1. THE CONTRACT
Please go through the following terms and conditions that govern the relationship between you (client) and Epic Adventures Pvt. Ltd. (company). Please note that when booking a trip, you are agreeing to be bound by these terms and conditions as well as the cancellation policy and certain limitations of liability. Both parties agree to these terms and conditions to resolve and began or other disputes that may arise during the trip.
2. BOOKING A TRIP
A trip refers to any product itinerary or activities that you buy with us including Trekking, Tours, Expeditions, and/or other adventure or tour programmes. A booking is accepted and becomes definite only from the date when the company sends a confirmation invoice or email. It is at this point that a contract between the company and the client comes into existence. Before your booking is confirmed and a contract comes into force, the company reserves the right to increase or decrease brochure prices. Please note that the company would not be liable to any warranty, collateral agreement, prior arrangement, description of services, or conditions, other than as expressed herein.
3. DEPOSIT REQUIREMENT
(A) NEPAL TRIPS
For Nepal trips, you will have to make a non-refundable deposit of 25% of the trip cost at the time of booking. You can pay the remaining amount upon your arrival in Kathmandu and before the trip departure. The non-refundable deposit should be sent to the company or agent. The companies tailor-made trips may require a higher deposit or full payment at the time of booking. If the deposit is different from that outlined in the clause, you will be advised by the company at the time of booking.
(B) INDIA/TIBET/BHUTAN TRIPS
At the time of booking a non-refundable deposit of 25% is due ALONG with due airfares (if the client wants the company to arrange it) before 21 days of the trip departure. If your booking 21 days or less prior to departure, full payment is due.
4. FINAL PAYMENT/ACCEPTANCE OF BOOKING/CLIENT DETAILS
(A) NEPAL TRIPS
Final payment on trekking tours, climbing, expeditions or any kind of trip in Nepal can be made on arrival in Nepal. Final payment can be made by bank transfer, cash or by credit card, there is a 4% surcharge when paying by card (this applies to all payment, deposits, final balances, trip extensions and misc purchases)
(B) INDIA/TIBET/BHUTAN TRIPS
Final payments must be received 21 days prior to trip start date.
5. CANCELLATION BY CLIENT
Any cancellation by a client must be made in writing and acknowledged by the company. The date on which the request to cancel is received by the company or agent will determine the cancellation charge applicable. The cancellation charges detailed as a percentage of the total tour price:
- Cancellation 60 days or more before departure: Loss of Deposit
- Cancellation 59-21 days before departure: 50% of the cost of the booking
- Cancellation less than 21 days before departure: 100% of the cost of the booking
The client is strongly advised to take out cancellation insurance at the time of making the booking. Please note that no refunds will be made if you voluntarily leave a trip for any reason after the trip has begun. No refunds will be made for any accommodation, transportation, sightseeing, meals or services not utilised.
6. CANCELLATION OF A TOUR BY THE COMPANY
- The company reserves the right to cancel any trip you booked unless guaranteed to run.
- Epic Adventures reserves the right to cancel any trip, including guaranteed trips, prior to departure due to reasons beyond its control (i.e. natural disasters, flight cancellation, strikes, industrial action, wars, riots, sickness, government intervention or other untoward occurrences. In such cases, Epic Adventures will refund the trip price, or you are entitled to take an alternative trip of the same value. Please also note that significant alterations do not include change of airline carrier, flight timetables or itineraries provided the departure and arrival dates remain unchanged, the substitution of a vessel, modification of itineraries and change in cabin category, or hotel accommodation provided it is of the same category.
- The company is not responsible for any incidental expenses or consequential losses that the client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings etc.
7. MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS
The company must be notified in writing at the time of booking of any medical conditions, physical conditions or any other mental or physical conditions which may affect witness to travel and or any medical conditions. Failure to notify the company may result in the client being refused travel. Failure to notify the company of any such conditions that results in cancellation will result in 100% cancellation fees to the client. Some trips may be unsuitable for clients due to age, mobility, pregnancy or physical or mental conditions. It is the client’s responsibility to check prior to booking. The company is not required to provide any special facilities unless it had agreed o do so in writing. The company will do its best to meet the client’s special requests including dietary requirements, but such requests do not form part of the contract and therefore the company is not liable for not providing these requests. Medical facilities vary from country to country and the company makes no representations and gives no warranties in relation to the standard of such treatment.
8. TRAVEL INSURANCE
Adequate and valid travel insurance is compulsory for all travellers. Your travel insurance must cover accidents, injury, illness and death expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability. The company also recommend it covers trip cancellation, curtailment and loss of luggage and personal effects. You must carry proof of insurance with you and produce it if reasonably requested by the company or suppliers. The company reserves the right to cancel or suspend your participation on a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of your trip, with no right of refund, if you are unable to provide proof of insurance when requested.
9. FLIGHT DELAYS AND CHANGES IN THE ITINERARY
Please note that mountain adventures are always unpredictable. Bad weather in mountain regions can cause domestic flight delays. In case of delayed domestic flights, Epic Adventures will meet departing city accommodation and food costs prior to your trip. However, in case of delayed return flights, the client is responsible to bear all additional expenses including food and accommodation costs. If you wish to make alternative arrangements such as Helicopter flights to avoid flight delays, all additional costs would be your responsibility. Moreover, Epic Adventures does not accept any responsibility for cost incurred as a result of a missed international flight but would assist to make alternative arrangements whenever possible. Please also note that while on the trek, we may have to make changes to the itinerary due to unforeseen circumstances.
10. TRIP AMENDMENTS
If booking amendments requests are received by Epic Adventures 21 days or more prior to your original trip departure, the company will make the necessary arrangements with a charge of 100USD per person. In case you wish to make amendments within 21 days of the trip departure, the cost of an amendment may be higher depending upon the company arrangements with other parties, such as hotels, ground operators or airlines.
11. VISA & PASSPORTS
You must carry a valid passport and have obtained the appropriate visa when travelling with Epic Adventures. Please ensure your passport is valid for 6 months from the date of departure. Nepal visa is available on arrival in Nepal, for Tibet and Bhutan the company can make the arrangements upon request. For India, the client will have to acquire a visa from their own country.
It is your responsibility to ensure that you are in possession of the correct visa for the countries you are travelling to. Epic Adventures cannot accept responsibility if you are refused entry to a country or places because you lack the correct visa documentation.
12. INJURIES AND EVACUATION
Epic Adventures would not be liable for any injury/health conditions/emotional or other conditions suffered by the client during the trip. Similarly, our package cost does not include and personal insurance. Hence we advise the clients to take adequate insurance packages, including medical emergencies and evacuation by helicopter.
13. SERVICES MISSED OR UNUSED
There will be no discounts or monies refunded for missed or unused services, this includes voluntary or involuntary termination/departure from tour i.e. sickness, death of a family member etc. late arrival on the tour or premature departure either voluntary or involuntary.
14. UPDATING TERMS AND CONDITIONS
The company reserves the right to update and amend these terms and conditions at any time. It is the responsibility of the client to keep updates with any changes. The current terms and conditions will always be found on the website www.enepaltreks.com and will be the terms referred to in any dispute.