GENERAL TERMS & CONDITIONS (GTC) OF TRAVELLERS’ CLINIC

Please take the time to read and understand the GTC set out below prior to booking a trip with us. We strongly recommend that you carefully read all information relating to your trip on our website prior to booking to ensure that you understand the itinerary, level of comfort, and physical demands of the trip you are undertaking.

1. OUR CONTRACT
All bookings are made with Travellers’ Clinic. By booking a trip with us in writing, by telephone, electronically (online), or in person, you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice. It is also the customer’s responsibility upon receipt of an invoice/ a confirmation to check that the information on it is complete and correct. Any inaccuracies must be immediately reported to the Travellers’ Clinic. Costs resulting from a failure to report shall be borne by the customer.
Dates, itineraries, and prices are valid from 01 May 2022 until 31 December 2023. Beyond 31 December 2023 dates, itineraries, and prices are indicative only. The booked services are valid only on the dates indicated in the invoice/confirmation.

2. DEPOSIT REQUIREMENT

To secure a place, a 20% down payment is required to make in advance as per the company policy.
15% – if more than ten weeks before arrival date. Please contact us if this will cause you a problem, we do try to be flexible.
How to make a deposit?
You could pay us through bank transfer in the Dollar, Euro, or Pound Sterling as per your convenience in the following details:
CREDIT TO:

Acc Holders Name: Binod Aryal/ Nawang Thupten Sherpa
Acc Number details:0635751913254001
Bank Name: NIC ASIA BANK LIMITED
Branch name: Lazimpat
Post box: 44600
Swift: NICENPKAXXX

3. ACCEPTANCE OF BOOKING AND FINAL PAYMENTS

If we accept your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice. Please refer to your booking confirmation invoice for details regarding final payments.

4. CANCELLATION BY THE TRAVELLER

If you cancel some or all portions of your booking, cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip:
CANCELLATION AND REFUND
For cancellation 90 days before arrival, there will refund of 50% of the amount deposited.
And cancellation between 60-90 days before arrival, there will refund of 25% of the amount deposited.
For cancellation between 30-60 days before arrival, there will be no refund of the amount deposited.
And cancellations between 7 – 30 days before the date of arrival, there will reimburse 50% of the total package.

For cancellation seven days before arrival, there will be no refund.
Please note that for certain travel arrangements the cancellation charge may be higher than those shown. In certain cases, a 100% cancellation fee applies as soon as the booking is made and the ticket is issued. You will be advised of different cancellation charges at the time of booking. You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees. If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees that may be levied by accommodation providers, travel agents, or third-party tour and transport operator fees.

5. CANCELLATION BY US

We may cancel a trip at any time up to 20 days before departure, We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to alternate departure date or alternatively receive a full refund. In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less than any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess, or non-refundable flights. Please note that different cancellation conditions may apply to some styles of trips, your booking consultant will advise if differences apply.

6. YOUR DETAILS

In order for us to confirm your travel arrangements, you must provide all requested details with the balance of the trip price. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue, expiry date, and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Your booking cannot be confirmed without the provision of these details.

7. PASSPORT AND VISAS

You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits, and certificates for your trip; please refer to the website for details. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

8. TRAVEL INSURANCE

All our clients need to have a personal travel insurance. You are responsible for obtaining the insurance. Your travel insurance should provide cover against personal accident, death, medical expenses, and emergency repatriation, with a recommended minimum coverage of US$ 2000-$10,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability, loss of luggage, and personal effects. Travel insurance information will be gathered by the tour leader on the first day of your trip.

9. INCLUSIONS

• All accommodation as listed on the website
• All transport listed on the website
• Sightseeing and meals as listed on the website
• The services of a group leader as described on the website
• Domestic flights
• Airport pickup and drop

10. EXCLUSIONS

• International flights
• Taxes, and excess baggage charges unless specified
• Meals other than those specified on the website
• Visa and passport fees
• Travel insurance
• Optional activities and all personal expenses

11. VALIDITY OF FLIGHT TICKETS

Flight tickets are generally valid only for transport on the airlines for which they were purchased. Transfers of bookings to other airlines and changes in itineraries or additional stopovers are no longer possible during the customer’s journey. Flight tickets must be fully used in the booked order. Failure to use certain flight routes may result in the loss of the customer’s right to travel on all booked flights, or in the airline re-invoicing the ticket price. This may be higher than the price of the originally booked flight tickets.

12 PRICES & SURCHARGES

Our trip prices are subject to variable and seasonal pricing, both of which are standard practices within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions, and availability. It is likely that different passengers on the same trip may have been charged different prices. Your best option if you like the price you see is to book at that time. Once you have received a quote the price will be locked in provided you pay the required deposit prior to the quote’s expiry. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. The most up-to-date pricing is available on our website.

13. AGE & HEALTH REQUIREMENTS

Minimum General Policy: For most of our tours the minimum age is 12 years. All travellers ‘under the age of 18 must be accompanied by a legal guardian. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document, to delegate their authority.
Maximum General Policy: For the majority of our trips we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation.
We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements and recommendations for your destination.
Please note we cannot guarantee triple or joining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis. Please check the information for the specific tour you are booking on the online tour description.

14. FLEXIBILITY

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities, and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

15.CHANGE OF ITINERARY

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary.
Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.
After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations, or non-refundable flights.

16. AUTHORITY ON TOUR

Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a group leader, or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.

17.LIMITATION OF LIABILITY

Travellers ‘Clinic is not liable if the non-performance or bad performance of the contract is due to:
• a failure to act on the side of the customer;
• an unforeseeable and unavoidable omission by a third party, which is not involved in providing the contractually agreed services;
• force majeure or an event, which Travellers ‘Clinic or a service provider could not have foreseen or avoided, notwithstanding the exercise of due care.
Travellers’ Clinic, therefore, is not liable for changes in an itinerary caused by strikes, social unrest, weather conditions, decisions taken by the authorities, third-party delays, etc., or for changes in schedule due to flight schedule changes.

18.CLAIMS & COMPLAINTS

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

19.PRIVACY POLICY

Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers, or other suppliers to enable us to operate the Trip. We will otherwise treat your details in accordance with our privacy policy.

20.REGISTERED ADDRESS

Budhanilkantha 12 , Kapan , Kathmandu , Nepal