Booking conditions
Note for the agency: this is a general template written for travel and trekking agencies registered in Nepal. Have it reviewed by your lawyer or adviser, adjust it to how you actually work, and then remove this note.
These conditions form the agreement between you and Trekking sites, a travel and trekking agency registered in Nepal. Please read them before you book. Where your written quote or confirmation says something different, the quote or confirmation applies.
1. Making a booking
Your booking is confirmed when we have received your deposit and sent you a written confirmation. The person who makes the booking accepts these conditions for everyone in the group and must be 18 or older.
2. Deposit and balance
- A deposit of 20% of the trip price is due to confirm your booking, unless your quote says otherwise.
- The balance is due 30 days before the trip starts, or can be paid in cash on arrival in Kathmandu if agreed in writing.
- For bookings made less than 30 days before departure, the full price is due at booking.
- Bank transfer and card fees are paid by the traveller. If the balance is not paid on time we may treat the booking as cancelled by you.
3. What the price includes
Your quote lists exactly what is included, such as guides, porters, permits, accommodation, meals and transport. International flights, Nepal visa fees, travel insurance, tips, personal expenses and anything not listed are not included.
4. Cancellation by you
Tell us in writing (email or WhatsApp). Charges are based on when we receive your notice:
- More than 60 days before the start: we keep the deposit only.
- 30 to 60 days before: 30% of the trip price.
- 15 to 29 days before: 50% of the trip price.
- Less than 15 days before, or if you do not arrive: 100% of the trip price.
Permit fees and domestic flight tickets already issued in your name cannot be refunded by the issuing office or airline, and are charged in addition where they were not covered by the deposit. Your travel insurance may cover these charges.
5. Changes by you
We will try to change dates or trips when you ask. Changes may cost extra where suppliers charge us, and a change of date within 30 days of departure may be treated as a cancellation.
6. Changes and cancellation by us
Weather, landslides, flight delays, closed trails, strikes, illness or safety concerns sometimes force changes in the mountains. Your guide may change the route, the schedule or turn back when it is not safe to continue; their decision on safety is final. We will offer a comparable alternative where we can.
If we cancel your trip for a reason other than force majeure (see section 10), you can choose another date or a full refund of what you paid us. For fixed departures that do not reach the minimum group size, we will tell you at least 21 days before the start.
7. Travel insurance
Travel insurance is required for all trekking and mountain trips. It must cover medical treatment, emergency helicopter rescue and evacuation up to the highest altitude on your itinerary, and ideally cancellation. Please send us your insurer's name, policy number and emergency phone number before the trip. If you need rescue and your insurer does not pay, you are responsible for the cost.
8. Health, fitness and altitude
Trekking at high altitude is physically demanding and carries real risks, including acute mountain sickness, which can be serious. You confirm that you are fit enough for the trip you choose and that you have told us about any medical condition that may affect you. Follow your guide's advice on acclimatisation, and tell them straight away if you feel unwell. The guide may require you to descend or stop if your health is at risk; extra costs caused by this (such as extra nights, transport or rescue) are not refunded by us but are usually covered by insurance.
9. Your responsibilities
- Carry a passport valid for at least 6 months, a valid Nepal visa and the documents needed for your permits.
- Respect local customs, the environment and the rules of national parks and conservation areas.
- Follow your guide's instructions on safety. We may end the trip of anyone whose behaviour puts themselves or others at risk, without refund.
10. Force majeure
We are not responsible for failure or delay caused by events outside our control, such as earthquakes, floods, landslides, severe weather, epidemics, political unrest, strikes, government orders or airline cancellations. In these cases we will help you with alternatives and refund any money we are able to recover from suppliers, less costs already spent.
11. Our responsibility
We take care in choosing guides, porters, hotels, lodges and transport. We are responsible for the services we agreed to provide. We are not responsible for losses caused by your own actions, by events outside our control or by services you arrange yourself. Nothing in these conditions limits your rights under Nepal law.
12. Complaints
If something is not right during the trip, tell your guide or call us straight away so we can fix it. If you are still unhappy, write to us within 30 days after the trip and we will reply within 14 days.
13. Law
These conditions are governed by the laws of Nepal and disputes go to the courts of Kathmandu, Nepal.
Contact
Trekking sites