Terms & Conditions

By joining any trip or adventure activity with us (Leaf Holidays Treks) in Nepal, you are bound by the following Terms & Conditions that are governed by the Nepal government-related authorities.

Payment Process

To book any trip with us in Nepal, we need at least a 25% booking deposit. The trip is only confirmed if we receive the booking deposit and send you a confirmation email.

You can send us a booking deposit via credit/debit card (MasterCard), American Express, Union Pay, Visa, JCP, or wire/bank transfer.

1. During booking, you have the option to make a 25% booking deposit payment or make a 100% payment for the trip.
2. The remaining due must be cleared before the trip starts. You can make the due payment upon arriving in Kathmandu.
3. iii. We use a booking deposit to book flight tickets in advance. Likewise, we also make necessary hotel reservations, obtain permits, and book a guide and a porter. So, if you cancel the trip, you will lose some of the deposit as a cancellation charge by the respective bodies.
4. Last-minute bookings are non-refundable.

(1) Payment by Credit Card and Debit Card (MasterCard, Union Pay, Visa, American Express, and JCP):

Our website has a safe payment gateway. You can easily and safely make a payment using our website. We regularly update our tech, so your credentials will be safe during the payment process.

*Note- Your bank can charge your card for an international payment service during the transaction. So, kindly talk to your bank about that. If the amount received by us is less than what it is supposed to be, we request that you clear it before the trip begins.

(2) Payment via Wire/Bank Transfer:

Below, we have shared our bank details for a wire transfer:

• Pay to [Company Name]: Leaf Holidays Treks & Expedition Pvt. Ltd.
• Company Street Address: Thamel Marg, Kathmandu, Nepal
• Company Contact: +977 9851035239 (mobile) and +977 15916908 (landline)
• Current A/c No: Himalayan Bank Limited
• Banking Branch: Thamel
• Account Type: Current Account USD
• Bank Street Address: Thamel, Kathmandu, Nepal
• Telex No: 2789
• SWIFT CODE: HIMANPKA

→ Leaf Holidays Treks is not responsible for any loss caused during the wire transfer. Make sure to double-check the payment details before processing the payment.

→ If the amount received by us is less than what it is supposed to be, we request that you clear it before the trip begins.

→ Mail us a copy of the remittance slip after making the payment. Include the reference number and sender’s details as well.

→ Upon receiving your email, we will check with our bank and send you a trip confirmation email.

(3) Final Payment/Acceptance of Booking/Client details:

If the Client chooses to make a partial payment to book the trip, they have to clear the remaining balance before the trip starts. They can clear the remaining balance while in their country or upon arriving in Kathmandu.

Without the remaining balance clearance, we do not allow the Client to join us on the trip. We reserve the right to cancel the trip without any refund.

You can pay in cash, make a bank transfer, or use a card.

*Keep in mind that your card may get charged for international transactions, so clear this with your bank before leaving your country. ATM’s in Nepal allow you to withdraw money using international cards, but they can charge you a small fee. We are not responsible for these charges.

Booking Policy

Fill out our standard booking form to book any trip with us. Choose the trip you are interested in on our website and click the booking button. You then have to select your group size and departure date.

You can do a private trip with us or join our fixed departure date for that trip. Once you click on the booking button, you will be taken to our booking form.

Fill in your general information and move to the booking deposit page. Make sure to fill in the correct name and details of the traveler because we use these details to obtain permits and make reservations.

After you make the booking deposit, wait for 1-2 business days. We will review your deposit and booking request email and send a trip confirmation email.

You can then talk to one of our team members to know the other details of the trip and start preparing.

*Private trips allow you to make changes in the journey and choose departure dates as per your requirements.

*On fixed departure trips, you will travel with like-minded people from around the world. The trip will be safe, but you have to move as a group. So, customization is not possible unless all members of the group request it.

Below is the term of payment:-

1. Travelers have to make a 25% booking deposit to confirm their trip. The booking deposit may vary from one trip to another. The trips are not guaranteed without booking a deposit, and the Client cannot hold us accountable.
2. The remaining 75% due payment must be cleared before the trip begins. You can clear the remaining balance upon arriving in Kathmandu.
3. iii. If the amount received by us is less because of third-party charges (banks), the Clients have to clear the due amount before the trip starts.
4. Failure in payment can lead to trip cancellation. Leaf Holidays Treks will not be forced to provide service without full trip payment.

Documents for Booking

The following documents are required to book a trip with us in Nepal. These documents are used to obtain necessary permits for the trip, make hotel reservations, and arrange domestic transportation.

