Booking Terms & Conditions

These Booking Terms set out how you book, pay, and travel with Khumbu Adventures on treks and tours in Nepal , including permits, safety, client responsibilities, risk acceptance, liability limits, and how disputes are handled under Nepal jurisdiction

These Terms apply to all bookings made on khumbuadventures.com, by email, WhatsApp, phone, or in person, for trekking, tours, and related ground services (“Trip”). Travel/trekking agencies in Nepal operate under licensing and compliance duties described in the Tourism Act and Travel & Trekking Agency Rules.

Definitions:

1. “Company / We / Us” means the operator listed on your invoice (KHUMBU ADVENTURES TREKKING & EXP PVT LTD, Tourism Industry License No. 1008/065 Trekking, PAN 303407625).
2. “Client / You” means the person booking or traveling, and the booking lead responsible for the group.
3. “Trip” means the itinerary and services confirmed in writing (invoice/itinerary).
4. “Land Services” means ground arrangements (guides/porters, transport, accommodation on trek, permits, etc.) excluding international flights unless explicitly included.
5. “Suppliers” means third parties (lodges, airlines, transport providers, permit offices).
6. “Force Majeure Event” means events beyond reasonable control (e.g., earthquakes, landslides, extreme weather, strikes, epidemics/pandemics, government restrictions, denial/suspension of permits, closures of routes/airports)

Booking process and contract formation:

1. Quotation: Your quote is valid for the period stated and may change due to supplier price changes and permit/fee updates.
2. Acceptance: A binding contract forms when (a) we issue a booking confirmation/invoice and (b) we receive the required deposit (or full payment if applicable).
3. Accuracy: You must provide accurate traveler details (full name as in passport, nationality, DOB, passport number/expiry) needed for permits and reservations. In Nepal, restricted-area permits require compliance with specified routes and carrying permits on trek.

Deposits, payments, currency, and price changes:

1. Deposit: Minimum deposit: 25% of Total Trip price or US$ 500 per person (Whichever is greater), due within 90 days or three months prior to Trip start (or immediately for last‑minute bookings).
2. Final payment: Due 30 days before Trip start unless your invoice says otherwise.
3. Currency: Prices are typically quoted in USD and/or NPR (as shown on invoice). Nepal’s tourism framework includes requirements around fee notice and billing/payment handling for travel/ trekking agencies.
4. Price changes: We may adjust prices before final payment if unavoidable increases occur (government taxes/permit fees, park fees, fuel surcharge, domestic flight fare changes, supplier tariff changes, exchange rate volatility). We will, however, provide written notice and a breakdown.

Inclusions and exclusions:

1. Included: Only what is expressly listed as included on your itinerary/invoice.
2. Not included (typical): International flights, Nepal visa fees, personal insurance, tips, personal gear, drinks/snacks, laundry, Wi‑Fi/charging fees on trek, and costs caused by itinerary deviation at your request.
3. Permits and fees: Where included, we obtain permits based on the route confirmed. For restricted areas, remote area trekking permits are obtained through the Department of Immigration and have strict route restrictions and carry-on requirements. For conservation areas such as Annapurna Conservation Area or Manaslu Conservation Area, entry permits are single-entry and must be carried and shown during the trip; entrants must comply with conservation area's rules

Guides, TIMS, and compliance on trekking routes:

1. Guide/TIMS requirements: Nepal’s TIMS system and protected-area rules may require trekkers to be accompanied by a licensed trekking guide and to carry trekking permits where required and sometimes, a trekking-agency issued TIMS card on specified routes (per revised TIMS provision).
2. Client compliance: You agree to follow (a) route rules, (b) permits/TIMS requirements, and ( c) instructions of guides regarding safety and local regulations.

Client responsibilities (fitness, conduct, documentation)

1. Fitness and health: You must honestly assess your fitness and disclose relevant medical conditions that may affect safety (cardiac/respiratory conditions, severe asthma, prior altitude illness, serious allergies, recent surgery, pregnancy, etc.).
2. Altitude risk: Travel above ~2,500m involves acute mountain sickness risk. Untreated and unmanaged AMS can be life‑threatening and recommends conservative ascent and rest strategies.
3. Documents & valuables: Keep passports/permits secure; carry certified copies where appropriate.
4. Lawful conduct: You must respect local laws, customs, protected area rules, and refrain from unlawful activity.
5. Damage/extra costs: You are responsible for damage you cause and for additional costs arising from misconduct, noncompliance, or voluntary itinerary deviation.

Insurance requirements (mandatory)

1. You must maintain travel insurance covering: (a) medical treatment, (b) high-altitude trekking up to your itinerary maximum, and ( c) emergency evacuation (including helicopter where medically necessary).
2. You acknowledge that insurance may require contacting the insurer’s emergency assistance before evacuation is arranged (industry practice).

Itinerary changes, delays, and operational decisions

1. Safety-first operations: We may change the itinerary for safety or compliance (weather, trail conditions, closures, illness, flight delays, supplier failure).
2. Cost impacts: If changes increase costs (alternate transport, extra nights), you pay those additional costs unless the change results from our breach.
3. No guarantee of exact itinerary: Mountain travel is variable; we aim to deliver the Trip’s core objectives, not every stated overnight stop.

Cancellations by the Company

1. We may cancel a Trip before departure for operational, safety, or compliance reasons. If we cancel (and it is not Force Majeure), you may choose (a) reschedule, (b) trip credit, or ( c) refund of amounts paid for undelivered services (excluding non-refundable third-party costs already incurred on your behalf, unless we recover them).
2. If we cancel due to Force Majeure, see the Cancellation/Refund Policy (Force Majeure section).

Assumption of risk and liability waiver

High-risk activity acknowledgment: Trekking, hiking, mountaineering approaches, remote road travel, and mountain flights carry inherent hazards including altitude illness, falls, rockfall, avalanches, landslides, weather exposure, limited medical facilities, transport delays, and emergency evacuation risks. You voluntarily assume these risks.

Medical consent: If necessary, you authorize us and our staff to arrange medical treatment/evacuation. You remain responsible for all related costs not covered by insurance.

Limitation of liability: To the maximum extent permitted by Nepali law, our total liability for claims arising from the Trip is limited to the amount you paid to us for Land Services (excluding indirect or consequential loss such as loss of enjoyment, missed flights, lost profits, etc.).

Third parties: We are not liable for acts/omissions of independent Suppliers beyond our reasonable control.

Indemnity

You agree to indemnify and hold the Company harmless against claims, losses, penalties, and reasonable legal costs arising from your (a) breach of these Terms, (b) negligence or willful misconduct, or ( c) violation of law/permit rules.
Complaints, dispute resolution, and Nepal jurisdiction

1. On-trip resolution: Raise issues immediately with your guide/leader.
2. Written complaint: If unresolved, email us within 30 days of Trip end with supporting documents.
3. Governing law and forum: These Terms are governed by the laws of Nepal. Disputes will be resolved by the courts of Kathmandu unless we agree in writing to arbitration under Nepal’s arbitration framework.

Contact details

Legal/Bookings: info@khumbuadventures.com
Phone/WhatsApp: +977 9803633783
Postal address: Kageshwori-Manohara 06, Post Box 12492,  Kathmandu, Nepal]
Company details: Khumbu Adventures Trekking & Exp. Pvt. Ltd., VAT No. 303407625, Tourism License No. 1008/065