Terms and Conditions

These booking terms and conditions create a legally binding agreement between Ace the Himalaya and you (the Client) for our services. Please carefully read and understand these terms and conditions before booking a trip with us..

Booking (Nepal Trips)

You can make a booking through our website, third-party websites.

Our trip prices are in USD. If you’re booking with us and paying in your local currency, we’ll use the exchange rate set by Nepal’s Central Bank on the same day when converting your currency to USD.

• To secure your booking, you may either complete the online booking process or submit a manual booking form, which will be provided via email upon request. Additionally, a deposit of 30% of the total trip cost is required.
• PLEASE NOTE THAT THIS 30% DEPOSIT IS NON-REFUNDABLE.
• For Nepal trips, you must settle the remaining amount during the pre-trip meeting upon your arrival in Nepal. Alternatively, for your convenience, you may choose to complete the payment by credit card or bank transfer before your arrival in Nepal.

Booking (Bhutan and Tibet Trips)

• To secure your booking, you may either complete the online booking process or submit a manual booking form, which will be provided via email upon request. Additionally, a deposit of 50% of the total trip cost is required.
• PLEASE NOTE THAT THIS 50% DEPOSIT IS NON-REFUNDABLE.
• The remaining balance should be settled in USD by credit card or bank transfer at least 20 days before the trip’s departure date.

Last Minute Booking

• For Nepal trips, we accept last-minute bookings up to 10 days before the trip departs, subject to availability. In such cases, full payment is required at the time of booking and this payment is NON-REFUNDABLE.
• For Bhutan and Tibet trips, we can accept last-minute bookings up to 20 days before the tour departs depending upon the availability. In such cases, full payment is required at the time of booking and this payment is NON-REFUNDABLE.

Payment Methods (Applicable to all trips)

Ace the Himalaya offers  following payment options:

WeTravel: Ace the Himalaya uses WeTravel, a secure platform for online payments. Payments can be made in multiple currencies, including USD, EUR, GBP, AUD, and CAD. Card processing fees vary by card type, with VISA and Mastercard incurring a maximum fee of 3%, and American Express a maximum fee of 4%. WeTravel also supports alternative payment methods like ACH, SEPA, iDEAL, and BACS, offering flexibility for our clients.

Direct Payment/Wire Transfer: For clients opting for direct transfers, we provide bank account details upon request via email. Clients are responsible for any bank transaction fees associated with the transfer.

Credit Card: We accept payments via VISA, Mastercard, and American Express. A 4% card processing fee applies to all credit card transactions made using our credit card terminal machine.

Cash: We accept cash payments in USD, EUR, GBP, AUD, CAD, etc. All bills must be new, clean, and in denominations of $50s and $100s. Specifically for USD payments, bills older than the 2009 series will not be accepted.

Cancellation and Refund Policy (Nepal Trips)

• To cancel your trip, please send us a valid written notice via email at least 20 days before the trip departure date. We can only process cancellations with proper notice and approval.
• If you cancel your trip 20 days or more before the departure date, we will deduct 30% of the total trip price and the remaining amount will be refunded to you. If you have only paid the 30% deposit at that time, please note that this deposit is FULLY NON-REFUNDABLE.
• However, if you cancel your trip with less than 20 days’ notice before the departure date, there will be a 100% charge, and there won’t be any refund (NO REFUND POLICY). If you need to file a claim with your insurance company due to the cancellation, we can assist you by providing supporting documentation, such as a receipt for the funds paid.

Cancellation and Refund Policy (Bhutan and Tibet Trips)

• To cancel your trip, please provide us with a valid written notice via email at least 30 days before the trip departure date. Approval for cancellation will be granted upon receiving this notice.
• If you cancel your trip 30 days or more before the departure date, we will deduct 50% of the total trip price and the remaining amount will be refunded to you. If you have only paid the 50% deposit at that time, please note that this deposit is FULLY NON-REFUNDABLE.
• However, if you cancel your trip with less than 30 days’ notice before the departure date, there will be a 100% charge, and no refund will be issued (NO REFUND POLICY). Should you need to make an insurance claim due to the cancellation, we are here to assist you by providing supporting documentation, such as a receipt for the funds paid.

Rescheduling Your Nepal Trip

• If you need to change your travel plans for Nepal, please send us a written email notice with the reasons for the change at least 20 days before your scheduled trip departure date. If you’re moving your trip to an earlier date, please inform us in writing at least 20 days before your new departure date.
• PLEASE NOTE THAT THERE IS A FEE OF USD 200 PER PERSON FOR POSTPONING, PREPONING, RESCHEDULING, OR TRANSFERRING YOUR TRIP TO ANOTHER PERSON. IT IS THE CLIENT’S RESPONSIBILITY TO FIND ANOTHER PERSON IF THEY CHOOSE TO TRANSFER THEIR TRIP.

