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Booking Terms and Conditions

Your Booking & Contract:
Once you have chosen your adventure please complete and sign the booking form, including all names as they appear on the passports, and return it to Bespoken Himalayan Treks accompanied by a non-refundable deposit. When you make a booking and we accept it, a legally binding contract is made. Clients booking by telephone, facsimile, e-mail or over the Internet will be deemed to have read the booking conditions and accepted them. Your booking (contract) is made with Bespoken Himalayan Treks Pvt. Ltd. If you book through an agent all correspondence will be sent through to them and it will be their responsibility to inform and advise you. Below are the details of the terms and conditions of the agreement, please read them carefully.

Payment of Your Adventure:
The balance of the tour is due for payment 8 weeks before the departure date. Cheques should be made payable to “Bespoken Himalayan Treks Pvt. Ltd” If you book within 8 weeks of departure you must send the full amount before the booking can be accepted, late bookings may be subject to a $50 late booking charge to cover administration, international telephone & fax charges. If the balance remains unpaid after payment due date we reserve the right to apply a $50 per person late payment charge, cancel your holiday, retain your deposit and apply the cancellation charges outlined below.

Prices & Payment:
We reserve the right to vary the price of your holiday in relation to changes in transport costs, including the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports or airports, government action such as increases in VAT or any other government imposed increase or the exchange rates applied to the particular package. All prices given for 2011 and 2012 are provisional and subject to change. If unexpected increases occur we may have to increase the holiday price. Bespoken Himalayan Treks will absorb changes of up to 2% of the basic land cost, excluding any amendment charges. Should it be necessary to increase the holiday price by more than 10% participants will be entitled to cancel their holiday with a full refund, amendment charges and any non refundable costs such as international flight payments. Should you decide to cancel because of this, you must exercise your right to do so within 14 days of the date of our surcharge invoice.

Single Supplement & Sharing.
On many of our adventures if you are a single person, who is willing to share, you do not have to pay a single tent or room supplement neither will you be asked to pay a single supplement if you end up with a single tent or room because of odd numbers. If you are sharing you will be paired with a tent / roommate of the same gender. However on a few of our holidays, if no roommate is available, your booking is accepted only on the understanding that you accept the single supplement will be levied. Please check the individual itinerary for further details. Priority in allocation of roommates is based on the order in which bookings are received; the earlier you book the higher the chance of being able to share and avoid any single supplements. Single supplement is payable if you specifically request a tent or room to yourself. Please select sharing on the booking form if you are single but are willing to share.

Changes by You:
Requests for changed dates, extensions and additional accommodation should be made at the time of booking on the booking form; additional requests made after the booking has been accepted will incur the normal administration fee for changes. If you wish to make any changes to your booking or transfer to another adventure once confirmation has been issued, we must be notified, at least 10 weeks before the departure date, in writing from the person who made the booking or your travel agent and accompanied by a payment of $75 per person to cover administrative costs, even if verbal notice has been given. Date of notification is taken from when written confirmation is received. We can only accept a transfer providing this does not force us to cancel the tour you are already booked on, and provided we do not suffer costs incurred from our airlines and suppliers relating to your original tour. Costs incurred in changing a booking or transferring to a different holiday will be passed on to you, some airlines may impose 100% cancellation charge and the cost of a new ticket. Changes made 61 days or less before the departure date will be treated as a cancellation of the original booking and the cancellation charges outlined below will apply. Please note: certain travel arrangements (e.g. some air tickets) cannot be changed after a reservation has been made and any alteration request will incur a 100% cancellation charge.

