Prior to booking a trip with Samaya Trek Pvt. Ltd., it is imperative that you carefully peruse and comprehend the Terms and Conditions outlined herein. These terms and conditions encompass pivotal information relevant to your travel experience. The Booking Terms and Conditions establish a legally binding contract between Samaya Trek Pvt. Ltd. and yourself for the services rendered by Samaya Trek Pvt. Ltd.
Please be cognizant that when you engage in booking a trip, you are unequivocally consenting to be bound by the Terms and Conditions, in conjunction with the stipulated cancellation policy and specific constraints on liability. Both parties unequivocally embrace these Terms and Conditions as the framework for the resolution of any legal or other disputes that may transpire during the course of the trip.
1. Booking and Payments
- Booking Confirmation: To initiate a booking, it is requisite that you complete the booking form and submit a non-refundable deposit of 20% per person for the chosen trip. This deposit serves as an acknowledgment and acceptance of the Terms and Conditions. Kindly forward a copy of your passport to our office at info@samayatrek.com. Following the receipt of your passport copy and the completed form along with the 20% non-refundable deposit, a confirmation receipt shall be dispatched to you via email, signifying the successful completion of your booking.
- Payment Methods: The deposit is applicable per person per trip, and for further details pertaining to bookings, feel free to get in touch with us. A nominal bank service charge may be levied, which should be remitted in conjunction with the deposit. For credit card payments, we encourage you to contact us. Visa, MasterCard, and American Express cards are the only accepted forms of payment, with a 4% surcharge imposed as a card processing fee.
- Outstanding Balance: The outstanding balance is payable upon your arrival in Nepal for Nepal trips, either during the pre-trip meeting or on the day of arrival. For international trips, the outstanding balance must be settled at least 15 days prior to the trip's commencement. Failure to adhere to the stipulated payment deadlines may result in the cancellation of your trip by the Company.
- Late Bookings: Subject to availability, we endeavour to accommodate last-minute bookings up to 10 days prior to the scheduled tour departure date.
2. Incomplete Tours
- 2.1 No Compensation for Voluntary Withdrawal: In instances where a client opts not to embark on a trek or expedition for personal reasons or due to an injury, no compensation is available. Similarly, if the government revokes the trek or expedition permit owing to a disaster in the area, clients are precluded from seeking compensation for their payments.
3. Cancellation and Booking Changes
- Cancellation by Client: Cancellation necessitates a minimum notice of 31 days before the trip departure date and must be presented in written form. The cancellation notice period is calculated from the date of receipt. Upon approval from the Company, a cancellation charge amounting to 20% of the trip cost will be deducted from the advance payment, marking the official cancellation of the trip.
- Partial Refunds: Clients providing a cancellation notice 15 days prior to the trip departure date, in written form and subject to Company approval, will be eligible for a 50% refund of the total trip cost. In such cases, a cancellation charge equivalent to 50% of the trip amount shall be deducted from the advance payment.
- No Refunds for Late Notice: Should a client provide less than 15 days notice before the trip departure or voluntarily leave the trip during its course, no refunds will be issued for unused meals, accommodations, or services.
- Booking Modifications: For modifications to the original tour, the individual who booked the tour must submit written documentation detailing the requested changes. While every effort will be made to accommodate these changes, they cannot be guaranteed.
- Postponements and Transfers: In cases where genuine reasons prevent a client from participating in the trip (e.g., due to the death, injury, or serious illness of the passenger, a close relative, or friend, or due to redundancy or jury service), the client may postpone or transfer the booking to another person, provided the new traveller meets all Your requirements. Proof of the inability to travel must be provided at the time of requesting the change. A fee of $200 USD per person is applicable for trip postponements or transfers made at least 15 days before the trip departure. No options are available for changes requested within 15 days of the trip departure.
