At Luxury Holidays Nepal – Inspiring Journeys, we are dedicated to providing our clients with unparalleled travel experiences. To ensure clarity and mutual understanding, we have outlined our terms and conditions governing bookings, payments, cancellations, and other essential aspects of our services.
1. Booking Confirmation & Payment
Deposit: A non-refundable deposit of 30–40% of the total trip cost is required to confirm your booking. This deposit covers initial arrangements such as permits, accommodations, and administrative expenses.
Final Payment: The remaining balance must be settled at least 7 days prior to the trip start date or upon arrival in Nepal, depending on the specific arrangements of your tour.
Multi-Country & International Tours: For tours involving destinations outside Nepal (e.g., Bhutan, Tibet, India, Dubai), 100% payment is required at least 30 days before the departure date to facilitate necessary bookings and visa processes.
2. Cancellation & Refund Policy
Cancellation by Client:
- More than 30 days before departure: 70% refund of the total trip cost (excluding the non-refundable deposit).
- 15–30 days before departure: 50% refund.
- Less than 15 days before departure or no-show: No refund.
Cancellation by Luxury Holidays Nepal: In the unlikely event that we must cancel your trip due to unforeseen circumstances, we will offer an alternative trip of similar value. If the alternative is not acceptable, a full refund will be provided.
Force Majeure: In cases of natural disasters, political unrest, pandemics, or other events beyond our control, we will offer either an alternative trip or a Credit for Future Tours (CFFT) valid for up to 24 months.
3. Credit for Future Tours (CFFT)
If you are unable to proceed with your trip due to valid reasons (e.g., health issues, travel restrictions), we offer the option to convert your payments into a Credit for Future Tours, which:
It is valid for up to 24 months from the original trip start date.
- Can be transferred to a friend or family member.
- Is applicable to most Nepal-based tours and treks.
- Is not applicable to tours involving third-party international service providers (e.g., Bhutan, Tibet, Dubai).
4. Travel Insurance
We strongly recommend that all clients obtain comprehensive travel insurance that covers:
- Trip cancellations and interruptions.
- Medical emergencies and evacuations.
- Loss or damage of personal belongings.
Please note that Luxury Holidays Nepal is not liable for any expenses arising from situations not covered by your insurance policy.
5. Passport & Visa Requirements
Passport Validity: Clients must possess a passport valid for at least 6 months beyond the intended departure date.
Visas:
- Nepal: Tourist visas are available on arrival at Tribhuvan International Airport and other entry points.
- Bhutan & Tibet: We can assist in arranging visas upon request.
- India: Travelers must obtain visas from their respective home countries.
Clients are responsible for ensuring they have the necessary visas and travel documents.
6. Health & Safety
- Clients should be in good health and physically fit for the activities outlined in their chosen itinerary.
- It is the client's responsibility to inform us of any pre-existing medical conditions or disabilities that may affect their participation.
- We reserve the right to decline participation to individuals who may not be able to safely undertake the trip.
7. Liability & Responsibility
- Luxury Holidays Nepal acts as an agent for hotels, airlines, transport companies, and other service providers. We are not liable for any loss, injury, or damage sustained by clients due to acts or omissions of these third parties.
- We are not responsible for any additional expenses incurred due to delays, accidents, natural disasters, or other unforeseen events.
8. Itinerary Changes
While we strive to adhere to the planned itinerary, changes may occur due to weather conditions, political situations, or other factors beyond our control. We reserve the right to make necessary adjustments in such cases.
9. Complaints & Disputes
- Any complaints must be communicated to the tour leader or company representative immediately to allow for prompt resolution.
- If the issue remains unresolved, a formal complaint must be submitted in writing within 15 days of the trip's conclusion.
10. Acceptance of Terms
By booking a trip with Luxury Holidays Nepal Pvt. Ltd., you acknowledge that you have read, understood, and agreed to these terms and conditions.
11. Early Termination of Trip by Client
If a client decides to leave the trip voluntarily after it has commenced, due to personal reasons, illness, or any dissatisfaction, no refund will be provided for unused services. Any additional costs incurred due to early termination are the responsibility of the client.
12. Photography & Media Use
Luxury Holidays Nepal reserves the right to use photographs, videos, or written feedback shared by clients during or after the trip for marketing and promotional purposes (e.g., website, social media, brochures), unless explicitly denied in writing.
13. Trip Leader Authority
The decisions made by the trip leader or guide during the tour are final in matters concerning health, safety, logistics, or behavior. If any client behaves in a way that jeopardizes the safety or experience of others, the leader has the right to exclude them from the trip without refund.
14. Luggage & Personal Belongings
While all reasonable efforts are made to handle client luggage with care, Luxury Holidays Nepal is not responsible for loss, theft, or damage to personal belongings during transit or in hotels. Travel insurance covering luggage is recommended.
15. Special Requests
Any special requests (dietary, accommodation preferences, room upgrades, etc.) must be made in writing at the time of booking. While we do our best to accommodate these, they are not guaranteed unless confirmed explicitly.
16. Child & Minor Policy
- Children under 18 must be accompanied by a parent or guardian.
- In some cases, consent letters and documentation may be required if traveling without both parents.
- Age restrictions may apply to high-altitude trekking or adventure sports.
17. Currency Fluctuations & Price Adjustment
Prices quoted are based on prevailing exchange rates and cost structures at the time of booking. We reserve the right to adjust prices due to significant currency fluctuations, fuel surcharges, government-imposed taxes, or supplier rate changes.
