Booking Terms


Please read the following booking conditions carefully. All holidays are sold by us subject to these booking conditions and the other general information provided to you in our brochures, quotations and on our website. 

The following booking conditions form the basis of your contract with Trekalayan DestinAsians Pvt. Ltd., (Registered Company, Number of Thasikhel-5, Lalitpur, Bagmati Province, Nepal). Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read these booking conditions and agree to them. These booking conditions apply to most of the holidays offered on our website, and most tailor-made itineraries. 

All references in theses booking conditions to “you” and “yours” mean all persons named on the booking (including anyone who is added or substituted at a later date), or any of them, as the context requires. “We”, “us” and “our” means Trekalayan DestinAsians Pvt. Ltd. References to “trip”, “booking”, “contract” or “arrangements” mean such trip arrangements unless otherwise stated. References to “departure” mean the start date of these arrangements. Trekalayan DestinAsians Pvt. Ltd. offers a number of holidays and the trading names we use are “Trekalayan” and “Trekalayan DestinAsians”.  

1. Booking Procedure and Payment 

1.1 To book one of our trip you will have to submit a completed booking form, which you can download here, and your booking deposit. All bookings are subject to these booking terms and conditions and by asking us to confirm your booking, and by paying a deposit, the person who makes the booking is taken to have accepted these booking conditions on behalf of all persons named on the booking. 

1.2 The first named person on the booking is accepted as the “party leader” and, must be at least 18 years of age and is responsible for the booking and payments due to us on behalf of all persons named on the booking. This individual must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking, and by their parent or guardian for all party members who are under the age of 18 when the booking is made. By making booking request, the party leader confirms that s/he is so authorised. 

1.3 On receive of your booking form and your booking deposit, we will, subject to availability of the requested arrangements, confirm your holiday by issuing a confirmation invoice and a dossier for your holiday. These will be sent to the party leader. Please check your booking confirmation and all paperwork carefully as soon as you receive them and contact us immediately if any information appears to be incorrect or incomplete. We regret we cannot accept liability if we are not notified of any inaccuracies in any document within ten days of our sending it out. We will do our best to rectify any errors notified to us after this, but you must meet any costs involved in doing so. 

1.4 A minimum deposit of US$200.00 per person must accompany the booking. Payments can be paid by Credit Card payment or by bank transfer which must be made from the traveller’s account. Credit card payment attracts additional 3.5% fee which will be invoice to you. Bank/Wire transfer fees are to be borne by you. The full balances must be received by us not later than 60 Days prior to departure. This date will be shown on the confirmation invoice. Bookings made within 75 Days require immediate full payment.  

1.5 Our Flexible Policy allows you to hold a place in our departure without a deposit while you make up your mind, until before 90 Days before departure. In exceptional cases we may require an interim payment in order to secure flights, hotels or teahouses, which can be prior to 90 days before departure. Should this be necessary, we will reserve the right to inform you as soon as possible in writing and ask you to release the relevant balance to secure your booking before the due deadline mentioned by the airlines, hotels or other suppliers. Any such early payment will be non-refundable except as set out in section 7.   

1.6 If we do not receive all payments due in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all deposits paid or due at that date. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges detailed in section 9 based on the date we treat your booking as cancelled by you.    


2. Price Quote 

2.1 The price quoted for any trip covers the cost of planning, the organisation and carrying out of the trip, including group equipment, supplies, accommodation, administration and staff, except for the following, for which you must be responsible: vaccination fees, travel insurance, cost of travel to and from the start/return point of your trip including your international flights, cost of passports and visas, personal equipment and personal expenses while on the trip and any other expenses specifically excluded on the trip description and/or invoice.    

2.2 We reserve the right to make changes and correct errors in quoted prices at any time before your booking is confirmed. Once your booking has been confirmed, we will only increase or decrease the price in the event of changes, extensions and upgrades you make to your trip arrangements.  

3. Travel Insurance 

3.1 It is the responsibility of the trip members to have their travel insured and adequately covered. It is advisable to take out your travel insurance at the time of booking your trip as the cover will commence for pre-departure cancellation from the policy issue date. We strongly recommend that you and all members of your party are adequately insured, providing financial protection against unforeseen circumstances. Please ensure that you have read the policy conditions and exclusions, and bring them with you on your trips.     

3.2 It is essential that you have adequate and appropriate cover for your trip including any adventurous or sports activities such as trekking at altitude, rafting, bungee jumping, jungle walks, paragliding, mountain biking and cycling, peak ascending, etc, that are on your trip arrangements.  

