These Booking Terms & Conditions govern the contractual relationship between E.B.C. Treks & Expedition Pvt. Ltd. (“the Company”) and the traveller (“the Traveller” or “the Client”). They outline the terms and conditions that apply to your booking and explain the rights and responsibilities of both the Traveller and the Company.
These Terms & Conditions include important information regarding bookings, payments, cancellations, itinerary changes, travel insurance, responsibilities, and other conditions relating to your holiday.
By confirming a booking with us, you acknowledge that you have read, understood, and accepted these Booking Terms & Conditions.
For practical travel advice and important information about visiting Nepal—including visas, travel insurance, altitude sickness, domestic flights, accommodation, packing, health, safety, local customs, and other useful travel information—please refer to our General Travel Information page https://ebctreksandexpedition.com/general-travel-information/.
Your booking will be considered confirmed once:
Once your booking has been confirmed, we will send you a confirmation invoice and further travel information by email.
To secure your booking, a non-refundable deposit of 25% of the total trip cost is required at the time of reservation.
Certain trips, including but not limited to:
may require a higher deposit due to supplier policies or advance reservation requirements.
Any additional deposit requirement will be clearly communicated before your booking is confirmed.
Unless otherwise agreed in writing, the remaining balance must be paid:
Bookings made within 30 days of departure require full payment at the time of booking.
The Company reserves the right to cancel any reservation for which the final balance has not been received by the agreed due date.
We accept payment by:
Please note:
All prices are quoted in the currency specified in your booking confirmation.
The trip price includes only those services specifically listed under the “Cost Includes” section of the relevant itinerary.
Any services listed under “Cost Excludes” remain the responsibility of the Traveller.
Unless otherwise stated, our prices do not include:
The Company reserves the right to adjust prices before booking confirmation due to significant increases in transportation costs, government taxes, permit fees, exchange rate fluctuations, or other unforeseen operational expenses.
No price increase will apply once the booking has been confirmed and the required deposit has been received, except where government-imposed taxes, permit fees, or similar mandatory charges change after confirmation.
The Traveller is solely responsible for ensuring that they possess:
The Company accepts no responsibility for any loss, delay, additional expenses, denied boarding, refused entry, or cancellation resulting from incomplete or incorrect travel documentation.
For detailed visa information, please refer to our General Travel Information page https://ebctreksandexpedition.com/general-travel-information/.
Comprehensive travel insurance is mandatory for all trekking, climbing, mountaineering, and adventure holidays organized by E.B.C. Treks & Expedition Pvt. Ltd.
Your insurance policy should provide appropriate coverage for your chosen itinerary, including where applicable:
The Traveller is responsible for ensuring that the policy provides sufficient coverage for the maximum altitude and activities included in their itinerary.
The Company reserves the right to refuse participation if satisfactory travel insurance cannot be provided before the trip begins.
For detailed guidance regarding travel insurance, please refer to our General Travel Information page https://ebctreksandexpedition.com/general-travel-information/.
The Traveller is responsible for informing the Company, at the time of booking or as soon as reasonably possible, of any medical condition, allergy, disability, dietary requirement, or other health concern that may affect their participation during the trip.
Providing accurate medical information allows us to make reasonable preparations to support your safety and well-being throughout your journey.
If, in the reasonable opinion of the Company, the Traveller’s medical condition presents a significant risk to themselves or others, we reserve the right to decline or discontinue participation in the trip.
All personal medical information provided to the Company will be treated confidentially and handled in accordance with applicable privacy laws.
If you wish to change your booking after it has been confirmed, we will make every reasonable effort to accommodate your request.
All changes are subject to:
Some changes may not be possible after permits, flights, accommodation, or other services have been confirmed.
The Company reserves the right to charge any additional costs arising from the requested changes.
If you need to cancel your booking, you must notify the Company in writing by email.
The effective date of cancellation will be the date on which we receive your written notice.
