All bookings are made with Green Valley Nepal Treks & Research Hub P. LTD, Registered Company Number 71671/2010/2011 recommended on trip adviser whose registered company in Thamel, Kathmandu Nepal.
To book a place, complete the Booking Form and send it to the Company with your deposit, together with the premium for your insurance if required. Deposits are required as follows:
Expedition, Trekking, Tour, Flight Ticket and for all activities 30% amount of total cost.
Deposits are non-refundable. You are advised to take out travel insurance when you book, to protect you in some situation if you have to cancel.
The contract between you and the Green Valley Nepal Treks will come into existence once the company has issued to you a letter confirming your booking, an invoice and all relevant additional information. The contract will continue until the expedition or any trip, along with any booked extension, has ended but such expiry shall not affect accrued rights and liabilities of the parties nor any continuing obligations.
Once your booking has been confirmed, you must promptly submit, via the website or by post, a previous experience questionnaire and a medical declaration. After reviewing these, the Company may advise you to transfer to another trip, or cancel your booking. If you are so advised, you must transfer or cancel, as advised, but may do so without penalty as long as the date your completed forms are received is within one month of the date you booked and no later than the date on which your final balance for the trip is due, as shown on the invoice you received when your booking was confirmed. If the Company receives your forms outside of these time limits, no matter when you booked, the normal cancellation and transfer conditions will apply and you will be liable for the appropriate charges.
Medical and welfare
The aim of medical screening is to enable participation and to ensure, as far as is reasonable, that all risks have been evaluated and understood. If you have any medical problem or disability, you are required to inform the Company before you complete your booking form so that you can be advised of the suitability of the trip, health and safety considerations and what, if any, reasonable adjustments are required to be made. In any event, you must notify the Company via the medical declaration of any medical problems or disabilities. If any medical problems or disabilities are suffered or arise between the medical declaration being submitted and the Departure Date you must notify the Company immediately. The Company reserves the right to decline or cancel a booking without having to pay any compensation if: any medical problem or disability is disclosed on the medical declaration form; any medical problem or disability is disclosed after the medical declaration form is submitted but before the Departure Date; or any medical problem or disability is not disclosed; provided that in the Company's belief such medical problem or disability is likely to endanger your health and safety and/ or the health and safety of anyone else participating in the trip.
The Company may require you to obtain confirmation from a medical professional that you are fit to travel and participate in the trip. You acknowledge and agree that concerning your medical welfare the Company has a duty to you and to the other participants and, as such, if the Company reasonably believes that you are not sufficiently fit to take part in the trip, the Company may decline or cancel the booking at any time at their complete discretion.
Where you have come into contact with any infectious disease you must notify the Company immediately. Where the Departure Date falls within the accepted quarantine period for transmission of the disease, the Company reserves the right to cancel the booking as set out above; this shall be deemed to be cancellation arising from an event of Force Majeure pursuant to these terms and conditions and no compensation shall be payable to you.
You may pay your deposit and balance using any lawful means. The total amount received by the Company's bank must be no less than the full amount shown on your invoice, and paid in the invoiced denomination into the appropriate account of that same denomination. If sending money by electronic (bank) transfer then you must pay the remitter's (your) fees and the beneficiaries (the Company's) fees.
If payment is made by credit card, a 3.5% charge (4.5% for cards issued outside of the UK or EU) will be added to the total amount due to the Company (this applies to all payments including deposits, interim payments, balances and miscellaneous purchases.) This amount is to cover the charges imposed by the credit card payment service provider and is used, in part, to provide consumer protection for goods and services purchased, in accordance with the terms and conditions pertaining to the credit card being used. This charge can be avoided by using a debit card (for deposits, for example) or by sending a Sterling or Euro cheque (for balances). Cheques will not be accepted in any other denominations; please arrange a banker's draft or bank transfer instead.
Any interim payment and the final balance for your trip, and for any extension booked along with it, must reach the Company by no later than the due date (the due date for the final balance is shown on the invoice you receive when your booking is confirmed). Due dates for payments will be as follows:
- Expedition Final Balance: 60 days before the Departure Date.
- Peak Climbing Balance: 40 days before the departure date.
- Trekking Balance: 35 days before the departure date.
- Short hike and tours: 30 days before the
- Extension Trip: after you conform.
If any interim payment due or the final balance is not received by the due date, the Company reserves the right to cancel your booking and you will lose your deposit, unless a Director of the Company has agreed a delay in your payment.
