GUEST AGREEMENT AND DECLARATION
Booking Terms and Conditions contain important information. It is essential that you read the details carefully, which comprises a legally binding contract between Access Nepal Tour & Trekking (Service Provider) and the Client for the services provided by Access Nepal Tour & Trekking to set up the base of our professional relationship.
*Please note that Access Nepal Tour will not be bind by any sort of warranty, collateral or non-collateral agreement and others than that expressed herein.
1. BOOKING & PAYMENT
Booking for a trip (Trek, Tour and Expedition) is valid only from the date you receive a confirmation invoice or email from Access Nepal Tour. It is at this point that a contract between Access Nepal Tour and the Client comes into existence.
It reserves the complete right to change trip costs at any time prior to your booking is confirmed or any legal contract comes into force.
To process a booking you must send a non-refundable deposit of 20% of total trip cost along with the completed booking form. Access Nepal Tour reserves every right to cancel your trip should the full amount not be paid within stipulated time.
All deposits required are per person per trip, and are payable to and only Access Nepal Tour. Some of our Tailor Made trips may require a higher deposit or full payment during booking, which may differ from deposit rate referred in this clause. In such cases, you will be timely advised by Access Nepal Tour for the amount to be paid.
Balance must be cleared off upon arrival in Kathmandu or before departing for the trip, and can be made by bank transfer, travelers check, cash or Credit Card (Visa or MasterCard).
4% Surcharge will be levied on payments made through Credit Card (applies to all payments; deposits, balances, trip extension and miscellaneous purchases.)
E-mail us the Bank Reference Number or remittance slip upon initiation of the transfer. It can track and claim the fund easier if provided with asked details (reference #/remittance slip or sender credential) and incase Bank misplaces the transfer.
Deposit can be made by Bank transfer or Credit Card (Visa or MasterCard). Please follow the guidance provided on the booking form.
(1) Payment by Credit Card (MasterCard or Visa Only)
Insertion of complete details in the booking form including your credit card details, signature (same as in your passport & Credit Card) is must.
Fax (at 977 1 4423296) or Email the filled form to Access Nepal Tour & Trekking.
Your credit card will be charged by Alpine Travel Service (Credit Card Division) on behalf of Access Nepal Tour & Trekking.
*Please note that it won’t be liable for any delay or loss occurred during the transfer process. In case, due to use of mediator bank or any other reasons if the money received by Access Nepal Tour is lesser than the amount receivable, you will be requested upon arrival to pay proportional to the balance.
2. CANCELLATION OF TRIP
There will be no discount or refund for services rendered ‘Unutilized,’ subsequent to the payment; Voluntary or involuntary termination/departure from tour, sickness, death of a family members, late arrival and premature departure.
CANCELLATION BY THE CLIENT
Any cancellation made by the Client must be made in writing and acknowledged by Access Nepal Tour. The date on which the request for cancellation is received by Access Nepal Tour or its Agents will determine the cancellation charges applicable.
The cancellation charges are expressed hereafter as a percentage of the total trip cost.
Cancellation 60 days or more before departure: 100% of Total Deposit.
Cancellation 59-21 days before departure: 50% of Total Trip Cost.
Cancellation less than 21 days before departure: 100% of Total Trip Cost.
The Client is strongly advised to take out cancellation insurance at the time of booking.
*Please note that refunds will not be made if you voluntarily leave a trip for any reason post initiation. No refunds will be made for any accommodation, transport, sightseeing, meals or services not utilized.
CANCELLATION BY ACCESS NEPAL TOUR
Access Nepal Tour reserves the right to cancel any trip booked unless guaranteed to run.
Access Nepal Tour reserves the right to cancel any trip, including a guaranteed trip, prior to departure for reasons beyond its control; Natural disasters, flight cancellation, consequences of strikes, industrial action, wars, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences. In such a case, Access Nepal Tour & Trekking will refund the trip cost only. If Access Nepal Tour cancels a departure which is guaranteed to run, it will either refund the trip cost or you are entitled for an alternative trip of the same cost.