3.3 It is important to have adequate insurance which will cover medical expenses, including evacuation, repatriation, hospitalisation and additional costs, in the event of accident, illness or unforeseen circumstances. 

3.4 In addition, we strongly recommend that you have cover for personal belongings, delay at your outward or homeward point of departure, personal liability, theft or loss, overseas legal expenses and cancellation. 

3.5 Once you have a travel insurance, please inform Trekalayan DestinAsians of your insurance company, your policy number and the 24hour emergency service telephone number of your insurance provider. Having this information enables us to support you should an emergency situation arise.     

4. Health, Medical Conditions and Mobility Restrictions.


4.1 It is essential that you visit your GP or travel clinic well in advance of travel, and especially if you are pregnant or have an underlying medical condition, to make sure that you have taken all necessary health precautions.  

4.2 Our holidays may not be suitable for people with certain disabilities and medical conditions, and should you suffer from any such conditions and disabilities which may affect your holiday or have any special requirement as a result, please do inform us before the confirmation of your booking so that we can assist you in considering suitable arrangements. We will be delighted to discuss the feasibility of creating a tailor-made itinerary for you that takes into consideration your level of mobility. You must also promptly advise us if any medical condition, disability or reduced mobility which may affect your holiday, develops after your booking has been confirmed. In any event, you must give us full details in writing of your medical conditions and disabilities that can affect your holidays. 

4.3 Your itineracy may include sections where the altitude exceeds 3,000 meter / 9,800 feet. If you suffer from circulation, heart or respiratory problems we advise that you consult with your doctor before confirming your booking.   

4.4 On our trips, the trek guides or local leaders are, unfortunately, unable to offer additional assistance to passengers with limited mobility and all such assistance will need to be provided by whoever the passenger is travelling with. We may request that you provide a letter from your doctor confirming your fitness to travel.  

4.5 If you are 70 years of age and over at the time of booking, we will require a letter from your doctor stating that they have seen the detailed itinerary of your holiday and confirming that you are in suitable health to undertake it as planned. 

5. Special requests and dietary requirements.

5.1 Please advise us of ant special requests prior to making your booking. Where possible, we will endeavour to meet or arrange for our self, our partners and suppliers to meet any such request. Confirmation that a special request has been noted or passed on to the supplier or partner, or the inclusion of the special request on your invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. 

5.2 Special diets should be noted on the booking form; however, it is not always possible to expect special diets to be catered for in some of the destinations we feature. We will advise the hotels, trek lodges and teahouses of your request but we cannot guarantee their availability.  

5.3 Failure to meet any special request will not be a breach of contract on our part.  

6. Travelling with Children (below the age of 18 years).


6.1 If travelling with a child and only one parent is present, please be aware that you must have the permission of everyone with parental responsibility before the child can be booked a place in our trip. A single parent will, too, need the permission of anyone else with parental responsibility before booking your trip. A letter from the person with parental responsibility for the child is enough to show you’ve got permission to travel with the child named in the trip party. The letter should include the other person’s contact details and details about the trip. 

6.2 If you are travelling with a child who has a surname different to your own, you are advised to travel with evidence of your relationship (eg a birth certificate, legal custodianship, marriage/divorce certificate, where applicable). In scenarios, you are a grandparent, or relative or friend of the parents, you should be able to provide evidence that you have permission from the child’s parent to travel with the child.  

7. Changes, Extensions and Upgrades you request.


7.1 Should you wish to make changes to your confirmed holiday, you must notify us in writing as soon as possible. Our Changes, Extensions and Upgrades policy allows you to make changes to your trip until 30 Days prior to departure. However, whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such request. 

7.2 Where a change can be made, we will charge for any additional costs incurred including any costs imposed or incurred by us or any of our suppliers and partners, and including cancellation charges that may be incurred for sectors or services cancelled.  

7.3 As certain arrangements (such as flights) cannot be changed after a reservation has been made, name changes, other alterations and cancellation affecting these services are likely to incur a 100% cancellation charge and the applicable cost of rebooking the service. The rebooking will always be subject to flight availability and to the payment of the full cost of the new ticket. 

7.4 If you wish to transfer from one holiday to another you will be required to pay any difference in cost. We are happy to accept transfer up to 60 days before departure of your original holiday, provided the new holiday also has a departure date 60 Days from the receipt of the written request. Additionally, you will be required to pay any costs incurred from our airlines and suppliers, and by us, relating to your original date of departure.   