Bookings after the final balance due date for the trip may be accepted, at the Company’s discretion, as long as the appropriate deposit is paid and you undertake to make full payment within 3 working days of your booking being confirmed.
Transfers and cancellations
Cancellation by you
Notice of cancellation by you must be given in writing. Should you cancel, the following scale of charges will apply:
- 60 days or more before the Departure Date – loss of deposit
- Less than 60 days before the Departure Date – loss of 20% of total trip cost.
- 40 days before the departure date - loss of 30% of total trip cost.
- 35 days before the departure date – loss of 45% of total trip cost.
- 30 days before the departure date – loss of 60% of total trip cost.
- Less then 30 days - loss of 80% of total trip cost.
- Less then 21 days - loss of 100% of total trip cost.
Cancellation by us
The Company receives regular travel advice from the Nepal, Tibet and Bhutan Foreign Office (the 'FO') and will not knowingly operate trips in contravention of such advice. In the event of civil unrest in a particular region, the Company undertakes to inform clients of the situation as soon as it has knowledge of it.
A trip may be cancelled if FO advice effectively puts the destination country or significant parts of the country out-of-bounds such as to make the principal objective unachievable. If the principal objective remains achievable in observance of FO advice, the itinerary will be altered and the trip will not be cancelled. For example, the FO may advise that it is unsafe to traverse an area which lies on the published approach route (whether by trek or vehicle), or to visit a specified town. In such circumstances, if the objective can be reached by using an alternative route, that will be done and the trip will not be cancelled.
Most trips involve going to high-altitude and carry an inherent risk of altitude illness. Similarly, most trips visit remote locations or poorly developed regions where infrastructure is limited. In such places, the risks to health are increased and the ability to treat injury or illness effectively is reduced. Additionally, anything that involves crossing glaciated terrain or snow-bound passes, are hazardous activities with a risk of serious injury or death. By signing these booking conditions you acknowledge these hazards and your acceptance of the associated risks. Neither the Company nor any of their representatives will be responsible for any illness, injury or death sustained on their trips, except where such illness, injury or death is caused by their negligence or that of their representatives, nor will they be liable for any uninsured loss of personal property.
You will be provided with a list of all equipment required to bring on to the trip. You may hire some items of equipment from the Company. The majority you must provide yourself. It is your responsibility to ensure that all equipment is fit for purpose prior to the Departure Date and for the duration of the trip. You are responsible for your equipment and belongings during the trip and bear the sole responsibility for wear and tear and incidental damage to your equipment. The Company recommend that you take out adequate insurance to cover your own equipment, and any items hired from the Company as you will be liable for its replacement should it be damaged or lost.
In the event that you elect to hire any equipment from the Company, you will be required to pay a deposit to the Company in addition to the applicable hire charges. Deposits are not collected for equipment hired or made available to you when participating on a course, as the equipment will be issued and collected back from you in venue.
You will be responsible for any hired equipment throughout the trip and in the event that it is not returned to the Company within 10 days of the last day of the trip in good condition (excluding normal wear and tear) the deposit, if paid, shall be forfeited and you agree to indemnify the Company and keep the Company indemnified from all losses arising from damage to the equipment including legal costs of making a recovery against you.
The Green Valley Nepal Trekking Company may provide some equipment for a trip (such as ropes, avalanche-transceivers, tents and camping equipment) and are responsible for the maintenance of such equipment. Where you deliberately or recklessly cause damage to any such equipment, whether during the trip or during any pre-trip training, you shall indemnify the Green Valley Nepal Trekking Company and keep the Company indemnified from all losses arising from any such willful or reckless damage so caused including legal costs of making a recovery against you.
If you have a problem during the trip, please inform the Green Valley Nepal Trekking Company staffs or Director, immediately who will endeavor to put things right. If your complaint is not resolved locally, please follow this up by writing to the Managing Director at the Green Valley Nepal Trekking Company's registered office giving your trip name, the departure date and all other relevant information and, where possible, evidence. Any such complaint must be received not later than 4 days of the date of your return from the trip. Please keep your letter concise and to the point. This will assist in identifying quickly your concerns and speed up the response to you.
If you fail to follow this simple procedure, the Company will have been deprived of the opportunity to investigate and rectify your complaint whilst you are in-country and this may affect your rights under this Contract as you will have failed to have mitigated (minimised) your losses and will be unable to recover compensation for this element subsequently.