AMBASSADOR HIMALAYA TREKS & EXPEDITION PVT. LTD.

Booking Terms & Conditions

For International Travellers | Trekking, Tours, Peak Climbing & Expeditions

Thank you for choosing Ambassador Himalaya Treks & Expedition Pvt. Ltd. We are committed to providing well-organized, responsible, and memorable travel experiences in the Himalayas.

These Terms & Conditions explain the responsibilities of both the traveller and our company, including booking procedures, payments, cancellations, travel insurance, safety, and changes to travel arrangements.

Please read these terms carefully before confirming your booking. Your trip-specific itinerary, quotation, inclusions, exclusions, and any written special agreement form part of your booking terms.

1. Booking and Confirmation

• Booking request: Submit your booking through our website, email, or an authorized representative.
• Deposit: Pay the required advance deposit stated in your quotation.
• Written confirmation: Your booking is confirmed once we receive the required deposit and issue written confirmation by email or another agreed written method.
• Booking information: Provide accurate personal details, including names exactly as shown in your passport, travel dates, nationality, and relevant medical information.
• Review your confirmation: Check your booking confirmation promptly and notify us of any errors.
• Group bookings: The person making a group booking must ensure that all participants receive and accept these Terms & Conditions.

Do not make non-refundable travel arrangements based solely on a provisional booking request. Wait for written confirmation.

2. Payment Terms

• Deposit: A deposit of 20% of the total trip price is required unless your quotation specifies a different amount.
• Final payment: The remaining balance must be paid by the deadline stated in your booking confirmation. Unless otherwise agreed, payment is due no later than 30 days before departure.
• Late bookings: Bookings made within 30 days of departure may require full payment at the time of confirmation.
• Accepted methods: Payment methods, bank details, payment currency, and any applicable processing charges will be stated in your invoice.
• Transaction fees: Any payment processing fees or bank charges payable by the traveller will be disclosed before payment.
• Credit card payments: A surcharge may apply only where permitted by applicable law and disclosed before payment.
• Overdue payments: If payment is not received by the agreed deadline, we may suspend or cancel the booking after providing written notice. Applicable cancellation charges may apply.

Your booking confirmation and invoice will specify the agreed price and payment schedule.

3. Prices, Inclusions and Exclusions

• Confirmed price: The agreed trip price is stated in your booking confirmation or invoice.
• Included services: Only the services expressly listed in your itinerary or quotation are included.
• Excluded expenses: Personal expenses, international flights, visas, travel insurance, meals, permits, tips, or other items are excluded unless specifically stated as included.
• Additional services: Any extra accommodation, transportation, activities, or services requested by you may incur additional charges. We will communicate these charges before confirming the additional service whenever practicable.
• Government charges: Changes to mandatory taxes, permit fees, or other government-imposed charges may affect the price where legally permitted. Any adjustment will be explained in writing.
• Currency: You are responsible for any exchange-rate differences and transaction charges imposed by your payment provider.

Please review the inclusions and exclusions before making your booking.

4. Cancellation by the Traveller

If you need to cancel your trip, you must notify us in writing by email. Cancellation takes effect on the date we receive your written notice.

Unless your quotation or a separate written agreement specifies a different policy, the following cancellation schedule applies:

Notice before departure	Cancellation charge
30 days or more	20% of the total trip price
15–29 days	50% of the total trip price
7–14 days	75% of the total trip price
Fewer than 7 days	100% of the total trip price
No-show without notice	100% of the total trip price

Important conditions:

• The cancellation charge is deducted from the amount already paid. Any remaining refundable balance will be returned.
• If the cancellation charge exceeds the amount already paid, you remain responsible for the outstanding amount, subject to applicable law.
• Non-refundable costs already committed for flights, permits, accommodation, transport, or other third-party services may be charged separately where these are not already covered by the cancellation charge. We will explain and substantiate such costs to avoid double charging.
• Refunds, where due, will normally be processed within 14 business days after the refundable amount is agreed and the necessary payment details are received. Third-party or banking delays may affect processing time.
• Cancellation charges may differ for peak climbing, expeditions, Tibet travel, restricted-area permits, special departures, or tailor-made trips. Any different policy must be disclosed in writing before booking.

We strongly recommend purchasing comprehensive travel insurance that includes trip cancellation and interruption cover.

