Terms and Conditions

Last updated: September 26, 2025

 

Attributions

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Please read these Terms and Conditions carefully before using Our Service.

When you (hereinafter referred to as “Traveler” or “Client”) book a journey — including trekking, expeditions, peak climbing, cultural tours, or any other adventure or tour package — with Trekking Agency (hereinafter referred to as “the Company”), you enter into a binding agreement governed by these Terms & Conditions.

By booking a trip, using our website, or engaging our services, you confirm that you have read, understood, and agreed to these Terms & Conditions in full.

Booking a Trip

A “trip” refers to any itinerary or package booked with the Company, including trekking, climbing, expeditions, tours, or related services.

A booking becomes confirmed only when the Company issues a written confirmation (invoice or email) to the Client. This confirmation establishes a legally binding contract between the Client and the Company.

Until written confirmation is issued, the Company reserves the right to amend pricing, itinerary details, or availability. Any prior quotations or verbal communication do not constitute a binding agreement unless confirmed in writing.

Services Offered

The Company agrees to provide services as outlined in the confirmed itinerary. These may include permits, accommodation, guiding services, transportation, logistics, and other agreed arrangements.

The Client agrees to comply with all Company policies, local laws, and the established code of conduct throughout the duration of the trip.

Deposit Requirement

To secure a booking, the Client must pay a non-refundable deposit of 25% of the total trip cost.

• The deposit must be made via bank transfer to the Company’s designated bank account (details provided separately).
• Any bank transfer fees, intermediary charges, or currency exchange discrepancies are the responsibility of the Client.
• If the credited amount is less than required due to such charges, the Client must settle the remaining balance in cash before the trip begins.

Final Payment / Confirmation

The remaining balance may be paid:

• By bank transfer prior to arrival, or
• In cash upon arrival in Nepal

Full payment must be completed before the trip begins.

If full payment is not received by the departure date, the Company reserves the right to cancel the booking and retain the non-refundable deposit.

For trips commencing outside Nepal, full payment must be made at least two weeks prior to the start date by bank transfer. Any shortfall due to transfer charges must be settled before departure.

Cancellation by Client

All cancellation requests must be submitted in writing and acknowledged by the Company. The effective cancellation date will be the date the Company receives the written request.

Cancellation charges (based on total trip cost):

• Upon booking / deposit paid: 25% (non-refundable)
• 3 weeks before departure: 50% refund
• 1 week before departure: 25% refund
• Within one week of departure: No refund

No refund will be provided for:

• No-shows
• Voluntary early departure
• Unused services

Cancellation by the Company

The Company reserves the right to cancel a trip prior to departure due to circumstances beyond its control, including but not limited to natural disasters, extreme weather, strikes, political unrest, government restrictions, or other force majeure events.

In such cases, the Company will:

• Refund the deposit or full amount paid, or
• Offer an alternative trip of equivalent value

The Company is not responsible for incidental expenses incurred by the Client, such as international flight tickets, visa fees, travel insurance, or accommodation.

Health, Medical Conditions & Special Requests

Clients must inform the Company in writing at the time of booking of:

• Any medical conditions
• Physical disabilities
• Pregnancy
• Allergies
• Special dietary requirements

Certain trips may not be suitable depending on age, fitness level, or medical condition.

While the Company will make reasonable efforts to accommodate special requests, they cannot be guaranteed.

The Company does not guarantee the availability or standard of medical facilities in remote areas.

Travel Insurance

All Clients must obtain comprehensive travel insurance covering:

• Accidents and illness
• Emergency medical treatment
• Helicopter evacuation
• Personal liability

Insurance covering trip cancellation, baggage loss, and personal belongings is strongly recommended.

Proof of valid travel insurance must be provided upon request. Failure to do so may result in refusal of service without refund.

Flight Delays, Itinerary Changes & Unpredictable Conditions

Mountain weather and remote travel conditions may cause delays or changes to itineraries.

• Additional costs due to flight delays (accommodation, meals, transport) must be borne by the Client.
• Clients making independent arrangements during delays must inform Company representatives.
• Once trekking permits are issued, itinerary changes are generally not permitted. Any modifications may incur additional permit costs.
• The Company reserves the right to adjust trip plans due to unavoidable circumstances. Clients will be informed accordingly.
• Any price adjustments must be settled before departure.

 

Passport, Visa & Entry Requirements

Clients are responsible for ensuring:

• Their passport is valid for at least six months beyond the trip completion date.
• They obtain the necessary visas and travel documents.

The Company may assist with visa arrangements for destinations such as Bhutan or Tibet upon request.

The Company is not liable for denied entry due to invalid documents or missing visas.

Injury, Evacuation & Liability

Adventure travel involves inherent risks.

The Company is not responsible for:

• Illness
• Injury
• Emotional distress
• Loss or damage to personal property

Medical evacuation and emergency treatment costs must be covered by the Client’s travel insurance.

Unused or Missed Services

No refunds or discounts will be provided for unused services due to:

• Illness
• Delays
• Changes in travel plans
• Voluntary or involuntary withdrawal

Food, Meals & Responsible Conduct

Meals are planned based on reasonable portion sizes per person.

• Food waste should be avoided.
• The Company will not reimburse for food that is ordered, tasted, and discarded.
• Serious allergies must be declared in writing at the time of booking.
• While guides will assist in arranging suitable meals, food options may be limited in remote regions.

 

Privacy & Personal Information

The Company may collect personal information for communication, booking, and operational purposes.

All information will be treated confidentially and will not be shared with third parties without consent, except where required by law or necessary for trip arrangements.

Amendment of Terms

The Company reserves the right to update or modify these Terms & Conditions at any time without prior notice.

Clients are responsible for reviewing the latest version before booking or departure.

Contact Us

If you have any questions regarding these Terms & Conditions, please contact us:

Trekking Agency

Email: trekkingdemo@thulo.com