Terms and Conditions

1. Introduction

These Terms and Conditions (“Agreement”) govern the relationship between Top Trail Nepal and you — the client — when you book any tour, trek, expedition, or travel service with us (“Trip”, “Package”, “Service”). By making a booking or down payment, you confirm that you have fully read, understood, and accepted these Terms and Conditions.

2. Booking, Deposit & Payment

To confirm a booking, we require a non-refundable deposit of 20% of the total trip cost (or another amount if specified) along with a copy of your passport and a completed Booking Form.
The remaining balance is due before the departure of the trip (for domestic Nepal trips, typically upon arrival in Kathmandu; for international trips or trips to regions like Tibet/Bhutan, full payment may be required in advance — check specific package terms).
All bank/service charges for wire transfers are borne by the client.
If paying by credit card (when available), a processing fee applies (e.g. a percentage of the payment).

3. Itinerary, Changes & Postponement

The itinerary provided at the time of booking is an intended plan, not a guaranteed schedule. Conditions such as weather, road/flight availability, natural disasters, political situations, or other unexpected events may require changes. We reserve the right to modify the itinerary accordingly.
If you cannot travel on the scheduled dates due to genuine reasons (e.g. personal emergency, visa issues, etc.), you may request to postpone your trip. This request must be submitted in writing. Any additional costs resulting from postponement (e.g. extra permit fees, re-booking fees) will be borne by the client, unless otherwise agreed.
For certain international/foreign-country trips (e.g. Bhutan, Tibet), the full payment may be required by a set date before departure; failure to do so may result in cancellation of your trip.

4. Cancellation Policy & Refunds

The initial deposit (20%) is non-refundable. If you cancel your trip at any point after booking, the deposit will be retained by us as a cancellation fee.
If you have paid more than the deposit amount before cancellation, we will deduct the 20% deposit and refund the remaining balance to you (subject to payment method constraints).
In case of cancellation caused by you (voluntary or due to unforeseen personal reasons), refunds (if any) will be made based on the date of cancellation and subject to costs already incurred (permits, bookings, logistics) which may not be refundable.
If the trip is cancelled by us due to external factors beyond our control (e.g. governmental restrictions, natural disasters, visa denial, political instability), we will offer either a full refund or alternate comparable trip — terms will depend on situation.

5. Client Responsibility & Risk Acknowledgment

Trekking and adventure trips carry inherent risks: rough terrain, unpredictable weather, altitude-related illnesses, delayed or cancelled flights, limited medical facilities, etc. By booking with us, you acknowledge and accept these risks.
You must ensure that you are in suitable physical and mental health for the trip. Any pre-existing medical condition or disability should be disclosed to us at the time of booking. We reserve the right to refuse or cancel a booking if we believe the trip is unsuitable for you—or if nondisclosure poses risk.
In the case of any accident, illness, emergency evacuation or rescue, you are responsible for ensuring you have adequate travel / medical insurance. We strongly recommend comprehensive insurance covering accidents, emergency evacuation (helicopter or air ambulance if necessary), trip cancellation, baggage loss, and other eventualities.
We are not liable for delays, extra costs, or losses resulting from flight cancellations or delays (domestic or international), natural events, political or environmental issues, or other circumstances beyond our control. Clients should budget for possible contingencies (extra nights, food, alternate transport) especially for remote-area treks.

6. Passport, Visa & Permits

It is the client’s responsibility to ensure that their passport is valid for at least 6 months beyond the end date of the trip. We are not responsible for denial of entry or other travel disruptions if your passport or visa is invalid or does not meet requirements.
Visa costs, permits (trekking, national park fees, restricted area permits), and any documentation needed are the responsibility of the client, unless explicitly included in the trip package.
For some regions/trips (especially remote or restricted areas), additional permits/cards (e.g. TIMS) may be required. These must be arranged in advance (or by the agency at extra cost) — failure to secure required permits is not our liability.

7. Insurance Requirement

You are required to have valid travel and medical insurance covering the full duration of the trip. This insurance must cover accidents, injuries (including altitude sickness), emergency evacuation (helicopter/ambulance if applicable), trip cancellation, loss or damage of baggage/equipment, and other personal liability.
If you are unable to produce proof of such insurance when requested, we reserve the right to cancel or suspend your participation in the trip (or certain activities) — without refund.

8. Behavior, Conduct & Liability

You agree to behave responsibly and respectfully towards guides, staff, other clients, local communities, the environment, and property. If your behavior causes inconvenience to others, violation of local laws or cultural norms, or endangers safety, we reserve the right to terminate your participation — without refund.
You accept that some services may be subject to local conditions (accommodation standards, road or trail conditions, etc.) and may differ from what’s described in our promotional materials. We will make reasonable efforts to meet advertised standards, but we do not guarantee amenities beyond what is stated.

9. Use of Photos, Videos & Testimonials

By booking with us, you grant permission for us (and our partners) to photograph or film you during the trip and to use any such images or videos for promotional, marketing, or publicity purposes (website, social media, brochures, etc.), unless you explicitly request otherwise in writing. This is common in trekking agencies for documenting tours.

10. Complaints Policy

If you have any complaints during your trip, you must inform your tour leader or guide immediately so they can attempt to resolve the issue on the spot. If not resolved, you should contact our head office before the end of the trip (or as soon as possible).
Complaints received after the trip ends will be considered, but resolution or compensation may be limited depending on the nature of the complaint and evidence available.

11. Changes to Terms & Conditions

We reserve the right to update or amend these Terms and Conditions at any time, without prior notice. The version posted on our website at the time of your booking will apply to your trip.

12. Governing Law & Jurisdiction

This Agreement shall be governed by and interpreted under the laws of Nepal. By making a booking, you agree that any disputes arising out of, or related to, this Agreement will be subject to the courts of Nepal.

13. Severability

If any provision of these Terms and Conditions is found to be invalid, unlawful, or unenforceable, it will be deemed severed from this Agreement. That does not affect the validity and enforceability of the remaining provisions.

14. Acceptance

By submitting your booking request and deposit (or by electronic/online booking and payment), you confirm that you have read, understood, and accepted these Terms and Conditions in full and agree to be bound by them.