Xtreme Climbers Treks & Expedition Pvt. Ltd. is trustworthy and incorporated company under the law of Nepal Government (Registered company No. [163506/073/074]. Before booking any expedition trip with us, we kindly request mountaineers, trekkers, travelers and adventure enthusiast to go through the following Terms and Conditions that governs the relationship between you (client) and Xtreme Climbers Treks & Expedition Pvt. Ltd. Before departure of the expedition, participants must accept these terms and conditions.
All Nepal expedition bookings are entered into by “The Client”, with Xtreme Climbers Treks & Expedition Pvt. Ltd. hereafter referred to as “The Company.”All bookings are subject to our standard terms and conditions, as outlined here, and accepted by The Client after signing an agreement with The Company before departure of any expeditions.
Booking Terms and Conditions:
1. Company Responsibility:
The company is fully responsible to follow up the above-mentioned service include list as well as service exclude list i.e. provided to our clients.
The company is responsible to make an introduction between Member and Sherpa, guide and others Nepali staff.
Company is fully responsible to make a proper management of the whole expedition and also to provide a qualitative service to Member and staff according to Service list.
If any emergency problem happens to our clients and staff, we will be fully on standby to bring up the good solution to its problem as per the requirements.
1.Clients Responsibility:
We suggest our clients to focus on safety, security and training - company will not be responsible if anything unpredictable accident happens due to self-carelessness of the clients.
Each and every client must do their emergency helicopter rescue and Medical insurance having coverage of minimum US $25000. Besides, they must also do medical and travel insurance for own safety. We also would like to suggest that all of our clients to make trip cancellation insurance in case of natural disaster in the mountains which is unpredictable and knows no timing. Even we can’t guarantee our health problem, so it is best to stay safe side ourselves.
Service includes will strictly be followed in case if clients need extra services – Extra cost will be added.
2. Mode of Payment:
Note: For credit card payments, 4 % extra will be levied to you for a credit card processing fee.
SWIFT/Wire Transfer,
Himalayan Bank Correspondent Network for U.S.D Transaction:
Himalayan Bank Correspondent Network for EURO Transaction:
Note: Bank service charges related to submitting a deposit are the responsibility of the client.
Risk and Liabilities
If the clients make the payment through Bank transfer, then bank transfer charges has to be borne by the clients.
We accept Cash.
We accept Cards (4% extra charge will be charged).
40 % as a booking - Advance payment has to be made as confirmation
Rest of the remaining balance 60% Payment has to be made upon arrival in Kathmandu before starting climbing high expedition or any other trip.
2. Cancellation Policy:
If the Peak Climbing/Trekking/High Pases/Lake Safari or any other trip is made cancel before 40 days than 15% of Full payment will be deducted whereas 85% of the payment will be refunded.
If the Expedition is made cancel before 20 days more than 50% of full payment will be refunded where as 50% will be deducted.
If the Expedition is made cancel before 5 days of the Expedition begin than 20% of full payment will be refunded whereas 80% will be deducted.
No refund is made after the departure of the Expedition – and if any natural calamities or disaster will occur or member personal health problems take place after expedition start the same condition will be applied.
At the time of booking we also require a scanned copy of your passport and a JPEG format passport photo suitable for printing. We will use these items to obtain your climbing/trekking permit and park entry card prior to your arrival in Kathmandu.
Payment:
We accept payment via bank transfer, online payments, credit card payments or alternatively western union. We require advance payments as per above conditions.Prices are quoted in U.S. dollars (unless otherwise specified). If payment of the balance of the tour price is not received by Xtreme Climbers by the required time frame, we require notification immediately and other arrangements will need to be made.
For the payment by credit card, please contact us, or follow the procedure listed below.In Nepal we currently accept Visa or MasterCard. A 4% bank levy fee will be added to the price of the trip on all credit card transactions.
Process of Credit Card Payment:
To pay the trip bill by offline credit card you will need to submit the following documents to our company via mail:
A copy of passport
A Copy of your Credit Card (both sides)
An authorization letter mentioning the Bill Amount inclusive of bank charge.
Satori will not be compelled to provide the services as per the bookings and agreement form in certain cases. In some cases, it may be possible for us to accept your last minute booking a week prior to tour/trip departure date, but full payment will be required at the booking time. (We do accept your last minute booking with 50% payment in some cases of Nepal trip, but last minute booking may not be accepted for Tibet and Bhutan trips.
//www.xtremeclimbers.com/payment-form
3. Amendments
If you wish to make amendments to your tour arrangements we require notification to Satori Adventures in writing.If any government permits, flight ticket, insurance has been issued and cannot be revoked and refunded you will be liable for these costs. You may also be liable for cancellation fee of airfares purchased on your behalf.
