Terms & Conditions Agreement
1. THE CONTRACT:
The following Terms & Conditions govern the relationship between you (the “client”) and Base Camp Adventure Treks and Expedition (hereinafter referred as “the Company”) (Register Company Number 68517/066/067). Please go thoroughly through the contract, and note that by booking a trip, you are consenting to be bound by the Terms & Conditions as well as Cancellation Policy and certain conditions of liability. To resolve any legal or other conflicts, both the Company and you agree to these Terms & Conditions.
2. BOOKING A TRIP:
A ’Trip’ implies to any itinerary or activity you book with us. It includes the tours, trekking, expeditions, or any other adventurous programs.
When the Company sends a confirmation invoice or mail, a booking becomes valid from that very day. From this point, the contract between the Company and the client comes into existence.
Before the confirmation and validation of the contract, the Company reserves the right to raise or reduce the trip prices.
Please note that the Company would not be responsible for any warranty, collateral agreement, prior agreement, description of services, or conditions other than as stated in the contract.
3. DEPOSIT REQUIREMENT:
(a) Nepal Trips:
At the time of booking a trip, you have to pay a non-refundable deposit of 25% of the trip cost to the Company or its representative. The remaining amount can be paid after your arrival in Kathmandu and before the beginning of the trip.
Some packages offered by the Company may require a higher deposit or full payment at the time of booking. You will be notified by the Company in case the deposit requirement is different from the described clause.
(b) India/Tibet/ Bhutan Trips:
In order to book a trip, a non-refundable deposit of 25% along with other unpaid airfares (if the client wants the Company to arrange the flight tickets) is due prior to 21 days of trip departure. If you’re booking later than 21 days before trip departure, full payment is due.
The deposit can be made via Credit Card, Bank transfer, or Debit Card (Visa, American Express, MasterCard, Union Pay, and JCP). Please follow the information given in the booking form.
(1) Payment by Credit Card and Debit Card (Visa, MasterCard, American Express, JCP, and Union Pay only)
Click here to download the form (PDF version). Make sure to fill all the necessary information in the form carefully, including credit card details and signature (same as in your credit card or passport). Email the filled form to the Company. On the behalf of Base Camp Adventure Treks & Expedition Pvt. Ltd., your credit card will be charged by Himalayan Bank Ltd. (with 4% extra charge).
(2) Payment via Wire/Bank Transfer
Our Bank Details for wire Transfer:
Pay to [Company Name]: Base Camp Adventure Treks & Expedition Pvt. Ltd.
Company Street Address: Tridevi Marg (Street), Thamel, Kathmandu, Nepal
Company Contact info: +977 1 4422718, 4417875
Current A/c No: 01902697600024
Paying Bank: Himalayan Bank Ltd
Banking Branch: Thamel
Account Type: Current Account USD
Bank Street Address: Tridevi Marg, Thamel, Kathmandu, Nepal
SWIFT CODE: HIMANPKA
Please be informed that the Company is not responsible for any delay or loss during the transfer process. In case the money received by the Company is less than the amount supposed to be paid, you are requested to make the due payment after your arrival in order to fulfill the package cost.
After making a bank transfer, e-mail us the bank reference number or a copy of remittance advice slip. Sometimes bank transmits the money with a changed name and if we have the reference number or remittance advice slip and sender details, it will be easy for us to review the bank transfer.
4. FINAL PAYMENT/ACCEPTANCE OF BOOKING/CLIENT DETAILS:
(a) Nepal Trips
You can pay the final amount after arriving in Nepal. Payment can be made by cash, bank transfer, credit card, or debit card (Visa, MasterCard, American Express, JCP, and Union Pay). When the payment is made by card, there will be 4% extra charge, and this applies to all cards, final balances, deposits, miscellaneous purchases and trip extension.
(b) India/Tibet/ Bhutan Trips:
Final payment should be made 21 days prior to the beginning of the trip to India/Tibet/Bhutan.
5. CANCELLATION BY THE CLIENT:
The client must make any cancellation by writing and it should be acknowledged by the Company. Application of cancellation charge will be determined by the Company after getting trip cancellation request from the client.
Certain percentage from the total amount of trip package is applied upon cancellation of a trip. If the cancellation is done 45 days prior to the departure, you will lose your deposit. If the cancellation is done 45-21 days prior to the departure, you will lose 50% of the cost of service. Likewise, if the cancellation is done less than 21 days prior to the departure, 100% of the service cost would be lost.
It is strongly advised to acquire cancellation insurance at the time of booking a trip. If you voluntarily leave the tour for any reason after the beginning of the trip or in case any included service (transport, sightseeing, accommodation, meals) is not utilized, refund will not be made.
6. CANCELLATION OF A TOUR BY THE COMPANY:
The Company reserves the right to cancel any trip you’ve booked with us, unless guaranteed to run.
