Terms & Conditions

Please take the time to read and understand the booking conditions set out below before booking a trip with us. We strongly recommend that you also read the Essential Trip Information for your trip prior to booking, to ensure you understand the itinerary, style, and physical demands of the trip you are undertaking with Gateway Adventure Treks and Expedition (GATEs). You must not make any booking unless you understand and agree with the following terms and conditions. Reference to “us”, “we”, “the company”, and/or “our” in these booking terms and conditions shall mean Gateway Adventure Treks and Expedition (GATEs) - a local adventure travel company based in Kathmandu, Nepal, and duly registered with the Government of Nepal, Ministry of Culture, Tourism & Civil Aviation

• License No: 3208/080
• PAN and VAT No: 619876432

These Terms and Conditions apply to any tours booked with Gateway Adventure Treks and Expedition Pvt. Ltd and will govern the contractual relationship between Gateway Adventure Treks and Expedition Pvt. Ltd and yourself. Please read these Terms and Conditions carefully as by booking any tour(s) with Gateway Adventure Treks and Expedition Pvt. Ltd, you acknowledge that you have read and understood these Terms and Conditions, and you accept and agree to be bound by these Terms and Conditions. If you have confirmed a booking on any tour(s) with more than one client named and booked on such booking, you shall be deemed to have accepted these Terms and Conditions on behalf of all clients named in the booking (including minors and those with a disability) and therefore all clients in that group booking indicate their acceptance and agreement to these Terms and Conditions. The client who confirmed the booking is considered to be the selected contact person for all other clients named in that booking. We will rely on the authority of the person making the booking to act on behalf of any other traveller on the booking, and that person will bind all such travellers to these Terms and Conditions.

Our Contract:

By booking a trip with us, you are deemed to have agreed to these Booking Conditions (which constitute the entire agreement between you and us), and your booking will be accepted by us on this basis. The services to be provided are those specified in each trip booking, with the trip cost clearly stated and the services included or excluded.

Acceptance of Booking:

If we accept your booking, we will confirm it using the same communication methods (email, by and large, unless otherwise communicated by other means).

A ‘trip’ refers to any product, itinerary, or activities that you buy with us, including Trekking, Tours, Expeditions, and/or other adventure and tour programs.

A booking is confirmed, and these Terms and Conditions shall apply when Gateway Adventure Treks and Expedition Pvt. Ltd. has received the applicable deposit from the client, and the client has received written confirmation from Gateway Adventure Treks and Expedition Pvt. Ltd. of such booking. The clients confirming the trip booking must be 18 years of age or above and agree to provide full, complete, and accurate information as requested by Gateway Adventure Treks and Expedition to confirm the booking. Any client confirming a booking on any tours with more than one client named and booked on such booking represents and warrants to Gateway Adventure Treks and Expedition Pvt. Ltd that:

1. They have all the requisite consents and authority to make such a booking on behalf of all other clients named on the booking and have communicated all necessary information to the other clients in order for them to give free and fully informed authorization to do so
2. The information that they have provided us regarding all clients is complete and accurate, and they have obtained all necessary consents and permissions to share such information with Gateway Adventure Treks and Expedition Pvt. Ltd for the purpose of completing the booking.

Trip Deposit Requirement

1. Nepal Trips:
   For Nepal trips, you will be required to make a nonrefundable deposit of 15% of the total trip cost per person at the time of booking. You can pay the remaining amount upon your arrival in Kathmandu and before the trip departure. Please note that some of our tailor-made trip(s) may require a higher deposit or full payment at the time of booking. The company will advise you of the tailor-made trip deposit amount at the time of booking.
2. Tibet / Bhutan and India trips.
   For Tibet, Bhutan, and India, a nonrefundable deposit of 25% of the total trip cost per person will be required at the time of booking, along with any applicable airfares (if the trip you have chosen includes any domestic or international flights).
3. Payment Methods:
   The booking deposit can be made by bank transfer, by Credit Card (Visa or MasterCard), by International Telex Transfer, or through the Gateway Adventure Treks and Expedition website's online payment system. Please follow the instructions below when using each of the above methods when making the payment:

Payment by Credit Card (Master Card or Visa Only):

Please complete the necessary details in the form, including your credit card details and signature (same as on your passport & Credit Card). Please click here to download the form (PDF version) and email it to gatewayadventuretreks@gmail.com. Your credit card will be charged by Himalayan Bank (Credit Card Division) on behalf of Gateway Adventure Treks and Expedition Pvt. Ltd.

Please never send the form, credit card, or any other personal details directly to Himalayan Bank. Please also send us a copy of your passport or another form of ID along with the completed form.

Note: A 4% surcharge will apply when you pay by credit card.

Payment via Wire / Bank Transfer:

Our bank details for wire transfer:

Please note that we are not liable for any delay or loss of funds during the transfer process. In the event that, due to the use of a mediator bank or for any other reason, the money received by us is less than the amount sent, you are requested, upon arrival, to pay the difference so that the total amount equals the actual product cost offered.

Once you have initiated the payment transfer, you can email us the bank reference number or remittance slip to help us track the payment and acknowledge receipt of payment into our Nepal bank account. Sometimes banks forward payments under a different name. For this reason, if you send us the reference number/remittance slips and the sender’s details, it will be easy for us to track the payment you sent and the amount received into our account.

Final Payment Requirements:

1. Nepal Trips:
   Final payment on trekking, tours, climbing, expedition, or any kind of trips in Nepal can be made upon your arrival in Nepal. Final payment can be made by bank transfer, cash, or credit card (Visa or Mastercard). Please note that there will be a 4% surcharge for card payments (this applies to all payments, deposits, final balances, trip extensions, and miscellaneous purchases).
2. Tibet / Bhutan and India trips:
   Final payment for any trips to Tibet, Bhutan, and India should be made 21 days prior to the trip start date.

