Everest Base Camp & Kalapathar Trek

GUEST AGREEMENT AND DECLARATION

The registered office named, Himalayan Planet Adventures P. Ltd. Situated at Kathmandu, Nepal organizes the trekking and holiday packages for travelers. Registered Company Number 59196/065/066, whose registered office is in Chaksibari Street, Thamel, Kathmandu, Himalayan Planet is a member of the Trekking Agencies’ Association of Nepal (TAAN), Nepal mountaineering association (NMA), American Society of Travel Agents (ASTA) and Adventure Travel Trade Association (ATTA) a group of companies association and are sold subject to the following conditions.

HPA BOOKING TERMS AND CONDITIONS:

1. You understand that your booking is confirmed only after the company receives 20% of the total amount payable per person per trip or you can pay in full amount during the trip booking. It is said to clear the advance deposit within 15 days of booking, otherwise the same is liable for being canceled automatically. Moreover, the 20% amount is non-refundable and non-transferable under any circumstances.

3. You understand that the HPA confirms itself that the client has full knowledge of the booking terms and conditions and had a full reading of the same before agreeing to.

4. You understand that the package amount is on a twin share basis. The client if wishes to might forego the facilities available in the package and upgrade the same. The client is understood to have accepted the terms and conditions and aware of the facilities available and not available within the package amount.

5. You understand that, the Himalayan Planet Adventures mentioned the harshness and other difficulties and hardships associated with the trekking or tour and that the client is soundly aware of such circumstances. Thereby accept the tour agreement.

6. You understand that the Himalayan Planet Adventures will conduct a full medical check-up prior to the expedition or trekking to have a clear idea of the medical condition of the traveler. Upon that it’s expected that the client himself would inform of any medical conditions or problems that might mar the trip. It is for the knowledge of the company and the safety of the trekker, which is of utmost importance to the company.

PRICES INCLUSION AND EXCLUSION:

1. You understand that the HPA does not cover the fare of international flight commuting to/from your hometown, besides those mentioned inside the package, if at any point the client leaves the trip at his volition and own discretion or any other illness.

2. You understand that, the Himalayan Planet Adventures will provide a brochure before the trip to the client to have a better understanding of what is included and what not within the package.

3. You understand that the personal belongings of the client have to be in his or her own custody and responsibility and the payment for the extra meals, accommodations etc. and phone bills too would be borne by the client.

ACCOMMODATION:

1. You understand that since the package offers a twin share room, up-gradation charges for a single room would be charged against the client and to be cleared by him.

2. You understand that charges for an extra night and stay outside the package tenure or terms and conditions to have to be borne by the client himself.

3. You understand that the accommodation uphill is on a first come first served basis. So the Himalayan Planet Adventures P. Ltd. Can’t promise to always provide the teahouse or grass houses available there, since there remains a dearth of such facilities most of the time, especially during trekking season. In spite of that HPA promises to provide the best teahouse to the client, available at that time.

PASSPORT AND VISA DOCUMENTATION:

1. You understand that you need to carry your own passport valid for 6 months prior to the departure dates. You will need visa entry for each country. Visa for Nepal, Bhutan will be arranged by the company even the visa for Tibet, if one wishes to travel there can be arranged by the company unless the visa for India, Bangladesh and his own. The cost of the visa is excluded from the package except stated.

DAMAGE:

1. You understand that HPA does not take responsibility for any damage whatsoever caused by the client during the tour, trek or expedition.

2. You understand that any damage to the gear, caused by the client needs to be paid back by the client himself to the HPA. The staff of the Himalayan Planets Adventures will assess the same.

RETIRING FROM THE TREK:

1. You understand that early departure from the trek will incur extra charges for hotel accommodation, transportation, administration and other extra costs for extra nights. Phone calls too are included under the extra expenses. All these are incurred by the client while returning back to Kathmandu.

2. You understand that the client is totally responsible for the extra hotel accommodation and preparation.

HELICOPTER AIRLIFT OUT:

1. In case of any emergency or mishaps, The Himalayan Planet Adventures will arrange for helicopter airlift immediately with the assistance of your insurance company, only after assessing the situation.

2. You understand that if a helicopter is required then HPA will contact the client’s next of kin as is mentioned in the agreement and then continue the evacuation.

3. You understand that medical and other emergency expenses will be incurred upon the client and his family members including the other extra charges on accommodation, phone calls, traveling and administration.

4. You understand that if a child is trapped amidst such medical emergencies, then an adult must accompany the child.

5. You must understand that the hotel accommodation after evacuation is the client’s responsibility and the payment must be done to HPA for the same.

HIRING GEAR:

1. You must understand that HPA does not provide personal gears to the trekkers for the tour, expedition or travel except the one mentioned.

2. You must understand that any damage to the hired gear will be borne by the trekker.

TRAVEL HEALTH AND INSURANCE:

1. You must understand that trekking, mountaineering and climbing the Himalayas include several hazards and risks with it. So the safety and total medical fitness are required by the trekker. In this, you must agree to face any natural hazards and be fit enough to overcome these.

2. You must understand that every trekker must have a suitable health insurance policy prior to the expedition.

3. You must understand and read in detail that the policy covers areas like emergency evacuation, cancellation of the trip due to an unforeseen situation, airlift evacuation to the nearest hospital available if a medical emergency arises, loss of personal belongings etc.

4. You must understand that the HPA will require your policy papers with details before your departure for trekking. The policy covers details like name, policy number, amount, phone numbers etc.

5. You understand that HPA can deny to, take the responsibility of emergency evacuation if the trekker fails to submit the documents before departure to trekking. In such case, the company will inform his next of kin for support and evacuation of his family member.

6. You must understand that baggage of the trekker is under self-responsibility. In no way, the HPA will be responsible for the loss or damage of baggage of the trekker. Although one might opt for baggage insurance if required.

7. You must understand being a trekker that, your duffle luggage must have a set of medications for emergency, gear, loop, rope and etc. for the travel or tour. This is subject to aircraft rules and laws.

8. You must understand that the client acknowledges the fact that they are responsible for the late arrival of themselves or the baggage or joining for the trip, tour or trekking.

CANCELLATION NOTICES AND CHARGES:

1. You must understand that the deposit of the cost of the expedition is fully non-refundable and non-transferable. It will be refunded only if the trip is canceled due to some unforeseen condition. 

2. You must effectively understand that the HPA never returns the total paid amount after the departure for the trip. That is why HPA recommends trekkers to undergo an insurance policy that covers the amount for cancellation of trip arriving due to some medical emergency.