If there is any situation that is past the control of the Company (i.e. flight cancellation, natural disaster, weather condition, strikes, wars, riots, industrial action, government intervention, sickness, or any other occurrences), Base Camp Adventure Treks & Expedition Pvt. Ltd. reserves all rights to cancel the trip. In such circumstances, Base Camp Adventure Treks & Expedition Pvt. Ltd. will refund the trip price only. If the Company cancels a trip, which is guaranteed to run, you will get the trip price, or you can take an alternative trip of the same value.
Please also note that significant changes do not include a change of airline carrier, flight time and arrival dates. Similarly, adjustment of itineraries and change in cabin class or hotel accommodation are also not involved.
In case of any incidental expenses or losses that the client may have gone through during the booking such as non-refundable flights, visa, vaccinations, and loss of earnings or enjoyment, non-refundable car parking or other fees, the Company will be not responsible for it.
7. MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS:
The traveler must have a good physical condition and sound health, and he/she must let us know if they have any kind of pre-existing medical conditions prior to the departure. Most of our trips are organized in remote areas where you may not find access to good medical services or hospitals, and in case of evacuation, the process may get prolonged, difficult and expensive. In case of any medical emergency and evacuation, the traveler will be responsible for all the expenses.
In case of any medical condition, physical or mental, which can affect the health of the traveler, the Company should be notified in written form at the time of booking. Failure to notify the Company may result in the dismissal of the traveler and can also result in 100% cancellation of the refund of the travel expenses.
Medical facilities differ from country to country and the Company makes no representations and gives no warranties in relation to the standard of such treatment.
Signing in the agreement confirms that you accept the authority of the trip leader, who will be representing Base Camp Adventure. If your physical condition and behavior is not acceptable, the leader has all the rights to request you to leave the trip for the safety, health, and well-being of other group members. If you are dismissed by the leader, you won’t get any refund.
8. TRAVEL INSURANCE:
Adequate and valid travel insurance is mandatory for all travelers. Your travel insurance must cover accidents, illness, injury, death, and other medical expenses including any related to pre-existing medical conditions, emergency repatriation (helicopter rescue and air ambulance where applicable), and personal liability. It is also advised that your insurance cover trip cancellation, loss of luggage and curtailment. You are advised to carry your insurance proof with yourself in case you need to show it to the Company. If you are unable to show your insurance proof, the Company reserves the right to cancel or suspend you from the trip any time with no refund.
9. FLIGHT DELAYS AND CHANGES IN THE ITINERARY:
Mountainous adventures are always full of surprise and unpredictable events. Bad weather can cause flight delays, and in that case, Base Camp Adventure Treks & Expedition will make sure to present your accommodation and food, but remember you will be responsible for all additional expenses including additional accommodation and food costs. If you want to have an alternative arrangement like Helicopter flight to save your time, then you will be responsible for the expenses. Base Camp Adventure Treks & Expedition Pvt. does not hold any responsibility for additional costs as a result of your missed international flight, but would assist you to arrange an alternative if possible. Your itinerary may incur few changes according to the future circumstances.
10. TRIP AMENDMENT:
In case of trip amendment, if Base Camp Adventure Treks & Expedition receives a request 21 days or more prior to your trip beginning, then the company will make requested changes without any extra charge. But, if you need to make changes within 21 days prior to the trip beginning, there will be some charges depending upon the company’s arrangements with other parties (hotels, guest houses, airlines).
11. VISA & PASSPORT:
To travel with Base Camp Adventure Treks & Expedition, you must carry a valid passport, which has its due date for 6 months ahead of the duration of the trip. Nepal’s visa is available on arrival and arrangements for Tibet & Bhutan’s visa can be done upon your request. However, for India, you have to get your visa from your home country.
Base Camp Adventure Treks & Expedition is not responsible if you are forbidden to enter the country or places because of lacking the correct visa documentation. So, it is your responsibility to make sure all the documents are accurate for the countries you are traveling to.
12. INJURIES AND EVACUATION:
In case of any health conditions, injury, emotional or other conditions undergone by the traveler during the trip, Base Camp Adventure Treks & Expedition will not be responsible for it. Also, our tour packages do not include any medical insurance. So, it is highly recommended to get health insurance package including medical emergencies and evacuation by helicopter.
13. SERVICES MISSED OR UNUSED:
There will be no discount or refund in case of missed or unused services. This includes voluntary or involuntary end or departure from the tour (due to sickness, the death of family member, etc), late arrival on the tour, or premature departure.
If you have any complain, Base Camp Adventure will consider it if you submit a written document within 15 days of the end of the trip.
Under the control of the government of Nepal, the contract between Base Camp Adventure and you shall be governed by the laws of Nepal.
14. UPDATING OF TERMS AND CONDITIONS:
Base Camp Adventure & Expedition reserves the right to update and change these Terms & Conditions any time. So, it becomes client responsibility to keep updated with any changes. You can always find current Terms & Conditions on the website www.basecampadventure.com.