Terms and Conditions

These booking terms and conditions mentioned here establish a legally binding contract between Ace the Himalaya and you (Client) for our services. Please read our terms and conditions carefully prior to booking a trip with us.

Bookings (Nepal and India Trips)

You can process a booking via our website, our third-party websites or email us at [email protected].

Our trip prices are in USD. If you are booking the trip with us and making payment in your local currency, then the same day exchange rate set by Nepal’s Central Bank is applicable when converting your local currency into USD.

  • You should provide us a completed booking form, a copy of your passport along with a 30% deposit of the total trip cost.
  • THE 30% DEPOSIT IS NONREFUNDABLE.
  • For Nepal trips, the remaining amount can be paid in USD/Credit card on your arrival day or pre-trip meeting at our office or hotel.
  • While for an India trip, the remaining balance should be paid in USD by bank transfer or Credit card at least 20 days prior to the trip departure date.

Bookings (Bhutan and Tibet Trips)

  • You should provide us a completed booking form, a copy of your passport along with a 50% deposit of the total trip cost.
  • THE 50% DEPOSIT IS NONREFUNDABLE.
  • The remaining balance should be paid in USD/Credit card a minimum of 20 days before the trip departure date.

Last Minute Booking

  • For Nepal and India trips, we accept the last minute booking 10 days prior to the trip departure date, only if we have space available for the trip and full payment is then required.
  • For Bhutan and Tibet trips, we will accept your last minute booking 20 days prior to the tour departure date; full payment is then required.

Payment Method (Applicable for all trips)

You can pay via wire transfer or credit card payment.

Swift/ Wire Transfer in USD
Account number:  01901576560029
Bank Name: Himalayan Bank Limited
Bank Address: KSK Building Tridevi Marg, Thamel, Kathmandu, Nepal.
Bank P.O. Box: 20590
Phone: 00977-1-4227749, 450201
Fax: 00977-1-4222800
Telex No:  2789 HIBA NP
SWIFT:  HIMANPKA
Account Holder Name:  Ace the Himalaya Trekking Pvt Ltd

Swift/ Wire Transfer in NPR
Account number:  01901576560018
Bank Name: Himalayan Bank Limited
Bank Address: KSK Building Tridevi Marg, Thamel, Kathmandu, Nepal.
Bank P.O. Box: 20590
Phone: 00977-1-4227749, 450201
Fax: 00977-1-4222800
Telex No:  2789 HIBA NP
SWIFT:  HIMANPKA
Account Holder Name:  Ace the Himalaya Trekking Pvt Ltd

Note: We are not liable for the bank transaction fee and should be paid by the customer.

Credit Card Payment

We accept Visa, MasterCard, American Express Card, and a 3.5% levy will be added as a card processing fee. We are not liable for those 3.5% bank transaction fee and is not affiliated with the total cost of the trip.

For secure and quick payment by credit card, you can fill up our direct payment form.

Cancellation and Refund Policy (Nepal and India Trips)

  • You should provide us a valid written notice via email a minimum of 20 days prior to the trip departure date. Cancellation is valid with approval only after receiving the notice.
  • Cancellation of the trip 20 days prior to the trip departure date, then 30% of the trip amount would be deducted from the advance paid and the remaining amount after the deduction would be refunded.
  • Cancellation of the trip made less than 20 days notice prior to the trip departure date, there will be a 100% charge applicable (no refund policy). If you cancel the trip and need to submit a claim to your insurance company, we can help with the supporting documentation such as a receipt for monies paid.

Cancellation and Refund Policy (Bhutan and Tibet Trips)

  • You should provide us a valid written notice via email a minimum of 30 days prior to the trip departure date. Cancellation is valid with approval only after receiving the notice.
  • Cancellation of the trip 30 days prior to the trip departure date, then 50% of the trip amount would be deducted from the advance paid and the remaining amount after the deduction would be refunded.
  • Cancellation of the trip made less than 30 days notice prior to the trip departure date, there will be a 100% charge applicable (no refund policy). If you cancel the trip and need to submit a claim to your insurance company, we can help with the supporting documentation such as a receipt for monies paid.

Reschedule the Trip (Nepal, India and Bhutan)

  • You should provide us with written notice including reasons that make you unable to travel via email 20 days prior to the trip departure date. If you are preponing the trip, you should notify us in writing 20 days prior to your new departure date.
  • A FEE OF USD 200 PER PERSON WILL BE CHARGED IF YOU POSTPONE OR PREPONE OR TRANSFER YOUR TRIP TO ANOTHER PERSON NO LESS THAN 20 DAYS PRIOR TO THE TRIP DEPARTURE DATE. THE CLIENT IS RESPONSIBLE TO FIND ANOTHER PERSON FOR TRANSFERRING HIS/HER TRIP.

Reschedule the Trip (Tibet)

  • You should provide us with written notice including reasons that make you unable to travel via email 30 days prior to the trip departure date. If you are preponing the trip, you should notify us in writing 30 days prior to your new departure date.
  • A FEE OF USD 200 PER PERSON WILL BE CHARGED IF YOU POSTPONE OR PREPONE OR TRANSFER YOUR TRIP TO ANOTHER PERSON NO LESS THAN 30 DAYS PRIOR TO THE TRIP DEPARTURE DATE. THE CLIENT IS RESPONSIBLE TO FIND ANOTHER PERSON FOR TRANSFERRING HIS/HER TRIP.