Rescheduling Your Bhutan and Tibet Trip

• If you need to change your travel plans for Bhutan and Tibet, please send us a written email notice with the reasons for the change at least 30 days before your scheduled trip departure date. If you’re moving your trip to an earlier date, please inform us in writing at least 30 days before your new departure date.
• PLEASE BE AWARE THAT THERE IS A FEE OF USD 500 PER PERSON FOR POSTPONING, PREPONING, RESCHEDULING OR TRANSFERRING YOUR TRIP TO ANOTHER PERSON. IT IS THE CLIENT’S RESPONSIBILITY TO FIND ANOTHER PERSON IF THEY CHOOSE TO TRANSFER THEIR 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 THE DESTINATIONS/COUNTRY, WE ARE NOT LIABLE FOR ANY REFUNDS.

Passport and Visas (Nepal)

• To visit Nepal, you’ll need a valid passport that remains valid for at least 6 months after your planned return date.
• You can obtain a Nepalese visa from the Nepalese Consulate in your home country. Alternatively, you can get a Nepalese visa upon your arrival at Kathmandu Airport. Please note that the cost of the Nepalese visa is your responsibility. For more details, please read this link about Nepalese Tourist Visa.
• To make it easier, you can fill out the Nepalese Tourist Visa form online. Here’s the link to the Department of Immigration’s online form. The online form is valid for 15 days, so make sure to fill it out within 15 days before your arrival date. After completing the form, you’ll receive a receipt by email. Remember to print this receipt and carry it with you, as you’ll need to show it to immigration authorities upon your arrival in Nepal.

Passport and Visas (Bhutan and Tibet)

• You’ll need a valid passport with at least 6 months of validity remaining from your return date to visit Bhutan and Tibet.
• You won’t have to worry about obtaining visas for Bhutan and Tibet on your own. Ace the Himalaya will handle the necessary permits and visas for these destinations, and the cost for this service is already included in the trip price. We will request required documents, such as a clear scan of your passport, a photograph, and a copy of your travel insurance, etc., at the time of booking.

Unforeseen Circumstances Disclaimer

ALL OUR TRIPS IN NEPAL, BHUTAN AND TIBET ARE CARRIED OUT IN COMPLIANCE WITH THE REGULATIONS OF THE RESPECTIVE COUNTRY. HOWEVER, ACE THE HIMALAYA CANNOT BE HELD RESPONSIBLE FOR CHANGES IN ITINERARIES CAUSED BY UNFORESEEN CIRCUMSTANCES BEYOND OUR CONTROL. THESE CIRCUMSTANCES MAY INCLUDE, BUT ARE NOT LIMITED TO, LAST-MINUTE CHANGES IN GOVERNMENT RULES, LOCAL POLITICS, GOVERNMENT RESTRICTIONS, ADVERSE WEATHER CONDITIONS, PANDEMIC, THE HEALTH OF THE CLIENT, UNFORTUNATE INCIDENTS, ROAD CLOSURES, FLIGHT DELAYS/CANCELLATIONS, NATURAL DISASTERS (SUCH AS EARTHQUAKES, LANDSLIDES, FLOODS, SNOWFALL, AVALANCHES, ETC.)

ANY ADDITIONAL EXPENSES ARISING FROM SUCH EVENTS WILL BE THE RESPONSIBILITY OF THE CLIENT(S). WE STRONGLY ADVISE YOU TO HAVE TRAVEL INSURANCE WHEN TRAVELING IN NEPAL OR ANY OF THE MENTIONED COUNTRIES.

RISK AND RESPONSIBILITIES

PARTICIPATION IN OUR TRIPS INVOLVES INHERENT RISKS, INCLUDING BUT NOT LIMITED TO PERSONAL INJURY, ILLNESS, DEATH, OR PROPERTY DAMAGE, WHICH MAY ARISE FROM, BUT ARE NOT LIMITED TO, TRAVEL, PHYSICAL EXERTION, HIGH-ALTITUDE TRAVEL, FORCES OF NATURE, AND TRANSPORTATION FAILURES. WHILE ACE THE HIMALAYA TAKES ALL REASONABLE MEASURES TO ENSURE YOUR SAFETY AND WELL-BEING DURING THE TRIP, WE CANNOT ELIMINATE THESE RISKS ENTIRELY. BY BOOKING A TRIP WITH US, YOU ACKNOWLEDGE AND ACCEPT THESE RISKS AND AGREE THAT ACE THE HIMALAYA, ITS EMPLOYEES, GUIDES, AND AGENTS SHALL NOT BE LIABLE FOR ANY INJURY, DEATH, OR LOSS OF PERSONAL PROPERTY ARISING DURING THE COURSE OF THE TRIP.

Travel Insurance

When traveling with us, it’s mandatory for all clients to have travel insurance. Your travel insurance should provide coverage for various situations, including but not limited to weather-related delays, personal injuries, death, medical expenses, repatriation expenses, helicopter rescue, air ambulance services, trip cancellations, natural disasters, theft of baggage, and loss of gear and equipment.

