ALL BOOKINGS ARE BASED ON THE FOLLOWING TERMS AND CONDITIONS:
Your agreements are made with Highland Expeditions Nepal Pvt Ltd located at Mt. Everest Summiteers Marg, Saraswatinagar 06, Kathmandu, Nepal. Our terms and conditions have been carefully crafted with respect for our clients, our administrative staff, and our guides, and we strongly recommend that you purchase trip insurance to protect your investment. When making your booking it is implied and accepted that you have read and understood all these booking conditions and agree to abide by them for the good of us all and our good standing with one another, for your safety and overall good welfare.
1. Booking and Payment
1.1 Booking Confirmation: A tentative booking will be made after you have sent us the trip booking form and we will hold it for two (2) weeks giving you time to promote and send the trip deposit. Your booking will be confirmed by email when Highland Expeditions Nepal Pvt Ltd (hereafter referred to as “the Company”) receives a completed booking form, passport copy, and a non-refundable deposit of 20% of the total trip cost. A final trip confirmation letter will be sent after we have received all the required documents and trip deposit.
1.2 Final Payment for Tours, Trekking, and Peak climbing in Nepal: The remaining balance can be paid after you arrive in Kathmandu. For bookings made within 30 days of the departure date, the full payment is required at the time of booking.
1.3 Final Payment for High Altitude Expeditions and Multi Country Trips: The remaining balance must be paid no later than 60 days before the trip departure date for high altitude expeditions and multi-country tours (Bhutan, India, Tibet). For bookings made within 60 days of the departure date, the full payment is required at the time of booking.
1.4 Payment Methods: Payments can be made via bank transfer, credit card, or other agreed methods. All bank charges related to the payment are the responsibility of the client. For card payment, there will be an additional 4% card processing fee levied to us by the bank
1.5 Currency: All the trip cost are shown in USD unless otherwise stated.
2. Cancellations and Refunds
2.1 Cancellation by the client: This deposit fee of 20% is non-refundable in the event of any cancellation. The deposit fee of 20% is basically non-recoverable cost that are incurred while making the bookings. If you cancel some or all portions of your booking the cancellation terms set out below will apply. A cancellation will only be effective when we receive written confirmation from you that you wish to cancel. If you cancel a trip following cancellation charges will be applied:
For Trekking, Peak Climbing, and Tours in Nepal:
More than 30 days before the trip: we will hold your deposit amount as a credit (Deposit Credit) and transfer it fully for the next trip date
30 to 15 days before the trip: 50% of the total deposit amount
Less than 15 days before the trip: 100% of the total deposit amount
For High altitude expeditions and Multi-Country Tours:
More than 60 days before the trip: 100 % of your deposit amount
30 to 59 days before the trip: 50% of the total amount
Less than 15 days before the trip: 100% of the total amount
Losing the money, you have paid for the trip is worse should you need to cancel the trip after confirmation. Therefore, having Insurance with Travel protection is recommended. Please refer to our insurance page. If you need to file a claim with your insurance company due to the cancellation, we can assist you by providing supporting documentation, such as a receipt for the funds paid.
Due to the nature of the trip and the “no-refund” policies of government tourism offices and cancellation charges levied by accommodation providers, airlines, travel agents, or third-party tour and transport operator fees, we must adhere to this stringent refund policy.