4. Changes to Your Trip and Price Due to Natural Disasters, Flight Delays, etc.
- Unforeseen Changes: Travelling with Samaya Trek necessitates flexibility, good humour, and an understanding that unforeseen changes to the itinerary, modes of transportation, and accommodations can occur at any time. Such changes may include cancellations and rescheduling of the trip due to unpredictable circumstances, such as flight delays, political unrest, adverse weather conditions, road closures, natural disasters (e.g., earthquakes, landslides, floods, snowfall, avalanches, etc.), or other factors beyond the company’s control.
- No Refunds for Unforeseen Situations: In cases of such unforeseen situations, the aforementioned cancellation and booking change policies do not apply. Consequently, no refunds will be issued for payments made to the Company, and clients are responsible for any additional costs incurred. The Company shall not assume liability for loss of employment, injury, illness, or loss of life arising from circumstances beyond the Company’s control. However, every effort will be made to ensure the safety of clients in such situations.
- Rescheduling: In the event of a cancellation due to reasons beyond our control, clients have the option to reschedule their trip or opt for an alternative trip of the same category. When rescheduling, clients will receive full credit from their previously booked trip, and any price difference for the rescheduled departure will be payable.
- Single-Room Supplement: Clients who do not have another tour participant to share accommodations with will incur a single-room supplement charge. Our trip packages are based on twin-sharing accommodations. The Company reserves the right to revise pricing rates as necessary due to external factors such as changes in exchange rates, government actions, or other circumstances beyond our control.
- Additional Transportation Costs: Clients are responsible for booking and paying for any additional transportation required in the event of flight cancellations or other unforeseen problems. No refunds will be issued for cancelled flights or accommodations.
5. Cancellation of a Tour by the Company
- Company-Initiated Cancellations: Samaya Trek retains the right to cancel any trip, including a confirmed one, prior to departure due to circumstances beyond our control, such as natural disasters, flight cancellations, strikes, industrial actions, wars, riots, sickness, quarantine, government intervention, weather conditions, or other unforeseen events. In such instances, the Company will refund the trip price after deducting the expenses already incurred in preparing for the trip.
- Postponement Options: In the event of tour cancellation due to the above-mentioned reasons, clients have the option to postpone their trip for any duration, with no change in the package price. Clients may also transfer the trip to friends or family. Postponed trips remain valid for up to three years. In such cases, the Company will make every effort to provide a suitable alternative. However, cash refunds will not be granted.
- Validity of Postponed Trips: Should clients choose to postpone their trip, the booking remains valid for up to three years from the date of the original trip. After this period, the booking is considered a no-show, and the full payment is still due to the supplier if only the deposit had been made. Cancellation is not possible in such circumstances.
6. Refund Claim Procedure and Expected Time Period
- Submitting Claims: Refund claims must be submitted within 45 days of the trip cancellation date for any custom itineraries, helicopter-related trips, tours, or trekking packages listed on our official websites. Claims must be submitted in writing via email to our official email address, which should match the email used for booking.
- Required Documentation: To facilitate the refund process, clients are advised to retain documentation such as email correspondence, WhatsApp messages, or any proof of the refund amount specified on paper, which may be required for verification by the client's bank. Refund claims submitted after the 45-day window will not be considered valid.
- Processing Time: Upon receiving a trip cancellation email, we will review the details and calculate the exact refund amount based on our privacy and policy criteria. Clients can expect to receive an email indicating the precise refund amount. Refunds are typically processed by the end of the calendar year.
7. Travel Insurance
- Mandatory Insurance: When booking treks and tours with us, it is mandatory for travellers, trekkers, and climbers to possess comprehensive insurance coverage. This insurance should encompass cancellation, accident coverage, health insurance, emergency evacuation, loss of personal items, theft of or damage to baggage, and personal effects.
- Emergency Evacuation: In instances requiring emergency evacuation, all associated costs must be settled in cash while in Nepal unless an insurance company has committed to covering the expenses on your behalf. It is imperative that any insurance policy procured for emergency evacuation during climbing, trekking, or touring does not exclude alpinism or mountaineering.
8. Agreement of Compliance
- Legal Compliance: During your stay in the country, it is obligatory for guests to adhere to the rules and regulations