By joining any trip with Base Camp Trip, you agree to comply with and be bound by the Terms & Conditions mentioned below. Please read them carefully before booking a tour, trek, climbing, or any trip with us in Nepal.
Payment Process
To book any trip with us, we need at least an advance 30% booking deposit, or you can also make full payment. We accept payment by credit/debit card (MasterCard, American Express, Union Pay, Visa, and JCP) or wire/bank transfer.
*Note that the advance deposit is non-refundable. Please read more about booking and cancellation policies below.
(1) Payment by Credit Card and Debit Card (American Express, MasterCard, Union Pay, Visa, and JCP):
Our website is integrated with a safe payment gateway that you can use to make online payments for the trip. Our payment gateway supports both debit and credit cards.
Please be aware that your bank may charge you for international payments. Talk to them about the charges. If the amount received by us is less than that, it is supposed to be kindly cleared before the trip starts.
(2) Payment via Wire/Bank Transfer:
Below, we have shared our bank details for wire transfer:
Pay to [Company Name]:
Company Street Address:
Company Contact info:
Current A/c No:
Paying Bank:
Banking Branch:
Account Type:
Bank Street Address:
SWIFT CODE:
Base Camp Trip will not be liable for any loss or delays caused during the wire transfer. Please ask about all incurred charges with your bank and make sure you are sending us the right amount. If the money we received is less, please clear the due amount before the trip starts.
After sending the wire, please email us a copy of the remittance slip with the reference number and sender's details. Failure to clear the full trip package cost may result in trip cancellation. Upon receiving your email, we will check with our bank and send you the trip confirmation mail.
(3) Final Payment/Acceptance of Booking/Client details:
If any amount remains unclear, participants can clear it upon arriving in Nepal. The due amount must be clear before the trip commences. We accept cards, cash, and bank transfers.
*Note - You may get charged 4% extra when the payment is made by card. Please talk to your bank about all the charges your card may face while making international transactions.
Booking Policy
To book a trip with us, you must fill out our standard booking form, which asks for general information about the participant, and make an advance booking deposit. We will confirm the trip after receiving your booking request.
Our team will contact you to double-confirm the participant's information and send the trip confirmation email. The booking deposit may vary depending on the trip you have selected.
If you have made a partial payment, the remaining balance must be cleared before the trip starts. Base Camp Trip reserves the right to cancel the trip if the remaining balance is not cleared before the trip starts.
Below is the term of payment:-
- A 30% advance booking deposit is required to confirm the trip. We do not guarantee the trip without an advance booking deposit, and therefore, the participant cannot hold us accountable.
- The remaining 70% of the due payment must be cleared before the trip starts. You can clear it upon arriving in Kathmandu.
- If the amount received by us is less because of a bank charge, kindly clear the due amount before the trip starts.
Documents for Booking
To book a trip with us in Nepal, you need the following documents: We use these documents to apply for permits and reserve hotels and lodges.
- Scanned copy of your Passport
- Passport size photo in jpeg format (proper for printing)
*Note:
Failure in payment will not force Base Camp Trip to provide the service as per the booking agreement between the Client and the Company.
We need full payment for trips booked on short notice (within 10-15 days from the departure date). Last-minute bookings are not refundable or rescheduled.
Amendments
If you need to make any changes to your trip, please write to us as early as possible. We will do our best to meet your new requirements, but depending on the time and your request, there is a chance that we may not fulfill your request.
In case we have to cancel a reservation or if a cancellation charge is incurred because of a new request, the participants have to pay the additional expenses.
*Note: We make reservations and book transportation in advance. So, if you change the trip at the last minute, there can be additional expenses.
Cancellation Policy
If you want to cancel your trip with us, you must send us an official email, and it must be approved by the Company. The date on which we receive your trip cancellation request will determine the applicable cancellation charge and reschedule terms.
- Booking deposit is non-refundable, but you can reschedule the trip if you make a cancellation request 45 days before your arrival date.
- The package cost is non-refundable if you willingly leave the trip in the middle or right after it starts.
If cancellation is done by the Company:
- If the Company has to cancel your trip due to unforeseen circumstances, such as a natural disaster, political instability, flight cancellation, illness, war, government intervention, adverse weather, or any emergency beyond our control, we will reschedule your trip or make a full refund.
- You can reschedule the same trip or choose another trip of the same value. If you decide to change your trip, there may be additional expenses as per the new itinerary. Please clear the remaining amount for the new trip before it starts.
- The Company will not be responsible for any additional expenses if the Client takes a trip that costs more than the last package.
- The Company is not responsible for any expenses beyond those included in our package cost. Participants must bear such expenses. For instance, the package does not cover personal expenses, tips, international flights, trekking gear and clothes, bar bills, and extra night stays. Therefore, we will not be liable for these expenses.
Base Camp Trip Standard Policy for Treks and Hikes in Nepal
- The Company is only responsible for services mentioned in the Cost Included section on our package pages.
- The Company will not bear expenses mentioned in the Cost Excluded section on our package pages.
- Advance booking payments are non-refundable.
- If the Client cancels the trip 45 days before their arrival date in Kathmandu, the trip can be rescheduled, but no refund will be issued.
- If the commercial Lukla flight gets canceled and the participant opts for a helicopter flight, the commercial Lukla flight tickets are non-refundable. It can only be rescheduled.
- Participants have to pay helicopter flight fees by themselves.
Base Camp Trip Standard Policy for Trekking Package with Helicopter Pick Up Request
- All the rules are mentioned in our standard policy for treks and hikes.