7.5 You may transfer your booking or your place on the booking to someone else (introduced by you) without payments of your cancellation charges providing we have sufficient time to change flight bookings, permits, hotel bookings and other logistics without cost to ourselves. The person(s) whom you wish to make the transfer must also satisfy all conditions which form part of your contract with us. Requests for transfer must be accompanied by the name and other applicable details of the replacement person(s). Where a transfer to a person of your choice can be made, all costs and charges incurred or imposed by us or by any of our suppliers must be paid before the transfer can be affected. 

7.6 Extensions to your trips and upgrades to your hotel bookings must be requested 30 days or before prior to the date of departure in writing, so as to allow us time to make arrangements and confirm the availability of such requests. Where the request can be made, we will charge for any additional costs incurred including any costs imposed or incurred by us or any of our suppliers and partners, and including cancellation charges that may be incurred for sectors or services cancelled. 

7.7 In the event, you wish to alter the itinerary once the trip has commenced, we will do our best to implement any changes to your arrangements, where possible. You will be liable for any cancellation charges that maybe applied in respect of the services originally booked, and for the costs involved in booking the revised arrangements as well as for the costs involved in booking the revised arrangements themselves. It is unlikely that a refund will be paid to clients who do not complete a trip/holiday.   

7.8 In the event, you are unable to continue your trek and wish to stay back and wait while the group advances on and return, you are to cover the costs of your accommodations and all additional costs incurred while you are in Nepal.  We will cover only the return airport transfer at the end of your trip.   

7.9 Unless, we say otherwise, your changes, extensions and upgrades are not to be taken as confirmed. 

8. Changes and Cancellations by us. 

8.1 In booking with us you accept that by its very nature adventure travel carries its own inherent risks and difficulties. Very often our holiday take place in remote and/or underdeveloped locations. Whilst this adds to the uniqueness of our holidays it also means that it is not always possible to anticipate every eventuality that may disrupt travel plans and/or offer alternative arrangements should things not go according to plan. Alternative arrangements may simply not be available. Whilst we always endeavour to avoid making changes and cancellations, both before and after bookings have been confirmed, we must reserve the right to do so. 

8.2 Most changes are minor. Occasionally we may have to make a significant change before the start of your departure, e.g., a change of internal flights, or a change in the itinerary which results in one or more destinations being substantially or completely missed out. Should a significant change arise prior to the start of the holiday arrangements you have booked with us, we will inform you of the alternative arrangements, any associated costs or refunds that might apply and the options that are open to you. 

8.2 Very rarely, we may be forced by “force majeure” to change or terminate your trip after departure but before the scheduled end of your time away. If this situation does occur, we regret we will be unable to make any refunds, pay you any compensation or meet any costs or expenses you incur as a result. 

8.3 In these booking conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, significant risks to human health such as the outbreak of serious disease, adverse weather conditions, fire and all similar events outside our control. We regret we cannot accept any liability or pay any compensation where the performing or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”. 

9. Cancellation


9.1 You may cancel your confirmed booking at any time prior to departure. Should you wish to cancel your holiday this must be advised in writing by the party leader and will be effective from the date of receipt by us. In the event of cancellation, you will have to pay the cancellation charges detailed below based on your original departure date.  

9.2 As we incur costs from the time we confirm your booking, the following scale of charges will apply to cancelled bookings:  

more than 60 days before departure - loss of deposit only 

60 days to 46 days before departure - 30% of total holiday cost 

45 days to 31 days before departure - 60% of total holiday cost 

30 days or less before departure - 100% of total holiday cost 

9.3 Provided the reason for cancellation falls within the terms of policy, cancellation charges less any policy excess are usually covered by your holiday insurance. Any claim must be made directly with the insurance company concerned.  

10. Internal flight delay policy 

10.1 All our trips are designed to allow great acclimatisation to ensure the very best chance of success and include a day back in Kathmandu as a contingency in case the internal flight to and from each itinerary are delayed. 

10.2 In the event of delay at the beginning of the trip, we will arrange transport back to your hotel and cover the hotel cost and cost of the transfer, on day one of the trek. Should you be able to fly on day 2, your trek will proceed as normal and will use the extra acclimatisation day to cover for day one and cope with the eventuality. 

10.3 If it becomes clear that you will not be able to fly on day 2, our Guide will discuss the possibility of chartering a helicopter. If the group cannot reach an agreement on chartering a helicopter, we will again arrange transfer back to a hotel. The costs of the transfer, the cost of the second night and any further nights is payable by you and should be covered under the terms of your travel insurance. At this stage, we will offer the group an alternative trek that can be completed safely in time. This is normally to the Annapurna region where flights/ transports are more reliable. If you decline this alternative, then effectively our service ends apart from the return airport transfer at the end of your trip. You are responsible for all additional costs incurred while you are in Nepal. 

