Acceptance of the Terms and Conditions Agreement
We kindly ask that you take a moment to read these Booking Terms and Conditions carefully, as they contain vital Information important to your Travel experience. The document constitutes a legally binding Agreement between you (the client) and Iconic Himalaya Adventure (P) Limited.
Before you proceed with your booking, please familiarize yourself with these Terms and Conditions, as well as the cancellation policy and certain limitations of liability, which will be more effective from the date you confirm your trip with Iconic Himalaya Adventure. Thank you!!
Booking and Payment
You can easily make a booking through our website’s online process or request a manual booking which we will provide to you via email.
All our trip prices are quoted in USD. If you prefer to pay in your local currency, we will apply the exchange rate set by Nepal’s National Central Bank on the day that you make a transaction to convert your payment to USD.
(Online Bank Details)
Note: Please note that any bank service charges associated with submitting a deposit are the client’s responsibility.
Payment by card
Credit cards/ visa and master cards additionally, for credit card payments, a processing fee of 4% will be applied.
To secure your Reservation (Nepal)
A reservation is made when you complete the booking form, and submit the required documents and a 25% advance deposit of the total amount of your trip should be provided to us while reserving the trip. All above conditions are required to confirm your reservation.
Deposit Amount (Nepal)
Please note that this 25% deposit of the total amount is non-refundable once you have made the advance payment for the trip. The deposit will be considered as a cancellation fee if you cancel your trip on any day after the reservation of the trip with us.
Final Payment Methods (Nepal)
The balance of the trip amount must be paid during the pre-trip meeting upon your arrival in Kathmandu. A day before departure to your trek/tours.
Trips Reservation for (Bhutan & Tibet)
We would like to inform you of our payment terms for the trips to Tibet and Bhutan.
To secure your reservation, a deposit of 50% of the total trip cost is required. You may either complete the online booking process or request a manual booking form which we will be happy to provide via email.
Final Payment Methods (Bhutan & Tibet)
Please be advised that the remaining balance must be settled in USD via credit card or bank transfer no later than 30 days before the scheduled departure date.
We kindly remind you that the 50% deposit is non-refundable.
Cancellations by the traveler and Refunds (Nepal)
A written Cancellation notice is required at least 25 days before the trip’s departure. The cancellation period begins from the date the company receives the written notice.
Cancellations will be considered valid only with the company’s approval after reviewing the documentation provided. Once approved, the trip will be deemed canceled.
In the event that you have paid more than the advance trip deposit, we will deduct the cancellation fee of 25% from that amount and the remaining balance will be refunded to you using the original payment method.
No refunds will be issued for cancellation notices submitted less than 25 days before the trip’s departure.
Once the journey commences, the company will not be held responsible for any kind of unlawful actions, improper behavior, quarrels or disputes involving the company, hotel staff, or residents. Additionally, no refunds will be issued for any meals, accommodations and services that are not utilized.
Cancellation Tour by Company
The company Iconic Himalaya Adventure (P) Limited reserves the right to cancel any trip you booked unless guaranteed to depart, before departure due to circumstances beyond its control. This may include natural disasters, flight cancellations, strikes, wars, riots, illness, industrial actions, government intervention, adverse weather conditions or other unforeseen events. In such cases, the company will refund only the trip price.
If a guaranteed trip/tour is canceled by the company, you will receive a full refund or you may choose an alternative trip of equal value.
The company shall not be held liable for any incidental expenses or consequential losses incurred by the client as a result of the booking. This includes, but is not limited to, expenses related to visas, vaccinations, non-refundable flights or train tickets, non-refundable parking fees, loss of earnings, or loss of enjoyment, among others.
Change/Postpone (Nepal)
In the event that your trip must be canceled or altered due to unforeseen circumstances, such as natural disasters or flight delays, we will facilitate an alternative trip of equivalent value to the one originally booked, you also have the option to reschedule your trip. You must provide proof of the circumstances that prevent travel at the time of the booking change.
If you need to make changes to your original tour/trek, the individual who booked the trek/tour must submit a written request detailing the required changes. While we will make every effort to accommodate requests, we cannot guarantee that changes will be feasible.
When rescheduling, whether for a trip of the same value or a higher value, you will be required to cover the costs of the services utilized from your initial booking. Furthermore, if the price of the rescheduled trip exceeds the original fare, you will need to pay the difference between the new and old prices.
