terms and conditions of himalayan ecstasy nepal

Terms and Conditions

 

These Terms & Conditions outline the agreement between you, the client, and Himalayan Ecstasy Nepal (HEN) for all trips operated in Nepal, India, Bhutan, and Tibet.

Trip Booking Confirmation & Acceptance of Terms

  • By confirming your booking and making a deposit, you acknowledge that you have read, understood, and accepted the following terms and conditions.
  • For all of our trips operated in Nepal, India, Bhutan and Tibet, we require a confirmed booking from our clients that should be done through e-mail with the partial payment of the trip. The due dates and amount varies with the countries you intend to travel.
  • Confirmation of the Trekking/Expedition/ tour will be made only after the deposit is received and notified to the concerned member via e-mail or fax.
  • Once a deposit is received, it is understood that you have read, understood and accepted all our terms and conditions.

Country-Specific Booking Requirements & Documentation

Nepal Trips

Fixed Departure Treks & Tours:

  • Documents must be provided at least 8 weeks before departure date.
  • Advance payment of 30% must be submitted along with the documents for booking confirmation.

Customized Treks & Tours:

  • Documents must be provided at least 12 weeks before departure date.
  • Advance payment of 35% must be submitted along with the documents for booking confirmation.

Last Minute Departures:

  • Where possible we will accept your last minute booking 15 days prior to tour departure date, full payment is then required.
  • Documents must be provided at least one days before departure date.
  • Full payment must be submitted during document submission.
  • For trips in restricted areas like Manaslu, Upper Mustang, Dolpo, etc. at least 2 working days are required to process the permits. Please ensure to check with us for further details.
  • You need to fill up the mandatory forms clarifying your personal details and send us your passport copies.

Tibet Trips

For Tibet tours and treks,

  • Candidates are required to fulfill a mandatory documents issued by Chinese government regarding the personal details of the participants and send a passport copies to us.
  • Documents must be provided at least 12 weeks before departure date.
  • Advance payment of 50% of the trip should reach us at least 3 weeks before departure / submitted along with the documents for booking confirmation.
  • All mandatory forms issued by the Chinese government must be completed.

Bhutan Trips

For all trekking and tours in Bhutan,

  • We require an advance booking before 8 weeks with complete personal details and 50% down payment of the trip cost.
  • Documents must be provided at least 12 weeks before departure date.
  • Advance payment of 50% must be submitted along with the documents for booking confirmation.
  • If you are prevented from travelling on the tour, unfortunately there is no refund, transfer or postponing options available as the Bhutanese government has strict Tourism policies.

India Trips

  • Documents must be provided at least 8 weeks before departure date.
  • Advance payment of 50% must be submitted along with the documents for booking confirmation.

Personal Details & Mandatory Forms

  • Personal Details: Complete personal details as stipulated in HEN's website trip booking section including individual meal preferences, dietary restrictions, allergies, pre-medical condition, etc.
  • Passport Details: Scanned copies / xerox of passport with at least 6 months validity after the end of the trip of all itending participants.
  • Disclaimer and Hold Harmless Agreement: A signed copy of HEN's Disclaimer and Hold Harmless Agreement.

The client is responsible for providing the company with correct, complete & accurate information regarding personal details including physical disabilities.

Deposit, Advance Payment & Due Balance

  • A deposit of 35% of the Trekking/Expedition/ tour price per person /trip is required upon confirmation of your booking.
  • The remaining balance of the tour price (65%) is due upon arrival in Nepal, payable at our office (HE Nepal).
  • For trips to Nepal, the remaining due balance of either 70% (for fixed departure treks and tours) or 65% (for customized/tailor-made treks and tours) or 65% (for peak climbing and expedition trips) must be paid at least 2 weeks prior to departure date unless agreed otherwise.
  • The remaining balance (50% for India, Tibet, and Bhutan trips) of the total trip price must be paid at least 2 weeks prior to departure date unless agreed otherwise.
  • We also reserve the right to cancel your trip should the full amount not be paid in time. Failure to comply will result in the forefit of the advance paid, and considerd a no-show without possibility of a refund.
  • A bank service charge or credit card surcharge may apply and should be paid at the time of deposit or due balance payment.

Payment Methods

Flight Cancellation Policy

  • Flight bookings are completely non refundable or transferable.
  • Flight bookings are strictly non-refundable and non-transferable.

