Here are our terms and conditions under various circumstances.
1. Booking and Contract:
(i) Once the booking has been confirmed, the tour operator or the travel agent will issue a written confirmation after depositing the amount for the trip. The client must go through the confirmation details thoroughly and report any incorrect or incomplete information to the company immediately. The name of the client must be stated as before one’s passport.
(ii) If one book on behalf of other participants, then all the information regarding the trip would be forwarded to the one who booked the trip including making necessary payments concerning tour booking. The designated person will have to notify the tour representative for the required changes or cancellations and be solely responsible for keeping the participants informed. Also,
(iii) If one book on another’s behalf, then it is his/her responsibility to obtain all required consent. It is their responsibility to verify all the information provided is complete and accurate. The company will not be liable under any circumstances for any errors or omissions in the information provided to complete the booking.
2. Booking a Trip
(i) Any product, itinerary or activities that you purchase from us including Trekking, Tours, Climbing /Expeditions, Day Trips and/or other adventure travels/tour programs regarded as a ‘Trip’.
(ii) The contract between the company and the client comes into existence only after when the company sends a confirmation invoice or email to the customer.
(iii) The company has the right to change the prices of the product as shown on the website depending upon conditions and requirements before booking is confirmed and then the contract comes into the implementation. [For more information, see the Price Section]
(iv) The company will not be liable for any warranty, collateral agreement, prior agreement, and description of services or conditions other than expressed in the website.
3. Booking, Deposit, Final Payment, and Lifetime Deposit Policy
The client should send the company a non-refundable deposit when they book a trip. That amount is levied for standards as well as customized trips.
(i) Deposit Payment:
To book a trip, a non- refundable deposit of 25% along with due airfares is required (in case the client wants the company to arrange it) within 30 days before the trip departure.
(ii) Final Payment:
The client should deposit a non-refundable payment within 30 days for their trip. The final payment should be done within 30 days of the departure date. The full payment is required at the time of booking if the client has made booking 30 days before the departure date.
(iii) Lifetime Deposit:
No worries, if the client is forced to cancel the booking due to unavoidable circumstances. His/Her deposit will not go waste. It can be retained with a valid reason for the cancellation such as emergency or circumstances like illness, etc. For the refund, proper documentation is required such as a doctor’s certificate for canceling the trip. It can be used by the client later to book the same trip or another trip of the same value later.
Please note if the trip has been canceled for non-payment or violation of these Terms and Conditions the deposit will not be counted as a Lifetime Deposit. One lifetime deposit is issued per canceled booking per person at a time. If lifetime deposit is greater than the value of the new trip of per person then the company will not refund or credit the difference. The client can later transfer or re-gift it to their family or a friend. One has to email us before doing this.
4. Payment Methods:
The booking deposit is received by the company through the online payment system. Major credit and debit cards are accepted by the company. Kindly follow the instructions provided in the booking form.
The prices present on the website are current. Those prices are for per person and may vary for the minimum group size. In case the group numbers are not made by the date of payment, a group surcharge is applied for further operation of the trip. To check the price validity, inclusions and exclusion, please go through the trip notes. If the departures are past the validity date, there will likely be an increase in the trip cost due to a rise in operational costs. Local service charges instant drop-in may result in the reduction of the trip prices. Once the deposit amount is paid for the trip any subsequent discounts or price reductions that are advertised may not be applicable.
Best Adventure Travels reserves the right to amend tour prices at any time. Amendments may be done for many reasons including, but in the limit to increases in ground operator services, exchange rate fluctuations, increased fuel costs, airfares, airport charges, or the need to engage alternative air or ground operators. In case the tour price hikes up, it must be paid before the day or week of trip departure.
5. Cancellation by client:
The cancellation of the trip by a client should be given in writing to the company for acknowledgment. The date on which the cancellation request is received by the company or its agents will determine the cancellation charge applicable. The cancellation charges are applied as a percentage of the total tour price hereafter. Please note these charges are levied when valid proof such as doctor’s certificate etc. is fake or void for canceling the trip.
Under the following cases, the company will not refund the clients:
• 100% loss of deposit which is 25% of the service for cancellation in 30 days or more before departure.
• 50% loss of the cost of service booked for cancellation in 7-29 days before departure.
• If the client neither shows up or informs the company about their absence: 100% of the cost of services booked.
The company strongly recommends the clients to show their cancellation insurance during their booking.
Please note that no refunds will be made if the client leaves a trip for any reason after the trip has begun. If the clients do not utilize their services during the trip, there will not be any refunds for those matters.
Cancellation by the client during an emergency
When the client cancels their booking at last moment due to an emergency, there won’t be any refund of the client’s initial deposit. However, if the client informs us via email or any medium at least 7 days before the trip starts, stating the reason for the cancellation and provision of valid documents as proof we will retain the deposit after deducting 20% from the initial deposit. The remaining 80% can be used after the addition of the charges applicable for the chosen trip for themselves, their families or friends.