4. Cancellation Policy:
A notice of cancellation shall be submitted by the client in writing providing reason(s) for cancellation. The refund
Procedure will be as follows:
A. Cancellation rule for Trekking, Hiking package tour
If cancellation is made before 45 days of the trip departure date, 40% of the total trip cost will be charged as a cancellation and the remainder will be adjusted in their next trip or refunded after deducting the processing charge of Nepal Rastra Bank.
If cancellation made 15 days prior to the trip departure date, 70% of the total trip cost will be charged as a cancellation fee.
If cancellation is made prior to 1 week of the trip departure date 80% of the total trip cost will be charged as a cancellation fee.
If cancellation is made within the week of the departure or upon arrival in Kathmandu no refund shall be provided. Any remaining payment will be required at this time.
B. Cancellation rule for Peak Climbing & Expedition
Cancellation before 45 days of the trip, 30% cancellation will be charged.
Cancellation Before 30 days of the trip 45% cancellation will be charged.
Cancellation Before 15 days of the trip 60% cancellation will be charged.
Cancellation Before 07 days of the trip 80% cancellation will be charged.
If cancellation is made within the week of the departure or upon arrival in Kathmandu no refund shall be provided. Any remaining payment will be required at this time.The cost of Climbing Permit/Insurance/Equipment allowance are not refundable in any period of cancellation.
C. Cancellation rule for Air ticket purchase:
If cancellation is made before 30 days of the ticket departure date, 10% of the total face value will be charged as cancellation and rest will be adjusted in their next trip or refunded after deducting the processing charge of Nepal Rastra Bank to make a draft.
If cancellation made before 15 days of the ticket departure date, 20% of the total face value will be charged as cancellation. Further will be same as above process.
If cancellation made within the week of departure or upon arrival in Kathmandu 70% of the total cost fair value will be charged.
No refund will be made of the deposit amount in case of cancellation of trip for any other reason.
D. Trip Cancellation (Nepal)
In case you intend to cancel your trip for any reason, you need to write it to us 14 days prior to your trip departure date. We shall approve it as canceled only after receiving a valid written notice from the client. If the reason for your cancellation is genuine like injury or serious illness, you can postpone your trip or transfer your booking to another person who meets all the requirements for the trip. However, a fee of USD 150 per person will be charged if you postpone or transfer your trip within 15 days prior to your trip date. As per our policy, the deposit amount is nonrefundable, therefore, you can utilize the amount to book a trip with Xtreme Climbers next time.
E. Trip Cancellation (Bhutan)
A valid written notice of cancellation should be provided 30 days prior to your trip departure date. In case you cancel your Bhutan tour, 20% of the trip cost will be charged as a cancellation charge (even in case of postponing or transfer of trip to another person). The remaining amount will remain secured with Xtreme Climbers Team as a deposit from you. You can utilize it to book the tour with Xtreme Climbers next time. The amount is non-refundable.
F. Trip Cancellation (Tibet)
A valid written notice of cancellation should be provided 30 days prior to your trip departure date. In case you cancel your Tibet tour, 50% of the trip cost will be charged as a cancellation charge (even in case of postponing or transfer of trip to another person). The remaining amount will remain secured with Xtreme Climbers Team as a deposit from you. You can utilize it to book the tour with Xtreme Climbers next time. The amount is non-refundable.
E. Incomplete Tour
We are not liable for any refunds in case of any incomplete tour, trek or expedition whatever the reason from customer’s side.
5. Cancellation due to numbers of climbers/clients:
Xtreme Climbers reserves the right to cancel mountaineering expedition prior to departure in the event that there are too few people booked on a climbing, in which case you will be given a full refund of the expedition price. You will not be entitled to claim any additional amount or seek any compensation for any injury, loss, expenses or damage (either direct or consequential) or for any loss of time or inconvenience, which may result from such cancellation (including but not limited to visa, passport and vaccination charges, or departure, gear purchases, airport and airline taxes). Xtreme Climbers also reserves the right to cancel the booking of restricted area trekking in Bhutan or Tibet if the confirmed group size is less than the requirements. We will operate most of the trekking and tour packages other than the ones mentioned above, even if the number of persons are less than required.
5.A Flight Delay/Cancellation
Flight delays and cancellations are quite often during the bad weather conditions in remote areas particularly in Everest region, Annapurna region, Dolpo, Simikot and Jumla region etc. Therefore, it is advisable to carry some extra money to buy food and accommodations in case of delays. Xtreme Climbers will not be responsible for any of the additional expenses. Therefore, please plan accordingly.
