Below are the terms & conditions you will be bound by if you book any trip (trek, tour, expedition, or other outdoor activities) with us. All of our policies are transparent, and we do not incur any hidden clauses or charges.
Please take your time and thoroughly go through all the terms & conditions before booking any trip with Joy Treks & Expedition. Once you confirm the booking, you will be consenting to be bound by our policy.
You can learn about our booking confirmation requirements, payment, refund policy, cancellation policy, and other things too in this document.
We accept booking deposits by bank transfer or Credit/Debit Card (Union Pay, Visa, American Express, MasterCard, and JCP).
(1) Payment by Credit Card and Debit Card (Union Pay, Visa, American Express, MasterCard, and JCP):
If you want to do the payment through the Debit Card (Union Pay, Visa, American Express, MasterCard, and JCP), then fill in all the details with your Debit Card information and signature (same as in your passport). Once you are done completing the form, email it to us.
If you want to do the payment through Credit Card, you will be charged by Everest Bank on behalf of Joy Treks & Expeditions.
*Note - There will be an extra 4% charge when you do the payment through a Credit Card.
(2) Payment via Wire/Bank Transfer:
Our Bank Details for Wire Transfer:
Pay to [Company Name]:
Company Street Address:
Company Contact info:
Current A/c No:
Bank Street Address:
The Company will not hold responsibility for any loss or delay that occurs during the transfer process. Sometimes the money received by us can be less than the stated amount because of the mediator bank or any other issue. If anything like this happens, then you are requested to pay us accordingly after you arrive in Kathmandu.
After depositing the booking fee, email us the bank reference number or remittance slips. Sometimes the bank forwards the money with a changed name. If we have reference number/remittance slips and sender details, it will be easy for us to check.
(3) Final Payment/Acceptance of Booking/Client details:
You can make the final payment after you arrive in Nepal (before the commencement of the trip). We accept bank transfers, cash, or by Credit Card/Debit Card (Union Pay, Visa, American Express, MasterCard, and JCP).
*Note - You may get charged 4% extra when the payment is made by cards.
Give yourself at least two to three months of preparation time before the beginning of the venture. It will also allow us to ensure maximum satisfaction and safety during the trip. Likewise, we get ample time to arrange all the necessary documents and do the necessary pre-bookings.
Below is the term of payment:-
- For the booking confirmation, you have to pay 30% of the total cost of the package in advance.
- Another 40% of the remaining payment should be done 20 days before the beginning of the trip.
- The rest 30% of the final payment, you can do upon arriving in Nepal (before the beginning of the trip)
Documents for Booking
We will need the following documents to obtain the mandatory permits for the venture.
- Scanned copy of your Passport
- Passport size photo in jpeg format (proper for printing)
- Any failure in payment on time will not enforce Joy Treks & Expedition to provide the services as per the booking agreement between the Client and the Company.
- If you are booking the trip at the last minute, then you have to pay the full cost of the package to book the trip. For some ventures, we do not take last-minute bookings (10-15 days before the departure date).
If you want to make any amendments to the trip, then let us know at least two weeks before the beginning of the journey in a written form. If any government permits, insurance, flight ticket has been issued and cannot be revoked or refunded, you will be accountable for these costs. You may also be liable for the cancellation of airfares purchased on your behalf.
If cancellation is done by the Client:
To cancel the trip, you have to do it in a written form and must be approved by the Company. The date on which the request to cancel is received by the Company or its Representatives will conclude the applicable cancellation charge.
The cancellation charges are executed hereafter as a percentage of the total tour price:
- Canceling 40 days or more before departure: 15% of full payment will be deducted.
- Canceling 20 days before departure: 50% of full payment will be deducted.
- Canceling less than 7 days before departure: 80% of full payment will be deducted.
For the best return, the Client is advised to get cancellation insurance at the time of the booking.
*Note - If you voluntarily leave the trip for any reason after the trip has begun, then no refunds will be made by the Company. No refunds will be made for any transport, sightseeing, accommodation, meals, or services not utilized.
If cancellation is done by the Company:
In case of any emergency (flight cancellation, political instability, natural disasters, quarantine, sickness, wars, industrial action, government intervention, weather conditions, or other unfortunate occurrences) beyond the control of the Company, the Company holds the right to cancel any booked trips.
In a situation like this, Joy Treks & Expedition will refund the trip cost. You will also get the option to postpone the trip or take an alternative trip of the same value.
* Note - Significant alterations do not include a change of airline carrier, flight time tables, or itineraries provided the departure and arrival dates remain unchanged, the substitution of a vessel, modification of itineraries, and change in cabin category or hotel accommodation provided it is of the same category.
