Welcome to NepalTravel.com. Please read these Terms and Conditions carefully before booking any trek, tour, or activity. By making a booking through NepalTravel.com, you (“you,” “your,” the “Client,” or the “Traveler”) agree to be bound by these Terms and Conditions, which form a binding agreement between you and Zen Travels (“we,” “us,” “our,” or the “Company”).
1. About Us
NepalTravel.com is a project of Zen Travels, a travel company based in Washington, DC, USA. We specialize in travel to Nepal, and we have put together a curated selection of popular trekking, touring, and adventure packages, operated with trained guides and experienced porters who are highly familiar with the industry. We also offer select itineraries in Bhutan and India, operated through highly experienced partner companies.
Zen Travels has staff on the ground in Nepal through its sister companies there, and much of your correspondence and trip operations are managed by our team in Nepal. Ultimately, however, each trip is the responsibility of Zen Travels, and your contract is with Zen Travels in Washington, DC. These Terms and Conditions are governed accordingly (see Section 17).
2. Booking and Confirmation
2.1. A booking is made when you complete the booking process and payment on NepalTravel.com. All bookings are subject to availability and acceptance by us.
2.2. Once you purchase a trip through our website, we will confirm the trip with you and begin corresponding with you directly to reconfirm all details — dates, itinerary, participants, and any special requirements — and to answer all of your questions before departure. Your booking is not final until we have issued this confirmation.
2.3. We reserve the right to decline any booking at our sole discretion. If we decline a booking, any payment made will be refunded in full.
2.4. You are responsible for ensuring that all information you provide is complete and accurate, including names exactly as they appear on passports. We are not responsible for any consequences arising from inaccurate or incomplete information, and correcting such errors may incur additional fees.
2.5. The person making the booking accepts these Terms and Conditions on behalf of all members of their party and is responsible for ensuring all party members are aware of and accept them.
2.6. Travelers under 18 years of age must be accompanied by a parent or legal guardian.
3. Payment
3.1. All payments — including deposits and final balances — must be made through NepalTravel.com. We do not accept payment through any other channel unless expressly agreed by us in writing.
3.2. We accept all major credit cards.
3.3. Prices are stated in US Dollars unless otherwise indicated. Any bank fees, foreign transaction fees, or charges imposed by your card issuer are your responsibility.
3.4. Your booking is not confirmed until the required payment has been received and processed. If any payment due is not received by its due date, we reserve the right to treat your booking as canceled by you, and the cancellation terms in Section 6 will apply.
3.5. In the event of an obvious pricing error on the website, we reserve the right to correct the error and offer you the choice of paying the correct price or canceling with a full refund.
4. Inclusions and Exclusions
4.1. Each tour and trek listed on NepalTravel.com includes a specific list of inclusions and exclusions on its itinerary page. These lists form part of your contract with us.
4.2. Anything not expressly listed as included is excluded. Common exclusions — unless otherwise stated on the itinerary page — include international airfare, Nepal entry visa fees, travel insurance, personal expenses, alcoholic and bottled beverages, tips and gratuities, and costs arising from events beyond our control (such as flight delays, weather, or early departure from a trip).
4.3. Unused services are non-refundable. No refund or credit will be given for any included service you choose not to use, or are unable to use due to late arrival, early departure, illness, or removal from a trip.
5. Post-Booking Forms and Acknowledgment of Risk
5.1. After you make a booking, we will ask you to complete our travel forms. These include personal and passport details, emergency contact information, relevant medical information, and a Risk Acknowledgment and Release.
5.2. We use experienced guides and porters and take your safety into the highest consideration on every trip. In some cases, however, inherent challenges and dangers exist simply because of the nature of travel at higher altitudes and in remote terrain. We work actively to mitigate these risks, but they cannot be eliminated entirely. By completing our forms and joining a trip, you confirm that you understand and voluntarily accept these inherent risks.
5.3. Completion and return of all required forms is a condition of travel. We reserve the right to treat a booking as canceled by you if the required forms are not returned by the deadline we communicate.