2.2 Cancellation by the Company: The Company reserves the right to cancel any trip for any reason prior to departure, including insufficient participation or logistical issues. If we cancel/postpone the trip we will hold your deposit and any other payments (less the unrecoverable costs such as air ticket cancellation, hotel booking cancellations, permit fees, staff insurance, etc) and provide you with an option to reschedule the trip on next dates without any additional charges. However, any price increase (Hotel, Flight, Permit, etc.) on future departure will be applicable. We shall not be liable to refund any additional expenses that you may have incurred (such as insurance, visas, vaccinations, and other incidental costs). If you cancel your trip and are unable to reschedule the trip for the next date, your trip deposit will be forfeited as per our standard cancellation policy. (As defined in clause 2)
2.3 Cancellation due to Force Majure: The trip will not be cancelled/postponed unless we are forced to do so because of unusual or unforeseeable circumstances (force majeure), such as a major natural disaster, major political unrest or war, or COVID-19. If we cancel/postpone the trip we will hold your deposit (less the unrecoverable costs such as air tickets cancellation, hotel booking cancellations, permit fees, staff insurance etc) and provide you with an option to schedule the trip on the next dates as per your schedule without any rescheduling charges. However, any price increase (Hotel, Flight, Permit, etc.) on future departure may be applicable. We shall not be liable to refund any additional expenses that you may have incurred (such as insurance, visas, vaccinations and other incidental costs). If you cancel your trip and are unable to reschedule the trip for the next date, your trip deposit will be forfeited as per our standard cancellation policy. (As defined in clause 2)
2.4 Refund Policy: No refunds will be made for unused services, accommodation, meals, transportation, or any other trip inclusions due to early return from the trip or failure to complete the trip. Additionally, clients will have to bear all the expenses (Hotel, Food, Transfers or any other expenses) themselves after leaving the itinerary.
3. Alterations and Amendments
It is an absolute fundamental condition that you acknowledge that this is an adventure vacation in some of the most rugged territory on earth. This requires some flexibility. The day to day itineraries we offer you must be taken as a guideline only. We cannot be held responsible for any delays caused by International or domestic flights, strikes, Government regulations, Weather or natural calamities, riots, arson, public vandalism or any act of God etc. In such cases, Highland Expeditions shall be responsible for providing suitable alternatives which could be decided upon mutual agreement. If an agreement cannot be made, Highland Expeditions shall not be held responsible.
3.1 Changes by the Company: The Company reserves the right to make necessary changes to the itinerary due to unforeseen circumstances such as weather conditions, flight cancellations, political disturbances, or any other circumstances beyond the Company’s control.
3.2 Changes by the Client: Requests for changes must be made in writing and will be accommodated if possible. Any additional costs incurred due to changes will be the responsibility of the client. No Amendments are permitted to group departure trips.
4. Prices & Surcharges
Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions, and availability. It is likely that different clients on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time.
5. Authority on trip
You agree to abide by the authority of the guide/leader on your trip, who represents Highland Expeditions Nepal Pvt Ltd. Please take care to note that your guide/leader has the authority to amend or cancel any part of the itinerary if it is deemed necessary due to your safety concerns. Every effort will be made to keep to the provided itinerary; however, since this adventure entails traveling in remote mountainous regions, we cannot guarantee that we will not deviate from it. Weather, the health condition of a group member, unexpected natural disasters, etc., can all contribute to changes in the itinerary. The guide/ leader will try to ensure that the trip runs according to plan, but please be prepared to be flexible if required. If the guide/leader considers your general wellbeing will be put at risk by continuing with the trip, you may be asked to leave the trip as well. In this event, our contractual obligations in respect of the remainder of your trip will come to an end and we are not able to provide refunds for unused services as stated in clause 2.4
6. Travel Insurance
6.1 Mandatory Insurance: All clients must have comprehensive travel insurance that covers trip cancellation, personal accident, medical expenses, emergency evacuation, loss of personal belongings, and all other expenses that might arise as a result of loss, damage, injury, delay, or inconvenience. Before joining the tour/trek we strongly recommend you take out travel insurance. This should include adequate cover for trip cancellation and interruption, baggage loss and delays, medical expenses, any cancellations, helicopter evacuation, and emergency repatriation. You must supply documentary proof of it. If you do not have travel insurance, you are required to have a credit card with a minimum limit of US$10,000 for trekking and at least US$25,000 for high-altitude expeditions. Travel insurance is essential, particularly for treks above 3000m, as it ensures coverage for emergencies and unforeseen situations.
6.2 Emergency Medical Evacuation: The client accepts that your trip leader/guide/climbing sherpa can call for a rescue helicopter in case of a life-threatening situation for the Member even if the approval of the Member’s insurance company is not obtained. In such a situation, the Member accepts to support all related costs and to indemnify the Company of any cost resulting from the rescue.