The Company is not liable for any subsidiary expenses or consequential damages that the Client may have incurred, as a result of booking, such as non-refundable flights or train, visas, vaccinations, non-refundable car parking, or other fees, loss of earnings, or loss of enjoyment, etc.
Passport & Visa
Your passport should be legitimate and hold six months' validation from the return date. To obtain a Nepalese visa, you can visit the Nepalese Embassy or Consulate office in your home country.
Citizens of many countries can request for Nepalese visa upon their arrival at Kathmandu International Airport. Please confirm once where your country stands for the on arrival Nepalese visa facility. Getting the visa is the responsibility of the traveler.
To book a trip with us, you have to send us your valid and correct passport information. We will use the information provided by you to obtain necessary permits, tickets and do bookings on your behalf. This will cut off the lengthy government processes from your pocket.
If you make any mistake while submitting your information or do not provide us with the correct information, then we will not be able to do any pre-bookings for you. And the Company will not be held responsible for it.
Health & Fitness Requirement
All of our adventurous ventures (trek, climbing, expedition, or other outdoor activities) in Nepal require a certain level of physical and mental fitness. For activities like hiking, trekking, climbing, or mountaineering, you have to be in good shape. Moreover, some of them also demand previous related experience.
You can find the necessary information on physical fitness in every packages' Useful Information section. At the same time, our representative will also inform you about the challenges incurred in the venture during the booking.
We have this small assessment session before confirming any trip with the guest where we ask about the traveler's fitness, health, previous and outdoor experiences. As per the assessment result, our team then helps the guest to properly prepare and train the body for the trip. We will help you with the packing list, physical fitness, and confidence.
If you have any disease or allergies that may be our concern during the trip, we request you to let us know. We can arrange everything as per your convenience and maybe advise alternative ventures that may suit you the best. It's for your safety.
Limiting the tip is not what we believe in just because of a health issue. Having a traveler's soul, we work around adversity and find the best alternative!
*FYI: Our hiking, trekking, and climbing trips happen in the great Himalayas. It is a place where nothing is predictable, and even with our best efforts, things may take a turn anytime. We will be traveling in remote areas where there is barely any modern infrastructure and services.
In the worst medical emergency, the last resort we use is air evacuation, therefore we always recommend getting travel insurance that covers airlift and medical bills. Travel insurance is not covered in the trip package cost, so the Company will not be responsible for it.
The Company reserves the right to refuse any person to join any venture on fitness and medical grounds. For special cases, we design custom trips for our guests to let them enjoy traveling in the Himalayas without affecting their health.
To participate in most of our trips in the Himalayas, you will need to get travel insurance. The travel insurance must cover emergency air evacuation up to 6,000 meters, medical bills, accidents, and death. Likewise, you can also include flight cancellation, loss or theft of personal property, etc in the travel insurance.
By any chance, if your insurance company denies paying the medical cost on your behalf, then all the expenses incurring medical bills and air evacuation must be paid by the Client themselves in Cash.
Make sure that your travel insurance covers activities in the Himalayas if you are participating in them.
*Note: As per the insurance policy of Nepal, foreigners are not permitted to get travel insurance here. You can take out travel insurance as per the trip grade in your country. Make sure to double-check all the clauses in the travel insurance. In case of any false promise or scam, the Company will not hold any sort of responsibility.
First of all, underage trekking (below age 16) is possible. We have seen many success stories of individuals reaching great heights in the Himalayas being minior. So, don't worry. If the trekker is fit and can pull the challenges involved in the venture, then we are more than happy to assist the little dream to high elevations.
If you want to travel with your child or an underage individual, then you must have to align with our child policy. One of our usual conditions is, the trekker must trek with a legally identified guardian. Likewise, he or she should be physically active.
Get in touch with us anytime to know more in detail about child trekking.
Publicity of Image and videos
The Company holds the right to reuse the image and videos taken by the individuals during the trip, without compensating them. The photograph and videos will be only used for publicity and promotion purposes through whatever medium.
If you have any complaints regarding the trip, feel free to inform the team leader during the ongoing venture. He/she will do everything in their control to make sure you are comfortable.
If there is anything you want to say to our management team, then feel free to write to us within 15 days of the trip completion. We will make sure to take your criticisms positively and improve ourselves.
For the booking and permit process, we collect the traveler's information. Under our data safety regulations, we assure you that none of your personal information will be disclosed to any third party (unless it is for booking purposes for the confirmed trip).
This agreement, the rights, and obligations of the parties will be construed and take effect in accordance with and be governed by the laws of Nepal and the Nepal Tourism Association.