Booking Conditions

1. Booking a Trip

The term “Trip” stated in these website and booking conditions is representative form of any product itinerary or activities described on this website to buy or deal with us including those which might otherwise be recognized as Trekking, walking , hiking, climbing, sightseeing, mountaineering, Tours, Expeditions, as well as other adventure tour programs.

Confirmation of the email is an officially the fastest way and indication of your trip booking acceptable by the company after your booking proceed reviews. From this date, you are ensured to become your trip definite.

2. Contract Formation

A contract comes into existence after accepting reservation details by Himalayan Companion.

In fact, it is a condition in which both parties; company and clients enter into contract for its existence.

Prior to any trip booking confirmation, a contract comes into force, in other words, the company reserves the right in increasing and decreasing of listed broacher price.

Please be advised, in summary, that company would be disclaimer to any warranty, collateral agreement, prior agreement, description of services or conditions, other than or expressed herein.

3. Deposit Requirement

A. Nepal trips confirmation payment

To secure your place and to process the confirmation of your booking for Nepal trip, a non-refundable 20 (%) percent down payment of total trip cost is required to make in advance deposit to the company within two weeks' time from the date of inquiry in accordance with the company policy as per person basis. It is a proof that you are intent to planning a trip. We need generally advance payments on your behalf for fixing prior arrangements of hotel reservation, flight ticket, transportation ticket, permit, TIM’s card etc. Your service arrangements are managed as quickly as after proceeding the fund. Booking deposit is acceptable only by bank transfer.

B. Nepal trips final payment

Final remaining 80 (%) percent balance payments for trekking, tours, climbing, expedition or any kind of trips can generally be made upon your arrival in Nepal (during the official briefing time) prior to initial departure date of any trips. Final trip documentation will be released upon full trip payment. Your final payment is accepted by the bank transfer, cash or credit card (Visa or Master Card). 4 (%) percent surcharges will be added while making your payment (This is applicable for withdrawal and deposit with the objective of trip extension, final balances as well as miscellaneous purchase). However, to avoid the bank charge, we highly recommend to make the payment in cash as Surcharge is imposed by credit card payment service provider.

4. Payment Methods

Once you selected the trip you need to do payment of 20% amount of trip for final confirmation of trip. Right now we accept only the bank transfer. Once you have done the bank transfer, send us copy of bank transfer receipt. It may take 2-3 days to receive your payment at our bank account. Once we received your payment, we will send you payment receipt with final confirmation letter and contract paper.

5. Cancellation policy

Sometimes, the rare case but not all the time, incident might happen to face with unexpected events and unforeseen circumstances which are beyond both our management and clients control that contributes in the result of whether delay of your trip program or reschedule of your timetable. Similarly, conditions require cancellation of trip as well. In such case, we provide a reimbursement of the advance payment under following conditions.

The contributing factors that caused for cancellation of trips are Religious, Cultural, Economical, Political, Social etc. in such circumstance, local government administration does not allow for participating any sorts of trip. Thus, Himalayan Companion will not undertake any responsibility for this event. Guides or Sherpa or any local people’s suggestions- about the condition of weather, or condition of the trial or anything is advised. Ignorance of such may harm you or your health for that no other will take the responsibilities.

a. Trips Cancellation by the clients

While making full payment for any trip, you are liable to receive the refund amount in case of cancellation of trip.

Any trip cancellation made by a client has to be disclosed mandatorily in written notification and acknowledged by the company. Your request with submission of cancellation date is received by a company. In such case, a company deserves the right to impose certain applicable charge on your trip cancellation.

The cancellation charge herein is the representation of total listed online website brochure trip cost on the basis of percentage.

Days requirement (Before Initial Trip Departure)
Refund of Advance Payment (%): 45 Days or more 85 %
Refund of Advance Payment (%): 44-30 Days 70 %
Refund of Advance Payment (%): 29-15 Days 50 %
Refund of Advance Payment (%): Less than 7 Days 0 %

Please note that no refunds of any trip cost will be made available to clients who drop out the journey in the interest of leaving any trip voluntarily regardless of any reason after your trip has started. No refund of remaining unused amount as per the itinerary shall not provide to the clients. Similarly, no refunds are also applicable strictly for any accommodation, transport, sightseeing, meals, or services in case of not utilization by the clients.

b. Cancellation of trip by a company

The company deserves the right in cancellation of your any trip booked unless it is not guaranteed to operate.

