Booking Terms & Conditions
Volunteer Society Treks Nepal is a trustworthy company registered in 2007 under the laws of Nepal.
Following is the detailed terms and conditions for booking a tour with VSTN.
01. Payment & Refund Policy
To secure your place on a tour, a 20% non-refundable down payment is required in advance. See “How to pay your deposit” below for details. The remaining 80% is payable upon your arrival in Kathmandu.
For Bhutan, Tibet or India trips, 100% payment should be made in advance within 8 weeks of departure. VSTN has the following refund policy for the event of cancellation of these fully-paid trips:
Written notification should be sent to Volunteer Society Treks Nepal as soon as possible about your wish to cancel your trip and claim a refund. After a cancellation charge has been deducted, the amount you will be refunded depends on how far in advance your trip is cancelled:
56 days before departure – 80% of trip cost (only the 20% non-refundable deposit is retained)
42-55 days before departure – 50% of trip cost
29-41 days before departure – 25% of trip cost
01-28 days before departure – no refund
02. How to pay your deposit
Name of beneficiary -Volunteer Society Treks Nepal
Bank account number -A/C No: 23325240200044
Name of Bank -SBI Bank Ltd.
Address of Bank – Pepsi cola Chowk, Kathmandu, Nepal
Swift Code – NSBINPKA
03. Last Minute Booking
We accept last minute bookings for tours and treks in Nepal only, up to seven days before departure. Please contact us to check availability. Due to logistics however, we cannot accept last minute bookings for any Bhutan, India, or Tibet trips.
04. Supplement Charge
On our trek packages, rooms or tents are provided on a twin sharing basis. Thus, an extra single room supplement charge may be imposed for clients who wish to have a private room or who don’t have another tour member to share with.
05. Incomplete Tour
No refund will be made to clients who drop out from the journey regardless of whatever portions remain unused in the itinerary.
06. Amendment in Tour Cost
We reserve the right to revise the prices listed on our website. This will happen under circumstances beyond our control such as changes in foreign exchange rate, government actions, etc. We will make all efforts to update our relevant tour packages clearly and efficiently in this event.
07. Unforseen Circumstances
If Volunteer Society Treks Nepal must cancel your trip due to unforeseen circumstances such as war, natural disasters, conflict, etc., we will endeavour to rebook the tour when possible. If this is not possible, all money already paid to VSTN will be fully refunded to you, but we will not be responsible for other costs you have incurred related to your trip.
08. Clients’ Responsibility
Clients are expected to heed and respect the authority of VSTN tour and trekking guides throughout their journey. If clients commit any unlawful act, they will be compelled to leave the tour, and no refund will be given.
09. Travel Insurance
Tourists are expected to purchase their own comprehensive travel insurance package that includes medical, natural calamity, helicopter evacuation, personal accident, trip cancellation etc. This is strongly suggested to all our esteemed clients.
10. Tour Amendment
Volunteer Society Treks Nepal reserves the right to amend any tour itineraries under circumstances beyond our control such as natural disasters, conflict, extreme weather conditions, etc. We will make all efforts to inform you as early as possible about such changes, and discuss the consequences of any amendments to your tour.
11. Your personal belongings
During tour / trekking our team will do their best to keep your luggage safe and sound. However, in the event of any loss or damage to your property when shouldered by porters, ponies or vehicles our company will not be responsible for the loss. To cover such a hazard, you are advised to purchase comprehensive insurance.
12. Papers & Documents
Clients are responsible for managing their own papers and documents, and securing their own visas. We are not accountable in the event that any trip formality was not completed in time before departure, or the absence of essential papers and documents.
13. Risk & Responsibility
Your safety and enjoyment is our prime concern. We carry out our responsibility with honesty and sincerity, meaning that sometimes we may have to change your trip without notice due to unforeseen and dangerous circumstances. Problems such as landslides, road blockages, floods, snow, political unrest, flight cancellations, sickness and accidents must be accepted as risks when travelling to Nepal. Any extra costs incurred at the time of these events is your personal responsibility.
14. Flight Delay/Cancellation
Flight delays and cancellations are common during certain seasons and in certain locations in Nepal due to extreme weather conditions in the Himalayan ranges. You are highly recommended to allow extra days for this eventuality and purchase travel insurance prior to your trip to avoid frustration. In the event of flight cancellations pre-tour and post-tour, you will be expected to meet costs for food and accommodation yourself.