6. Cancellation of the trip by the company:
• The cancellation reserves the right to cancel any trip booked by the client unless guaranteed to run.
• The Best Adventure Travels reserves the right to cancel any trip, including a guaranteed trip, before departure in the event of natural disasters, flight cancellation, strikes, industrial action, wars, or other out of their control. Only in such a case, the company will refund the trip price. If the company cancels a departure that is guaranteed to run, the trip price will be refunded, or the client will be entitled to take an alternative trip of the same value.
A change of airline carrier, flight timetables or itineraries, departure, and arrival dates those provided remain unchanged. The same category of change in the cabin category or hotel accommodation is provided.
• The company will not be responsible for any incidental expenses or consequential losses that the client may have incurred because of the booking such as visas, vaccinations, non-refundable transport fares, non-refundable other fees, loss of earnings, or loss of enjoyment, etc.
7. Medical condition and special requirements:
The company will help the client in case of a medical condition, at the time of the booking. A physically challenged condition or any other mental or physical disability which may hinder the client’s ability to travel should be notified at the time of booking. The client would be refused to travel if they failed to inform the company. It may also result in the loss of deposit amount or 100% trip of the costs.
Some trips may not be suitable for clients of a certain age, physical (mobility, pregnancy, etc.) or mental conditions. The client’s responsibility is to be 100% ready (be physically or mentally) before they book a trip. The company will not provide any facilities unless, it has agreed to do so in writing. The company will also do its best to meet the client’s special requests including dietary. Please note that such requests do not form part of the contract and therefore the company will not be liable for not adhering to these requests.
The medical facilities vary from country to country and the company will not make any representations and any warranties concerning the standard of such treatments.
8. Travel Insurance:
Adequate and Valid Travel Insurance should be carried by those clients traveling with the company. The travel insurance must cover accidents, injuries, illnesses, death and medical expenses (including any related to pre-existing medical conditions), emergency repatriation (including helicopter rescue and air ambulances where applicable) and personal liability. It will be helpful if the insurance covers trip cancellation, curtailment, and loss of luggage and personal effects. The client must carry proof of insurance with them and produce it when requested by the company employees or suppliers. If the client fails to provide proof of insurance when requested, the company reserves the right to cancel or suspend the participation on a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of one’s trip with no right of refund.
9. Delay on flights and changes in the trip itinerary:
The mountain adventure is always unpredictable due to the weather. Domestic Flight Delays are caused by bad weather in mountain regions. If the domestic flights get delayed or canceled, the company will arrange accommodation as well as food at the request of the client. However, the client is responsible to bear all additional expenses such as food and accommodation costs. If the client wishes to make an alternative arrangement such as a Helicopter Flight to avoid flight delays, all additional cost would be the client’s responsibility.
The Best Adventure Travels will not be held responsible if the client misses their international flight. However, the company would try and assist to make alternative arrangements wherever possible. Please do note that during outdoor activities, there would be slight changes in the itinerary owing to bad weather conditions or events out of the company’s control.
10. Trip amendment or changes:
If the booking amendment request is received by the Best Adventure Travels for 30 days or more before the original trip departure, the company will make the necessary amendment with a charge of US $100 per person/trip. In case the client wishes to make amendments within 30 days of the trip departure, the cost of an amendment may be higher depending upon the company’s arrangements with other parties such as hotels, tea houses, ground operators or airlines.
11. Visa and Passport:
The client must carry a valid passport and visa when traveling with the Best Adventure Travels. The client must ensure their passport validity for a minimum of 6 months beyond the duration of the trip. Nepali Visa is available on arrival in Nepal. For Bhutan and Tibet, the company can make the necessary arrangements upon request. For Cambodia, China, India, Myanmar, and Thailand the client will have to acquire a visa from their home country.
12. Injury and Evacuation:
The Best Adventure Travels won’t be liable for any injury, health conditions, emotional or other conditions suffered by the client during the trip. Similarly, package cost does not include any personal insurance. Hence, the company advises all our clients those traveling to take adequate travel insurance packages, including medical emergencies and evacuation by Helicopter.
13. Unused or Missed Services:
There will not be any discounts or refunds for unused or missing services. This voluntary or involuntary termination/departure from the tour due to sickness, the death of a family member, etc. late arrival on the tour, by one’s or other’s will.
14. Updates on Terms and Conditions:
The company reserves all the rights to update and amend these terms and conditions at any time. This is the responsibility of the client to keep themselves updated with any changes. The current version of terms and conditions will always be found on the website the best adventure travels.com and will be the terms referred to in any dispute.