Cancellation by You:
If you are forced to cancel your booking we must be notified in writing (by fax or e-mail if necessary) by the person who signed the booking form and cancellation will be effective from the date of receipt by The Company The following scale of cancellation charges apply:

Cancellation (prior to 60 days before departure) - loss of deposit plus any non-recoverable park fee costs. Cancellation (60 days or less but more than 30 days before departure) - 50% of total cost plus any plus any non-recoverable park fee costs. Cancellation (30 days or less before departure) - 100% of total cost including all flight and permit or Park fee costs. The charges for cancellation are designed to safeguard The Company who will have to make certain payments in advance of the trips departure. If the reason for cancellation falls within the terms of your insurance policy, then the insurance company will normally refund such charges to you. We strongly recommend you take out insurance to cover against possible cancellation charges.

Changes by Us:
We reserve the right, in any circumstances to cancel or modify your holiday. However, we will not in normal circumstances cancel your holiday less than 6 weeks before the scheduled departure date. If we have to cancel your holiday for any reason, an alternative holiday of a similar standard will be offered to you. If this is not acceptable any money paid to us will be refunded in total. We cannot be held liable for any loss or damages incurred and any claims due to any cancellation on any account whatsoever. If minimal numbers for a tour have not been met cancellation of the tour will occur unless participants are willing to pay a supplement. Land Only customers are advised to book fully refundable accommodation and flights.

Itinerary Alterations & Brochure Accuracy:
The itineraries given for each tour must be taken as an indication of what each group hopes to achieve and not as a contractual obligation on the part of The Company. It is a necessary condition of your joining any of our advertised holidays that you accept this flexibility and that you also accept that we cannot be held responsible for delays or alterations in the programme, or for expenses incurred owing to international or internal flight cancellations, war, threat of war, riots, civil strife, strikes, local regulations, sickness, quarantine, terrorist activity, political closures and disputes, natural disasters, weather conditions, fire, technical transport problems or other circumstances amounting to force majeure and/or acts of God. You will be responsible for any such expenses incurred, such as extra hotel accommodation or flights, and these must be paid for direct at the time. Depending on the circumstances, these costs may be recoverable on your insurance. All information is compiled as accurately as possible at the time of going to press. Where facilities are altered or withdrawn for reasons beyond our control we cannot accept any liability.

Tour Leader Decisions:
In signing the booking form you agree to abide by the decisions of the tour leader, who represents The Company. The decision of the leader as to the conduct, itinerary, and objectives of the tour is final. Signing our booking form signifies your agreement to this. If, in the opinion of the leader your behaviour or physical condition is detrimental to the safety, welfare and well-being of the group as a whole (which are the primary considerations), or if (in consultation with a trips doctor if there is one) the leader considers your general well-being will be put at risk by continuing with the holiday, you may be asked to leave the tour without the right to any refund. Similarly, a client leaving a tour en-route will not be entitled to any refund unless agreed by a Company Director.

Excursions:
Our local representatives may, at your request, give you some available options regarding excursions or restaurants; these are not recommendations, as we do not recommend any excursion or restaurant. Any arrangements are made between you and the local company, The Company have no liability whatsoever for anything which may go wrong.

Adventurous Travel & Fitness for Participation:
Your booking is accepted on the understanding that you realise and accept the potential risks and hazards that can be over and above those associated with normal ‘package’ holidays. All clients are expected to satisfy themselves prior to booking and departure that they are mentally and physically capable of participating in the itinerary as described in the brochure, the full itinerary and all activities it demands. Any illness or disability must be declared on confirmation of booking; this information will be shared with your group leader to ensure safety. The Company, along with our guides/leaders and anyone else working in association with us cannot be held responsible for any accident or mishap that may occur in connection with any part of, or services connected with the tour. In the absence of more qualified medical assistance, group leaders will to the best of their knowledge and ability provide basic first aid support when needed. By signing the booking form you agree not to take any legal proceedings against The Company or its employees as a result of any first aid treatment, advice, information, and medicines given or administered during the trip.

