These Terms and Conditions set out the basis on which Adventure Vision Treks and Travel (“the Company”, “we”, “us”, “our”) accepts bookings for treks, tours, and related travel services. Please read them carefully before making a booking, as they form a binding contract between you and the Company.
1. Definitions
In these Terms and Conditions, the following words have the meanings shown below:
- “Company” means Adventure Vision Treks and Travel, including its staff, guides, and authorised representatives.
- “Booking” means a confirmed reservation of a trip, trek, tour, or other service offered by the Company.
- “Trip” means any trek, tour, expedition, or travel arrangement offered by the Company.
- “Client (“you”, “your”)” means each person named on a Booking.
- “Lead Client” means the person who makes the Booking and accepts these Terms on behalf of every member of the party.
- “Deposit” means the initial, non-refundable payment required to confirm a Booking.
- “No-show” means failure to arrive, or to be ready to begin a service, at the time and place stated in your confirmation.
- “Force majeure” means any event beyond our reasonable control, including natural disasters, severe weather, landslides, floods, earthquakes, epidemics, strikes, civil unrest, and government restrictions.
2. Booking and Deposit
2.1 A Booking is confirmed only when we have received your completed booking form and the required deposit, and we have issued you a written confirmation.
2.2 A deposit of 20% of the total trip cost is required at the time of booking. The deposit is nonrefundable and forms part of the total payment for the trip.
2.3 The Lead Client must be at least 18 years of age and accepts these Terms on behalf of every member of the party. The Lead Client is responsible for ensuring that all party members are aware of, and agree to, these Terms.
2.4 By paying the deposit, you enter into a binding contract with the Company on these Terms.
3. Prices and Cost Changes
3.1 Once your deposit has been received, the price of your trip is fixed. We will absorb any ordinary increase in our ground-operation costs and will not pass such increases on to you.
3.2 Where the itinerary must be changed, extended, or re-routed because of force majeure (for example, blocked routes or weather), any unavoidable additional costs such as extra nights of accommodation, alternative transport, or additional permits are the responsibility of the Client. See clause 6.
4. Payment of Balance
4.1 The remaining balance must be paid on your arrival day, or as otherwise stated in your confirmation.
4.2 Accepted payment methods are bank transfer, card, or cash on arrival. Any bank charges, transfer fees, or currency-conversion costs are the responsibility of the Client.
5. Cancellation by the Client
5.1 If you need to cancel your Booking, you must notify us in writing. Cancellation takes effect on the day we receive your written notice.
5.2 The following cancellation charges apply, as a percentage of the total trip cost, unless your confirmation states otherwise:
| Notice Given Before Departure | Cancellation Charge |
|---|---|
| More than 60 days | Loss of deposit (20%) |
| 30–60 days | 30% of total trip cost |
| 15–29 days | 50% of total trip cost |
| 7–14 days | 100% of total trip cost |
The 20% deposit is non-refundable in all cases.
5.3 If you postpone rather than cancel, we will credit or refund amounts according to the local costs we have already committed or incurred on your behalf.
5.4 No refund is given for any unused services, meals, accommodation, or portions of the trip once it has begun, including where you leave the trip early for any reason.
6. Cancellation or Changes by the Company
6.1 We plan trips many months in advance and occasionally have to make changes. Most changes are minor, but we reserve the right to cancel or significantly alter a trip.
6.2 In the event of force majeure, including natural disasters, we will inform you as soon as reasonably possible and may postpone or cancel the trip in the interest of safety.
6.3 Where the itinerary is extended, re-routed, or otherwise changed because of force majeure, any resulting additional costs are payable by the Client, as set out in clause 3.2.
7. Amendments by the Client
7.1 If you wish to change your Booking after confirmation (for example, the dates, route, or party size), we will try to accommodate your request but cannot guarantee it. Any additional costs arising from an agreed change are payable by you.
8. Travel Insurance (Mandatory)
8.1 You must hold valid travel insurance for the full duration of your trip. Your policy must cover medical expenses, emergency evacuation and rescue (including, where relevant, high altitude helicopter rescue), and trip cancellation and curtailment. You must provide your policy details on request.
8.2 Our own staff are insured by the Company.
9. Passports, Visas and Permits
9.1 You are responsible for ensuring that you hold a valid passport, the appropriate visa, and any other documents required for entry and travel.
9.2 The Company will arrange trekking permits and conservation-area entry permits where these form part of the trip. You must supply accurate personal details and documents (including passport copies and photographs) in good time. We are not liable for problems arising from incorrect or late information.
10. Health, Fitness and Acclimatization
10.1 Trekking and adventure travel can be physically demanding and often take place at high altitude. You should be in good general health and, where appropriate, consult a doctor before travelling.
10.2 You must inform us in advance of any medical conditions, allergies, medications, or dietary requirements that may affect your participation, so that we can advise you and make reasonable arrangements. On safety grounds, the Company may decline or adjust your participation in any activity.
11. Assumption of Risk
11.1 Adventure travel and trekking in remote mountain regions involve inherent risks, including but not limited to high altitude, extreme weather, rough terrain, natural hazards, wildlife, limited medical facilities, and delays.
11.2 You acknowledge and voluntarily accept these risks. You agree that you are participating of your own free will and with full knowledge of the nature of the activities involved.
12. Liability and Limitation of Liability
12.1 The Company accepts responsibility for arranging the services that form part of your trip with reasonable skill and care.
12.2 To the maximum extent permitted by law, the Company is not liable for any injury, illness, death, loss, damage, delay, or additional expense caused by force majeure or by the acts or omissions of the Client.
12.3 The Company is not responsible for the acts, errors, or omissions of independent third-party suppliers (such as airlines, hotels, and transport providers), who are governed by their own terms and conditions.
12.4 Our total liability to you shall not exceed the total amount paid by you for the trip in question
13. Conduct of Clients
13.1 You agree to behave in a manner that does not endanger or unreasonably disturb other travellers, staff, or local communities, and to respect local laws, customs, and the environment.
13.2 You must not take part in any illegal or criminal activity during the trip.
13.3 If, in the reasonable opinion of our guide, your behaviour is dangerous, illegal, or seriously disruptive, we may terminate your participation in the trip without refund, and you will be responsible for your own onward arrangements and costs.
14. Complaints
14.1 If you have a problem during the trip, you must report it immediately to your guide or to the Company's local representative, so that we have the opportunity to resolve it.
14.2 If the matter cannot be resolved at the time, you must submit a written complaint to us within 28 days of the end of the trip. Complaints made after this period may not be considered.
15. Data Protection and Privacy
15.1 We collect and process personal information solely to administer your Booking and provide our services, in accordance with applicable data-protection law and our Privacy Policy.
15.2 We keep your passport, travel plans, and other private documents confidential. We do not sell your personal data or share it with third parties for any purpose other than delivering your trip.
15.3 Where the issue of permits or entry to controlled or conservation areas requires it, we will share only the minimum personal information necessary with the relevant authorities. We do not disclose your information beyond what is required to provide your trip and to comply with the law.
16. Governing Law and Jurisdiction
16.1 These Terms and Conditions, and any dispute arising from them or from any Booking, are governed by the laws of Nepal. The courts of Kathmandu, Nepal shall have exclusive jurisdiction.
18. Acceptance
17.1 By paying a deposit and/or signing the booking form, the Lead Client confirms, on behalf of all party members, that they have read, understood, and accepted these Terms and Conditions.
17.2 Where these Terms are sent to you by email, your reply confirming your agreement, or your payment of the deposit, will be treated as your acceptance of these Terms.