INCOMPLETE TRIP

IN CASE OF ANY FAILURE TO COMPLETE THE TRIP, FOR WHATEVER REASON, BY THE CLIENTS, WE ARE NOT LIABLE FOR ANY REFUNDS FOR ANY MEALS, ACCOMMODATION OR ANY SERVICES NOT USED DURING THE TRIP. FURTHER, IF YOU COMMIT ANY UNLAWFUL ACT DURING THE TRIP AND ARE COMPELLED TO LEAVE NEPAL, WE ARE NOT LIABLE FOR ANY REFUNDS.

Passport and Visas (Nepal and India)

  • A valid passport is needed with a minimum validity of 6 months from the return date.
  • A Nepalese visa can be obtained from the Nepalese Consulate in your country or upon arrival at Kathmandu Airport. Nepalese visa costs are the sole responsibility of clients. For more details, please read this link about Nepalese Tourist Visa.
  • You can fill in the Nepalese Tourist Visa form online. Here is a link- Department of Immigration. The online form will be valid for 15 days, which means you must fill it in less than 15 days before your arrival date. You will receive a receipt by your email after filling in the form. You should print the receipt and keep it with you as you need to produce it before the immigration authority.
  • For Indian visas and cost, please contact the Indian embassy in your home/resident country. There is no on arrival visa facility for Indian visas.

Passport and Visas (Bhutan and Tibet)

  • A valid passport is needed with a minimum validity of 6 months from the return date.
  • As you are unable to obtain visas to Bhutan and Tibet directly, Bhutan as well as Tibet permit and visa will be organized by Ace the Himalaya. This cost is all included in the trip price.
  • To facilitate this, you need to send a clear, color scanned copy of your passport to us via email at the time of booking.

RISK AND LIABILITIES

ALL OUR NEPAL, INDIA, BHUTAN AND TIBET TOURS ARE CONDUCTED BY FOLLOWING THE RULES AND REGULATIONS OF THE TOURISM BOARD OF THE RESPECTIVE COUNTRY. ACE THE HIMALAYA WILL NOT BE RESPONSIBLE FOR CHANGES IN ITINERARIES DUE TO UNFORESEEN CIRCUMSTANCES THAT ARE BEYOND OUR CONTROL. FOR INSTANCE: LAST MINUTE CHANGE IN GOVERNMENT RULES, LOCAL POLITICS, GOVERNMENT RESTRICTION, BAD WEATHER, ILL HEALTH CONDITION OF TREKKERS, DEATH, ROAD BLOCKAGE, FLIGHT DELAY/CANCELLATION, NATURAL DISASTERS (EARTHQUAKE, LANDSLIDE, FLOOD, SNOWFALL, AVALANCHE, ETC) AND ANY OTHER THINGS BEYOND OUR CONTROL. ANY ADDITIONAL EXPENSES NECESSITATED BY SUCH AN EVENT WILL BE BORNE BY THE CLIENT/S. FURTHER, WE RECOMMEND YOU TO HAVE TRAVEL INSURANCE WHILE TRAVELING IN NEPAL.

Travel Insurance

Having Travel Insurance is compulsory for all clients while traveling with us. The travel insurance must cover weather delays, personal injury, death, medical expenses, repatriation expenses, helicopter rescue, air ambulance, trip cancellations, natural disasters, theft of baggage, loss of gear and equipment etc.

Domestic flight delay/Cancellation

Generally, due to bad weather conditions and poor visibility, flight delays or cancellation are likely to happen in mountain countries/regions. In such a case, we are not liable for any extra expenses or inconveniences. Since the weather of the mountain region is quite unpredictable, we suggest you arrange a minimum of 1 or 2 extra days (especially Everest region treks) so that you won’t miss your International flight. Further, we suggest you bring some extra cash to prepare for unforeseen circumstances.

Changes to your trip and price due to natural disasters, flight delay etc.

In the event of cancellations/changes of the trip due to any unforeseen circumstances like natural disasters, flight delay etc., we will arrange another trip for you of the same price value. Also, you are free to reschedule the trip. While rescheduling the trip of either the same price value or higher value, you need to pay the amount of used services from your previously booked trip. Similarly, if the price increases for the rescheduled departure, you will pay the difference between new prices and old prices.

Most of our trip packages are based on twin-sharing accommodation. Furthermore, a single-room supplement charge will be imposed on the clients who don’t have another tour participant to share accommodation with.

Likewise, 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.

Health and Fitness

You should be physically and mentally fit when trekking in high altitude regions. Therefore, we suggest you undergo a medical examination with a general practitioner (GP) regarding your health and fitness before traveling with us. If you have any preexisting medical conditions or disabilities, please notify us at the time of booking.

Children

A legal guardian/parent must accompany the participant below the age of sixteen.

Privacy

Ace the Himalaya is concerned to protect the privacy and confidentiality of your personal information. No private or personal information that you provided to us when booking will be disclosed for any other purposes.

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 THROUGH WHATEVER MEDIUM IT CHOOSES.

Complaints

Should you have a complaint about the trip, make it known to our staff at the earliest opportunity, so that s/he may take appropriate actions to resolve it. Your satisfaction is our top-notch priority.

Acceptance of Terms

These terms and conditions are valid only if you book the trip with us directly. If you book our trip through a third party or any agents, you are liable to their terms and conditions as well as our terms and conditions.

Applicable Law and Choice of Forum

Ace the Himalaya main office is located in Kathmandu, Nepal. These terms and conditions are governed by the laws of Nepal. Any dispute arising out of these terms and conditions shall be resolved exclusively by the District Court, Appellate Court, and Supreme Court located in Kathmandu, Nepal. There is no case in a foreign country, and the parties agree that the court of Nepal is the appropriate forum for any claim or proceeding commenced in relation to these terms and conditions.