1. THE CONTRACT:

Please go through the following terms and conditions which govern the relationship between you (client) and Swotah Travel and Adventure Pvt. Ltd. (hereinafter referred to as "The Company"), registered company number 158282/073/074. Please note while booking a trip, you are agreeing to be bound by the terms and conditions as well as the cancellation policy and certain limitations of liability. Both parties agree to these terms and conditions to resolve any legal or other disputes that may arise during the trip.

2. BOOKING A TRIP:

A 'trip' refers to any product itinerary or activities that you buy with us, including trekking, tours, expeditions, and other adventure and tour programs. A booking is accepted and becomes definite only from the date when the company sends a confirmation invoice or email. It is at this point that a contract between the company and the client comes into existence. Before your booking is confirmed and a contract comes into force, the company reserves the right to increase or decrease brochure prices.Please note that the company would not be liable to any warranty, collateral agreement, prior agreement, description of services, or conditions, other than as expressed herein.

3. DEPOSIT REQUIREMENT:

To secure your reservation with Swotah Travel, please adhere to the following deposit requirements based on the timing of your booking relative to the departure date:

Booking Window Before Departure	Deposit Required (% of Total Trip Cost)
0-14 days	100% (Full payment due upon booking)
15-30 days	50%
31-90 days	30%
91-150 days	20%
151-365 days	15%
366+ days	10%

· Remaining balances must be settled no later than 15 days prior to departure, preferably via bank transfer.

· For bookings confirmed more than 15 days before departure, outstanding balances may alternatively be paid in cash (USD preferred) upon arrival in Kathmandu.

· Kindly note that the commencement of all journeys is strictly contingent upon receipt of full payment.

4. FINAL PAYMENT/ACCEPTANCE OF BOOKING/CLIENT DETAILS:

Final payment for trekking, tours, climbing, expeditions, or any kind of trip in Nepal can be made upon arrival. It can be made by bank transfer, cash, or credit card (Visa, MasterCard, or Amex). In the case of a wire transfer, the bank charges should be paid by the clients themselves. There is a 4% surcharge when the payment is made by cards (this applies to all payments; deposits, final balances, trip extension, and miscellaneous purchases.)

5. CANCELLATION BY THE TRAVELER:

Refund entitlements, calculated against the total trip cost, correspond to the notice period prior to departure as outlined below:

Notice Period Before Departure	Refund Percentage (%)
More than 150 days	90%
91-150 days	80%
31-90 days	70%
15-30 days	50%
8-14 days	25%
Less than 8 days	No refund

· Refunds exclude any non-refundable third-party fees including permits, flights, and insurance.

· All refund requests must be submitted in writing and will be processed within 14 business days.

· Trip rescheduling is permissible up to 30 days prior to departure, subject to availability.

· Transfers of booking to alternate participants are permitted up to 15 days before departure, with prior notification.

· Swotah Travel reserves the right to amend these policies at its discretion.

6. CANCELLATION OF A TOUR BY THE COMPANY:

The company reserves the right to cancel any trip you booked unless guaranteed to run.

The company reserves the right to cancel any trip including a guaranteed trip prior to departure due in case of unavoidable circumstances (i.e. natural disasters, flight cancellation, consequences of strikes, industrial action, wars, riots, sickness, quarantine, government intervention, weather conditions, or other untoward occurrences). In such cases, the company will refund the trip price only. If the company cancels a departure that is guaranteed to run, we will refund the trip price or you are entitled to take an alternative trip of the same value.

Please also note that significant alterations do not include a change of airline carrier, flight time tables or itineraries provided the departure and arrival dates remain unchanged, the substitution of a vessel, modification of itineraries, and change in cabin category or hotel accommodation provided it is of the same category.

The company is not responsible for any incidental expenses or consequential losses that the client may have incurred as a result of the 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.

7. MEDICAL CONDITIONS AND SPECIAL REQUIREMENTS:

The company 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. Failure to notify the company may result in the client being refused to travel or 100% cancellation fees 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 clients' special requests including dietary, but such requests do not form part of the contract and therefore the company is not liable for not providing these requests.

Medical facilities vary from country to country and the company makes no representations and gives no warranties in relation to the standard of such treatment.

8. TRAVEL INSURANCE:

Adequate and valid travel insurance is compulsory for all travelers. 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 it as it covers trip cancellation, curtailment and loss of luggage, and personal effects. You must carry proof of insurance with you and produce it if reasonably requested by the company employees or suppliers. Suppose you are unable to provide proof of insurance when requested. In that case, 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 no right of refund.

9. FLIGHT DELAYS AND CHANGES IN THE ITINERARY:

Please note that mountain adventures are always unpredictable. Bad weather in mountain regions can cause domestic flight delays. In case of delayed domestic flights, the company will meet departing city accommodation (guest house) and food (lunch & breakfast) costs prior to your trip. However, in case of delayed return flights, the client is responsible to bear all additional expenses including food and accommodation costs. If you wish to make an alternative arrangement such as a Helicopter flight to avoid flight delays, all additional costs would be your responsibility.

Moreover, the company does not accept any responsibility for costs incurred as a result of a missed international flight but would assist to make alternative arrangements wherever possible. Please also note that while on the field, we may have to make some changes in the itinerary due to unforeseen circumstances.

10. TRIP AMENDMENT:

Suppose the booking amendment request is received by the company 30 days or more prior to your original trip departure. In that case, the company will make the necessary amendment with a charge of US$100 per person. In case you wish to make amendments within 30 days of the trip departure, the cost of amendment may be higher depending upon the company's arrangements with other parties such as hotels, guest houses, ground operators, or airlines. Once the permit is made, the trip amendment is not possible or the clients will be charged for the cost of the permit.

11. VISA & PASSPORT:

When traveling with us, you must carry a valid passport and have obtained the appropriate visas. Please ensure your passport is valid for 6 months beyond the duration of the trip. A Nepal visa is available upon arrival in Nepal. The company can make necessary arrangements for Tibet and Bhutan upon request. For India, the client will have to acquire the visa from his/her own home country.

It is your responsibility to ensure that you are in possession of the correct visas for the countries you are traveling to. The company cannot accept responsibility if you are refused entry to a country or place because you lack the correct visa documentation.

12. INJURIES AND EVACUATION:

The company 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 the clients to take adequate insurance packages, including medical emergencies and evacuation by helicopter.

13. SERVICES MISSED OR UNUSED:

There will be no discounts or refunds 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.

14. UPDATING OF TERMS AND CONDITIONS:

The company reserves the right to update and amend these terms and conditions at any time. It is the client's responsibility to be updated with any changes.

Terms and Conditions