Nepal Freelance Guide – Booking Terms & Conditions

Introduction

Traveling in Nepal is an extraordinary experience. From the soaring peaks of the Himalayas to the cultural richness of its towns and villages, every journey is unique. To make your adventure smooth, safe, and transparent, Nepal Freelance Guide has outlined the following Terms & Conditions. These guidelines explain the responsibilities of both the traveler and the guide and the policies related to booking, payments, cancellations, risks, liabilities, and other important aspects of the service. By confirming a booking, you agree to these Terms & Conditions, ensuring mutual trust and clarity for your journey.

1. General Understanding

Nepal Freelance Guide operates as an independent trekking and tour guiding service, offering professional guidance across Nepal’s trekking regions, cultural sites, and adventure destinations. While we strive to provide the highest quality services, travelers must understand that trekking and tours in Nepal often involve unpredictable circumstances such as weather conditions, altitude-related challenges, natural disasters, and logistical variations.

These Terms & Conditions are legally binding. They ensure a fair relationship between the traveler and the guide. By booking, you confirm that you have read, understood, and accepted all sections outlined here.

2. Booking Procedure

To book a trekking or tour service, travelers must:

• Submit an inquiry through our website, email, or direct communication.
• Provide essential details, including the chosen trek/tour, number of participants, preferred dates, and any special requirements.
• Confirm the booking by paying a deposit (details in Section 3).

The booking is considered valid only after the deposit is received and a written confirmation is issued by Nepal Freelance Guide. Early booking is recommended, especially during peak trekking seasons (March–May and September–November).

3. Payment Policy

3.1 Deposit

• A 30% deposit of the total trip cost is required at the time of booking.
• Deposits can be paid via bank transfer, online payment gateways, or cash in Nepal (if the traveler is already in the country).
• Deposits are non-refundable but can be transferred to a future trip if rescheduled under certain conditions (see Section 7).

3.2 Final Payment

• The remaining 70% balance must be paid upon arrival in Nepal and before the trip departure.
• Payments can be made in major currencies (USD, EUR, GBP, AUD) or in Nepalese Rupees (NPR).
• Credit card payments may involve an additional service charge.

4. Pricing

• Prices are quoted in U.S. dollars unless otherwise specified.
• The trip cost includes guiding services, accommodation during treks (if agreed), permits, and certain meals, depending on the package.
• Exclusions generally include international flights, travel insurance, visa fees, personal expenses, and emergency rescue costs.
• Prices are subject to change due to currency fluctuations, increased permit fees, government regulations, or unforeseen logistical expenses. If changes occur, travelers will be informed in advance.

5. Cancellations by Travelers

Life is unpredictable, and sometimes plans change. If you must cancel, the following policies apply:

• More than 30 days before trip start—Deposit forfeited; balance refunded if already paid.
• 15–29 days before the trip starts—we charge 50% of the total trip cost.
• 7–14 days before the trip starts—we charge 75% of the total trip cost.
• Less than 7 days or no-show—we charge 100% of the total trip cost.

  Travelers must submit cancellations in writing via email. We process refunds within a reasonable time frame, excluding bank transfer charges.

6. Cancellations by Nepal Freelance Guide

In rare cases, Nepal Freelance Guide may cancel a trip due to natural disasters, political instability, health emergencies, or insufficient participant numbers. In such cases:

• Travelers will receive a full refund of all payments made, excluding any costs already spent on permits or non-refundable services.
• Alternatively, travelers may transfer their booking to a future date at no extra cost.

Travelers bear all additional costs, such as international flights, visa fees, or insurance; Nepal Freelance Guide does not cover them.

7. Rescheduling Policy

• Travelers may reschedule their trip without penalty up to 30 days before the start date.
• Rescheduling within 15–29 days requires a fee of 20% of the trip cost.
• If you request rescheduling less than 15 days before the trip, we do not allow it, and we apply our cancellation policies.

Rescheduled trips must occur within one calendar year from the original booking date.

8. Travel Insurance

Travel insurance is mandatory for all trekkers. The policy must cover:

• Medical emergencies, including high-altitude sickness.
• Emergency evacuation by helicopter.
• Trip cancellation, theft, and personal liability.

