Culture and Nature with Volunteering Trips

Please read the following Terms and Conditions that govern the relationship between you (client) and Gap Adventure Programme Pvt Limited (GAP Year Nepal) (hereinafter referred as "The Company"), Company Registered Number 84992/068/069. Please note that while booking a trip, you are agreeing to be bound by the Terms and Conditions as well as the cancellation policy and certain limitations of liability. Both parties agree to these Terms and Conditions to resolve any legal or other disputes that may arise during the trip. 

BOOKING A TRIP:

A 'trip' refers to any products or activities purchased with us, including Trekking, Tours, Expeditions, and/or other adventure and tour programs. A booking is accepted and becomes final only from the date when the Company sends a confirmation invoice or email. It is at this point that a contract begins between the Company and the Client.

Before your booking is confirmed, the Company reserves the right to modify brochure prices.
Please note: the Company would not be liable to any warranty, collateral agreement, prior agreement, description of services, or conditions, other than as expressed herein.

DEPOSIT REQUIREMENT:

(a) Nepal Trips:
For trips within Nepal, you are required to make a non-refundable deposit of 15% of trip cost at the time of booking. You can pay the remaining amount upon your arrival in Kathmandu, before the trip departure.

The non-refundable deposit should be sent to the Company’s account. The Company's tailor made trips may require a higher deposit or full payment at the time of booking. If deposit is different from that outlined in this clause, the Company will notify you at the time of booking.

(b) Tibet and Bhutan Trips:
For trips within Tibet and Bhutan, a non-refundable deposit of 30% must be made at time of booking, at least 30 days prior to trip departure, in order to confirm your air tickets. If you are booking 21 days or less prior to departure, full payment is due.

Payment Methods:

Booking deposit can be made by bank transfer. We will email our bank address once we received your complete Booking form.

Please note that we are not liable for any delay or loss during the transfer process. In the case that the money received by us is less than the amount sent (due to use of mediator bank or for any other reasons), you are requested upon arrival to pay accordingly so that the total is equivalent to the product cost.

E-mail us the bank reference number or remittance slips after you initiate the transfer. Sometimes the bank forwards the money with a different name; if we have reference number/remittance slips and sander details, it will be easy for us to check.

FINAL PAYMENT/ACCEPTANCE OF BOOKING/CLIENT DETAILS:

(a) Nepal Trips
Final payment on trekking, tours, climbing or any other trips in Nepal can be made upon arrival in Nepal. Final payment can be made by bank transfer, cash or credit/debit card (Visa or Master Card). There is a 4% surcharge when the payment is made by credit card/debit cards (this applies to all payments; deposits, final balances, trip extension and miscellaneous purchases.)

(b) Tibet and Bhutan Trips:
For trips within Tibet and Bhutan, final payment should be made at least 21 days prior to the trip start date.

CANCELLATION BY THE CLIENT:

Any cancellation by a client must be made in writing and acknowledged by the Company. The cancellation charge will be determined by the date on which the cancellation is received by the Company.

The cancellation charges below are expressed as a percentage of the total tour price:
Cancellation 60 days or more before departure = loss of deposit.
Cancellation 59-21 days before departure = 50% of cost of services booked.
Cancellation less than 21 days before departure = 100% of cost of services booked.
The client is strongly advised to take out cancellation insurance at the time of making the booking.

Please note that NO REFUNDS will be made if you voluntarily leave a trip for any reason after the trip has begun. NO REFUNDS will be made for any accommodation, transport, sightseeing, meals or services not utilized.

CANCELLATION OF A TOUR BY THE COMPANY:

Gap Adventure Programme reserves the right to cancel any trip, including a guaranteed trip, prior to departure due to reasons beyond its control (i.e. due to natural disasters, flight cancellation, weather conditions, industrial action, consequences of strikes, wars, riots, sickness, quarantine, government intervention, or other untoward occurrences.) In such a case, Gap Adventure Programme will refund the trip price only. If the Company cancels a departure which is guaranteed to run, we will refund the trip price, or you are entitled to take an alternative trip of the same value.

