Terms and Conditions
Alpine Club of Himalaya is a trusted trekking and tour operator in Nepal (Registration No: 66893/066/067) dedicated to providing exceptional travel experiences. Our goal is to ensure your satisfaction with our travel and adventure services. Please review the following terms and conditions for booking with us.
General Booking Conditions
Deposit Policy
For trips to Nepal, Tibet, and Bhutan, a photocopy of your passport and a 35% deposit of the total trip cost are required to confirm your booking.
This 35% deposit is non-refundable and is used to secure hotel reservations, transportation, trekking permits, and other advance arrangements.
The remaining balance must be paid upon arrival in Kathmandu, prior to the commencement of the tour.
Booking a Trip
* A 'trip' encompasses any itinerary or activities, including trekking, tours, expeditions, and other adventure programs that you purchase from us.
* The contract between Alpine Club of Himalaya Pvt. Ltd. and the client is established only when we send a confirmation invoice or email to the customer.
* We reserve the right to adjust the prices of trips or tours before the booking is confirmed and the contract is finalized.
Alpine Club of Himalaya Pvt. Ltd. will not be responsible for any warranties, collateral agreements, prior agreements, or descriptions of services or conditions beyond those explicitly stated in this agreement.
Cancellation Policy
If you need to cancel your booking with the Alpine Club of Himalaya, please provide us with written notice. We will confirm the receipt of your cancellation request. The amount you will be charged for canceling will depend on how close to the departure date you make your request:
• 60 days or more before departure:
A non-refundable cancellation fee of 35% of the total tour cost will apply.
• 45 to 59 days before departure:
40% of the total tour cost will be charged.
• 30 to 44 days before departure:
50% of the total tour cost will be charged.
• 15 to 29 days before departure:
70% of the total tour cost will be charged.
• 7 to 14 days before departure:
85% of the total tour cost will be charged.
• Less than 7 days before departure:
100% of the total tour cost will be charged.
Please note, no refunds will be provided if you voluntarily drop out once the trip has begun or if you do not use any pre-paid services such as accommodation, transportation, or meals.
Cancellation by Alpine Club Of Himalaya Pvt. Ltd.
Alpine Club of Himalaya Pvt. Ltd. reserves the right to cancel any trip, including those guaranteed to operate, before departure due to circumstances beyond our control, such as natural disasters, flight cancellations, strikes, industrial action, wars, riots, illness, quarantine, government restrictions, adverse weather, or other unforeseen events. In such cases, we will provide a refund of the trip price only. If a guaranteed trip is canceled, you will have the option to either receive a full refund or choose an alternative trip of equal value.
Significant alterations do not include changes to airline carriers, flight schedules, or itineraries, as long as departure and arrival dates remain the same. Changes in cabin category or hotel accommodation will be within the same category.
Please be aware that Alpine Club of Himalaya Pvt. Ltd. is not liable for any incidental expenses or consequential losses incurred by the client as a result of the booking. This includes costs such as visa fees, vaccinations, non-refundable flights or rail fares, parking fees, loss of earnings, or loss of enjoyment.
Additionally, no refunds will be given if you choose to withdraw from the trip after it has commenced, or if you do not utilize any pre-paid services, including accommodation, transportation, or meals.
Last-Minute Booking
Last-minute bookings for Nepal trips are accepted up to one day before departure. Full payment is required immediately. Last-minute bookings for Bhutan and Tibet trips are not accepted.
Trip Postponement
If you need to postpone your trip, notify us in writing with your new departure date. We will transfer your reservations to the new date at no additional cost, unless there are changes in rates for the new date.
Medical Conditions and Special Requirements
If you have any medical conditions or special requirements, please inform Alpine Club of Himalaya Pvt. Ltd. at the time of booking. This includes physical disabilities or any other conditions that may affect your ability to travel. Failure to disclose such conditions may lead to refusal of travel and potential forfeiture of your deposit or even the full trip cost.
Certain trips may not be suitable for clients based on age, physical conditions (such as mobility issues or pregnancy), or mental health. It is your responsibility to verify suitability before booking. Alpine Club of Himalaya Pvt. Ltd. will not provide special accommodations unless explicitly agreed upon in writing. We will make every effort to accommodate special requests, including dietary preferences, but such requests are not guaranteed and do not form part of the contractual agreement.