Cancellation charges are as follows:
More than 60 days before departure
31–60 days before departure
15–30 days before departure
14 days or less before departure, failure to arrive, or leaving the trip after it has commenced
Please note that certain costs may be non-refundable regardless of the cancellation date, including but not limited to:
These are subject to the cancellation policies of the relevant suppliers and government authorities.
We strongly recommend purchasing comprehensive travel insurance that includes cancellation and trip interruption coverage.
Although cancellations by the Company are rare, E.B.C. Treks & Expedition Pvt. Ltd. reserves the right to cancel a trip before or during its operation due to circumstances beyond our reasonable control.
These may include, but are not limited to:
Where reasonably possible, we will offer one of the following:
The Company cannot be held responsible for additional expenses incurred by the Traveller, including but not limited to:
Adventure travel in the Himalayas requires flexibility.
The Traveller acknowledges that weather conditions, road access, trail conditions, government regulations, natural events, health concerns, and other unforeseen circumstances may require changes to the published itinerary.
The Company reserves the right to modify, shorten, extend, or alter the itinerary whenever reasonably necessary in the interests of:
Any such changes shall not constitute a breach of contract.
Where practical, reasonable alternative arrangements of a similar standard will be provided.
No refund shall be payable for itinerary changes made for safety or operational reasons beyond the Company’s reasonable control.
Many trekking itineraries in Nepal involve domestic mountain flights, which are subject to weather conditions, air traffic, operational requirements, and decisions made by the airline or aviation authorities.
Flight delays, rescheduling, and cancellations are common, particularly on routes serving mountain regions.
The Company cannot guarantee scheduled flight times and accepts no liability for costs resulting from flight delays or cancellations beyond our reasonable control.
Any additional expenses arising from such delays, including accommodation, meals, transportation, or other personal costs, remain the responsibility of the Traveller unless covered by their travel insurance.
Travellers are strongly encouraged to allow sufficient buffer days within their travel itinerary.
Further practical information regarding domestic flights is available in our General Travel Information page https://ebctreksandexpedition.com/general-travel-information/.
In the event of serious illness, injury, or another emergency requiring evacuation, the Company will make every reasonable effort to assist with arranging emergency rescue services.
Any decision regarding evacuation will be made in consultation with the trek leader, local medical personnel, rescue authorities, and, where appropriate, the Traveller’s insurance provider.
All rescue, evacuation, medical, and related expenses remain the responsibility of the Traveller or their insurance provider.
The Company cannot guarantee the immediate availability of rescue services, as helicopter operations and emergency responses depend upon weather conditions, daylight, aviation regulations, and operational availability.
For detailed information regarding emergency evacuation procedures, please refer to our General Travel Information page https://ebctreksandexpedition.com/general-travel-information/.
The Traveller agrees to:
The Company reserves the right to refuse participation or remove any Traveller whose behaviour is considered unsafe, disruptive, abusive, illegal, or likely to endanger themselves, other travellers, Company staff, or local communities.
In such circumstances, no refund or compensation shall be payable.
E.B.C. Treks & Expedition Pvt. Ltd. is committed to providing professional, reliable, and responsible travel services.
The Company agrees to:
While every effort is made to provide the highest standard of service, the Company cannot be held responsible for circumstances beyond its reasonable control.
Travellers are responsible for the care and security of their personal belongings throughout the trip.
Although reasonable care is taken by the Company and its staff, E.B.C. Treks & Expedition Pvt. Ltd. accepts no liability for the loss, theft, damage, or delay of personal luggage, equipment, money, travel documents, electronic devices, cameras, jewellery, or other valuables.
We strongly recommend that Travellers:
The Company shall not be liable for any delay, change, cancellation, loss, damage, injury, additional expense, or failure to perform any obligation where such circumstances arise from events beyond its reasonable control.
These include, but are not limited to:
In such circumstances, the Company will make every reasonable effort to minimize disruption and provide suitable alternative arrangements where practical.
However, the Company cannot accept responsibility for any additional costs or losses resulting from Force Majeure events.
During your holiday, photographs and videos may occasionally be taken by our staff for promotional, educational, or marketing purposes.
