ExGuides Treks & Expeditions Pvt. Ltd – ‘Terms & Conditions’
The following words will have the following meanings. ‘We’ means ‘ExGuides Treks & Expeditions Pvt. Ltd.’ and in short ‘ExGuides’ only. ‘Us’ means ‘ExGuides Treks & Expeditions Pvt. Ltd.’ and in short ‘ExGuides’ only. ‘You’ means ‘Client’ ‘Your’ means ‘Client’s’ ‘Country’ means ‘Country where trips are going to be run or being run’.
Clients from around the globe are welcome to join in our trips. There is no such age restriction but you must be eligible to acquire a visa to the country. Arranging visas is under your own responsibility. We therefore strongly advise to check the current visa requirements with your local consulate or embassy of Nepal.
You are required to provide us with your personal details either through our form on the website or otherwise in writing.
4.1 Prices listed on ExGuides website or offered to you are per person unless otherwise specified.
4.2 We do not guarantee any price quoted in a currency other than Nepali Rupee (NPR). If you request a quote in another currency other than NPR then this is subject to change depending on the prevailing exchange rate until full payment has been made.
5.1 Once services and prices have been agreed your booking can only be confirmed if you pay us a deposit of 20% of the total trip price. This deposit is non-refundable. If your tour already starts 14 days or less after the booking date we will demand the payment of the full trip price.
5.2 The payment can be made by either credit card or bank transfer in any of the 4 currencies: NPR, USD,AUS, GBP and EUR.
5.3 Latest upon arrival in Nepal you are required to pay the balance for the booked services (full amount). Failure to do so will lead to the cancellation of the booking.
5.4 We will charge no credit card fee for the deposit or any advanced payments. However, if you wish to pay the balance on the day of arrival by credit card we allow us to charge a service fee of 4.5% No fees apply if you pay cash.
5.5 Any transaction fees charged by your bank or credit institution are under your sole responsibility.
5.6 Once we received the deposit (or full payment where required) we will confirm your booking and provide a voucher. Please check that all details on the voucher are correct. It is your responsibility to ensure tour dates and times are stated correctly and to their requirements. In case of any mistakes please inform us immediately. 6. Deposit
6.1 A deposit of 20% of the total trip cost must be paid at the time of booking.
6.2 The deposit is non-refundable.
6.3 In the event of a postponement by the client and once the deposit has been made 50% of the deposit can be re-allocated to a subsequent date within a 12 month period from the date of postponement advice. In such case prices are subject to review.
7.1 All requests for modifications/amendments/date changes must be made in writing and directed to ExGuides. If you request a modification/amendment/date change ExGuides will attempt to honor your request at no charge; however a modification/amendment/date change may attract an additional fee. Date-change requests and amendments are subject to availability. ExGuides cannot guarantee the success of any date-change request.
7.2 Once the tour started modifications are not possible anymore. If the tour needs to be modified due to health issues or any other personal risks extra charges will apply.
8.1 The deposit (20%) cannot be refunded
8.2 Cancellation 9 days and more prior arrival in Nepal: 0% of the paid deposit and 100% of any additional amounts we may hold will be refunded (maximum 80% of the tour price)
8.3 Cancellation 8 days until 1 day prior arrival in Nepal: 0% of the paid deposit and 50% of any additional amounts we may hold will be refunded (max. 65% of the tour price)
8.4 Cancellation at the day of arrival no refund will be made.
8.5 Once full payment has been made and the program has begun under no circumstances and at no time will any refund be made.
8.6 When the tour already started and you wish to change or stop your travel for any reason, this will be regarded as a cancellation of the tour from your side. According to clause 8.5 no refund will be made and extra charges may apply.
8.7 If you have purchased a flight through ExGuides or your tour includes flights any cancellation or modification requested from your side then terms and conditions of the airline will apply. We will refund in full any amounts which are returned to us by the airline or ticket provider less 5% of flight total as handling and refund fee.
8.8 Any cancellation request must be made in writing and in English and we have to receive it before your trip commencement date.
8.9 Refunds will be made in the form of a refund to your credit card or bank account
8.10 We strongly recommend to issue an adequate travel insurance before arrival which will cover for cancellation or any other additional fees in necessary cases.
9.1 ExGuides will endeavor to pick you up promptly according to the arrival information you provide to us. It is your responsibility to ensure that the correct arrival information is provided to us with flight number and arrival time (in 24 hour format).
9.2 Due to some unforeseen reasons it may not always be possible to run your trip/s according to the itinerary provided to you. If your trip/s is/are hampered or curtailed due to reasons beyond our control, then we shall suggest you the best alternative, and if the suggested alternative requires additional service/s or services more expensive than the originally booked services, then you will be required to pay us for these service/s.
Note: We make every effort to best describe the trips, and if the description of the trips will not match somehow or due to some recent changes, then we shall not be held responsible. Please give us a feedback at the end of your trip/s as it will help us to keep our trip/s’ description up-to-date.