Medicals, Vaccinations, Passports & Visas:
Medical examinations, vaccinations, obtaining passports, visas and other preliminary arrangements are entirely your responsibility and we accept no responsibility in the event that these are not completed in time for departure. In some cases, full and correct passport information is required when a booking is submitted to us in order that we can obtain necessary tickets, permits and visas on your behalf. If you do not supply the appropriate and correct information when you make your booking we will not be able to make the necessary bookings on your behalf and cannot be held responsible

Travel and Cancellation Insurance:
To take part in one of our holidays you must be covered by adequate insurance for the complete duration of your trip. Your insurance must include cover for; medical expenses, injury, death, cost of repatriation and helicopter evacuation. If, in the event of an emergency medical rescue or evacuation from a trip of you the client, either by foot, helicopter or otherwise the responsibility for the payment of such costs will lie with the client and payment must be completed before leaving Nepal. Any subsequent costs incurred for expenses such as hotels, food, transport etc shall be borne by the client. It is imperative that the client ensures adequate insurance cover is in place before departure... It is important that you fully understand the limits and exclusions of the policy before taking out the insurance cover. It is your responsibility to ensure that the insurance cover you purchase is adequate for the particular needs of you and your party. We do not check alternative insurance policies. We reserve the right to cancel your booking at any time before departure if we are not satisfied that adequate insurance is in place for you. All baggage and personal effects are at all times at your own risk. We will not be responsible for any loss, damage or accident to any luggage and property, howsoever incurred. You are advised to check the limitations of your insurance policy in this respect.

Local or International Laws & Agreements:
The use of aircraft, cars or any other service provided in the holiday must be subject to the applicable local or international law agreements and to the terms and conditions of their owners or operators, which may exclude or limit liability. Any air travel that is part of any tour is subject to the conditions as stipulated by the airline concerned to which attention will be drawn on the airline ticket. Such flights are subject to international law, which often limits the airlines liability to passengers in respect of death or bodily injury, delay and loss or damage to baggage. All clients are expected to obey the laws and regulations of the countries visited, failure to do so will relieve The Company of all obligations that they may have under these booking conditions.

Complaints & Refunds:
Should you have any complaint about the holiday you must make it officially known to the tour leader so that they may use their best endeavours to rectify the situation? If at the end of your holiday you feel your complaint has not been properly dealt with The Company must be notified in writing within 28 days of the end of your holiday. If the tour leader was not properly informed this may affect The Company’s ability to take action. We cannot be held responsible for any loss, damage or accident to any luggage and property; they are at all times carried at their owner’s risk, even when carried by airlines, vehicles, porters or pack animals. No refund or compensation will be made or given for any unused hotel accommodation, air tickets or any other unused service or feature of the tour. If a significant proportion of the contracted services is not or cannot be provided you may accept an alternative arrangement while in the destination or be refunded for the missing service on your return. The Company’s representatives and agents, other than the directors are not entitled to promise refunds for any reason and The Company will not be bound by any such promise.

Promotional Images:
Any likeness or image of you secured or taken on any of our trips may be used by the company without charge in all media (whether now existing or in the future invented) for bona fide promotional materials of any kind, such as brochures, slides, video shows and the internet.

Accepting These Booking Conditions:
When you sign the booking form you (and any other person on whose behalf you book) agree to accept all these conditions, you acknowledge that you have read the General Information section in this brochure and you warrant that the information given by you on the booking form is complete and true. When we accept your booking we agree to carry out our obligations to you as defined in this brochure. The terms and conditions of all agreements made with The Company shall be subject to and governed by Nepal law. These booking conditions can only be waived by a director of The Company in writing.

Please download the Booking Form.Nepal Trip Booking on PDF Fille

© Bespoken Himalyan Treks Pvt. Ltd.
Tel: +977-1-4460486
Cell: +977-9841297070
Email: info@himalayas-trek.com
Web: www.himalayas-trek.com

Find us on:

Bespoken Himalayan Treks

We are Affiliated with:

Ministry of Tourism and Civil Aviation Nepal Tourism Board Trekking Agencies' Association of Nepal (TAAN) Nepal Mountaineering Association