Ace The Himalaya

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Booking Terms and Conditions


These Booking Terms and Conditions contain important information. It is essential that you read them carefully and understand them. The Booking Terms and Conditions constitutes a legally binding contract between Ace the Himalaya and you for the services provided by Ace the Himalaya and set out the basis of your legal relationship with Ace the Himalaya.

Pleae note:These terms and conditions are applied when you directly book with us. If you are booking through a third party, then their terms and conditions will be applied, not ours. Please read them carefully before booking.


Booking and Payment method for all our Trips

To process a Booking you must send us a completed booking form with 30% non-refundable deposit for all Nepal & India Trips while 50% for all Bhutan, Tibet and Multi-countries trips. We require you to fax or e-mail a copy of your passport to our Kathmandu office at 00977-1-4444911 or at info@acethehimalaya.com. After receiving a copy of your passport and the completed booking form with your  non-refundable deposit we will send you final confirmation receipt.

All deposits required are per person per trip. We will email you regarding direct deposit details. A bank service charge may apply and should be paid at the time of deposit.

We will also email you the details for making payment through credit card once you fill up our Booking form. We only accept Visa or MasterCard and a 4% levy will be added for card processing fee as service charge by the Bank.

The Condition for clearing the remaining balance as per the trip booked is as follow:

  • The reamaining balance for all Nepal Trips can be cleared upon your arrival.
  • The remaining balance for India, Bhutan, Tibet and all multi-country tours needs to be cleared 35 days prior to your departure date.
  • Ace the Himalaya reserves the right to cancel your trip if the full amount is not paid on time.
  • Where possible we will accept your last minute booking 10 days prior to tour departure date for all the trips and in this case full payment is required.

NEPAL CANCELLATION & BOOKING CHANGES

  1. Cancellation notice is required, minimum of 20 days prior to trip departure and must be made in written form, such notice commences from the day your cancellation note is received. Cancellation shall be valid with approval from the company after receiving documentation. The Trip shall then be termed as cancelled and the cancellation charge of 30% of the trip amount would be deducted from the advance paid.
  2. There will be no refund to clients that provide less than 20 days notice, before trip departure and if a passenger leaves a trip for any reason whatsoever, either voluntarily, involuntarily or if you commit any unlawful act after the trip has commenced. We will make no refunds for any meals, accommodation or services not used.
  3. Should you require other changes to your original tour, the person that booked the tour must submit a written document with changes required. While every effort will be made, changes cannot be guaranteed.
  4. If you are prevented from travelling on the tour by genuine circumstances, for example (without restriction) because of death, injury or serious illness of the passenger, close relative or friend, redundancy or jury service, you may postpone or transfer your booking to another person, provided they meet all the requirements relating to that tour. You must provide proof of why you are unable to travel at the time you change your booking. A fee of USD 200 per person is required if you postpone or transfer this tour no less than 20 days prior to trip departure. There will be no options available 20 days before trip departure.

NEPAL PASSPORT & VISAS

All clients must have a valid passport with at least 6 months validity from return date. Nepalese visas can be obtained from the Nepalese Consulate in your country or upon arrival in Kathmandu Airport. Nepalese visas costs are the sole responsibility of clients.

 


INDIA CANCELLATION & BOOKING CHANGES

  1. Cancellation notice is required minimum of 30 days prior to trip departure and must be made in written form. Such notice commences from the day the note is received. Cancellation shall be valid with approval from the company after receiving the documentation. The trip shall then be termed as cancelled and a cancellation charge of 30% of the trip amount would be deducted from the advance paid.
  2. There will be no refund to clients that provide cancellation notice less than 30 days before trip departure and if the passenger leaves a trip for any reason whatsoever, either voluntarily, involuntarily or if you commit any unlawful act after the trip has commenced. We will make no refunds for any meals, accommodation or services not used.
  3. Should you require other changes to your original tour, the person that booked the tour must submit a written document with changes you require. While every effort will be made, changes cannot be guaranteed.
  4. If you are prevented from travelling on the tour by genuine circumstances, for example (without restriction) because of death, injury or serious illness of the passenger, close relative or friend, redundancy or jury service, you may postpone or transfer your booking to another person, provided they meet all the requirements relating to that tour. You must provide proof of why you are unable to travel at the time you change your booking. A fee of USD 200 per person is required if you postpone or transfer this tour no less than 30 days prior to trip departure. There will be no options available 30 days before trip departure.


INDIA PASSPORT & VISAS

All clients must have a valid passport with at least 6 months validity from return date. Indian visas can be obtained from the Indian Embassy or Consulate in your country. Indian visas costs are the sole responsibility of clients.


BHUTAN CANCELLATION & BOOKING CHANGES

  1. Cancellation notice is required minimum 30 days prior to trip departure and must be made in written form, such notice commences from the day the note is received. Cancellation shall be valid with approval from the company after receiving the documentation. The Trip shall then be termed as cancelled and a cancellation charge of 50% of the trip amount would be deducted from the advance paid.
  2. There will be no refund to clients that provide less than 30 days notice, before trip departure and if a passenger leaves a trip for any reason whatsoever, either voluntarily, involuntarily or if you commit any unlawful act after the trip has commenced. We will make no refunds for any meals, accommodation or services not used.
  3. Should you require other changes to your original tour, the person that booked the tour must submit a written document with changes you require While every effort will be made, changes cannot be guaranteed.
  4. If you are prevented from travelling on the tour, unfortunately there is no refund, transfer or postponing options available as the Bhutanese government has strict Tourism policies.