1. Scanned copy of your passport (must have at least 6 months of validity)
2. Passport-size photo in JPEG format (proper for printing)

Amendments

You can make changes to your trip in written form. You can mail us the changes you want, and we will send you a confirmation email after receiving the request.

We, Leaf Holidays Treks, are flexible with our itineraries and services. Our team does its best to meet your requirements. But sometimes, due to time or resource constraints, we may not be able to fulfill your request.

Usually, last-minute requests have a high chance of not being fulfilled. So, we recommend travelers take their time while booking the trip and book the trip early so that they can have ample time to make some changes.

Changes made in the booked trip can bring extra charges. So, we request our guests to keep this in mind and bear the additional expenses accordingly.

*Canceling a reservation or booked transportation service may incur a cancellation charge. Travelers have to bear this charge.

*Making new changes will also bring additional expenses that travelers have to bear.

Cancellation Policy

You can cancel the trip anytime with us. For that, you need to send us an official email clearly stating the trip cancellation reason. Your cancellation request must be acknowledged and approved by the Company (Leaf Holidays Treks).

Our cancellation charge is flexible. The date on which we receive your cancellation email determines the applicable cancellation charge/reschedule terms.

*Rescheduling the trip also involves additional charges because we have to re-book transportation, hotels, and permits.

*If the guest leaves the trip in the middle, there will be no refund for unused services/activities.

Below are our cancellation terms:

If cancellation is done by the Company (Leaf Holidays Treks):

The Company holds the right to cancel the trip if any unseen situation arises that is beyond human control. If events such as natural disasters, sudden political disputes, war, illness, or adverse weather arise, we may have to cancel or postpone the trip.

We will contact you and provide you with the best alternative, along with a full refund option. You will also have the option to reschedule your trip or choose another trip of the same value in the area that is not affected.

If you change the trip that costs more than the trip you have booked previously, you have to settle the remaining balance before the trip starts.

*Leaf Holidays Treks will not be responsible if the changes made in the trip incur additional expenses. Clients have to bear the additional expenses.

*The Company is not responsible for any expense that is not mentioned in the package Cost Included section. For instance, our trekking trips do not usually include travel insurance, tips, international flight to/from Kathmandu, lunch and dinner in Kathmandu, bar bills, souvenirs, and other personal expenses.

If cancellation is done by the Client (you):

i. Canceling the trip 40 days or more before departure: 15% of the full payment will be deducted.

ii. Canceling the trip 20 days before departure: 50% of the full payment will be deducted.

iii. Canceling the trip less than 7 days before departure: 80% of the full payment will be deducted.

*We highly recommend travelers to cover trip cancellation charges in their travel insurance for the best returns.

*Note: The Company does not make any refund if you voluntarily leave the trip after it starts. You will not receive any refund for transportation, sightseeing, accommodation, meals, or any service that is not used.

Leaf Holidays Treks Policy for Treks and Hikes in Nepal

• The Company only covers expenses that are mentioned in the Cost Includes section of the package.
• The Company does not cover any expenses that are out of the Cost Include section.
• An advance booking deposit is necessary to confirm your trip.
• The cancellation charge depends on the date you send us the cancellation email.
• Permits and Lukla/Jomsom flight tickets are non-refundable and non-transferable. They cannot be rescheduled as well.
• The Client can opt for a helicopter flight if their Lukla/Jomsom flight is delayed or canceled due to weather. Helicopter flights are a bit more expensive than the normal flights, so clients have to pay the additional expenses accordingly.
• During trekking, trekkers have to pay for charging their electronics, hot showers, WiFi, bar bills, and extra food and other services by themselves. Our trekking package mainly covers guide and porter salary, permits, transportation, accommodation, three meals a day, and the Company’s service charge.
• If the travelers make a new request while trekking, they have to cover the expenses by themselves. The Company will not be responsible for any additional expenses.

Leaf Holidays Treks Policy for Trekking Package with Helicopter Pick-Up Request

• All of the terms mentioned in the Treks and Hikes policy above are also applicable to our trekking package with helicopter flights.
• The trekking packages with helicopter flights include a shared helicopter flight. So, you will fly with four other passengers. We do not provide a private charter in our trekking packages.
• As it is not a private helicopter charter, travelers have to comply with the designated pickup and drop-off points.
• A change in the pickup point or date can incur additional charges, and travelers have to bear them.
• You can charter a private helicopter. Additional charges apply.

