Travel plans can change, and at NepTrek, we understand that. Whether by client, you, or the company, if we cancel the trip, the process must be transparent and fair to both parties. Advance bookings are subject to refund whilst accounting for the advance bookings and logistical arrangements we, NepTrek, make to operate your designated trip.
Should you decide to book a trip in Nepal with us, NepTrek, you agree to the following trip cancellation and refund terms.
Trip Cancellation by the Client
The following refund conditions will apply if a client or a group decides to cancel their trip after paying the advance confirmation fee with NepTrek. The refund amount, however, depends on the time of cancellation and the administrative and logistic expenses incurred by the company in preparation for the particular trip.
Once a trip is confirmed with an advance booking payment, NepTrek begins making several arrangements for the particular trip to avoid last-minute hassles. These preparations can be administrative work, securing restricted area trek permits, booking domestic flights, reserving hotels and tea houses, transportation, and coordinating trip guides and support staff. Many of these services require pre-booking payments and are subject to no-refund, or certain deductions may apply when cancellations are made.
Refund Policy
- Cancellation 30 days or more before the trip departure: Any trip canceled a month before departure subjects to 50% refund of the trip booking confirmation fee. We retain the remaining amount to cover administrative costs and initial trip arrangements.
- Cancellation 7 days before the trip departure: Clients will receive 25% of the total trip confirmation fee as a refund should they cancel the trip a week before the trip’s departure. At this stage, things move faster, with guides scheduled, flight tickets purchased, trip permits, and other payments made to service providers.
- Cancellation a few days before the trip departure: This stage doesn’t provide any refund of the booking confirmation fee. The majority of the booking fee will have already been committed at this stage to flights, guides, porters, lodges, and logistic preparations.
- Cancellation on the day of departure: Clients are required to pay the remaining trek amount at this stage, with no refund on confirmation, nor the trek cost. At this cost, we have our guides and porters ready, transportations finalized, and logistical arrangements paid.
- Cancellation after the trip has started: No refunds will be provided if a client or group decides to leave the trip early for various reasons. Be it personal, illness, injuries, natural calamities, or any other circumstances, there’ll be no refund after the trip has commenced. At this stage, guides, porters, accommodations, and transportation have already been paid for.
Trip Cancellation by NepTrek Adventures
While we strive to operate every trip on schedule as planned, we also reserve the right to cancel or postpone particular trip(s) in various circumstances. These may include, but are not limited to:
- Natural calamities such as earthquakes, landslides, floods, avalanches, etc.
- Political unrest, rally, and protest
- Unsafe weather conditions (heavy rain, heavy snowfall, avalanches, flooding)
- Government restrictions for various reasons
- Insufficient participants (for restricted area trek)
- Other circumstances beyond our measure
If NepTrek Adventures cancels a trip, clients will have the following two options.
- Trip Credit: If we cancel a trip, our clients can request a trip credit transfer to a future trip instead of requesting a refund. Here’s how it works.
Trip credit = Advance confirmation payment – Administrative charges already incurred
The administrative charges may include expenses incurred for the trekking permit(s), flight bookings, hotel reservations, guides, porters, etc. Moreover, any non-refundable expenses to third-party service providers may be deducted during the trip credit calculation.Once we finalize the trip credit, it’ll be deducted from the total cost of the new trip you decide to embark on. - Refund: If a client prefers a refund, NepTrek Adventures will process a refund of the full booking confirmation amount (non-recoverable expenses subject to deductions). The non-refundable deductibles may include:
– Domestic or international flights
– Trek permit fees
– Other advance trip-related purchases
In most cases, we refund the complete amount. However, the time of cancellation of the trip may be subject to non-recoverable deductions.
Please note that the refund processing may take some time, depending on the banking and payment processing timelines.