Booking Terms & Conditions

Booking and Payment method for all our Trips.
To process a Booking you must send us a completed booking form with 25% non-refundable deposit for all Nepal Trips while 50% for all Bhutan & Tibet trips. We require you to e-mail a copy of your passport at info@communitytreks.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.

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 Bhutan, Tibet and all multi-country tours needs to be cleared 35 days prior to your departure date.
Community Treks & Expedition 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
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 25% of the trip amount would be deducted from the advance paid.

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.

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.

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 $100 US per person is required if you postpone or transfer this tour no less than two weeks prior to trip departure. There will be no options available 14 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.

BHUTAN CANCELLATION & BOOKING CHANGES
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.

There will be no refunds if a passenger cancels the trip or 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.

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.

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 45 days prior to the departure date.

TIBET CANCELLATION & BOOKING CHANGES
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.

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.

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.

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 $100.00US per person is required if you postpone or transfer this tour no less than four weeks prior to trip departure, if less than 30 days before arrival there is no refund 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 HOLIDAY AND PRICING
Travelling with Ace the Himalaya requires a degree of flexibility, good humour and an understanding that modes of transport, accommodation and itineraries may change, even after the tour has commenced, without prior notice due to local circumstances such as flight delay, cancellation or postponement due to notorious weather in the Himalayan regions or other unpredictable circumstances such as land-slides, road blockage, flood, snow, political unrest or delay arrival etc. Ace the Himalaya is unable to refund any monies under the above circumstances due to prior supplier arrangements. If possible we will always endeavor to provide you an alternative or substitute trip of same category.

HCT does not accept any responsibility for loss on employment, delays or compensation resulting from situations beyond Ace the Himalayas control.

Our holidays, tour / trek packages, are based on twin share accommodation. Thus, single room supplement charge will be imposed to clients who do not have another tour participant to share accommodation with.

We reserve the right to revise pricing rates posted in our marketing material, under any circumstances, or on the pressure of various external factors that are further than our control, for instance changes in exchange rate, government action etc.

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 life time journey in this connection, we perform our duties honestly & seriously to make your journey very smooth & pleasant. However, the entire program is conducted strictly under the rules and regulation of theirs’ own policies.

Therefore Ace the Himalaya and its related organization shall not be responsible for any changes in the itinerary due to unavoidable circumstance such as govt. restriction, Land slide, road blockage, flood, snow political unrest, cancellation of flight, delay, sickness or accident, Any extra cost incurring there of shall be borne by the clients on the spots.

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.