18. Group Size & Trip Minimums
Some group tours require a minimum number of participants. If the minimum is not met, we reserve the right to:
- Offer an alternative trip/date
- Upgrade to a private tour at additional cost
- Cancel the trip and provide a full refund
19. Drugs, Alcohol & Illegal Activities
Clients found engaging in illegal activities, including drug use, will be immediately removed from the trip. No refunds will be provided, and local law enforcement may be notified if required.
20. Accessibility & Fitness Level
Clients must assess their physical capabilities before booking. We reserve the right to deny participation if the activity exceeds a client's fitness level or presents a safety risk to themselves or the group.
21. Visa and Immigration Responsibility
It is the client’s responsibility to obtain all necessary travel documents (passports, visas, permits). Luxury Holidays Nepal can assist with guidance, but cannot be held liable for denial of entry, visa refusal, or immigration delays.
22. Medical Conditions & Disclosure
Clients must disclose any pre-existing medical conditions, allergies, or special needs that may affect their participation in a tour. We reserve the right to refuse participation or request a medical certificate if necessary. No refund will be made for missed activities due to undeclared conditions.
23. Adventure and Risk Acknowledgement
By booking a tour that involves trekking, paragliding, rafting, or helicopter travel, the client acknowledges the inherent risks involved. Signing a liability waiver may be required prior to participation in certain high-risk activities.
24. Weather-Related Disruptions
Luxury Holidays Nepal is not responsible for itinerary changes due to weather conditions, including flight delays (e.g., Lukla, Jomsom), road closures, or natural calamities. Additional costs for accommodation, meals, or transport during delays must be borne by the client.
25. Accommodation Disclaimer
Hotel, lodge, and camp standards in Nepal and neighboring countries may differ from international norms. We strive to provide the highest quality, but clients are expected to be flexible in remote or underdeveloped areas.
26. Code of Conduct
Clients must act respectfully toward guides, staff, other travelers, and local communities. Any behavior deemed abusive, violent, or discriminatory may result in removal from the tour without refund.
27. Third-Party Services
Luxury Holidays Nepal may use services from third-party providers (e.g., airlines, heli operators, hotels). While we only work with reputable partners, we do not hold liability for issues caused by third-party failures (e.g., flight cancellations, overbooking, strikes).
28. Photography Restrictions
In some cultural or religious sites, photography may be restricted. Clients are responsible for adhering to local rules and guidelines. Violation of photography bans may lead to legal consequences or fines imposed by authorities.
29. Multi-Country Travel & Border Policies
For trips involving Bhutan, Tibet, India, Dubai, or Tanzania, border regulations, permits, and customs checks may vary. Luxury Holidays Nepal is not liable for losses or delays due to border closures or security checks.
30. Client-Generated Changes (Post-Booking)
If a client requests date changes, name corrections, or itinerary adjustments after booking, administrative charges or cancellation penalties may apply, depending on the service provider's policies.
31. Force Majeure and Acts of God (Expanded)
Reinforce that you are not liable for any loss, delay, or cancellation due to:
- Natural disasters (earthquake, flood, landslides)
- Political unrest, strikes, or riots
- Epidemics or pandemics
- Government restrictions or travel bans: This protects you from liability in extreme or unpredictable circumstances.
32. Pricing Errors and Website Mistakes
Clearly state that Luxury Holidays Nepal reserves the right to correct pricing or content errors on the website or promotional materials and is not obligated to honor incorrect rates due to technical mistakes.
33. Use of Personal Data (Privacy Compliance)
Include a clause that explains how you collect, store, and use client data (name, passport, dietary preferences, etc.) for tour execution. Mention adherence to GDPR or data protection laws if serving European clients.
34. COVID-19 or Health-Related Travel Advisories
Add a clause regarding compliance with health mandates (vaccination, testing, quarantine) and that any refusal or inability to comply may result in denied services, with no refund obligation.
35. Custom & Tailor-Made Trip Conditions
Clarify that customized itineraries or private bookings may involve stricter payment, amendment, and cancellation terms based on third-party supplier agreements (e.g., private helicopter, premium lodges, custom safaris).
36. Porter & Trekking Staff Welfare Policy
Include a statement that you follow ethical trekking practices, ensure fair wages, load limits, and proper clothing/insurance for porters. This boosts your brand's responsible tourism image.
37. Participation Consent & Liability Waiver
For high-risk tours (heli flights, paragliding, rafting), include that clients may need to sign a liability waiver before participation. This protects you from legal responsibility in case of accidents.
38. Photography Rights – Opt-Out Clause
Offer clients the right to opt-out of photos/videos used in marketing, and state how they can request removal of their images from social platforms or brochures.
39. Foreign Exchange Fees
Mention that any refund made in foreign currency may be subject to exchange rate fluctuations and bank fees, and these differences are not refundable.
40. Legal Jurisdiction
End your terms with a clear legal clause:
"These Terms & Conditions shall be governed by the laws of Nepal. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Kathmandu, Nepal."
Important Articles
Luxury Holidays Nepal and Responsible Tourism
Core Values Luxury Holidays Nepal
Fleet of Luxury Holidays Nepal
Refund and Cancellation policy
Why Luxury Holidays Nepal?
Team of Luxury Holidays Nepal
Legal Documents Luxury Holidays Nepal
How to Book a Trip with Luxury Holidays Nepal
Work with Luxury Holidays Nepal
If you need any further information, please contact us by email: [email protected], Phone: +977 985 100 5129 (WhatsApp)