9.3 All stated return times are approximate and represent the average time a tour will return to your hotel. Actual return times can be earlier or later than the times stated depending on factors such as hotel location, traffic conditions, pace of the tour, additional options taken etc. On occasions the tour can return significantly later than the time stated on the itinerary (please bare this in mind if planning activities after the tour)
Your accommodation, meals and transfers according to the itinerary are handled by ExGuides during your stay with us in the country.
11.1 Please read our ‘DOs and DON’Ts’ carefully in the following as it contains vital information that you have to know before arriving in the country. We follow the same rules. We shall consider it as a breach in the ‘Terms & Conditions’ if you somehow violate our ‘Regulations’ or the laws of Nepal. We shall also judge the level of violation and decide accordingly.
Note: If the level of violation will be discovered as sever, then your involvement with us in our trip/s will be terminated with immediate effect, in which case no refund will be made and we shall not be held responsible.
11.2 DOs and DON’Ts:
11.2.1 You will not be involved in any kinds of drugs other than that prescribed to you by your doctor.
11.2.2 You will not be involved in consuming excess of alcohol and affect others nor will encourage other members and our staff to use the same at all.
11.2.3 You will not be involved in prostitution nor will encourage others towards the same.
11.2.4 You will inform us regarding your plans.
11.2.5 You will take proper care of your equipment or belongings.
11.2.6 You will respect local culture & tradition and dress at all times appropriately as expected by the same.
11.2.7 You will not participate in any kinds of political demonstrations.
11.2.8 You will accept that you are the client of ExGuides and will act accordingly. You will thus always respect the decision made by ExGuides and its management. 12. Vaccination/Immunization
Please check for vaccination/immunization requirements before arriving in the country.
13.1 As already indicated under clause 8.10 we strongly recommend to organize a travel insurance which will cover for personal liabilities, loss of luggage, cancellation, curtailment and any other personal effects as otherwise it will be your sole responsibility to pay for such circumstances.
13.2 A medical insurance is obligatory.
13.2.1 You will have to present a proof to us before going on the tour. At failure to present such proof ExGuides reserves the right to refuse to take you on the trip. The money paid to us will not be refunded in such case.
13.2.2 When selecting a medical insurance policy please bear in mind that all clients must have medical coverage and require a minimum coverage of 200.000 USD for repatriation and emergency rescue.
13.3 We will ask you to provide us with your emergency contacts (e.g. next of kin)
14.1 Your safety is given the top priority. In case of emergencies like natural disaster, your health issues and any other issues related to you, we shall do the needful in keeping you safe and even evacuate you to a safe place.
14.2 If our needful activities, itinerary alterations or even the evacuation will involve cost, than you will be solely responsible to cover it, which you will perhaps be able to claim from your insurance.
14.3 Please make sure you have access to an emergency fund of at least 200 USD for such (unlikely) cases.
You are solely responsible for selecting the trip/s and in no ways we may have influenced you in doing so or held us responsible.
The trip/s that you have booked or are going to book may involve certain degree of potential risks during your travel and may include personal perils to individual both foreseen and unforeseen. You have understood this fact before booking the trip/s and have solely assumed by you as well. Thus, ExGuides, its staff members, representatives and partner organizations are not held responsible for any kind of losses or harms or damages that may directly or indirectly occur including personal injury, emotional injury, illness or disease, death, loss of or damaged to property or possession, hostage situations, war or terrorism.
You insure yourself against to such and also to the possible expense that may be brought by possible delay and alteration of the itinerary due to major factor that are beyond our control.
Your personal details will be kept for our internal record and marketing purpose only and we shall not share it outside ExGuides.
Note: Our website may have links to other websites of our interest and we may not have controls over them if you visit them by leaving our website.
Cookies are small files created in a computer or in such device when visiting websites. We shall not use them for any other purposes other than marketing our website, trip/s and other related issues and may contact you for the same. Generally, most web browsers accept cookies by default but you are always able to change setting of the browsers according to your interest or requirement.
Note: Cookies do not give us any access to your computer or any information about you other than the data you choose to share with us.
Photos, information, data and other materials sent to us may be used as marketing material by us to market our own products. And if you have to use the materials that we possess and you are not the provider, then you have to seek our permission to use them.
We reserve the rights to modify or alter your booking/trip/s/itinerary or even cancel your booking without any reasons whatsoever. In case of modification or alteration, we shall notify you 15 days in advance in order for you to prepare yourself accordingly before arriving in the country.
And in case of cancellation, we shall offer you other suitable trip/s, or else we shall refund you in full if the offered alternative will not be appropriate for you.
ExGuides Treks & Expeditions Pvt. Ltd. is Nepalese Government registered company under Nepal Tourism Board and the mentioned ‘Terms & Conditions’ is governed by the law of Nepal.
Both clients and ExGuides agree that once the deposit has been paid above Terms & Conditions are deemed as accepted, thus will be binding on both parties and the client’s assumption of risk (see also clause 16) will be honoured.