The company deserves the right to cancel any trip concerning with the utmost safety of clients in course of guaranteed trip and prior to departure due to reason beyond our control (for example: natural disaster, flight cancellation, consequences of strikes, industrial action, wars, sickness, quarantine, government intervention, weather conditions, or other untoward occurrence). In such an event, Himalayan Companion provides the refund of only the trip price.

Refund of trip price is provided also at the event of company cancels of your guaranteed departure trip. Likewise, you are also entitled to take an alternative trip of the same value.

Please be advised that your significant alterations exclude a change of airline carrier, flight time tables or itineraries provided the departure and arrival dates remain unchanged, the substitution of a vessel, modification of itineraries, and change in cabin category or hotel accommodation provided it is of the same category.

The company is not liable of any accidental expenses or consequences losses incurred in visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings etc due to the result of trip booking.

6. Trip Amendment

Trip amendment is obligatory condition in which trip itinerary should be changed because of undesirable circumstances appeared in the time of trip commencement. The factors beyond our controls make hindrance to operate trip such as weather conditions, landslide, etc. in such case, the clients are advised on time by the company.

If clients want to amend the trip because of their personal reasons, trip amendment notification should be reached in writing to the company, then the company will make the necessary amendment. The following fee structure will apply for amendment of trip.

Booking amendment request made by clients 30 days or more prior to your original trip departure- US $ 50.00 per person.

Booking amendment request made by clients less than 30 days to your original trip departure- charges as per cancellation fees.

In case you wish to make amendments within 10 days of the trip departure, the cost of amendment may be higher depending upon the company’s arrangements with other parties such as hotels, Guest Houses, group operators or airlines.

Please note that new trip price will apply to the reservation for booking amendment from the time of original booking to the time of the amendment in case of any trip price change. Likewise, these fees depend on any charges imposed by the hotels, and other suppliers to the company.

7. Medical conditions and special requirements

The clients have to notify in writing about current physical conditions at the time of booking with the factual information of any medical condition, any other mental and physically challenged conditions which may affect fitness in travelling. Prior failure to inform to the company at the time of booking indicates the clients being refused to travel. Generally, failure to disclose such fact condition at the time of booking is similar to give the right to the company in charging 100% cancellation fees to the clients.

In addition to considering about the trip, clients may be unable to travel due to the factors affecting such as age, mobility, pregnancy or physical or mental conditions. For such a case, we suggest you to check the trip as comfortable as prior to booking. The company is not entitled to provide any special facilities unless it has agreed to do so in writing. The company will always make best to suit clients special requests including dietary, but such requests do not form part of the contract and therefore the company is not liable for not providing these requests. Medical facilities may differ from country to country thus company makes no representations and provide no warranties in relation to the standard of such treatment.

8. Travel Insurance

You must understand during the course of trips in remote parts of Himalayan countries may bring an inherent risk as a result of bad weather condition, landslide, and flood etc which is beyond our control, can cause seriously injury and death. Our overall organization efforts will be in favor of avoiding such risks and hazards to our capacity at any cost. However, there is still possibility of accidents happening. Thus, travel insurance is a mandatory in undertaking any trip in Himalaya and insurance policy should cover adequate protection for the full duration of the trip. Sufficient and valid travel insurance with rescue and evacuation policy is a mandatory for all travelers in which your purchase of policy must cover accidents, injury, illness and death medical expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability.

The company also recommends it covers trip cancellation, curtailment and loss of luggage and personal effects. You must carry proof of insurance with you and produce it at the event of company reasonably request. Although, in the course of unable to provide evidence of insurance when company request. The company reserves the right to cancel or suspend your participation on a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of your trip, with no right of refund.

9. Flight delays and changes in the itinerary

Please be prepared that mountain adventures are always unpredictable. The main reason is that bad weather conditions in mountain regions that can cause domestic flight delays. In case of delayed domestic flights, Himalayan Companion will meet departing city accommodation (Guest House) and food (Lunch & Breakfast) costs prior to your trip. However, in case of delayed return flights, the client is responsible to bear all additional expenses including food and accommodation costs. If you wish to make an alternative arrangements such as Helicopter flight to avoid flight delays, all additional cost would be your responsibility. Additionally, Himalayan Companion does not accept any responsibility for costs incurred as a result of missed international flight, but would assist to make alternative arrangements wherever possible. Please not that while on the field, we may have to make some changes in the itinerary due to unforeseen circumstances.