Clients are responsible for ensuring that their travel insurance policy covers all the aforementioned scenarios. Ace the Himalaya shall not be held liable for any costs or expenses, including but not limited to those mentioned above, that are not covered by the client’s travel insurance policy.

Domestic flight delay/Cancellation/Extra money for the Helicopter ride

Flight delays or cancellations are common in mountainous regions due to adverse weather conditions and limited visibility. If such situations arise, please understand that we are not responsible for any additional expenses or inconveniences you may encounter.

Because mountain weather is quite unpredictable, we strongly recommend that you plan your trip with at least 1 or 2 extra days, especially for treks in the Everest region. This precaution ensures you won’t miss your international flight due to potential delays.

In the event that scheduled flight(s) to/from Lukla airport are canceled or delayed due to adverse weather conditions, making it necessary to ensure your trek departure or return, a chartered helicopter may be required, shared among up to five (5) passengers. Helicopters can operate in some weather conditions where airplanes cannot. Any expenses incurred for helicopter services will be the responsibility of the client(s) and are not covered by Ace the Himalaya. It is advisable to have a minimum of USD 550 per person (ONE WAY) available in case this situation arises. Please note that helicopter flights are in addition to the domestic airplane flight and not a substitute.  If you have comprehensive travel insurance, you may be able to claim these expenses later. We will provide you with the necessary documentation, including receipts and a letter from our company and the airlines, to facilitate your insurance claim process.

Changes to your trip and pricing due to unforeseen events

If your trip needs to be canceled or altered due to unexpected situations like natural disasters or flight delays, we will arrange an alternative trip for you that has the same value as the one you originally booked. You also have the option to reschedule the trip.

When rescheduling your trip, whether it’s of the same value or a higher value, you will need to cover the cost of the services you’ve already used from your initial booking. Additionally, if the price for the rescheduled departure is higher, you’ll need to pay the difference between the new and old prices.

The majority of our trip packages are based on double occupancy. If you do not have another participant to share accommodation with, a single room supplement will apply. You will be informed about this additional charge at the time of booking.

Ace the Himalaya reserves the right to change the trip price at any time mentioned in our marketing materials

Health and Fitness

Before embarking on a trek in high-altitude regions, it’s important to ensure you are in good physical and mental health. We recommend scheduling a medical check-up with your general practitioner (GP) to assess your fitness for the journey. If you have any existing medical conditions or disabilities, please inform us when making your booking. Please note that the walking durations mentioned in our itineraries are averages and may not apply to everyone. Individual walking times can vary based on personal fitness levels and conditions.

Children

Participants under the age of sixteen (16) must be accompanied by a legal guardian or parent.

Privacy

Ace the Himalaya takes your privacy seriously and is committed to safeguarding the confidentiality of your personal information. We will not share or disclose any private or personal information you provide during the booking process for any other purposes.

Publicity

BY PARTICIPATING IN THE TRIP, THE CLIENT HEREBY GRANT ACE THE HIMALAYA THE IRREVOCABLE RIGHT AND PERMISSION TO USE, REPRODUCE, AND DISTRIBUTE ANY PHOTOGRAPHS, VIDEOS, OR OTHER IMAGES OF YOU TAKEN DURING THE TRIP FOR PURPOSES OF PUBLICITY, PROMOTION, ADVERTISING, AND ANY OTHER COMMERCIAL OR NON-COMMERCIAL PURPOSES, IN ANY MEDIA NOW KNOWN OR HEREAFTER DEVISED, WITHOUT ANY FURTHER CONSENT FROM OR COMPENSATION TO YOU.

Complaints

If you have any concerns or complaints about the trip, please inform our staff as soon as possible. We are dedicated to addressing and resolving any issues promptly because your satisfaction is our utmost priority.

Acceptance of Terms

These terms and conditions apply when you book the trip directly with us. If you book our trip services through a third party or any agents, you are also subject to their terms and conditions in addition to ours.

Participant Behavior Policy

Ace the Himalaya reserves the right to terminate your participation in the trip immediately if your conduct is deemed unacceptable. Unacceptable behavior includes but is not limited to causing distress to fellow travelers, damaging property, or engaging in illegal activities during the trip. In such circumstances, you will be required to depart from the trip promptly. No refunds or compensations for any unused services will be provided, and you will bear responsibility for any costs or damages resulting from your actions. Ace the Himalaya’s decision regarding such matters will be considered final and binding.

Applicable Law and Competent Jurisdiction

Ace the Himalaya’s main office is in Kathmandu, Nepal. These terms and conditions are governed by the laws of Nepal. Any disagreements or disputes arising from these terms and conditions will be settled only by the Kathmandu District Court, Patan High Court and Supreme Court situated in Kathmandu, Nepal. There won’t be any legal proceedings in foreign countries and both parties agree that the above-mentioned courts are the only place for addressing any claims or disputes related to these terms and conditions.