Terms & Conditions of Himalaya Family Adventure Pvt. Ltd.
1. Contractual Agreement
By submitting a deposit or finalizing a booking with Himalaya Family Adventure (“the Company”), you (“the Client”) enter into a binding agreement governed by these Terms & Conditions. If you are making a reservation on behalf of family members or a group, you certify that you possess legal authority to accept these terms on behalf of all listed participants, including minors.
2. Booking, Deposits & Final Payment
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Initial Deposit: A non-refundable deposit of 25% of the total package price per person is required at the time of booking to secure permits, accommodation, and logistics.
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Final Balance:
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Nepal Expeditions: The remaining balance must be cleared upon arrival in Kathmandu during your pre-trip briefing prior to starting the itinerary.
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Bhutan & Tibet Expeditions: Full payment must be received at least 30 days prior to your scheduled departure date due to cross-border permit regulations.
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Payment Methods: Payments may be remitted via wire transfer, major credit cards, or cash. All transaction fees and bank surcharges incurred during transfer are the responsibility of the Client.
3. Cancellations & Refund Policy
All cancellation notices must be submitted in writing by the primary booker. Cancellation fees are calculated based on the date written notice is received relative to the departure date:
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More than 45 days prior to departure: Forfeiture of the non-refundable 25% deposit.
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30 to 44 days prior to departure: 50% of the total trip cost is non-refundable.
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15 to 29 days prior to departure: 75% of the total trip cost is non-refundable.
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Fewer than 15 days prior to departure (or no-show): 100% of the total trip cost is non-refundable.
Note: No refunds or credits are issued for voluntary early departure, missed services, unused accommodation, or decisions to curtail a trip once the journey has commenced.
4. Mandatory Travel & Evacuation Insurance
Due to the remote nature of mountain travel, all participants must hold comprehensive travel insurance active for the full duration of the itinerary.
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Minimum Coverage Requirement: Policies must cover high-altitude emergency medical care, emergency helicopter rescue, repatriation, and trip cancellation/interruption.
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Proof of Coverage: Proof of valid policy details must be presented to the Company prior to departure. Failure to provide proof of adequate coverage may result in cancellation without refund.
5. Travel Documents, Visas & Health Standards
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Passports & Visas: Passports must remain valid for at least six months beyond your intended return date, with at least two blank pages. Obtain entering visas and valid permits remains the sole responsibility of the Client, though the Company will assist with regional entry permits where required.
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Health & Fitness: High-altitude adventure activities require baseline physical fitness. Clients must disclose any pre-existing medical conditions, severe allergies, or physical limitations prior to departure. The Company reserves the right to decline participation to any individual deemed medically unsuited for high-altitude trekking.
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Family & Minors: Guardians traveling with minors bear full legal and supervision responsibility throughout the duration of the trip.
6. Itinerary Changes & Force Majeure
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Dynamic Itineraries: Mountain weather, natural hazards, political events, flight cancellations (such as flights to Lukla or Jomsom), and trail conditions may necessitate unexpected itinerary alterations. The Company reserves the right to modify routes, transport options, or accommodation in the interest of team safety.
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Force Majeure: The Company accepts no liability for delays, extra expenses, or loss of enjoyment caused by acts of God, extreme weather, landslides, civil unrest, government strikes, or flight cancellations. Additional expenses incurred due to weather delays or emergency evacuations are the responsibility of the Client.
7. Assumption of Risk & Operator Authority
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Risk Acknowledgement: Participation in Himalayan trekking and mountain travel involves inherent risks, including altitude-related illness, unpredictable weather, and basic regional infrastructure. By booking, the Client explicitly assumes all operational and natural risks associated with the expedition.
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Lead Guide Authority: To ensure group safety, decisions made by the designated Lead Guide or Company Representative are final. Refusal to adhere to safety directions or disruptive behavior may result in immediate termination of a participant’s trip without compensation.