BHUTAN PASSPORT & VISAS

All clients must have a valid passport with at least 6 months validity from return date. As you are unable to obtain visas to Bhutan you need to send your passport details to Ace the Himalaya for visa applications at least 30 days prior to the departure date.


TIBET CANCELLATION & BOOKING CHANGES

  1. Cancellation notice is required minimum 30 days prior to trip departure and must be made in written form, such notice commences from the day the note is received. Cancellation shall be valid with approval from the company after receiving documentation. The Trip shall then be termed as cancelled and a cancellation charge of 50% of the trip amount would be deducted from the advance paid.
  2. There will be no refund to clients that provide less than 30 days notice, before trip departure and if a passenger leaves a trip for any reason whatsoever, either voluntarily, involuntarily or if you commit any unlawful act after the trip has commenced. We will make no refunds for any meals, accommodation or services not used.
  3. Should you require other changes to your original tour, the person that booked the tour must submit a written document with changes required. While every effort will be made, changes cannot be guaranteed.
  4. If you are prevented from travelling on the tour by genuine circumstances, for example (without restriction) because of death, injury or serious illness of the passenger, close relative or friend, redundancy or jury service , you may postpone transfer your booking to another person, provided they meet all the requirements relating to that tour. You must provide proof of why you are unable to travel at the time you transfer your booking. A fee of $500 US per person is required if you postpone or transfer this tour no less than 30 days prior to trip departure, if less than 30 days before arrival there is no postpone or transfer option available.

TIBET PASSPORT & VISAS

All clients must have a valid passport with at least 6 months validity from return date. As you are unable to obtain visas to Tibet you need to send your passport details to Ace the Himalaya for visa applications to this country, we require this information at least 20 days prior to departure.


TRAVEL INSURANCE
Travel insurance is compulsory for all Clients undertaking any tour. It should provide adequate protection for the full duration of the tour to cover personal injury, death, medical expenses, repatriation expenses, helicopter rescue, air ambulance and adequate cover for baggage.

HEALTH & FITNESS
All our tours and treks require a level of fitness, there for you should always check with your local GP regarding your health and fitness before you travel. It’s the client’s responsibility to notify Ace the Himalaya of any pre-existing medical condition and/or disability that might reasonably be expected to increase the risk of you required medical attention, that may affect your ability to travel.

CHILDREN
A legal guardian must accompany all travellers under the age of sixteen. If you have a question regarding age and suitability, please contact us for further information.

PUBLICITY
You agree that Ace the Himalaya may use images of you taken during the trip without recourse to you and without compensation to you, for publicity and promotion purposes only
through whatever medium it chooses

CHANGES TO YOUR TRIP AND PRICE DUE TO NATURAL DISASTER, FLIGHT DELAY, ETC
Travelling with Ace the Himalaya requires a degree of flexibility, good humor and an understanding as unforeseen changes to the itinerary, modes of transportation and accommodation can occur at any time. Changes can also be cancellation and postponement of the trip. Such changes happen due to the unpredictable circumstances such as: flight delay, political unrest, notorious weather, road blockage, any natural disaster (earthquake, landslide, flood, snowfall, avalanche, etc) or other things beyond our control.

When such situations occur, the abovementioned cancellation and booking changes policy doesn’t apply. In other words, there will be no refund of the amount you have paid to us. And any extra cost occurred shall be borne by the clients. We also won’t be responsible for loss of employment, injury, illness and loss of life resulted by the situations beyond our control. However, we will try our best to take you to safety from any kind of danger.

And in the event of cancellation of the booked trip due to reasons out of our control, you are free to reschedule your trip or take an alternative trip of the same category. While rescheduling the trip, you will receive the full credit from your previously booked trip, and you will only pay the difference amount between old and new prices if the price increases for the rescheduled departure.

Furthermore, single-room supplement charge will be imposed to the clients who don’t have another tour participant to share accommodation with. Our trip packages are based on twin-sharing accommodation. And we reserve the right to revise pricing rates posted in our marketing material under any circumstances or on the pressure of various external factors like changes in exchange rate, government action, etc which are far from our control.

PRIVACY
In order to collect information from you to making a booking through Ace the Himalaya we ask many questions to obtain the necessary permits etc. No private or personal information that you supply to us when making a booking will be disclosed for any other purposes

RISK & LIABILITIES
We are committed to providing the best services which will give you a “once in a lifetime” journey. So, we perform our duties honestly and seriously to achieve our commitment. However, the entire program is conducted strictly under the rules and regulation of their own policies.

Therefore, Ace the Himalaya and its related organization shall not be responsible for any changes in the itinerary due to unavoidable circumstances such as government restriction, notorious weather, road blockage, political unrest, cancellation of flight, delay, sickness or accident, any natural disaster (earthquake, landslide, flood, snowfall, avalanche, etc) or other things beyond our control. But we will try our best to take you to safety from any kind of danger.

Any extra cost incurring thereof shall be borne by the clients on the spot.

OUR RESPONSEIBLE TOURISM POLICY
Ace the Himalaya are re-inventing tourism for the benefit of local people, tourists, environment and the tourism industry at large. We ask that you read our Responsible Travel and Environment policy in detail before you book your holiday with us, as we expect that you will adhere to our policy and guidelines while travelling with us.

COMPLAINTS
Should you have a complaint about the trip or tour you must make it known to a tour leader or guide at the earliest opportunity who will take the appropriate action.