10. Injuries and evacuation

Himalayan Companion would not be liable for any injury/health conditions/emotional or other conditions suffered by the client during the trip. Similarly, our package cost does not include any personal insurance. Hence, we advise the clients to take adequate insurance packages, including medical emergencies and evacuation by Helicopter.

11. services missed or unused

There will be no discounts or money refunded for missed or unused services, this includes voluntary or involuntary termination/departure from tour, i.e. sickness, death of a family member etc, late arrival on the tour, or premature departure either voluntarily or involuntarily.

12. Health & Fitness

As you know, trekking in the remote parts of Himalaya requires certain level of physical fitness thus it is recommended to consult with doctor before deciding travel in Nepal. You should notify your current health conditions of any pre-existing medical condition and/or disability that might reasonably be expected to increase the risk of required medical attention that may affect your ability to travel.

13. Children

A legal guardian must accompany all travelers under the age of sixteen. Further information about age and suitability has been providing in email correspondence.

14. Discount Provision

The company offers special discount rates during holiday and off seasons for some of our services that apply only for specific product and limited for a specific time period. To take advantage of those offers, clients must have to be made booking within the time specified in the offers. You will be unable to enjoy the offers while making trip booking prior to or after the offer period.

a. International Group leader

An international group leader who is planning a trip in Nepal with participation of at least 6 members in a group, Himalayan Companion has been offering 10 % trip discount to per person. The company has been operating the trip at any size of group and an individual along with private personalized services, however, with the less than 6 members in a group will not eligible to receive these offers. The company has also been providing the services for some international agencies to guide the trip in Nepal. The company has therefore made special rate provision who wants to join with us for the coordination and cooperation in Nepal trip.

b. School /College group

School and college group whose objective is to serve in remote community with the help of volunteer program in Nepal during their holiday. Himalayan Companion has been helping in such program access our valued guest plan with reasonable trip price. For this category of trip, the company has been made special price provision in which listed trip price in the website will not be used. The company has been giving such price rate during the booking.
The company has been providing a reasonable price rate to the School and College group as social responsible organization and to assist the local communities’ welfare.

15. Holiday changes

While travelling with Himalayan Companion require a degree of flexibility and understanding. Sometimes but not always, modes of transport, accommodation and itineraries may change without prior notice due to local circumstances such as flight delay, cancellation or postponement because of unfavorable weather conditions in the Himalaya or other unpredictable circumstances such as landslides, road blockage, flood, snow, political unrest or delay arrival etc. in such a case, the company is unable to refund the money under the above circumstances because of prior supplier arrangements. For this, the company provides best alternative or substitute standard trip of same category instead of refund money.

The company does not take any responsibility for loss on employment, delays or compensation as result of situations beyond our control.

16. Supplement charge

All our holiday trips packages, rooms or tents are based on twin sharing. Single room supplement charge will be levied to the clients if they do not have another tour participant for sharing accommodation.

17. Risk & Responsibility

Your safety and enjoyment is a paramount of our concern. We will not compromise it any cost. Entire team hence discharges their responsibility being very sincerely to guarantee your holiday for free hassle as well as free trouble trip in a great extent. We are committed to offering highly professional services that definitely provides once in a life time journey. We organize any kind of trip with strong team coordination, cooperation and support along with much more honesty and seriously in our duties and responsibilities as a result in smooth and pleasant holiday. Although, the entire trip programs in Nepal are conducted strictly under the rules and regulation of their own policies.

Uncertain and inherent circumstances lead to change the trip. Therefore, Himalayan Companion and its associated organization shall not be responsible for any changes in the itinerary because of unavoidable circumstances like government restriction, landslide, road blockage, and political strike, cancellation of flight, delay, sickness or accident. Additional cost incurred during this time should be borne by the clients themselves on the spots.

18. Your personal belongings

In trip, our crew member performs their task best to keep your luggage safe. Although, in the event of any loss or damage of your luggage or property belongings while carrying out by porters, ponies or vehicles, company will not take any responsibility for the loss. Thus, you are advised to purchase comprehensive insurance in order to cover such hazard.

19. Publicity

Himalayan Companion uses the images taken by clients during the trip without prior notice, recourse and compensation. These images have been used for publicity and promotion purpose through different medium. You should agree upon this for permission.