6. Cancellation by You
6.1. Cancellation policies vary by itinerary and by our partners. Every trip is unique in what it includes — hotels, domestic flights, permits, and other services each carry their own supplier conditions. The cancellation policy that applies to your trip is included in the details of each program you purchase from us. Please review it carefully before booking; it forms part of your contract and governs your trip.
6.2. All cancellations must be submitted to us in writing (email is acceptable). The cancellation takes effect on the date we receive your written notice.
6.3. No-shows, late arrivals, and departures from a trip after it has commenced are non-refundable.
6.4. Approved refunds will be processed to the original payment method. Processing times depend on your card issuer. Non-recoverable third-party costs (such as issued flight tickets, permits already obtained, and non-refundable hotel deposits) will be deducted from any refund in addition to applicable cancellation charges.
6.5. We strongly recommend travel insurance that includes trip cancellation coverage (see Section 10).
7. Changes by You
7.1. If you wish to change your booking (such as travel dates or a substitute traveler), we will make reasonable efforts to accommodate the request. Changes are subject to availability, any costs imposed by third-party suppliers, and an administrative fee determined by us.
7.2. A change of trip date requested close to the trip start date may be treated as a cancellation and rebooking, subject to the cancellation policy of your program (see Section 6).
7.3. We are also able to modify and customize itineraries at your request, by mutual consent. In such cases, the price and the itinerary will differ from the standard program listed on the website. Whatever changes are made, we will let you know — all agreed changes will be confirmed to you in writing before your trip.
8. Changes and Cancellation by Us
8.1. We reserve the right to cancel any trip prior to departure for any reason, including insufficient bookings or circumstances beyond our control. In such cases, we will offer you the choice of a comparable alternative trip or a full refund of amounts paid to us. This refund is the limit of our liability; we are not responsible for other costs you may have incurred, such as international airfare, visas, or gear.
8.2. Itineraries in Nepal are subject to change. Weather, trail and road conditions, domestic flight delays or cancellations (including flights to and from mountain airstrips such as Lukla), government action, permit availability, and safety considerations may require modifications before or during your trip. We reserve the right to modify itineraries, accommodations, and transportation as reasonably necessary, and such modifications do not entitle you to a refund.
8.3. Our guides have full authority during the trip. Decisions made by your guide regarding routing, pacing, itinerary changes, or evacuation are final and are made in the interest of safety. Any additional costs arising from itinerary changes due to circumstances beyond our control (extra nights, alternative transport, helicopter evacuation, etc.) are your responsibility.
9. Health, Fitness, and Altitude
9.1. You are responsible for ensuring you are physically and mentally fit for your chosen trip. You must disclose any medical conditions, allergies, or dietary requirements on our post-booking forms.
9.2. Many of our trips reach high altitude, where acute mountain sickness (AMS) is a genuine risk. Our guides are trained to recognize altitude illness. If your guide determines that you must descend, be evacuated, or withdraw from a trip for health or safety reasons, that decision is final. All associated costs are your responsibility (and are typically covered by adequate travel insurance).
9.3. We reserve the right to refuse participation, at any point before or during a trip, to any person whose condition or conduct, in our judgment or that of our guides, poses a risk to themselves or the group. Such refusal is treated as a cancellation by you, without refund.
10. Travel Insurance (Mandatory)
10.1. Comprehensive travel insurance is mandatory for all travelers on all trips. Your policy must cover, at minimum: emergency medical treatment, emergency evacuation and rescue including helicopter evacuation at the maximum altitude of your itinerary, and repatriation. We strongly recommend that your policy also cover trip cancellation, interruption, and baggage.
10.2. You must provide proof of adequate insurance before your trip begins. We reserve the right to refuse participation, without refund, to any traveler who cannot show proof of required coverage.
10.3. Any costs of medical treatment, evacuation, rescue, or repatriation are entirely your responsibility. We may, at our discretion, arrange emergency services on your behalf (such as calling a helicopter), and you agree to reimburse all such costs regardless of your insurance coverage.
11. Passports, Visas, and Permits
11.1. You are responsible for holding a passport valid for at least six (6) months beyond your intended stay, and for obtaining a Nepal visa (and, where applicable, Bhutan or India visas) and any other required travel documents. We are not liable for any consequences of your failure to hold valid documents.