Passports, Visas & Travel Documents

  • It is the responsibility of all Trip Members/ passengers, regardless of nationality and destination to check with the consulate/embassy of the country they are visiting for current entry requirements.
  • It is the sole responsibility of all trip participants, regardless of nationality or destination, to check with the consulate or embassy of the country they intend to visit for current entry requirements.
  • Normally, the passport should be valid at least 6 months of the traveller’s intended return date.
  • Your passport should be valid for at least six months beyond your intended return date.
  • Regarding the necessary travel documents it is requested the travelling person to contact the nearest embassy to obtain visa.
  • For Nepal, obtaining a visa upon arrival at Kathmandu airport is generally straightforward. You will typically need a couple of passport-sized photos and cash for the visa fee.
  • The visa procedure is much simple and easier to obtain in Kathmandu airport. You need to bring couple of passport sized photos and just the cash.
  • The client is responsible for providing the company with correct, complete & accurate information regarding personal details including physical disabilities.

Insurance

  • Your insurance is really important while travelling abroad and especially when you are undertaking challenging and adventurous sports like trekking in the Himalayas.
  • It is advised to purchase travel insurance from your home country that protects you from any financial burden that may arise during the travel.
  • Your insurance might protect you from many other unexpected events while traveling like illness, injury, damage, loss or theft of baggage as well as emergency evacuation.
  • Travel insurance is highly recommended and crucial when traveling abroad, especially for challenging and adventurous activities like trekking in the Himalayas.
  • We strongly advise purchasing travel insurance from your home country that provides comprehensive coverage for potential financial burdens. This may include protection against illness, injury, damage, loss or theft of baggage, and emergency evacuation, hospital stay, etc.
  • As insurance requirements vary according to trips, please contact us with your booking details to learn more about insurance recommendation.

Emergency Evacuation

  • During any emergency cases of sickness or accident during the trekking and expeditions, there are reliable helicopter rescue services available in the country.
  • In the event of sickness or an accident during trekking and expeditions, reliable helicopter rescue services are available in Nepal.
  • Depending upon the health condition of the person, the rescue can be sought from Kathmandu or Lukla nearest available place.
  • Depending on the individual's health condition, rescue services can be arranged from Kathmandu or the nearest available location.
  • The use of the service is to be paid by the client themselves or covered by their insurance policy.
  • The cost of these services is the responsibility of the client or should be covered by their personal travel insurance policy.

Dietary Requirements

  • Any special dietary requirements must be made declared at the time of booking so that pre arrangements can be made before the trip.
  • Any special dietary requirements must be declared at the time of booking to allow for necessary pre-arrangements.
  • The last minute information might not work as it is very difficult in the mountains to get supply in short time.
  • Last-minute requests for dietary needs may not be accommodated, as it can be very difficult to secure specific supplies in mountainous regions on short notice.
  • The company will not be responsible for not being able to deliver special dietary needs at short notice.
  • The company will not be responsible for being unable to fulfill special dietary needs provided with insufficient notice.

Cancellation, Refunds & Booking Changes

Cancellation & Booking Changes

  • There will be no refunds if a passenger cancels the trip or leaves a trip for any reason whatsoever, either voluntarily, involuntarily or if you commit any unlawful act after the trip has commenced.
  • There will be no refunds if a passenger cancels the trip or leaves a trip for any reason whatsoever, whether voluntarily, involuntarily, or due to committing an unlawful act, after the trip has commenced.
  • We will make no refunds for any meals, accommodation or services not used.
  • No refunds will be made for any unused meals, accommodation, or services.
  • Should you require other changes to your original tour, the person that booked the tour must submit a written document with changes you require.
  • Should you require changes to your original tour, the person who made the booking must submit a written document detailing the requested changes.
  • We assure that every effort will be made to meet the needed changes. However, the service is not guaranteed.
  • While every effort will be made to accommodate your desired changes, the successful implementation of such changes is not guaranteed.

Cancellations & Refunds

  • All the trip cancellations are required to be done officially on our e-mail info@himalayanecstasynepal.com or himalayanecstasy@gmail.com
  • All trip cancellations must be officially submitted via email to info@himalayanecstasynepal.com or himalayanecstasy@gmail.com.
  • For groups it should be done 45 days and prior while individuals can do at least 30days before.
  • For groups, cancellations must be made at least 45 days prior to arrival.
  • For individual bookings, cancellations must be made at least 30 days prior to arrival.
  • Payment refund will be made as per the foreign currency conversion rate in US$ dollar prevailing at the time of refund.
  • Payment refunds will be processed based on the prevailing foreign currency conversion rate in US Dollars at the time of refund.