5. Changes to Your Booking

• Traveller-requested changes: Requests to change travel dates, participant names, accommodation, or itinerary must be submitted in writing.
• Availability: We will make reasonable efforts to accommodate changes, but changes are subject to availability and supplier approval.
• Additional costs: You are responsible for any additional supplier charges, permit fees, transport costs, or reasonable administration fees disclosed before the change is confirmed.
• Change of participant: A booking transfer to another eligible traveller may be possible, subject to permit requirements, supplier approval, and any applicable costs.
• Changes after departure: Changes made after the trip begins may incur additional costs and may not be possible.

A booking change is effective only after we confirm it in writing.

6. Changes to the Itinerary

Adventure travel requires flexibility. Weather, altitude, local conditions, transport availability, and other circumstances may require adjustments to the planned itinerary.

• Minor changes: We may adjust the order of activities, accommodation, routes, or departure times while making reasonable efforts to maintain the agreed standard and overall experience.
• Safety-related changes: Our trip leader may modify the itinerary when necessary to protect the safety and wellbeing of travellers, staff, or local communities.
• Flight delays and cancellations: Domestic flights, particularly those serving mountain regions, may be delayed, diverted, or cancelled because of weather or operational restrictions.
• Alternative arrangements: Where reasonably possible, we will arrange suitable alternatives and explain any additional costs before they are incurred, except where urgent action is necessary for safety.
• Unused services: Refunds for unused services will be assessed according to the circumstances, the services recoverable from suppliers, the applicable booking terms, and relevant law.

We cannot guarantee that every activity, viewpoint, accommodation, or transport service will operate exactly as originally scheduled.

7. Cancellation by Ambassador Himalaya

If we must cancel a confirmed trip for reasons within our reasonable control and not because of the traveller’s breach or a force majeure event:

• We will notify you as soon as reasonably practicable.
• We will offer an alternative trip or departure where suitable and available at present.
• If you do not accept an alternative, you will receive a refund of payments made for the cancelled trip, subject to applicable law.
• We are not responsible for consequential expenses such as independently booked international flights, visa fees, or personal equipment costs, except where liability cannot legally be excluded.

If a minimum group size is required for a particular departure, that requirement and the consequences of not reaching it must be disclosed before you book.

8. Force Majeure and Unforeseeable Events

A force majeure event is an extraordinary circumstance beyond our reasonable control that prevents or seriously affects the operation of a trip.

Examples include:

• Earthquakes, landslides, floods, avalanches, and severe weather.
• Political unrest, war, terrorism, or civil disturbances.
• Epidemics, pandemics, or public health emergencies.
• Government restrictions, border closures, or permit suspensions.
• Strikes, major transport disruptions, or other exceptional events beyond our reasonable control.

If a force majeure event occurs:

• We will assess the situation and prioritize the safety of travellers and staff.
• We may postpone, reroute, suspend, or cancel affected services.
• We will make reasonable efforts to arrange a suitable alternative where possible.
• Refunds will be assessed according to recoverable supplier payments, services already provided, applicable law, and the specific circumstances.
• Any non-recoverable third-party costs retained will be explained and documented where reasonably possible.

We do not guarantee that all payments will be refundable when an extraordinary event occurs. Your travel insurance may cover certain losses, depending on your policy.

9. Travel Insurance

Comprehensive travel insurance is mandatory for all participants.

Your policy must be suitable for the activities, destinations, and maximum altitude of your booked trip. Depending on the trip, cover should include:

• Emergency medical treatment and hospitalization.
• Emergency helicopter evacuation and mountain rescue.
• Repatriation to your home country, including medical repatriation.
• Trip cancellation, interruption, and curtailment.
• Lost, stolen, or damaged baggage and personal belongings.
• Trekking, climbing, or other adventure activities included in your itinerary.

Before departure:

• Check that your policy covers the actual altitude and activities of your trip.
• Confirm that helicopter evacuation and mountain rescue are covered, including any applicable limits and authorization requirements.
• Provide proof of insurance when requested and carry your policy details and emergency contact information throughout the trip.
• Ensure you can contact your insurer in an emergency.

We do not provide personal travel insurance unless expressly stated in writing. You are responsible for purchasing suitable cover and understanding its exclusions.

If you cannot provide proof of mandatory insurance, we may refuse your participation for safety reasons. Any refund will be assessed under the applicable cancellation terms and law.

10. Health, Fitness and Medical Information

• Fitness: You must be physically and mentally prepared for the difficulty, duration, and altitude of your chosen trip.
• Medical disclosure: Inform us before booking of any medical condition, allergy, dietary requirement, or mobility limitation that could affect your participation or safety.
• Medical advice: Consult a qualified healthcare professional about fitness, vaccinations, altitude-related risks, and other health precautions before departure.
• Medical certificate: We may request a medical fitness certificate for demanding treks, high-altitude trips, peak climbing, or expeditions.
• Medication: Bring sufficient prescribed medication and any personal medical supplies required for your trip.
• Changing health: Inform your trip leader promptly if you become unwell or develop symptoms during the trip.