5. Age and Health Requirements
5.1 Medical Fitness: Clients are responsible for ensuring they are in good health and physically capable of undertaking the trip. The Company reserves the right to require a medical certificate or other evidence of fitness.
5.2 Minimum Age: For the majority of our trips, the minimum age is 16 at the time of travel. All travellers under the age of 16 must be accompanied by a legal guardian or parent.
5.3 Maximum Age: For the majority of our trips, we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation. We can provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice before taking part in the trip.
6. Responsibilities of the Client
6.1 Compliance: Clients must comply with the laws, customs, foreign exchange, and drug regulations of Nepal, Bhutan, and Tibet. The Company will not be responsible for any fines, penalties, or illegal activities conducted by clients.
6.2 Security: To ensure the safety and well-being of all participants, you must adhere strictly to the instructions provided by your guide/leader. We emphasize the importance of punctuality for the commencement of any trek or climb, and we urge you to comply diligently with the safety guidelines at all times. The instructions and training given by our guides are designed to mitigate risks and enhance the overall safety of the expedition. Any deviation from these instructions may be deemed as serious negligence, posing not only a potential threat to your well-being but also to the safety of fellow participants and our dedicated staff. We believe in fostering an environment where every participant contributes to the collective safety of the group. Your cooperation in following the provided instructions will contribute significantly to the success and well-execution of your trip.
6.3 Behavior (Group Departures): Because the trip is organized around a significant group of people, the good behavior of each member and staff of the company towards each other is essential to avoid problems during the trip. The member endeavors to have a respectful attitude to other team members and the company’s staff at any time. Effective communication, cooperation, and understanding among all members contribute not only to the success of the trip but also to the overall well-being of the entire group. We encourage you to be mindful of the diverse backgrounds, perspectives, and experiences that each participant brings to this journey.
7. Liabilities and Limitations
7.1 Assumption of Risk: Clients acknowledge that adventure travel involves inherent risks, including illness, injury, and death. By booking a trip, clients accept these risks and agree to take responsibility for their own actions.
7.2 Liability Waiver: The Company will not be liable for any injury, loss, or damage suffered by clients. This includes any incidents resulting from the actions of third-party service providers.
7.3 Force Majeure: The Company will not be liable for any failure to perform its obligations where such failure is due to circumstances beyond its reasonable control, including but not limited to acts of God, war, strikes, or government restrictions.
8. Complaints and Disputes
8.1 Resolution of Complaints: Any complaints must be reported to the Company as soon as possible so that appropriate actions can be taken. If the issue is not resolved during the trip, clients must submit a written complaint within 30 days of the trip’s end.
8.2 Governing Law and Jurisdiction: These terms and conditions are governed by the laws of Nepal. Any disputes will be settled in the courts of Nepal.
9. Privacy and Data Protection
9.1 Data Use: The Company will only use personal information for the purpose of booking and delivering services. Clients’ information will not be shared with third parties without their consent. More information: Privacy Policy
10. Internal Flights
The flight between Kathmandu and Lukla, where the Everest region trek/climb starts and ends is generally reliable on the weather. If in case of poor weather, all flights will be canceled for the day. In the event of flight cancellation, we will attempt to schedule the flight for the next day again if your itinerary allows otherwise we will get you on a chartered helicopter but you are responsible for the extra costs in this event which can range from $300 to $600 or more depending on the number of people sharing the flight.
11. Images and Publicity
By signing these terms and conditions you certify that your image may be used without charge by Highland Expeditions for promotional purposes, printed promotional items, and promotional presentations, unless you notify us in writing that you do not wish to have your image to be used for these purposes.
12. Dossier / Website / Advertising material accuracy
All information and advice in our dossier, on our website, and in our other advertising material is believed correct to the best of our knowledge at the time of printing or publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your chosen trip with us.
13. Acknowledgment
By booking a trip with Highland Expeditions Nepal Pvt Ltd, clients acknowledge that they have read, understood, and agreed to these terms and conditions.
Contact Information:
Highland Expeditions Nepal Pvt Ltd
Address: Saraswatinagar Rd, Kathmandu 06, Nepal
Email: info@highlandexpeditions.com
Phone: +977 9708680018 / +9779708680019