Cancellation Charges:

  • Before 45 days of arrival-5% / 10% of the total trekking/expedition/ tour cost
  • From 45 day to 30 days-10% / 15% of the Trekking/expedition/ tour cost
  • From 29 days to 15 days-15% / 20% of the trekking/expedition/ tour cost
  • From 14 days to 02 days (48 hrs)-20% / 25% of the total Trekking/expedition/ tour cost
  • From 48 hrs to arrival-50% of the total trekking/expedition/ tour cost
  • Less than 48 hrs or no show-No refund
  • If trekking/Expedition/tour is stopped or early arrival due to nature accident likewise weather reasons this case H.E Nepal Treks will not refund.
  • If a trekking/expedition/tour is halted or an early return is necessitated due to natural accidents (e.g., weather conditions), Himalayan Ecstasy Nepal will not issue refunds.

Bhutan-Specific Cancellations

If you are prevented from travelling on the tour, unfortunately there is no refund, transfer or postponing options available as the Bhutanese government has strict Tourism policies.

Health Requirements

  • We HEN hold complete right to exclude any individual who are physically or mentally unfit to undertake long trips.
  • Himalayan Ecstasy Nepal (HEN) reserves the right to exclude any individual deemed physically or mentally unfit to undertake long trips.
  • The issue with health is really important while travelling in the high altitude places like Tibet, Nepal, Bhutan.
  • Health considerations are paramount, especially when traveling to high-altitude destinations like Tibet, Nepal, and Bhutan.
  • We seek Travelers to provide a doctor’s certificate stating that s/he is fit enough to travel & her/his blood pressure & heart condition are normal.
  • Mountaineering expeditions above 7,000 m and Ama Dablam (6,812 m)
  • Clients must provide a "fit to join the expedition" letter issued by their personal doctor, and a completed Bio-data form issued by Nepal's Department of Tourism.

Unforeseen Circumstances, Risk & Liabilities

  • All our efforts will be made sincerely to maintain the contract made by our company with its clients but there are always possibilities of certain items like airfares, sudden increase in fuel costs, entrance fee at the monuments etc getting more expensive without any notice from the government authorities in Nepal, China (Tibet), India and Bhutan.
  • In such unpredictable situation, the difference in the cost would be borne by the clients.
  • H.E.N. acts only in the capacity of agent for the hotels, airlines, transporters and contractors providing other services.
  • Himalayan Ecstasy Nepal acts solely as an agent for hotels, airlines, transporters and contractors providing other services.
  • We shall not be responsible for any delays and alterations in the program or expenses incurred directly or indirectly-due to natural hazards, flight cancellation accident, breakdown of transport, weather, sickness, landslides, closures blockades due to political unrest or any such incidents.
  • We shall not be responsible for any loss, injury or damage to person, property or otherwise in connection with any accommodation, transportation or other services resulting directly or indirectly from any act of nature, dangers, fire, accident, breakdown of transport, strikes, thefts, epidemics or any other causes beyond our control.
  • We do not have any insurance policy covering the expenses for accident, sickness, and loss of your personal belongings due to theft or any other reasons. Visitors are advised to seek such insurance policy in their home country.
  • All baggage and personal property at all times at the clients own risk.
  • All our transports are well insured according to our transportation department of Nepal government.

Validity

  • This information is valid at the time of publication but is subject to change without prior notice.
  • However, should any changes occur, it will be posted on the website immediately.
  • However, should the terms & conditions change after the deposit is paid, the terms & conditions under which the deposit was paid shall apply.

Unused Services

No refunds or exchanges can be made with respect to accommodation, meals, sightseeing tours, transport or any other services, included in the Trekking/Expedition/ tour price, if not utilized by the trip members.

Child Discount

  • One child under four years old is generally considered a reduction of 50% of the Trekking/ tour cost, provided that s/he is accompanied by at least two full paying adults and stays in the same room.
  • One child under four years old is generally eligible for a 50% reduction of the Trekking/Tour cost.
  • An extra bed is provided free of charge.

Currency Fluctuation

  • All prices of the tours are based on US$ foreign exchange rates at the time of publication.
  • Prices may change in the event of increased land or air costs that are beyond the company’s control.
  • The company reserves the right to alter the price of any tour due to currency fluctuation.
  • Any price increase will normally be notified 60 days prior to departure.