Your Details:

To confirm your travel arrangements, you must provide all requested details as and when requested by us. Necessary details vary by trip: they include, but are not limited to, your full name as per your passport, date of birth, nationality, passport number, passport issue date, passport expiry date, and any pre-existing medical conditions that may affect your ability to complete your travel arrangements.

Cancellation Policy

Cancellation by the client:

Any cancellation by a client must be made in writing and acknowledged by the company. The date on which a cancellation request is received by us will determine the cancellation charge applicable, which is as follows:

The cancellation charges are expressed herein as a percentage of the total tour price per person, not of the deposit amount the client paid when booking the trip.

Cancellation of a tour by the Company:

We strongly encourage clients to purchase trip cancellation insurance. This low-cost insurance protects all deposits and payments should they have to cancel their trip due to personal or family illness/circumstance, etc. Baggage and accident insurance is also available.

Gateway Adventure Treks and Expedition Pvt. Ltd reserves the right to cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political unrest/instability, or any other external events, it becomes impossible for us to run the already scheduled trips.

If a tour is cancelled by Gateway Adventure Treks and Expedition Pvt. Ltd. before the agreed date of departure for reasons not arising from Force Majeure or the fault or negligence of or within the reasonable control of the client, the client shall have the choice of:

• Accepting from Gateway Adventure Treks and Expedition Pvt. Ltd. a substitute tour product of equivalent or superior value, where such substitute is reasonably available; or
• Accepting from Gateway Adventure Treks and Expedition Pvt. Ltd. a substitute tour of lower value if no tour of equivalent or superior value is reasonably available, and to recover from Gateway Adventure Treks and Expedition Pvt. Ltd. the difference in price between the price of the tour originally purchased and that of the substitute tour; or
• Accepting from Gateway Adventure Treks and Expedition Pvt. Ltd. a full refund of all monies paid for the cancelled tour.

Gateway Adventure Treks and Expedition Pvt. Ltd. is not responsible for any incidental expenses or consequential losses that the client may have incurred as a result of the cancelled booking, such as visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.

Medical conditions and special requirements:

The Company (Gateway Adventure Treks and Expedition Pvt. Ltd) must be notified in writing at the time of booking of any medical conditions, physically challenged conditions, or any other mental and or physical condition which may affect fitness to travel, and or any medical condition. Failure to notify the Company may result in the client being refused travel. Failure to notify the Company of any such condition that results in cancellation will incur a 100% cancellation fee to the Client.

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 the Client's special requests, including dietary requests, but such requests do not form part of the Contract, and therefore the Company is not liable for failing to provide them.

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

Travel insurance:

Adequate and valid travel insurance is compulsory for all travellers. 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 that it cover trip cancellation, curtailment, and loss of luggage and personal effects. You must carry proof of insurance and produce it if reasonably requested by company employees or suppliers. The company reserves the right to cancel or suspend your participation on a trip or in certain activities that comprise part of a trip, at any time, including after the commencement of your trip, with

Flight delays and changes in the itinerary:

Please note that mountain weather conditions are always unpredictable. Bad weather in mountain regions can cause delays on domestic flights. In case of delayed domestic flights, Gateway Adventure Treks and Expedition Pvt. Ltd will meet the departing city accommodation (Guest House) and food (Lunch & Breakfast) costs prior to your trip. However, in the case of delayed return flights (International flights), the client is responsible for bearing all additional expenses, including food and accommodation costs. If the client wishes to make alternative arrangements, such as a Helicopter flight to avoid flight delays, all additional costs would be the client’s responsibility.

Moreover, Gateway Adventure Treks and Expedition Pvt. Ltd do not accept any responsibility for costs incurred as a result of missed international flights but would assist in making alternative arrangements wherever possible. Please also note that while in the field, we may have to make some changes to the itinerary due to unforeseen circumstances.

Trip amendment:

If the booking amendment request is received by Gateway Adventure Treks and Expedition Pvt. If you cancel 21 days or more prior to your original trip departure, the company will make the necessary amendment with a charge of US$200 per person. In case you wish to make amendments within 21 days of the trip departure, the cost of the amendment may be higher depending upon the company's arrangements with other parties such as hotels, Guest Houses, ground operators or airlines.

VISA & PASSPORT:

You must carry a valid passport and have obtained the appropriate visas when travelling with Gateway Adventure Treks and Expedition Pvt. Ltd. Please ensure your passport is valid for 6 months beyond the duration of the trip. A Nepal Visa is available on arrival. For Tibet & Bhutan, the company can make the necessary arrangements upon request. For India, the client will have to acquire the Visa from their own home country.

It is your responsibility to ensure you have the correct visas for the countries you are travelling to. Gateway Adventure Treks and Expedition Pvt. Ltd cannot accept responsibility if you are refused entry to a country or place because you lack the correct visa documentation.

Injuries and evacuation:

Gateway Adventure Treks and Expedition Pvt. Ltd would not be liable for any injury/health conditions/emotional or other conditions suffered by the client during the trip. Similarly, our package cost does not include any personal insurance. Hence, we advise clients to take adequate insurance packages that include medical emergencies and helicopter evacuation.

Services missed or unused:

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

Updating of terms and conditions

Gateway Adventure Treks and Expedition Pvt. Ltd reserves the right to update and amend these terms and conditions at any time. It is the Client's responsibility to stay up to date on any changes. The current version of terms and conditions will always be found on the website www.gatewaytreks.com and will be the terms referred to in any dispute.