Cancellation, Refund & Booking Terms Agreement

This Cancellation, Refund & Booking Terms Agreement (“Agreement”) is entered into between Destination Trek and Expedition (“Company”) and the client (“Client”). By confirming a booking, making a payment, or participating in any trek or expedition organized by the Company, the Client agrees to be legally bound by the terms and conditions outlined below.

1. Booking Confirmation

1.1 A booking is considered confirmed once the Client submits the required deposit and receives written confirmation from the Company.

1.2 The deposit amount is non-transferable and partially non-refundable unless otherwise stated in writing.

1.3 The Client agrees to provide accurate personal, medical, and travel information necessary for trek arrangements.

2. Client Cancellation Policy

2.1 All cancellations must be submitted in writing via email or official communication to the Company.

2.2 The cancellation effective date shall be the date the Company receives written notice.

Cancellation Charges

• 30 Days or More Before Trek Start Date:
  Full refund of payments made, excluding non-refundable deposits, administrative costs, bank charges, and third-party expenses.

• 20 – 29 Days Before Trek Start Date:
  25% of the total trek cost will be charged.

• 10 – 19 Days Before Trek Start Date:
  50% of the total trek cost will be charged.

• 1 – 9 Days Before Trek Start Date:
  75% of the total trek cost will be charged.

• No-Show / Late Arrival / Trek Abandonment:
  No refund shall be issued if the Client fails to join the trek, arrives late, or voluntarily leaves the trek after commencement.

3. Non-Refundable Expenses

The Client acknowledges that certain costs become non-refundable once arrangements are confirmed, including but not limited to:

• Government trekking permits and restricted area permits

• National park and conservation area fees

• Domestic or international airfare

• Hotel and transportation bookings

• Staff wages, insurance, and logistics preparation

• Third-party supplier payments

These expenses will be deducted from any refund amount.

4. Trip Postponement or Transfer

4.1 The Client may request to postpone or transfer the trek to another available date or person, subject to Company approval.

4.2 Requests must be submitted at least 30 days before trek departure.

4.3 The Client is responsible for any price differences, seasonal rate adjustments, permit changes, or additional operational costs.

5. Company Cancellation or Modification

5.1 The Company reserves the right to cancel, modify, or delay the trek due to:

• Safety concerns

• Weather conditions

• Natural disasters

• Political instability or government restrictions

• Insufficient participants

• Flight cancellations or transportation disruptions

• Health emergencies or pandemics

5.2 In such cases, the Company will offer:

• An alternative trek or revised itinerary, or

• Refund of payments excluding unrecoverable third-party expenses.

6. Force Majeure

6.1 The Company shall not be liable for failure or delay in performance resulting from events beyond its reasonable control, including but not limited to:

• Natural disasters

• Severe weather conditions

• War, civil unrest, or terrorism

• Epidemics or pandemics

• Government regulations or travel restrictions

• Flight or transport cancellations

• Road blockages or infrastructure failures

6.2 Additional costs arising from such events shall be the responsibility of the Client.

7. Travel Insurance Requirement

7.1 The Client must obtain comprehensive travel insurance covering:

• High-altitude trekking activities

• Emergency medical treatment and evacuation

• Trip cancellation and interruption

• Personal injury and accidental death

• Loss or damage of personal belongings

7.2 The Client agrees to provide proof of insurance prior to trek departure.

7.3 The Company shall not be responsible for costs arising from uninsured incidents.

8. Health, Fitness & Risk Acknowledgment

8.1 The Client confirms that they are physically and mentally fit to participate in high-altitude trekking activities.

8.2 The Client understands that trekking in remote Himalayan regions involves inherent risks, including but not limited to:

• Altitude sickness

• Extreme weather conditions

• Remote medical facilities

• Difficult terrain and natural hazards

8.3 The Client voluntarily accepts all associated risks.

9. Refund Processing

9.1 Approved refunds shall be processed within 15–30 business days after cancellation confirmation.

9.2 Refunds will be issued via the original payment method whenever possible.

9.3 Bank transfer charges, currency exchange differences, and payment gateway fees will be deducted from the refundable amount.

10. Limitation of Liability

10.1 The Company acts as an organizer and service coordinator and shall not be liable for:

• Personal injury, illness, or death

• Loss, theft, or damage of personal property

• Delays caused by third-party service providers

• Events beyond Company control

10.2 The Company’s liability shall be limited to the total amount paid by the Client for the trek.

11. Governing Law & Jurisdiction

11.1 This Agreement shall be governed by and interpreted in accordance with the laws of Nepal.

11.2 Any disputes arising from this Agreement shall be subject to the exclusive jurisdiction of the courts of Nepal.

12. Acceptance of Terms

By booking a trek, making payment, or participating in Company programs, the Client acknowledges that they have read, understood, and agreed to all terms and conditions stated in this Agreement.