These images may be used on our:
If you prefer not to appear in any photographs or videos used for promotional purposes, please inform the Company in writing before the start of your trip.
We will always respect your privacy and reasonable requests whenever possible.
Our goal is to provide every Traveller with an enjoyable and memorable holiday.
If you experience any problem during your trip, please inform your guide or our office immediately so that we have the opportunity to resolve the matter as quickly and effectively as possible.
Most issues can be resolved promptly when brought to our attention during the trip.
If a complaint cannot be resolved while travelling, please submit your complaint in writing to the Company within 30 days of the completion of your trip.
Complaints received after this period may be more difficult to investigate due to the passage of time and the availability of relevant information.
E.B.C. Treks & Expedition Pvt. Ltd. respects your privacy and is committed to protecting your personal information.
Personal information collected during the booking process is used solely for purposes related to your travel arrangements, including:
We do not sell, rent, or disclose your personal information to unrelated third parties for marketing purposes.
Personal information will only be shared with government authorities, airlines, hotels, insurance providers, rescue organizations, or other service providers where necessary for the operation of your holiday or where required by law.
We take reasonable steps to protect your personal information and handle it responsibly.
These Booking Terms & Conditions shall be governed by and interpreted in accordance with the laws of Nepal.
Any dispute, claim, or legal matter arising out of or relating to these Terms & Conditions, the booking contract, or the services provided by E.B.C. Treks & Expedition Pvt. Ltd. shall be subject to the exclusive jurisdiction of the competent courts of Nepal.
The Company and the Traveller agree to make every reasonable effort to resolve any dispute amicably through discussion and mutual cooperation before pursuing legal action.
The Traveller acknowledges that trekking, peak climbing, mountaineering, wilderness travel, and other adventure activities involve inherent risks that cannot be completely eliminated, regardless of the level of planning, experience, or safety precautions.
These risks may include, but are not limited to:
By confirming a booking, the Traveller acknowledges these inherent risks and voluntarily accepts responsibility for participating in the chosen itinerary.
The Company will take all reasonable steps to provide a safe and professionally organized journey but cannot guarantee that accidents, injuries, delays, or unforeseen events will never occur.
The safety and well-being of all Travellers is our highest priority.
The Traveller agrees to accept the authority and decisions of the Company’s trek leader, climbing guide, tour leader, or other authorized representative throughout the journey.
The trek leader has the authority to make decisions that they reasonably consider necessary for the safety, health, or well-being of the Traveller, other group members, Company staff, or the successful operation of the trip.
Such decisions may include, but are not limited to:
No refund or compensation shall be payable for decisions made in the interest of safety or the successful operation of the trip.
No refund, credit, or compensation will be provided for any unused portion of the itinerary after the trip has commenced.
This includes, but is not limited to:
where such services are not used due to:
The Company makes every reasonable effort to ensure that the information published on our website, brochures, itineraries, and promotional materials is accurate and up to date.
However, travel information, accommodation, transportation, prices, services, routes, and other details may change from time to time.
Photographs used on our website and promotional materials are intended to illustrate the general character of the destination, activities, accommodation, wildlife, landscapes, or cultural experiences and may not always represent the exact services provided during every trip.
The Company reserves the right to correct any errors or omissions and to update information without prior notice.
If any provision of these Booking Terms & Conditions is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be deemed severed from the remaining Terms & Conditions.
The remaining provisions shall continue in full force and effect and shall not be affected by the invalidity or unenforceability of any individual provision.
By submitting a booking request, paying the required deposit or full payment, or otherwise confirming a reservation with E.B.C. Treks & Expedition Pvt. Ltd., the Traveller acknowledges that they have:
Thank you for taking the time to read our Booking Terms & Conditions.
If you have any questions regarding your booking or any aspect of your holiday, please do not hesitate to contact us. We will be happy to assist you.
We wish you a safe journey and a wonderful Himalayan adventure with E.B.C. Treks & Expedition Pvt. Ltd.
Namaste!