10.4 Should there be a significant delay at the end of your trek, we will do our best to get you on the first fixed-wing flights. Should helicopters be able to fly, we will discuss with the group the possibility of a charter. If you have to stay for an additional night in the trek region, we will cover the cost of your lodge for one night. 

10.5 We will use all of the cost paid for the flight to cover part of the helicopter cost. The net extra cost payable by each passenger must be covered by you and recovered from your insurer. Our guide will ascertain the best price, depending on availability and demand, and let you know as soon as practicable.  

10.6 In the event of a delay that affects your onward international flight, you will be responsible for re-booking and for any associated costs. Again, these costs should be recovered from your insurer.  

11. Limitation of Liability 

11.1 In booking with us you accept that the nature of holiday may involve a significant amount of risk to your health and safety. The trip member herby assumes all such risk and does hereby release Trekalayan DestinAsians, its ground suppliers, agents and guides from all claims and causes of action arising from any damages or injuries or death resulting from these risks inherent in travel, visiting foreign destinations, and participating in adventurous activities such as those included in our tour itineraries.   

11.2 In many cases, suppliers of tour services are independent contractors which include independent ground operators, transport companies, airlines, hotels and accommodations, and other suppliers. Because we do not own, operate, manage, control, or supervise these entities, we cannot be held liable for any acts or omissions on their part.  

11.3 Without limitation, Trekalayan DestinAsians is not responsible for acts of God, accident, equipment failures, vehicle accidents, illness, detention, assaults, theft or criminal activity, annoyance, delays, quarantine, strikes, civil disturbances, terrorism, government restrictions or regulations, and discrepancies or changes in transit or hotel services over which it has no control.  

11.4 We cannot accept any responsibility for any services which do not form part of our contract. This includes, for example, any additional services which any supplier agrees to provide or arrange for you where we have not agreed to provide or arrange theses services as part of our contract. Such additional services will include any activities which do not form part of your contracted trip arrangements which a supplier agrees to provide for you during the trip participation.  

12. Trip Leaders  

12.1 Signing the booking form, or to accept our booking conditions, signifies your acceptance of the trip leader’s authority to make decisions affecting the group or individuals. For instance, he/she may require to make alterations to, or even halt, the trip arrangements if the conditions to continue forward becomes detrimental to the safety, enjoyment and wellbeing of the group.  

12.2 The trip member may require trip member to leave the group if he/she believes that a person’s health is at risk, if an illegal act is committed, or their behaviour becomes detrimental to the safety, enjoyment and wellbeing of the group. Should the trip leader take such action, that person would not be entitled to any refund and our liability and booking contract would cease with immediate effect. 

13. Trip member responsibilities 

13.1 When you book with us you accept responsibility to select a trip an appropriate to your abilities and interests, and that you have read the trip itinerary and all arrangements mentioned. You are held responsible for being in sufficient good health to undertake the trip, and bringing the appropriate clothing and equipment as advised in our pre-departure information dossier. 

13.2 You undertake to behave with propriety and in such a manner as not to cause or be likely to cause material distress, danger or upset to other clients and/or any third party or damage to property. If we, our employees, agents or suppliers consider you do not behave accordingly, we reserve the right to terminate your contract and neither we nor the providers of any of the services in question will have any further contractual obligations to you either in respect of covering any expenses, paying any compensation or refunds, or arranging for your return home.     

13.3 When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss must be paid direct at the time to the accommodation owner or manager or other supplier. If you fail to do so, you will be responsible for meetings any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of our action.  

13.4 You must ensure that all your travel documents, passports, visas, vaccination certificates and currency are in order and valid for travel. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept liability if you are refused entry onto any transport or into any country due to failure on your part to obtain and carry all applicable requirements. The name on your booking form and on all your travel documents must be exactly the name that appears on your passport.  

13.5 If failure to be in possession of any necessary travel or other documents or to otherwise comply with applicable requirements results in fines, surcharges, other financial penalty, expenses or costs being incurred by us, you will be responsible for reimbursing us accordingly. 

13.6 If you are unable to travel as a result of failure or inability to comply with any health related or other requirements, cancellation charges will apply as referred to in section 9. 

14 Data Protection 

14.1 You consent to us processing your personal information and the personal information of other members of your party, which includes us sharing this personal information with third parties (including airlines, hotels and local accommodations, or service providers) where necessary in order to arrange and provide your holiday. All personal information is processed in accordance with our Data Privacy Policy (link here) 

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