Please note that the majority of our trip packages are based on double occupancy. Should you not have another participant to share accommodation with like guest houses, ground operators or airlines, the price will increase. Changes to your booking must be made at least two weeks before the departure date. No options will be available within two weeks of the trip.
Change/postpone (Bhutan & Tibet)
Should you need to modify your travel plans for Bhutan and Tibet, we kindly request that you provide us with a written email notice including the reasons for the change, at least 30 days before your scheduled trip departure date. If you wish to reschedule your trip to an earlier date, please communicate this in writing at least 30 days before your new departure date.
Please be advised that a fee of USD 500 per person will be applied for postponing, prepending, rescheduling or transferring your trip to another individual. It is the responsibility of the client to secure another participant if they choose to transfer their trip.
Cancellations & Refund (Bhutan/Tibet)
To initiate the cancellation of your trip, please submit a valid written notice via email at least 30 days before the scheduled departure date. Approval for the cancellation will be granted upon receipt of this notice.
If you cancel your trip 30 days or more in advance of the departure date, we will retain 50% of the total trip price and the remaining amount will be refunded to you. Please be aware that if you have only provided the 50% deposit at that time, this deposit is fully non-refundable.
Conversely, if you are unable to participate in the tour with less than 30 days’ notice before the departure date, a 100% charge will be incurred, and no refund will be issued by the policy. If you wish to file an insurance claim due to the cancellation, we are available to assist you by providing necessary supporting documentation, such as a till receipt for the grant paid.
Travel Insurance
Sufficient and valid travel insurance is mandatory for all travelers. Your Travel Insurance must cover accidents, injuries, illnesses and medical expenses related to death including coverage for pre-existing medical conditions. It should also include emergency repatriation (such as helicopter rescue or air ambulance, if applicable) and personal liability. The company strongly recommends for all travelers that your policy covers trip cancellation, curtailment and loss of luggage along with any other personal belongings.
Note: It is imperative to acknowledge that not all travel insurance policies are equivalent. Thus, it is essential to conduct a thorough review of the policy details and exclusions before making a purchase. In selecting a travel insurance policy, ensure that it encompasses coverage for medical expenses, emergency evacuation, trip cancellation, and other applicable risks.
Domestic Flight Delayed/Cancellation
Flight delays and cancellations may frequently occur, particularly during adverse weather conditions in remote areas such as the Everest region, Annapurna region, Simikot, Humla, Jumla and Dolpo regions. Consequently, it is prudent to carry additional funds to cover expenses for food and accommodations in the event of delays. Iconic Himalaya Adventure shall not be held responsible for any additional expenses incurred. Accordingly, we recommend that you plan your travel arrangements with this in mind.
Health & Fitness
Dear travelers considering treks or tours with Iconic Himalaya Adventure, we want to ensure you have the best possible experience! It’s important to be in good physical condition and ready for the challenges that come with the trip. We strongly recommend scheduling a medical check-up with your doctor to confirm that you’re fit for high-altitude trekking and touring. Being in excellent physical and mental health is key to enjoying a smooth adventure. Embrace this journey with confidence. You've got this.
Please note, that if you fail to disclose any health issues, it may lead to travel denials or cancellations which will incur a 100% cancellation fee. Some trips may not be suitable for individuals with age-related issues, mobility challenges, pregnancy or other physical and mental conditions. Therefore, it is your responsibility to assess your suitability for the adventure before booking.
Additionally, the Company is not obligated to provide special facilities unless explicitly agreed upon in writing beforehand. While we strive to accommodate special requests, such as dietary needs, these do not form part of our Contract and we cannot be held liable for any unmet requests.
Note: Please note that medical facilities can differ significantly from one country to another and the company does not make any guarantees or representations regarding the quality of medical treatment available.
Pricing Due to Unforeseen Events
All tours to Nepal, Tibet and Bhutan are carried out by the stringent regulations set forth by the respective country's Tourism Boards. Therefore, we wish to clarify that Iconic Himalaya Adventure and its affiliated organizations will not assume any liability for changes to the itinerary resulting from unforeseen circumstances. These circumstances may include, but are not limited to, government restrictions, landslides, road blockages, floods, earthquakes, snowfall, political unrest, flight cancellations, delays, illness or accidents. Any additional expenses incurred as a result will be the responsibility of the clients. As such, obtaining travel insurance is highly recommended.
