to flight cancellations or other travel issues.
  • Refunds will not be provided for canceled flights or unused accommodations.

Cancellation of a Tour by the Company

Himalayan Scenery Treks and Expedition P. Ltd reserves the right to cancel any trip, including guaranteed departures, before the start date due to circumstances beyond our control. These circumstances may include, but are not limited to:

  • Natural disasters
  • Flight cancellations
  • Strikes or industrial actions
  • Wars, riots, or political unrest
  • Sickness or quarantine
  • Government interventions
  • Adverse weather conditions
  • Any other unforeseen occurrences

Refund Policy

  • In the event of cancellation, Himalayan Scenery Treks and Expedition P. Ltd will refund the trip price after deducting costs already incurred in preparation for the trip.

Postponement and Transfer Options

  1. Postponement

    • Guests may postpone their trip to a later date without any change in the originally booked package price.
    • Postponed trips remain valid for up to 3 years from the postponed date.
    • After 3 years, any postponed trip will be considered a no-show, and the full payment will be forfeited.

  2. Transfer of Booking

    • Guests may transfer their booking to a friend or relative, provided the new participant meets all tour requirements.

Alternatives and Restrictions

  • In such situations, Himalayan Scenery Treks will make every effort to provide feasible alternative options.
  • Cash refunds are not applicable for postponed trips or transferred bookings.

Refund Claim Procedure and Expected Period

Himalayan Scenery Treks and Expedition P. Ltd has established the following guidelines for refund claims in the event of trip cancellations.

Procedure for Filing a Refund Claim:

  1. Submission Deadline

    • Refund claims must be submitted within 30 days of the trip cancellation date.
    • Claims can be made for customized itineraries, helicopter-related trips, tours, or trekking packages listed on our official websites.

  2. Claim Submission

    • Submit a written request via the same email address used for the original booking.
    • Ensure the claim is sent to our official email address.

  3. Proof of Refund Communication

    • To process the refund, you must provide proof of communication from our operator.
    • Accepted proof includes an email, WhatsApp message, or a physical document specifying the refund amount.
    • Failure to provide this proof will result in the claim being invalid.

  4. Claim Review

    • Upon receiving your email, our team will verify the cancellation details and calculate the refund amount based on our policies.
    • You will receive an email confirming the exact refund amount to be processed.

Important Notes:

  • Claims submitted after 30 days will not be valid under any circumstances.
  • Refunds will only be processed if they align with our established terms, conditions, and privacy policies.

Expected Refund Period:

  • Once approved, the refund process will be initiated.
  • Guests can expect to receive the refund by the end of the year.

Travel Insurance

Booking treks, tours, or climbs with Himalayan Scenery Treks and Expedition P. Ltd requires all travelers, trekkers, and climbers to hold a comprehensive travel insurance policy.

Mandatory Coverage:

Your insurance policy must include coverage for the following:

  1. Trip Cancellation
  2. Accidents and Health
  3. Emergency Evacuation
  4. Loss of Personal Items
  5. Theft or Damage to Baggage and Personal Effects

Emergency Evacuation Costs:

  • Any emergency evacuation costs in Nepal must be paid in cash unless your insurance provider agrees to cover these expenses directly.
  • The policy must explicitly include coverage for alpinism and mountaineering if you are participating in such activities.

For more detailed information, please refer to our dedicated Travel Insurance article.

AGREEMENT OF COMPLIANCE

All guests are required to comply with the laws and regulations of the country during their stay. Engaging in illegal activities is strictly prohibited. Any deliberate or unintentional breach of the law by the guest will not obligate Himalayan Scenery Treks and Expedition P. Ltd to intervene on their behalf.

Legal Violations:

  • In the event of illegal activities by a guest, the company reserves the right to contact the authorities and hand the guest over to them.
  • The company is not liable for any financial compensation if a guest is detained by authorities due to unlawful actions.

Authority of the Team Leader:

  • During the trek, tour, or expedition, the team leader holds ultimate authority.
  • The decisions made by the team leader are final and must be respected.
  • Our team leaders and guides are selected for their extensive training and experience in the region. Their primary role is to ensure the safety and well-being of our guests.

Conflicts Among Guests:

  • In case of any verbal, physical, or other conflicts between guests, the company’s staff will step in to resolve the situation.
  • If necessary, the company reserves the right to call the police to handle the matter.

Package Alterations and Additional Costs

The packages offered by Himalayan Scenery Treks & Expedition Pvt. Ltd. are carefully designed by professionals with extensive experience. However, the company values the preferences and intentions of its guests and offers the possibility to alter packages based on the client’s request, provided that the client agrees to cover any additional time and costs.

Changes Due to Circumstances:

  • Occasionally, due to unforeseen circumstances in the region, costs and times associated with a standard package may be subject to change.
  • In such cases, adjustments to the price and schedule can be made through mutual agreement between the client and the company.

Additional Costs:

  • Damage to company equipment, delays, extra services, or any requests for additional services beyond the originally agreed terms may result in an increase in the previously agreed price.

CHILDREN

A legal guardian must accompany all travellers under the age of sixteen. If you have a question regarding age and suitability, please contact us for further information.

OUR RESPONSIBLE TOURISM POLICY

Himalayan Scenery Treks are re-inventing tourism for the benefit of local people, tourists, the environment, and the tourism industry at large. We ask that you read our Responsible Travel and Ethnic Tourism policy in detail before you book your holiday with us, as we expect that you will adhere to our policy and guidelines while travelling with us.

COMPLAINTS

Himalayan Scenery Trek must be made aware of any complaints on-site or by telephone. HST will try to rectify the problem in real-time, to your satisfaction. On your trekking journey, any complaints or problems about the trip should be notified to your tour leader or guide at the earliest opportunity, so that S/he may take appropriate actions to resolve them.