Please review our booking, payment, cancellation, travel insurance, liability, and other terms before confirming your trip with Nepal Vacation.
These Terms and Conditions apply to trekking, tours, expeditions, peak climbing, and other travel services provided by Nepal Vacation Pvt. Ltd.
Please read these terms carefully before confirming your booking. By making a booking with us, you acknowledge that you have read, understood, and accepted these Terms and Conditions. They form the basis of the agreement between Nepal Vacation and the traveler for the services included in the confirmed itinerary.
To confirm a booking, travelers are required to complete the booking application and make the applicable advance payment according to the type of trip.
The required payment schedule will be communicated at the time of booking and may vary depending on the trip, destination, permits, accommodation, transportation, and other services involved.
Travelers may also be required to provide a copy of their passport and other necessary documents for booking, permits, visas, or other travel arrangements.
The remaining balance must be paid within the agreed payment deadline before the trip begins. Unless otherwise agreed in writing, the trip will commence only after the required payment has been received.
All payments must be made through the payment methods officially provided by Nepal Vacation. Any applicable bank charges, transaction fees, or currency conversion charges are the responsibility of the traveler unless otherwise agreed.
Last-minute bookings may be accepted depending on availability and the nature of the trip. Full payment may be required for bookings made close to the departure date.
Some destinations and specialized trips may require advance arrangements and may not be available for last-minute booking.
Cancellation requests must be submitted to Nepal Vacation in writing by email or through another officially accepted communication channel.
The applicable cancellation charge depends on the type of trip and the time remaining before departure.
Unless a different cancellation policy is stated for a particular package:
Cancellation more than 30 days before departure may incur a cancellation charge of 15% of the total trip cost.
Cancellation between 15 and 30 days before departure may incur a charge of 25%.
Cancellation between 7 and 15 days before departure may incur a charge of 40%.
Cancellation within 7 days of departure or after arrival in Nepal may be non-refundable.
Any refund will be processed after deducting applicable cancellation, banking, processing, or other non-refundable charges.
For peak climbing and expedition trips, cancellation charges may apply as follows:
More than 60 days before departure: 15% cancellation charge
30–60 days before departure: 25% cancellation charge
15–30 days before departure: 50% cancellation charge
Less than 15 days before departure: No refund
Government permits and other non-refundable costs that have already been purchased may not be refundable.
Air ticket cancellation and refund conditions depend on the airline and ticket type. Any applicable airline cancellation fee, processing fee, or non-refundable amount will be deducted from the refund.
Travelers should confirm the applicable ticket conditions before purchasing or cancelling a ticket.
No refund will normally be provided for services that a traveler voluntarily chooses not to use after the trip has started, including unused accommodation, transportation, activities, or portions of an itinerary.
Nepal Vacation makes every reasonable effort to provide safe, comfortable, and well-organized travel services.
However, travel in Nepal may be affected by circumstances beyond our control, including:
Landslides
Floods
Road blockages
Heavy snowfall
Bad weather
Flight cancellations or delays
Political disturbances
Natural disasters
Illness or accidents
Other unforeseen circumstances
When such situations occur, changes to the itinerary may become necessary. Any additional expenses resulting from circumstances beyond the company's reasonable control may be payable by the traveler.
Nepal Vacation works with airlines, transportation providers, hotels, guides, local suppliers, and other service providers. Their services may be affected by circumstances outside our control.
Trekking, mountaineering, adventure activities, and travel in remote or mountainous areas involve inherent risks.
Travelers understand that they may encounter challenging terrain, changing weather, altitude-related conditions, limited medical facilities, transportation delays, and other risks associated with adventure travel.
By booking an adventure trip, travelers acknowledge these risks and agree to follow the safety instructions provided by our guides and representatives.
Travelers are strongly required to obtain appropriate travel insurance before participating in trekking, tours, climbing, or adventure activities.
Insurance should provide suitable coverage for:
Trip cancellation
Medical treatment
Accidents
Emergency evacuation
Trekking and adventure activities
Loss, theft, or damage to baggage and personal belongings
For trekking and mountaineering trips, travelers should ensure that their insurance specifically covers the activities and altitude involved in their itinerary.
Any emergency expenses that must initially be paid by the traveler are the traveler's responsibility unless the insurance provider or another party has agreed to settle them directly.
Travelers under the age of 16 must be accompanied by a parent or legal guardian.
Certain trekking, climbing, and adventure activities may have additional age or safety requirements. Travelers should contact Nepal Vacation before booking if they have questions regarding age suitability.
During trips, photographs or videos may be taken for documentation and promotional purposes.
Where appropriate, Nepal Vacation may use photographs showing travelers for tourism-related promotional materials, including websites and social media.
Travelers who do not wish to appear in promotional materials should inform the company in advance.
Nepal Vacation collects personal information that is necessary to process bookings, permits, accommodation, transportation, visas, and other travel arrangements.
We aim to handle personal information responsibly and will not knowingly disclose customer information to unrelated third parties except where necessary to provide the requested services, comply with legal requirements, or protect legitimate interests.
If a traveler has a complaint or experiences a problem during the trip, they should inform the tour leader, guide, or company representative as soon as possible.
Early notification gives the company and its representatives an opportunity to investigate the issue and, where reasonably possible, provide a solution during the trip.
Accommodation and tents are generally provided on a twin-sharing basis unless otherwise stated.
Travelers who request a private room or who cannot share accommodation with another participant may be required to pay a single supplement.
The applicable amount will be communicated during the booking process.
Nepal Vacation reserves the right to adjust tour prices when necessary due to circumstances beyond its reasonable control, such as changes in government regulations, taxes, permit fees, transportation costs, accommodation rates, exchange rates, or other external factors.
We will make reasonable efforts to maintain the agreed price once a booking has been confirmed, subject to the terms communicated at the time of booking.
If Nepal Vacation is unable to operate a confirmed trip because of serious unforeseen circumstances such as natural disasters, war, civil unrest, extreme weather, government restrictions, or other circumstances beyond reasonable control, we may offer an alternative trip or itinerary of a similar standard where possible.
If an alternative arrangement cannot be accepted or provided, refunds will be handled according to the circumstances and applicable booking and cancellation terms.
Any additional personal expenses arising from such circumstances may remain the responsibility of the traveler.
Travelers are expected to follow the instructions of their guide, tour leader, and company representatives during the trip.
Travelers must:
Follow local laws and regulations
Respect local culture and customs
Follow reasonable safety instructions
Provide accurate information during booking
Take care of their personal belongings
Behave respectfully toward guides, staff, local communities, and other travelers
If a traveler engages in unlawful, dangerous, abusive, or seriously disruptive behavior, Nepal Vacation may require the traveler to leave the trip. In such circumstances, the traveler may not be entitled to a refund.
Travel in Nepal can be different from travel in many developed countries. Facilities, transportation, accommodation, roads, communication, and medical services may vary depending on the destination.
Weather and geographical conditions can also affect travel schedules and itineraries, particularly in mountainous areas.
Travelers should therefore prepare appropriately, remain flexible, and maintain a positive and patient attitude throughout their journey.
These Terms and Conditions provide general information. The specific terms applicable to a particular trekking, tour, climbing, expedition, flight, or other service may vary and will be communicated during the booking process.
By confirming a booking with Nepal Vacation Pvt. Ltd., travelers acknowledge that they have read and understood the applicable Terms and Conditions.