6. Health and Fitness Requirements:
To participate in our adventures other than cultural, spiritual or family level hiking, good health and physical fitness is required. For this reason, we strongly advise all clients to follow our pre-departure fitness training recommendations, or see professional fitness instruction. If you suffer from severe muscular, chest, heart or bronchial disorders, or if you are a severe asthmatic you are strongly advised against participating. Tours take place in remote areas where there is little or no access to normal medical services, or hospital facilities for serious health problems. Evacuation, where necessary, can be prolonged, difficult and expensive. Medical and evacuation expenses will be your responsibility and therefore we require travel and medical insurance to cover air transfer evacuation and hospitalization expenses. While we have had experienced clients in their 65's successfully reached the summit of peaks such as Cho Oyu, Shishapangma and Manaslu, due to the extreme nature of mountaineering and climbing trips, we strongly discourage participants over 70 years of age from participating, unless they regularly participate in sports such as long distance running, triathlons and other similar endurance sports. We reserve the right to refuse any person the right to participate in a tour on medical or fitness grounds. Our application form contains question regarding your health status, so please consult your physician and complete the form carefully. If in doubt, we may be able to design a custom adventure not detrimental to your health.
7. Children:
A legal guardian must accompany all travelers under the age of sixteen. There are no age limitations for tours but there is an age restriction of 9 years of age and above for trekking and 16 years and above for mountaineering above 6,000 meters. The age restrictions are in accordance with Nepali law. If you have a question regarding age and suitability, please contact us for further information.
8. Insurance:
It is mandatory for foreigners to have travel insurance while travelling in Nepal. Travel insurance is not included in the tour price, but it is a required condition of booking a tour with Xtreme Climbers and your responsibility to ensure that you are adequately insured for the full duration of the tour covering medical, illness, injury, death, loss of baggage and personal items, cancellation, curtailment and emergency evacuation. All costs for emergency evacuation must be paid in cash in Nepal unless an insurance company has agreed to pay the costs on your behalf. It is important that any insurance policy issued to cover emergency evacuation for trek/tour/climbing expedition does not exclude alpinism or mountaineering. You must provide evidence to our office that you have obtained personal travel insurance prior to the trip. You must ensure that your personal travel insurance covers all of the activities you participate in the Himalayas. The Company reserves the right to cancel any trip where The Client does not have suitable insurance. This includes helicopter evacuation for ill health/accident.
Health and Vaccinations:
Ultimately it is your own responsibility to make sure that you are fit enough to join our adventure holiday trip. In line with this, you should have a thorough medical and dental checkup before the holiday; you also need specific immunizations when visiting some countries. Also we strongly advise against joining a trip, if you have recently suffered from severe heart, chest, muscular or respiratory disorder and severe asthmatic or have high blood pressure. Medical service vary from country to country therefore company do not warranties in standard of such facilities. But we assure you that we’ll do our best in relation to your health while you are in Nepal. On all of our trips, a comprehensive medical kit is carried.
9. Route changes, Postponement, Cancellation:
Xtreme Climbers reserves the right to:
Cancel or modify any routes within the tour or objectives set out in the itinerary; or substitute different or equivalent routes within the tour in place of cancelled or modified routes, or postpone, cancel or delay (either in relation to the departure or arrival times or the duration of the tour)
Cancel any such aspect of the tour, if in the discretion of Xtreme Climbers, it is necessary to do so due to inclement weather, snow or icy conditions or conditions that are otherwise likely to be hazardous or dangerous, or due to any other adverse or threatening conditions whether political or military, or terrorist or otherwise or there is a likelihood of any such event occurring which may impact upon the safety of the participants.
In the event of any change, modification, cancellation postponement or delay under this condition, you acknowledge that you will have no right of refund of the tour/trekking/mountaineering price and no right to claim compensation for any injury, loss or damage or other additional expenses incurred by virtue of the change, modification, cancellation postponement or delay.
10. Proof of citizenship or information required to travel
It is your responsibility to obtain proper identification or proof of citizenship as required by the authorities of the destination to which you are travelling. You will not be entitled to a refund if you are denied boarding or entry on any basis, including without limitation, improper documentation or failure to provide information. International travel regulations require a valid passport with six months remaining on the passport prior to the expiration date of the said passport.
11. Prices for the trip;
Package prices are based on ground costs, fuel prices, airfares, exchange rates and assumptions made at the time of the trip price quote. Satori Adventures tries its utmost not to increase tour prices (in full or part), however sometimes increases are outside our control. Satori reserves the right to amend tour prices (or any part) without notice at any time before and including the departure date. Amendments may be necessitated for many reasons including, but not limited to exchange rate fluctuations, increased fuel costs, airfares, airport charges, increases in ground operator service fees, or the need to engage alternative air or ground operators. Any increase in tour prices must be paid prior to the departure date.
