Travel 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

By confirming your booking and making a deposit, you acknowledge that you have read, understood, and accepted the following terms and conditions.

To confirm your trip, a booking must be made via email, accompanied by a partial payment. The specifics are listed below:

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.
  • 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 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.

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.
  • 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 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.

Last Minute Departures

  • 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.

  • 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: Passport xerox 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.

Peak Climbing & Mountaineering Expeditions:

  • At least 12 weeks before Departure Date
  • Advance payment of 35% must be submitted along with the documents for booking confirmation.
  • 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 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.

Other Countries

Trips in India

  • 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: 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 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.

Trips in Tibet:

  • 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.
  • 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.
  • All mandatory forms issued by the Chinese government.
  • Passport Details: Scanned color copies 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.

Trips in Bhutan

  • 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.
  • 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: Passport xerox 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.

Due Balance Payment

All due balance must be paid before trip commencement. Please read the details below for further clarification.

  • 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. Failure to comply with this payment plan without prior agreement with HEN will result in the forefit of the advance paid, and considerd a no-show without possibility of a refund. HEN will be not be liable for any inconvience caused.
  • 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. Failure to comply with this payment plan without prior agreement with HEN will result in the forefit of the advance paid, and considerd a no-show without possibility of a refund. HEN will be not be liable for any inconvience caused.
  • A bank service charge or credit card surcharge may apply to the deposit or due balance payment and should be paid by the client at the either time of the deposit or due balance payment.
  • Confirmation of your Trip (Trek/Tour/Peak Climbing/Expedition/) will only be finalized and notified via email once a deposit is received.

Payment Methods

Departure Guidelines

Flight Cancellation Policy

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

Passports & Visas

  • 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.
  • 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.
  • Your passport should be valid for at least six months beyond your intended return date.
  • The client is responsible for providing the company with correct, complete, and accurate personal information, including any physical disabilities.

Insurance

  • 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

  • In the event of sickness or an accident during trekking and expeditions, reliable helicopter rescue services are available in Nepal.
  • Depending on the individual's health condition, rescue services can be arranged from Kathmandu or the nearest available location.
  • 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 declared at the time of booking to allow for necessary pre-arrangements.
  • 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 being unable to fulfill special dietary needs provided with insufficient notice.

Cancellation & Booking Changes

I. Client-Initiated Cancellations After Trip Commencement:

  • 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.
  • No refunds will be made for any unused meals, accommodation, or services.

II. Changes to Your Original Tour:

  • Should you require changes to your original tour, the person who made the booking must submit a written document detailing the requested changes.
  • While every effort will be made to accommodate your desired changes, the successful implementation of such changes is not guaranteed.

III. General Cancellations & Refunds

  • All trip cancellations must be officially submitted via email to info@himalayanecstasynepal.com or himalayanecstasy@gmail.com.
  • 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 refunds will be processed based on the prevailing foreign currency conversion rate in US Dollars at the time of refund.
  • The following cancellation charges will apply:
    1. Before 45 days of arrival: 10% of the total trekking/expedition/tour cost.
    2. From 45 days to 30 days: 15% of the Trekking/expedition/tour cost.
    3. From 29 days to 15 days: 20% of the trekking/expedition/tour cost.
    4. From 14 days to 2 days (48 hrs): 25% of the total Trekking/expedition/tour cost.
    5. Less than 48 hrs or No Show: No refund.
    6. 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.

 IV. Bhutan-Specific Cancellations:

  • If you are prevented from traveling on a tour to Bhutan, unfortunately, no refund, transfer, or postponing options are available due to the strict tourism policies of the Bhutanese government.

Travel Documents

  • It is the traveler's responsibility to contact the nearest embassy to obtain the necessary visa for their destination.
  • As mentioned under "Passports & Visas," your passport should typically be valid for at least six months beyond your intended return date.
  • The visa procedure at Kathmandu airport is generally simple and easy; you will need a couple of passport-sized photos and cash.
  • The client is responsible for providing the company with correct, complete, and accurate personal information, including details of any physical disabilities. (This is a repeat from "Passports & Visas" - see "Confusing Sections" below.)

Health Requirements

  • Himalayan Ecstasy Nepal (HEN) reserves the right to exclude any individual deemed physically or mentally unfit to undertake long trips.
  • Health considerations are paramount, especially when traveling to high-altitude destinations like Tibet, Nepal, and Bhutan.

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 & Liabilities

  • While we sincerely strive to uphold all contractual agreements with our clients, there are possibilities of unforeseen cost increases. These may include sudden rises in airfares, fuel costs, entrance fees at monuments, etc., without prior notice from government authorities in Nepal, China (Tibet), India, and Bhutan. In such unpredictable situations, any difference in cost will be borne by the clients.
  • Himalayan Ecstasy Nepal acts solely as an agent for hotels, airlines, transporters, and contractors providing other services. All exchange orders, receipts, contracts, and tickets issued by us are subject to the terms and conditions under which these services are provided by the actual suppliers.
  • We shall not be responsible for any delays, alterations in the program, or expenses incurred, directly or indirectly, due to natural hazards, flight cancellations, accidents, transport breakdowns, adverse weather, sickness, landslides, closures, blockades due to political unrest, or any similar incidents beyond our control.
  • 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, transport breakdown, strikes, thefts, epidemics, or any other causes beyond our control.
  • We do not have any insurance policy covering expenses for accidents, sickness, or loss of personal belongings due to theft or any other reasons. Visitors are advised to seek such insurance policies in their home country. All baggage and personal property are at the client's own risk at all times.
  • All our transports are well-insured according to the transportation department regulations of the 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, they will be posted on the website immediately.
  • If the terms & conditions change after a deposit has been paid, the terms & conditions under which the deposit was paid shall apply.

Unused Services

  • No refunds or exchanges can be made for accommodation, meals, sightseeing tours, transport, or any other services included in the Trekking/Expedition/Tour price if they are not utilized by the trip members.

Child Discount

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

Currency Fluctuation

  • All tour prices are based on US Dollar 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.

Risk & Liabilities (Consolidated with Unforeseen Circumstances & Liabilities)

  • While we are always committed to providing the best services and a memorable travel experience in the Himalayas, unexpected challenges can arise.
  • We kindly ask our guests to understand situations not under the direct influence of our company or team members. All programs in Nepal, Bhutan, and Tibet are conducted strictly under their respective government's rules and regulations.
  • Therefore, Himalayan Ecstasy Nepal and its related organization shall not be responsible for any changes in the itinerary due to unavoidable circumstances such as government restrictions, landslides, road blockages, floods, snow, adverse weather conditions, political unrest, flight cancellations, delays, sickness, or accidents. Any extra costs incurred therein shall be borne by the clients on the spot.