Effective Date: 18 December 2015
These Terms & Conditions (“Terms”) govern the use of services provided by The Himalayan Guides Pvt. Ltd. (“The Himalayan Guides”, “we”, “our”, or “us”), including trekking, tours, expeditions, bookings, and use of our website https://thehimalayanguides.com.
By accessing our website, making an inquiry, or booking any service with us, you agree to be bound by these Terms & Conditions, together with our Privacy Policy.
1. Company Information
Legal Name: The Himalayan Guides Pvt. Ltd.
Trading Name: The Himalayan Guides (The Himalayan Guides)
Office Address: Kathmandu-26, Thamel, Nepal
Website: https://thehimalayanguides.com
2. Scope of Services
The Himalayan Guides Pvt. Ltd. provides trekking, hiking, tours, expeditions, cultural trips, transportation arrangements, accommodation coordination, guide and porter services, and related travel services within Nepal.
All itineraries are subject to change due to weather conditions, safety concerns, government regulations, or other circumstances beyond our control.
3. Booking & Contract
- A booking is confirmed once we receive the required deposit or full payment and send a written confirmation.
- The person making the booking confirms that they have authority to accept these Terms on behalf of all participants.
- Any special requests must be communicated in writing at the time of booking.
4. Booking, Payment & Fees
a. Booking Confirmation
- A booking is confirmed once an advance deposit or full payment is made through our booking system or agreed payment method and written confirmation is issued by The Himalayan Guides Pvt. Ltd.
- The person making the booking confirms they have the authority to accept these Terms on behalf of all participants.
b. Payment Schedule
- An advance deposit or full payment is required at the time of booking.
- Any remaining balance must be paid in Kathmandu before the trip departure.
c. Accepted Currencies & Payment Fees
- We accept major currencies including USD, EUR, GBP, SGD, CAD, and AUD, calculated at the exchange rate on the day of payment.
- Payments made by credit or debit card are subject to a 3.5% bank processing fee, which will be added to the total trip cost.
- We do not store full credit or debit card details.
5. Porter Weight Limit
- Porters are an essential part of trekking in Nepal and their welfare is important to us.
- The maximum weight limit per porter is 20 kg (shared between two trekkers where applicable).
- Clients are requested to pack responsibly and within this limit.
6. Cancellation & Refund Policy
a. Cancellation by the Client
Cancellation charges may apply depending on the timing of cancellation and services already arranged. Detailed cancellation terms will be provided in your booking confirmation or itinerary.
b. Cancellation by The Himalayan Guides
We reserve the right to cancel or modify trips due to:
- Natural disasters
- Political unrest or strikes
- Pandemics or public health emergencies
- Weather conditions
- Safety or operational reasons
In such cases, we will offer an alternative trip, reschedule, or refund where feasible, excluding non-recoverable third-party costs.
7. Cancellation & Refund Policy (Continued)
a. Cancellation by the Client
- Cancellations made more than 72 hours prior to the trip departure date are eligible for a 100% refund, minus any transaction, card processing, or bank transfer fees.
- Cancellations within 48 hours of departure, or after arrival in Kathmandu and full payment has been made, will be refunded only after deducting costs already incurred, including but not limited to:
- Domestic or international flight cancellation fees
- Hotel or accommodation cancellation fees
- Advance or partial payments made to guides, porters, or suppliers
Refunds will be processed promptly; however, it may take 7–15 working days for the amount to reflect through banking systems.
b. Early Return or Trip Curtailment
- If a client chooses or is required to return early from a trip for personal, medical, or other reasons, no refund will be issued.
- All payments are non-refundable in such cases, as guides, porters, and logistics are arranged and paid for the originally booked duration.
8. Domestic Flight Delays & Cancellations
- Mountain weather in Nepal is unpredictable, and domestic flights—particularly to remote or high-altitude regions—may be delayed or canceled due to weather or safety conditions.
- In such cases, clients are responsible for the cost of additional accommodation, meals, or other personal expenses resulting from flight delays or cancellations.
9. Travel Insurance
- Comprehensive travel insurance is mandatory for all clients.
- Insurance must cover high-altitude trekking, medical treatment, and emergency evacuation (including helicopter rescue).
- Insurance details will be collected via our booking form prior to the trip.
- The Himalayan Guides Pvt. Ltd. provides insurance only for its own licensed guides and porters.
10. Health, Fitness & Safety
- Participants must be in suitable physical and mental condition for the trip.
- You must disclose relevant medical conditions truthfully.
- The Himalayan Guides reserves the right to deny participation or require evacuation if a participant’s condition poses a risk.
Medical and dietary information is handled in accordance with our Privacy Policy and used only for safety purposes.
8. Permits, Documents & Compliance
- We assist with trekking permits and documentation as required by the Nepal Government and Nepal Tourism Board.
- Clients are responsible for providing accurate personal and passport information.
- Any penalties or losses due to incorrect information provided by the client are the client’s responsibility.
9. Changes to Itinerary
Trekking and travel in Nepal involve inherent uncertainties. We reserve the right to:
- Modify routes, accommodation, or schedules
- Adjust itineraries for safety, weather, or logistical reasons
Such changes do not constitute grounds for compensation.
10. Assumption of Risk
Adventure travel, trekking, and mountaineering involve inherent risks including but not limited to altitude sickness, weather hazards, accidents, and illness.
By booking with The Himalayan Guides, you acknowledge and accept these risks voluntarily.
11. Limitation of Liability
To the maximum extent permitted by Nepalese law:
- The Himalayan Guides shall not be liable for injury, illness, death, loss, or damage caused by events beyond our reasonable control.
- We are not responsible for delays, cancellations, or failures caused by airlines, hotels, transport providers, or other third parties.
12. Client Conduct
Clients must:
- Follow the instructions of guides and staff
- Respect local culture, customs, and laws
- Avoid behavior that endangers others or disrupts the trip
We reserve the right to remove a participant from a trip without refund for misconduct or safety violations.
13. Intellectual Property
All website content, including text, images, logos, and branding, is the property of The Himalayan Guides Pvt. Ltd. and may not be used without written permission.
14. Data Protection & Privacy
Personal data collected during inquiries and bookings is processed in accordance with our Privacy Policy, which forms an integral part of these Terms & Conditions.
15. Force Majeure
We shall not be liable for failure to perform obligations due to events beyond our control, including natural disasters, strikes, government actions, pandemics, or extreme weather.
16. Governing Law & Jurisdiction
These Terms & Conditions are governed by the laws of Nepal. Any disputes shall be subject to the exclusive jurisdiction of the courts of Nepal.
17. Amendments
We reserve the right to update or modify these Terms & Conditions at any time. Updates will be published on our website with a revised effective date.
18. Contact Information
For questions regarding these Terms & Conditions, please contact:
The Himalayan Guides Pvt. Ltd.
Kathmandu-26, Thamel, Nepal
Website: https://thehimalayanguides.com
Email: info@thehimalayanguides.com