We may restrict or decline participation if a person’s condition creates a serious safety risk that cannot reasonably be managed. Any resulting cancellation or refund will be handled under the applicable terms and law.

11. Passports, Visas and Permits

• You are responsible for carrying a valid passport and obtaining all required visas, permits, and travel documents.
• Check passport validity and entry requirements with the relevant authorities before departure.
• Provide accurate passport information and requested documents within the required timeframe.
• We will explain which permits or travel authorizations are included in our services and which remain your responsibility.
• Visa, permit, or entry approval cannot be guaranteed where the decision rests with a government or other authority.
• If you are denied boarding or entry because your documents are incomplete or invalid, you are responsible for the resulting costs, subject to applicable law and the agreed booking terms.

Please confirm the latest requirements for every destination on your itinerary before travelling.

12. Adventure Risks and Assumption of Risk

Trekking, mountaineering, peak climbing, expeditions, and remote-area travel involve inherent risks that cannot be eliminated.

These may include:

• Altitude sickness and other altitude-related medical emergencies.
• Slips, falls, rockfall, avalanches, landslides, and extreme weather.
• Limited access to medical facilities and delays in emergency rescue.
• Road accidents, domestic flight disruptions, and equipment failures.
• Difficult terrain, rapidly changing conditions, and limited communication.

By booking an adventure trip, you acknowledge these inherent risks and agree to follow reasonable safety instructions.

We will take reasonable measures to organize trips responsibly and provide appropriate guides and support for the services booked. Nothing in these terms excludes or limits liability for negligence, death, personal injury, fraud, or any other matter where exclusion or limitation is prohibited by applicable law.

13. Safety, Trip Leader and Traveller Conduct

For everyone’s safety and enjoyment, you agree to:

• Follow the reasonable safety instructions of the trip leader, guides, and authorized staff.
• Respect local laws, traditions, religious sites, cultural practices, and environmental guidelines.
• Treat fellow travellers, guides, porters, drivers, and local communities respectfully.
• Inform your guide immediately about illness, injury, unsafe conditions, or other serious concerns.
• Avoid conduct that endangers yourself or others, damages property, or seriously disrupts the trip.
• Use equipment responsibly and comply with activity-specific safety requirements.

The trip leader may modify activities, arrange medical assistance, or require a traveller to stop participating if continuing would create a serious safety risk. Where feasible, the reasons and available alternatives will be explained.

If a traveller is removed from a trip for serious misconduct or refusal to follow reasonable safety instructions, no refund will normally be due for unused services, subject to applicable law. Additional costs arising from the traveller’s conduct may be charged where legally recoverable.

14. Emergency Assistance and Evacuation

• In a medical emergency, our team will make reasonable efforts to coordinate appropriate assistance and evacuation.
• Evacuation decisions will consider the traveller’s condition, professional medical advice where available, weather, terrain, and local rescue capabilities.
• You authorize our team to take reasonable emergency measures when necessary to protect your life or safety and when obtaining your prior consent is not practicable.
• Emergency evacuation, medical treatment, additional accommodation, and onward transportation may incur significant costs.
• You are responsible for such costs to the extent they are not covered by insurance or otherwise legally payable by our company.

Emergency assistance depends on local conditions, communication, transport availability, and rescue resources. We cannot guarantee immediate rescue in remote or high-altitude areas.

15. Early Departure and Unused Services

If you voluntarily leave a trip early, miss scheduled activities, or decide not to use an included service:

• Refunds are not normally available for unused accommodation, meals, transport, permits, guides, or other services that have already been paid for or cannot be recovered.
• Additional expenses, including accommodation, transportation, medical assistance, and return travel, are your responsibility unless otherwise agreed or legally payable by us.
• If you leave because of illness, injury, safety concerns, or circumstances beyond your control, we will assess the situation fairly and in accordance with applicable law and the relevant booking terms.
• We recommend contacting your insurer promptly if your policy covers trip interruption or curtailment.

16. Third-Party Suppliers

Some services may be delivered by independent suppliers, including airlines, hotels, lodges, transport operators, local guides, and helicopter companies.

• We will exercise reasonable care when selecting and coordinating suppliers for the services we arrange.
• Supplier services may be subject to their own terms, operational limitations, and safety requirements.
• We are not automatically responsible for every act or omission of an independent supplier. Our responsibility will be determined by applicable law and the services we have agreed to provide.
• We will make reasonable efforts to assist you in resolving service-related problems when they arise.

