Terms and Conditions
The Terms and Conditions outlined below are essential information for clients booking trekking, expeditions, and other travel services with Up To Nepal Treks And Expedition Pvt. Ltd. Please review these terms carefully as they constitute a legally binding agreement between the client and our company. This document details the procedures for booking confirmation, payments, cancellations, refunds, liabilities, and other policies.
1. Bookings and Payments
To confirm your booking:
- Submit a completed booking application form along with a scanned copy of your passport and a passport-size photo.
- Pay 20% of the total trekking/hiking/tour cost or 30% of the peak climbing/expedition cost as a booking deposit.
Payment Timeline:
- The second installment of 20% (trekking) or 30% (expedition) must be paid at least 15 days before your departure from your home country.
- The remaining balance (60% for trekking or 40% for expedition) must be settled in Kathmandu prior to the start of your trip.
Bank Details & Charges:
- Clients are responsible for covering all bank charges associated with payment transfers. Payments will only be considered confirmed once received in our account.
2. Cancellation Policy
If a cancellation request is received in writing, refunds will be issued as per the following terms:
For Trekking/Hiking/Tour:
- Cancellation 30+ days before departure: 15% of the total trip cost will be charged; the remaining amount will be refunded after deducting Nepal Rastra Bank processing fees or adjusted for a future trip.
- Cancellation 15–30 days before departure: 25% of the total trip cost will be charged.
- Cancellation 7–15 days before departure: 40% of the total trip cost will be charged.
- Cancellation within 7 days or upon arrival: No refund will be provided.
For Peak Climbing & Expedition:
- Cancellation 60+ days before departure: 15% of the total trip cost will be charged.
- Cancellation 30–60 days before departure: 25% of the total trip cost will be charged.
- Cancellation 15–30 days before departure: 50% of the total trip cost will be charged.
- Cancellation within 15 days before departure: No refund will be provided.
Note: Permit costs for peak climbing/expedition are non-refundable.
For Air Ticket Purchases:
- Cancellation 30+ days before departure: 15% of the ticket cost will be charged.
- Cancellation 15–30 days before departure: 25% of the ticket cost will be charged.
- Cancellation 7–15 days before departure: 50% of the ticket cost will be charged.
- Cancellation within 7 days: No refund will be provided.
Important: No refund will be issued for unused portions of the itinerary or for cancellations made for any reason not listed above.
3. Liability
While Up To Nepal Treks And Expedition Pvt. Ltd. strives to provide a safe and enjoyable experience, the company is not liable for changes or disruptions caused by:
- Natural calamities (landslides, floods, snow, etc.)
- Political unrest or strikes
- Flight cancellations or delays
- Sickness or accidents
Clients are advised to have comprehensive travel insurance to cover emergencies, delays, and unforeseen expenses.
4. Assumption of Risk
Clients acknowledge that trekking and expeditions involve inherent risks, including travel in remote mountainous areas, limited access to medical facilities, and exposure to natural hazards. By booking, clients agree to assume all risks and release the company, its staff, and agents from any liability for injuries, delays, or property losses during the trip.
5. Travel Insurance
Travelers must have valid travel insurance covering trip cancellations, accidents, emergency evacuation, medical expenses, and personal belongings. Proof of insurance is required prior to departure.
6. Children
Travelers under 16 years of age must be accompanied by a legal guardian. For questions regarding age and suitability, please contact us directly.
7. Publicity
By booking a trip with us, you consent to allow Up To Nepal Treks And Expedition Pvt. Ltd. to use photographs or videos taken during your trip for promotional purposes.
8. Privacy
We respect your privacy and will not disclose personal information provided during booking for purposes other than securing necessary permits or trip arrangements.
9. Complaints
Clients must immediately report any complaints to the tour leader or guide to allow for prompt resolution.
10. Single Supplement Charge
All rooms/tents are based on twin-sharing. Single travelers requesting private rooms/tents will be charged an additional single supplement fee.
11. Amendment of Tour Costs
We reserve the right to revise pricing due to external factors such as currency fluctuations, government policies, or other unforeseen changes.
12. Unforeseen Circumstances
In cases where trips are canceled due to war, natural disasters, political instability, or unfavorable weather, clients may opt for an alternative trip or a full refund. However, personal expenses incurred during this period are the client’s responsibility.
13. Client Responsibilities
Tour/trek guides representing Up To Nepal Treks And Expedition Pvt. Ltd. have full authority during the trip. Any unlawful behavior may result in expulsion from the trip without refund.
14. Impact on Your Journey
While we strive to ensure your comfort, conditions in Nepal may differ from those in developed nations. Flexibility, patience, and preparation are essential for enjoying your trip.
By booking with Up To Nepal Treks And Expedition Pvt. Ltd., you acknowledge that you have read, understood, and agreed to these Terms and Conditions.