Medical facilities and standards vary by country, and Alpine Club of Himalaya Pvt. Ltd. makes no representations or warranties regarding the quality of medical treatment available.
Travel Insurance
Travel insurance is mandatory for all clients. It should cover personal injury, medical expenses, repatriation, helicopter rescue, and other relevant risks. We recommend purchasing insurance from a reputable provider in your country.
Passport and Visa
Ensure your passport is valid for at least six months beyond your return date. Nepalese visas can be obtained at the Nepalese Consulate or on arrival at Kathmandu Airport. Visa costs are the client’s responsibility.
Flight Delays and Changes in Itinerary
Please be aware that mountain adventures are subject to unpredictable weather conditions. Bad weather in mountainous regions can lead to delays or cancellations of domestic flights. In such cases, Alpine Club of Himalaya Pvt. Ltd. will arrange accommodation (guesthouse) and provide meals (lunch and breakfast) if requested by the client. However, clients are responsible for covering any additional expenses, including those for extra food and accommodation. If you opt for alternative arrangements, such as a helicopter flight to bypass delays, you will be responsible for all associated costs.
Alpine Club of Himalaya Pvt. Ltd. is not liable for missed international flights. We will make every effort to assist with alternative arrangements where possible. Additionally, please note that changes to the itinerary may be necessary due to adverse weather conditions or other factors beyond our control during outdoor activities.
Payment Methods
Payments can be made via wire transfer or credit card.
Credit Card Payment
To pay by credit card (Mastercard or Visa), select your trip package, complete the required information on the “BOOK THIS TRIP” form, and pay the specified advance amount. You will receive an invoice and further instructions via email.
Physical Fitness
Good health is essential for a successful Himalayan adventure. Ensure you are physically and mentally prepared to tackle the demands of the trip. We prioritize your well-being and aim to make your journey with us unforgettable and enjoyable.
Guaranteed Departures
Once your trip is booked, we guarantee departure on the scheduled date, regardless of group size. Even if fewer participants join, we will proceed with the trip as planned. Our team at Alpine Club of Himalaya is committed to adhering to your schedule and ensuring a seamless experience.
Risk and Liability
We strive to provide exceptional service and a pleasant holiday experience. However, Alpine Club of Himalaya Pvt. Ltd. and its affiliates are not responsible for itinerary changes due to unforeseen circumstances such as government restrictions, natural disasters, political unrest, flight cancellations, or other events beyond our control. Adventure trips inherently involve risks, and clients accept responsibility for any personal injuries, damages, or additional expenses that may arise.
Cost Adjustments
Alpine Club of Himalaya Pvt. Ltd. reserves the right to adjust prices posted on our website due to unforeseen factors like exchange rate fluctuations or government actions. We strive to keep published prices accurate and offer seasonal discounts to match your budget and schedule.
Injuries and Evacuations
Our package costs do not include personal insurance. Alpine Club of Himalaya is not liable for injuries or health issues during the trip. Clients should have their own insurance coverage.
Client Responsibilities
Our tour/trek leader has full authority during the trip. Any unlawful behavior may result in immediate removal from the tour, with no refund.
Publicity
We may use photos and videos of clients for promotional purposes on our website, but we respect privacy and will not disclose personal information.
Personal Belongings
While we take measures to ensure the safety of your belongings, Alpine Club of Himalaya is not responsible for lost or damaged luggage or personal items during the trip.
Privacy
The information collected during the booking process is used solely for arranging permits and organizing your trip. We do not share or use your personal details for any other purposes or disclose them to third parties.
Missed or Unused Services
No discounts or refunds will be provided for missed or unused services. This includes situations such as voluntary or involuntary departure from the tour due to illness, family emergencies, late arrivals, or early departures, whether voluntary or involuntary.
Updating of Terms and Conditions
Alpine Club Of Himalaya Pvt. Ltd. reserves the right to update and amend these terms and conditions at any time. Clients are responsible for staying informed about any changes. The most current version of the terms and conditions will be available on our website at www.alpineclubofhimalaya.com and will be applicable in the event of any disputes.
For any questions or further clarification, please contact us. We look forward to assisting you with your travel plans!