- Our trekking package includes a shared helicopter flight, so other passengers will be with you. It is not a private charter, so participants have to comply with a fixed pick-up and drop-off point.
- If there is a change in pick up point or date of pick up, the following regulations are applied:
- Helicopter flight fee is non-refundable
- If the shared helicopter flight is not available on your new pick-up date, you have the option to rent a private helicopter. The participant must bear additional expenses.
- If there are any additional expenses because of the participant's new requests while trekking, the Company will not be responsible for those expenses.
Emergency Expenses Not Covered by the Company
- Helicopter service
- Horse rent
- Extra porter
- Supplement oxygen can
- Extra night in Kathmandu or Pokhara (Single room USD 45 per night per person and shared room USD 25 per night per person)
- Extra day in the mountain(USD 75 to USD 85 per day- it includes accommodation, three meals a day, permit extension fee, and guide and porter expense)
- Additional airport pick up and drop off requests (beyond fixed itinerary) (By car USD 30 both ways and by jeep USD 40 both ways)
Other Expenses Not Covered in Our Package Costs
- Hot shower, WiFi, charging, mineral water bottle, boiled water, extra meals and snacks, and bar bills.
- Extra luggage fees charged by airlines, especially during Lukla flights (USD 2 to USD 3 per kg, may differ from one airline to another).
- Extra charge by Porter if your duffel bag weight limit exceeds the 9 kg mark.
Travel Insurance
- Travel insurance is a must when joining a trek or climbing expedition with us in Nepal. For challenging and restricted area treks, travel insurance covering emergency helicopter evacuation is mandatory.
- Please ensure your travel insurance covers medical bills and extraction from the Himalayas above 300- meters.
- We will help you receive quick rescue during an emergency, and travel insurance covering helicopter evacuation is necessary for that. Likewise, if you cover medical bills in your travel insurance, your insurance company will cover all medical expenses. If not, the participant is responsible for the treatment expenses.
Passport & Visa
Foreigners need a valid passport with at least six months validity from the day they enter Nepal. Likewise, they also need a Nepali tourist visa. Base Camp Trip is not responsible for obtaining these documents. Please visit the related government authorities in your country to get these documents issued.
Travelers from many countries can get an on-arrival tourist visa upon landing at the Tribhuvan International Airport in Kathmandu. Please check your country's eligibility and other tourist visa information on the official Nepal tourist visa site.
*Note: Please send us the participant's correct name, as all necessary reservations and permits will be obtained under that name.
Health & Fitness Requirements
All hikes and treks in Nepal have some sort of fitness. None of our adventure treks are easy or leisurely. They involve multi-day walking through remote mountain areas, spending nights in basic tea houses, and high altitude gain.
We believe that trekkers joining us for any adventure trek in Nepal understand this fact and are ready to push themselves. We highly recommend trekkers read the difficulty, best time, accommodation, meals, etc, information on the package page they are interested in before booking the trip.
It will help you make smart decisions. If you think you are not fit for your selected trek, choose the one that best suits you or keep a 4 to 5-month gap to prepare for the trek.
If you have any questions or confusion, please contact us anytime. We will be glad to clarify your concerns and help you organize the perfect trip to Nepal.
*Note: If you have any health conditions that may be triggered by high altitude, Hiamalyan climate, environment, or terrain, kindly inform us ahead of time. Also, consult with your doctor for the best options.
Emergency and Rescue
The Himalayas are a remote area with no roadway or proper health infrastructure. The terrain is rugged, and the high altitude increases the risk of altitude sickness. Likewise, due to climate change, you may get a cold or cough if you are very sensitive.
Our certified mountain guide will provide first aid if you get sick or hurt during trekking. Likewise, if any medical emergency or unforeseen circumstance arises beyond our control, we will provide immediate helicopter rescue.
*Note: In the event of rescue or emergency service requirements, the Base Camp Trip will not be responsible for incurred expenses.
Child Policy
Travelers under the age of 16 must be accompanied by their parents or an identified guide to trek or tour with us in Nepal. We have led many underage trekkers in the Himalayas, including toddlers and kids, so our team is experienced and can handle the trip well.
Please contact us for more information on underage trekking or traveling in Nepal.
Travel Responsibly
We do our best to ensure our trips are eco-friendly and sustainable. As a trekker, we request our guests not to throw trash on the trail or damage plants or local landmarks.
Likewise, respect locals and their culture. You are in Nepal as a guest, so be on your best behavior. Nepalese people are sentimental and can get offended by poor manners, so please be mindful.
As a smart trekker, do not go off of the main trail and wander alone. You may get lost and hurt. Always be aware of your surroundings.
Use of Images and Videos
Base Camp Trip reserves the right to use images and videos taken by their guests for public and promotional purposes online without compensation.
- We will pre-inform you if we use any of your images or videos.
- We shall give credit to the owner of pictures and videos.
- \We only use our guest's pictures and videos as a review for our future guests.
Complaints
If you have any complaints or feedback, kindly inform the team leader or the management. We take our guests' feedback seriously and actively make progress and changes to our services.
Privacy
All your information will be private and safe with us. We only use your information to get permits and make reservations for the trip.
Jurisdiction
The laws of Nepal govern these terms and conditions, and any disputes will be resolved in Nepal's courts.
We appreciate your understanding and cooperation in adhering to these terms and conditions. If you have any questions or concerns, please do not hesitate to contact us.