12. Exclusions from tour price
The following items are excluded from the trekking/tour and mountaineering price:
Personal medical travel insurance
Visa and passport charges
Meals in Kathmandu and Pokhara, transportation costs, accommodation costs, or other expenses not included in the itinerary
Personal expenses like laundry, postage, personal clothing, medical expenses, emergency evacuation and/or emergency search charges
Additional expenses caused by delay, accidents or disruption of planned itineraries
Tips, alcoholic and soft beverages and excess baggage charges, refer to our tour notes for full details
In the mountaineering summit bonuses are always excluded in package cost. As per the Nepal mountaineering and expedition operators association bonuses are provided as U.S.$500.00 for peaks in the 6,500 meters to 6,699 meters, U.S. $700.00 for all 7,000 meter peaks, and U.S. $1,000.00 for 8,000 meter peaks except for Everest which is U.S. $1,500.00. This cost is not included in total cost, since there is no way to determine which clients will reach the summit. This cost will be paid directly from client to Sherpa guide and valid only in full board package service.
13. Unforeseen Circumstances:
If Xtreme Climbers cancels your trip due to unforeseen circumstances like war, natural disasters, conflict, unfavorable climate, we would be happy to refer you to an alternative trip of a similar standard. Even if this does not fit your interest, all monies paid by you to our company will be refunded.
14. Publicity image and video:
Both Party (Clients & Xtreme Climbers Treks & Expedition Pvt. Ltd. Company) agrees to protect the confidentiality of each other. We use your email and personal details solely for the purpose of processing your inquiries operating your trip and keep in contact messages for the future.
Xtreme Climbers Treks & Expedition Pvt. Ltd. can use images you have taken during the trip without any compensation for publicity and promotion through whatever medium. We do not sell or share your personal details, photos with anyone.
You agree that Xtreme Climbers may use images of you taken during the trip without recourse to you and without compensation to you, for publicity and promotion purposes through whatever medium it chooses.
15. Seclusion:
As part of the booking and permit process, we will need to obtain personal information from each client. Your personal information will be kept by us is a secure way and none of your private or personal information will be disclosed for any other purposes.
16. Client is Responsible:
During any Xtreme Climbers trip, the tour, trekking, or mountaineering guide is a full representative of Xtreme Climbers and has all authority during your trekking, tour and climbing period. If you commit any unlawful act you will be asked to leave the tour. No refund will be provided in this case.
17. Miscellaneous:
A party will not be deemed to have waived any of their rights or remedies under these conditions or at law by allowing any time or indulgence or by not exercising any right or remedy arising out of any default by the other party. If any part of a condition is illegal, unenforceable or invalid, it is to be treated as removed from the conditions; however, the remainders of the conditions are not altered.
18. Authority:
This agreement and 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.
19. Unused or Missed Services:
Xtreme Climbers Treks & Expedition Pvt. Ltd. will not refund money back for the service un-‐used or missed which are mentioned and agreed in the purchased trip. This includes voluntary/involuntary termination/departure from expedition, i.e. sickness, death of a family member etc. late arrival on the expedition, or premature departure either voluntarily or involuntarily.
20. Privacy:
Both Party (Clients & Xtreme Climbers Treks & Expedition Pvt. Ltd. Company) agrees to protect the confidentiality of each other. We use your email and personal details solely for the purpose of processing your inquiries operating your trip and keep in contact messages for the future.
Xtreme Climbers Treks & Expedition Pvt. Ltd. can use images you have taken during the trip without any compensation for publicity and promotion through whatever medium. We do not sell or share your personal details, photos with anyone.
21. Unforeseen situation:
Xtreme Climbers Treks & Expedition Pvt. Ltd. cancels your trip thanks to unforeseen situations like war, natural disasters, conflict, unfavorable climate etc., we would be happy to refer you alternative trip of a similar standard. Even if this doesn’t fit your personal interest all monies paid by you to our company will be refunded but remember any other expenses included by you as a result of this booking are entirely your responsibility. Remember! After depart for expedition will be No refund the trip money even if there is a natural disaster etc
22. Your Personal Belongings:
You must be careful of your belongings because if you lost anything difficulty to find but during tour, trek or expedition our team crews will do their best to keep taking care of your belongings safe however in case of any loss or damage of your property we will not be responsible but we strongly advised to our crew keep checking and take care but you must take care of your all things properly and don’t put here & there. Put always in a safe place and own room. Carry yourself as camera, wallet, passport, and etc. valuable things. Then do insurance for your valuable things as mobile, laptop and camera etc.
23. Warning:
Our terms and conditions are applicable only if you book your trip with us directly. If you book your trip with us through any agents or third party, you shall be liable to their terms and conditions.