Nothing in this section removes any legal responsibility that Ambassador Himalaya may have for services it provides or for which it is legally responsible.

17. Personal Belongings and Equipment

• You are responsible for your passport, money, electronics, valuables, clothing, and personal equipment.
• Use appropriate storage and follow your guide’s instructions for protecting belongings.
• Report lost or damaged property to the trip leader as soon as possible.
• We recommend baggage and personal belongings insurance.

Our responsibility for loss or damage will be determined by applicable law and the circumstances of the incident.

18. Complaints and Customer Support

We want every traveller to have a positive experience.

• During the trip: Report any concern to your guide or trip leader as soon as possible so that we have a reasonable opportunity to address it.
• Contact the company: If the issue remains unresolved, contact our office while the trip is in progress whenever practicable.
• After the trip: Submit any formal complaint in writing within 30 days of the trip’s completion, explaining the issue and including relevant supporting documents.
• Our response: We will acknowledge your complaint and make reasonable efforts to investigate and respond within 30 days, or explain if additional time is required.
• Resolution: We will seek a fair and reasonable resolution in accordance with the booking terms and applicable law.

This complaint procedure does not remove any legal rights or statutory deadlines available to you.

19. Privacy and Personal Information

We collect and use personal information reasonably necessary to manage your booking and deliver your trip.

This may include passport details, contact information, emergency contacts, medical information relevant to safety, and permit application documents.

• We use your information for booking administration, travel arrangements, permits, safety, and customer service.
• We may share relevant information with authorized suppliers, guides, insurers, or government authorities where necessary to deliver the agreed services or comply with the law.
• We take reasonable measures to protect personal information against unauthorized access or disclosure.
• We will handle personal information in accordance with applicable data protection requirements and our published Privacy Policy, where available.

Please provide only accurate information and notify us of any necessary corrections.

20. Photography and Marketing

We respect your privacy and your right to control how your image is used.

• Photographs or videos may be taken during a trip for operational purposes, personal memories, or documentation.
• We will obtain your consent before using identifiable photographs or videos of you in promotional or commercial materials, except where another lawful basis applies.
• You may decline marketing use without affecting your ability to book or participate in a trip.

Please inform your guide if you do not wish to be photographed for promotional purposes.

21. Children and Young Travellers

• Travellers under 18 must have the required consent and supervision of a parent or legal guardian.
• Certain activities may have minimum age requirements or additional safety restrictions.
• Parents or guardians are responsible for ensuring that the trip is suitable for the young traveller.
• We reserve the right to request additional documents or decline participation where necessary for safety or legal compliance.

Any age restrictions specific to an activity will be communicated before booking.

22. Governing Law and Dispute Resolution

These Terms & Conditions and the booking relationship are governed by the laws of Nepal, subject to any mandatory consumer protection laws that apply.

• We encourage travellers to raise concerns with us first so that we can attempt to resolve disputes amicably.
• If a dispute cannot be resolved through good-faith discussion, it may be referred to the competent courts or other dispute-resolution process applicable under Nepalese law.
• Nothing in these terms prevents a traveller from exercising any mandatory legal rights available in their country of residence or under applicable law.

23. General Conditions

• Entire agreement: These terms, your booking confirmation, invoice, agreed itinerary, and any written special conditions form the agreement for your trip.
• Special conditions: Any trip-specific condition that differs from these general terms must be clearly communicated and agreed in writing before booking.
• Severability: If any provision is found unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
• Updates: Updated terms will apply to new bookings. The terms applicable to an existing booking will not be changed retrospectively without an agreed or legally permitted basis.
• Language: These terms are written in English. If a translation is provided, the parties should clarify which version governs in the event of a conflict, subject to applicable law.

24. Traveller Acknowledgement

By paying the deposit and confirming your booking, you acknowledge that:

• You have read and understood these Terms & Conditions.
• You have reviewed the trip itinerary, inclusions, exclusions, price, and payment schedule.
• You understand the inherent risks associated with adventure travel.
• You agree to obtain appropriate travel insurance and carry the necessary travel documents.
• You agree to follow reasonable safety instructions and respect local laws and customs.

Ambassador Himalaya Treks & Expedition Pvt. Ltd.

Registered adventure travel company based in Kathmandu, Nepal.

Website: https://www.ambassadorhimalaya.com/

Email: upadesh@ambassadorhimalaya.com

WhatsApp: +977 9845597342

We look forward to welcoming you to the Himalayas and helping you enjoy a safe, responsible, and memorable journey.