Liabilities and Risk
At Iconic Himalaya Adventure, we are dedicated to delivering exceptional services that ensure smooth, pleasant and unforgettable journeys for our clients. We uphold our responsibilities with integrity and sincerity, aiming to provide a seamless and enjoyable experience.
Participation in our trips inherently involves risks, including, but not limited to, personal injury, illness, death, damage or loss of property. Such risks may stem from various factors, including travel, physical exertion, high-altitude conditions, natural elements, and transportation failures. While the company implements all reasonable precautions to safeguard your safety and well-being during the trip, we cannot eliminate these risks.
By choosing to book a trip with us, you acknowledge and accept these inherent risks and agree that Iconic Himalaya Adventure, along with its employees, guides and agents, shall not be liable for any injury, death or loss of personal property that may occur during the trip.
Additionally, it is important to note that our operations are conducted in full compliance with the relevant tourism policies and regulations established by the Nepal Tourism Board & our organization.
Visa and passport
Travelers with Iconic Himalaya Adventure are required to possess a valid passport and must obtain the appropriate visas before departure. Please verify that your passport is valid for at least six months beyond the conclusion of your trip. A visa for Nepal can be obtained upon arrival at the airport.
For travel to Tibet and Bhutan, our company will facilitate the necessary arrangements upon request. However, travelers visiting India are responsible for obtaining their visa from their country of residence.
You must ensure possession of the correct visas for all countries you intend to visit. The company cannot be held liable for any instances of denied entry due to insufficient visa documentation.
Last Minute Reservation
We do accommodate last-minute bookings for trips to Nepal, allowing reservations to be made up to five days before the scheduled departure date. In such cases, full payment is required at the time of the booking and this amount will be non-refundable.
For trips to Bhutan and Tibet, we can accommodate last-minute bookings up to 30 days before the tour's departure, subject to availability. In these instances, full payment is required at the time of booking and please note that this payment is non-refundable.
Incomplete Trip
Please be advised that no discounts or refunds will be issued for missed or unused services. This policy applies in instances of either voluntary and involuntary termination or departure from a tour, including but not limited to circumstances such as illness, the death of a family member, late arrival for the tour or premature departure, whether voluntary or involuntary.
Travelers Behavior Policy
Iconic Himalaya Adventure may terminate your trip participation if your behavior is deemed unacceptable, including causing distress to others, damaging property or illegal activities. In this case, you must leave the trip immediately with no refunds or compensation for unused services. You will also be liable for any costs or damages due to your actions. The decision made by Iconic Himalaya Adventure in these matters is final and binding.
Under Age Children
A legal guardian is required to accompany all travelers under the age of sixteen. For any questions regarding age-related requirements and suitability, please feel free to reach out to us for further information.
Complaints and issues
If you have any concerns or complaints regarding your trip, we kindly request that you inform our office staff at your earliest convenience. We are committed to promptly addressing and resolving any issues, as your satisfaction is our highest priority.
Personal Data Policy
Iconic Himalaya Adventure prioritizes your privacy and is dedicated to protecting the confidentiality of your personal information. We assure you that any private or personal details shared during the booking process will not be shared or used for any other purposes.
Governing Law
These Terms and Conditions are governed by the laws of Nepal and the Tourism Board. Any disputes that arise from these terms and conditions will be resolved under Nepalese law by the court located in Kathmandu.
Amendments of Terms and Conditions
Iconic Himalaya Adventure reserves the right to update and change these terms and conditions at any time. It is the client's responsibility to stay informed about any updates. The most recent version of the terms and conditions will always be available at www.iconichimalaya.com and participants will be notified of any changes before their trip.
Caution
Our terms and conditions apply exclusively when you make your reservation directly with us. If you choose to book through an agent or third party, you will be bound by their terms and conditions.
Contact Information
For any questions regarding these Terms and Conditions, please contact us at:
Iconic Himalaya Adventure Pvt. Ltd.
Address: Baudha-6, Kathmandu, Nepal
Phone: 9851130654, 9843106544
Email: info@iconichimalaya.com
Website: www.iconichimalaya.com
Note: We cannot be held responsible for any losses incurred as a result of updates or modifications made to our website.