Travelers must provide insurance details (company name, policy number, and emergency contact) before the trip begins. Without proof of insurance, Nepal Freelance Guide reserves the right to deny participation.

9. Risks and Responsibilities

Trekking and traveling in Nepal carry inherent risks. These may include altitude sickness, landslides, avalanches, unpredictable weather, and logistical delays. By booking, travelers acknowledge these risks.

Nepal Freelance Guide’s Responsibilities:

• Provide a licensed, experienced, and insured guide.
• Ensure proper route planning, permits, and safety procedures.
• Offer first aid support and assist in arranging emergency evacuation if necessary.

Traveler’s Responsibilities:

• Follow the guide’s instructions during the trek.
• Disclose any pre-existing medical conditions at the time of booking.
• Carry necessary personal equipment and medications.
• Respect local culture, traditions, and environmental guidelines.

Nepal Freelance Guide is not liable for accidents, illnesses, or loss of personal property during the trip.

10. Health and Fitness Requirements

Most treks in Nepal require a good level of physical fitness. Before booking, travelers should consult their doctor, especially if they have chronic health conditions.

• Altitude sickness is a serious concern. Trekkers should ascend gradually and follow the guide’s advice.
• If the guide deems a traveler unfit to continue for safety reasons, they must respect the decision. No refunds will be issued in such cases.

11. Permits and Documentation

Nepal Freelance Guide arranges necessary trekking permits and entry passes, including:

• TIMS (Trekkers’ Information Management System) card.
• National park or conservation area permits.
• Restricted area permits (if applicable).

Travelers must carry a valid passport (minimum 6 months’ validity) and obtain a Nepal visa. The guide is not responsible for issues arising from incomplete or invalid documentation.

12. Accommodation and Meals

• During treks, accommodation is typically in teahouses, lodges, or guesthouses. Facilities are basic, with shared bathrooms and limited electricity.
• In remote areas, accommodation may involve homestays or camping.
• Most meals include traditional Nepali dishes, but lodges and teahouses often limit the options. Travelers with dietary restrictions should inform the guide in advance.

13. Flight Delays and Road Conditions

Weather often delays or cancels domestic flights in Nepal, particularly to Lukla, Jomsom, and other mountain airports. Landslides or strikes also disrupt road travel.

Nepal Freelance Guide is not responsible for costs arising from such delays, including extra accommodation, food, or rearranged transportation. Travelers are advised to keep extra days in their itinerary.

14. Personal Belongings

Travelers are responsible for their personal belongings. While guides assist in maintaining safety, Nepal Freelance Guide is not liable for lost, stolen, or damaged items. We recommend that travelers use a lockable bag and keep valuables in hotel safes.

15. Code of Conduct

Travelers are expected to:

• Respect local customs, religious practices, and community values.
• Avoid littering and minimize environmental impact.
• Refrain from offensive behavior toward local people, staff, or fellow trekkers.

The guide reserves the right to terminate services if a traveler engages in unlawful, dangerous, or disrespectful conduct. No refunds will be provided in such cases.

16. Complaints and Feedback

Nepal Freelance Guide values feedback. If travelers experience problems, they should immediately inform the guide, who will attempt to resolve the issue. Written complaints can also be submitted after the trip. Constructive feedback helps improve services.

17. Force Majeure

Nepal Freelance Guide is not liable for changes, cancellations, or losses caused by events beyond control, including natural disasters, political unrest, epidemics, pandemics, or government restrictions. In such cases, we will not provide compensation, but we will try to reschedule or adjust the trip.

18. Governing Law

The laws of Nepal govern these Terms & Conditions. The courts in Kathmandu, Nepal, settle any disputes.

19. Acceptance of Terms

By booking with Nepal Freelance Guide, travelers confirm they have read, understood, and agreed to all the terms & conditions outlined above.

Conclusion

Nepal Freelance Guide commits to offering safe, professional, and memorable trekking and travel experiences. These Terms & Conditions exist not to burden travelers but to ensure transparency, fairness, and preparedness for both sides. Trekking in Nepal is an adventure, but with proper planning, mutual trust, and clear agreements, it becomes a life-changing journey.