Access Nepal Tour is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.
*Please note that significant alterations do not include 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.
3. HEALTH & FITNESS
Access Nepal Tour must be notified in writing at the time of booking of any medical conditions; physically or mentally challenged, which may prevent you from traveling. Failure to notify Access Nepal Tour of such conditions may result in the client being refused refund of payment, even up to 100% of total trip cost
Some trips may be unsuitable for Clients due to age, mobility, pregnancy and physical or mental conditions. Access Nepal Tour is not required to provide any special facilities unless it has agreed to do so in writing. Access Nepal Tour will do its best to meet clients’ special requests for dietary, but such requests do not form part of the Contract and therefore Access Nepal Tour will not be held liable for not entertaining such requests.
Medical facilities vary from country to country and Access Nepal Tour makes no representations and gives no warranties in relation to the standard of such treatment.
4. TRAVEL INSURANCE
Adequate and valid travel insurance is compulsory for all travelers. Your travel insurance 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. Access Nepal Tour also recommends insurance should cover trip cancellation, curtailment and loss of luggage and personal effects.
You must carry proof of insurance with you and produce it whenever asked for. Access Nepal Tour 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, if you are unable to provide proof of insurance when requested.
INJURIES AND EVACUATION
Access Nepal Tour will not be held responsible for any injury/health conditions/emotional or other conditions suffered by the client during the trip, otherwise proven to be our fault. Similarly, our package cost does not include any personal insurance. Hence, it advises the clients to take adequate insurance packages, including medical emergencies and evacuations.
5. CHANGES TO ITINERARY & TRIP AMENDMENT
Domestic Flight delays can be caused by the unfavorable weather in the country. In case of delayed departing domestic flights, Access Nepal Tour will incur departing city accommodation (Guest House) and food (Lunch & Breakfast) costs prior to your trip. In case of delayed return flights, the client is responsible for all additional cost incurred, including food and accommodation costs. If you wish to make an alternative arrangements such as Helicopter flight to avoid flight delays, all additional costs will be on your own.
Access Nepal Tour will not incur any extra costs as a result of missed or delayed international flight, but would assist to make alternative arrangements whenever possible.
If the booking amendment request is received by Access Nepal Tour 21 days or more prior to your original trip departure, Access Nepal Tour will make the necessary amendment with a charge of USD $100 per person. In case you wish to make amendments within 21 days of the trip initiation, the cost of amendment may be higher depending upon arrangements with third parties; Hotels, Guest Houses, ground operators or airlines.
*Please note that Access Nepal Tour will not be responsible for any changes in the itinerary due to unavoidable circumstances; Govt. Restriction, natural calamities, political unrest, cancellation of flight, sickness or accident etc.
6. PASSPORT & VISAS
Valid passport and appropriate visas is compulsory for all travelers. Please ensure your passport is valid for 6 months beyond the duration of the trip. Nepal Visa is available upon arrival in Nepal. For Tibet & Bhutan Visas, Access Nepal Tour can make necessary arrangements upon request. For India, the client will have to acquire the Visa from their own home country.
It is your responsibility to ensure that you are in possession of the correct visas for the countries you are willing to travel. Access Nepal Tour will not bear any responsibility for refusal of your entry to a country due for your incorrect visa documentation or other external reasons.
7. CHANGES IN TERMS AND CONDITIONS:
Access Nepal Tour reserves the right to update and amend these terms and conditions at any time. It is the responsibility of the Client to keep updated with any changes. The current version of terms and conditions will always be found on the website http://www.accessnepaltour.com and will be the legit document referred to in any dispute.
Should you have any complaints about the trip you must make it known to the Tour leader or Guide at the earliest opportunity who will take the appropriate action.
“One must understand and accept that the trips; Trekking, walking, climbing & mountaineering, undertaken in remote parts of Himalaya carries an inherent risk of fatal injury or even death due to unconditional weather, which is beyond anyone’s control. Access Nepal Tours will not be held responsible for any such occurrences, however. It will do its best to reduce any risks involved with introduction of precautionary measures.”