11.2. Where trekking permits, national park or conservation area fees, or restricted-area permits are included in your package, we will arrange them on your behalf. You must supply the required documents and information (passport copies, photos, etc.) by the deadlines we communicate.
12. Third-Party Suppliers
12.1. In operating your trip, we work with our sister companies in Nepal and with independent third parties in Nepal, Bhutan, India, and elsewhere — including local operators, partner companies, guides, porters, airlines, hotels, teahouses, and transport providers. Our guides and porters are experienced professionals who are highly familiar with the industry, and our Bhutan and India itineraries are operated through highly experienced partner companies.
12.2. These third parties are independent contractors, not our employees or agents. Services they provide are subject to their own terms and conditions. To the maximum extent permitted by law, we are not liable for any act, omission, negligence, or default of any third-party supplier.
13. Accommodation on Treks
13.1. Accommodation on trekking routes is typically in locally operated teahouses and lodges. Standards are basic by Western standards and vary by region and season. Where a listed lodge or hotel is unavailable, we will substitute accommodation of a similar standard where possible; such substitution is not grounds for a refund.
13.2. Prices are based on shared (twin) occupancy unless otherwise stated. Single supplements, where available, are described on the itinerary page.
14. Traveler Conduct
14.1. You agree to comply with the laws of Nepal, respect local customs and culture, and follow the reasonable instructions of your guide at all times.
14.2. We reserve the right to remove from a trip, without refund, any traveler whose behavior is illegal, dangerous, abusive, or seriously disruptive to the group or our staff. All costs arising from such removal are your responsibility.
15. Limitation of Liability
15.1. To the maximum extent permitted by law, our total liability to you for any claim arising out of or relating to your booking or trip is limited to the total amount you paid to us for the trip.
15.2. We are not liable for any indirect, incidental, consequential, special, or punitive damages, including loss of enjoyment, missed flights or connections, or costs of unused services.
15.3. Nothing in these Terms excludes liability that cannot be excluded under applicable law.
16. Force Majeure
We are not liable for any failure to perform, delay, change, or cancellation caused by events beyond our reasonable control, including but not limited to: natural disasters, earthquakes, landslides, avalanches, floods, severe weather, epidemics or pandemics, war, terrorism, civil unrest, strikes, government actions or travel restrictions, airport or airspace closures, and failures of third-party suppliers. In such events, our standard cancellation terms apply, and we will not be responsible for additional costs you incur.
17. Governing Law and Disputes
17.1. These Terms and Conditions and any dispute arising from them or your trip are governed by the laws of the District of Columbia, USA, without regard to conflict-of-law principles.
17.2. Any dispute that cannot be resolved informally shall be brought exclusively in the state or federal courts located in Washington, DC, and you consent to the jurisdiction of those courts.
17.3. If you have a complaint during your trip, you must inform your guide immediately so we have the opportunity to fix the issue on the spot. Any unresolved complaint must be submitted to us in writing within thirty (30) days of the end of your trip. Failure to follow this procedure may limit or extinguish your right to any remedy.
18. Website Content and Intellectual Property
18.1. All content on NepalTravel.com — including itineraries, text, photographs, maps, and design — is the property of Zen Travels or its licensors and may not be reproduced without our written permission.
18.2. We make reasonable efforts to keep website information accurate and current, but we do not warrant that all content is error-free. We reserve the right to correct errors and update content at any time.
19. Photos and Marketing
Photographs and videos taken by our guides and staff during trips may be used by us for promotional purposes. If you do not wish to appear in promotional material, notify us in writing and we will make reasonable efforts to accommodate your request.
20. Privacy
We hold your privacy in the highest respect. When we make reservations on your behalf, we share your information with hotels, activity providers, airlines, and other suppliers — but only where needed to deliver your trip. We will never share any information that is not required for that purpose, and we do not sell your personal information. For details, please see our Privacy Policy.
21. Severability and Amendments
21.1. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions remain in full force and effect.
21.2. We may amend these Terms and Conditions from time to time. The version in effect on the date of your booking applies to your trip.
22. Contact
Zen Travels / NepalTravel.com
1929 18th Street, Suite A, NW Washington, D.C., 20009 USA
Email: [email protected]
Phone: (202) 816-7172