Please also note that significant alterations do not include a change of airline carrier, flight time tables or itineraries (provided the departure and arrival dates remain unchanged), nor 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 responsible for incidental expenses or consequential losses that the client may incur as a result of the booking, such as visas, vaccinations, non-refundable flights or rail, non refundable car parking or other fees, loss of earnings, or loss of employment, etc.

MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS:

The Company must be notified in writing at the time of booking of any medical conditions, physically challenged conditions or any other mental and or physical conditions that may affect fitness to travel. Failure to notify the Company may result in the client being refused travel, and the client may be subject to 100% cancellation fees.

Some trips may be unsuitable for clients due to age, mobility, pregnancy or physical or mental conditions. It is the client's responsibility to check prior to booking. The Company is not required to provide any special facilities unless it has agreed to do so in writing. The Company will do its best to meet special requests made by clients, including dietary, but such requests do not form part of the Contract and therefore the Company is not liable if unable to fulfill these requests.

Medical facilities vary from country to country, and the Company makes no representations and gives no warranties regarding the standard of such treatment.

TRAVEL INSURANCE:

Travelers must have adequate and valid travel insurance. Your travel insurance must cover accidents, injury, illness and death medical expenses, including any related to pre-existing medical conditions, emergency repatriation (including helicopter rescue and air ambulance where applicable) and personal liability. The Company also recommends insurance that covers trip cancellations, curtailment and loss of luggage and personal effects. You must carry proof of insurance with you and produce it if reasonably requested by the company employees or suppliers. If you are unable to provide proof of insurance when requested, the company reserves the right to cancel or suspend your participation in a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of your trip, with no right of refund.

FLIGHT DELAYS AND CHANGES IN THE ITINERARY:

Please note that mountain adventures are, by nature, unpredictable. Domestic flights can be delayed by bad weather in mountain regions. In case of delayed domestic flights, Gap Adventure Programme will provide departing city accommodation (Guest House) and food (Lunch & Breakfast) prior to your trip. However, in case of delayed return flights, the client is responsible for all additional expenses, including food and accommodation costs. If you wish to make alternative arrangements, such as a helicopter flight, to avoid flight delays, all additional cost would be your responsibility.

Moreover, Gap Adventure Programme does not accept any responsibility for costs incurred as a result of missed international flights, but would help you to make alternative arrangements wherever possible.

TRIP AMENDMENT:

If you wish to make a booking amendment, please send your request at least 21 days prior to original trip departure. If the amendment request is received by Gap Adventure Programme in this time frame, the company will make the necessary changes with a charge of US$100 per person. In case you wish to make amendments less than21 days prior to the trip departure, the cost of amendment may be higher depending upon the company's arrangements with other parties, such as hotels, Guest Houses, ground operators or airlines.

VISA and PASSPORT:

When traveling with Gap Adventure Programme, you must carry a valid passport and have obtained the appropriate visas. Please ensure your passport is valid for 6 months BEYOND the duration of the trip. A Nepal Visa is available upon arrival in Nepal. For Tibet and Bhutan, the company can make necessary arrangements upon request.

Gap Adventure Programme cannot accept responsibility if you are refused entry to a country or places because you lack the correct visa documentation.It is your responsibility to ensure that you have the correct visas for the countries you are traveling to and within.

INJURIES AND EVACUATION:

Gap Adventure Programme is not liable for any injuries, health conditions, emotional episodes or other conditions suffered by the client during the trip. Similarly, our package cost does not include personal insurance. Therefore, we advise clients to obtain insurance packages that include medical emergencies and evacuation by helicopter.

SERVICES MISSED OR UNUSED:

There will be no discounts or money refunded for missed or unused services. This includes voluntary or involuntary termination/departure from tour, late arrival on the tour, or premature departure either voluntarily or involuntarily, for reasons including sickness, death of a family member, etc.

UPDATING OF TERMS AND CONDITIONS:

The Company reserves the right to update and amend these terms and conditions at anytime. It is the responsibility of the client to keep updated with any changes. The current version of terms and conditions will always be found on the website www.gapyearnepal.com and will be the terms referred to in any dispute.