Emergency Expenses Not Covered by the Company

• If a traveler spends extra nights in Kathmandu, Pokhara, Chitwan, or any other city while traveling with us, they have to pay the extra room charge, which can range between USD 25 and USD 45 per night.
• During trekking, an extra night costs between USD 75 and USD 85 per day. You will get accommodation, permit extension fee, guide and porter fee, and three meals a day at this cost.
• If you request airport pick up or drop off out of the fixed itinerary, it can cost you around USD 30 for both ways.
• Emergency helicopter flights, extra porter, supplemental oxygen can, and horse rent expenses are not covered by the Company.
• Extra luggage fees charged by airlines, especially during Lukla flights (USD 2 to USD 3 per kg, may differ from one airline to another).
• An extra luggage charge by the porter if your duffel bag’s weight exceeds the 9 kg weight limit.
• Personal expenses such as hot showers, charging, WiFi, mineral water bottle, boiled water, bar bills, etc, during trekking.

*All the mentioned prices above are subject to change depending on the time and the market.

Travel Insurance

Travel insurance is mandatorily required for treks, peak climbing, and expedition trips. Without travel insurance that covers emergency helicopter evacuation and medical bills, travelers are not allowed to do these adventurous activities with us.

Travelers have to purchase insurance that is eligible for trekking/peak climbing in Nepal. You will trek to different elevations in every trip, so your helicopter rescue coverage should include extrication, depending on that.

For instance, the EBC trek requires a helicopter rescue up to 5,000 meters. Whereas, for Island Peak or Mera Peak climbing, you will need helicopter rescue coverage up to 6,000 meters.

*Without proper travel insurance, we do not allow foreigners to travel with us.

*If the participant fails to provide us with their copy of the travel insurance before the trip begins, we may cancel the trip without a refund.

Passport & Visa

To travel in Nepal, all non-Nepali citizens except Indians need a valid passport and a Nepal travel visa to enter the country.

Your passport must have six months of validity from the day you enter Nepal, so kindly check the dates and renew your passport if needed.

None of our trips covers the Nepal travel visa fee. We, Leaf Holidays Treks, are also not responsible for obtaining the Nepal travel visa. Travelers must obtain their visa independently.

You can check updated Nepal travel visa details on this official government site.

*Travelers from many countries can get a Nepal travel visa upon landing at Tribhuvan International Airport in Kathmandu. It is known as an on-arrival visa.

*An on-arrival travel visa is not available for travelers from a select few countries.

*You can check documents and fees required for an on-arrival travel visa on the site we have shared with you above.

*Alternatively, you have to visit the Nepalese Embassy or Consulate Office in your country to obtain the Nepal travel visa.

Health & Fitness Requirements 

We have different grades of treks and peak climbing packages that have different fitness requirements. No trek in the Himalayas is easy. The trek that is moderate and beginner-friendly also requires decent fitness.

We have mentioned the fitness requirements and difficulty level in all of our trips. We request travelers to choose the trip according to their fitness and prepare accordingly.

Most treks involve around 6 hours of hiking each day and ascend above 4,000 meters. The terrain is also not flat. It is rather rugged with frequent ascents and descents and several steep sections.

Therefore, do not underestimate any trek and make sure you are physically and mentally ready for the trip. We highly recommend trekkers to pick a trip that best suits their fitness.

In addition, trekkers also have to endure limited facilities, varying weather and climate, and high altitude challenges during most treks in Nepal. You can only enjoy your trip in the Himalayas by acknowledging the challenges and inconveniences.

• The Company does not make refunds or any compensation for difficulties and inconveniences faced by trekkers during trek or hike in Nepal. These trips are naturally like this.
• By joining a trek/hike/peak climbing with us in Nepal, you agree to understand the challenges your selected trip has, and you are ready to face them.
• Before booking any trek with us, we highly suggest travelers read related information on the package page. It will provide you with a general idea of the trip and what you can expect.
• If you are interested in a trek or peak climbing package but think you are not fit for that trip, contact us. We will assess your fitness and suggest a workout plan that will help you get ready for the journey.
• Trekkers who have any medical condition that is not good for high altitude or cold climate should consult their doctor before joining the trip. We also advise you to inform us.

Emergency and Rescue

All of our trips in the Himalayas are backed up by emergency rescue. However, to provide emergency helicopter evacuation, we need travel insurance coverage.

Without travel insurance coverage for rescue, you have to pay a big rescue expense, and there can be a delay in evacuation. We cannot control nature or unseen events. So, it is best to be well-prepared.

We hope you understand that the weather in the Himalayas is unpredictable. It can rain or snow, and a storm can appear out of nowhere. Likewise, there are also no roads or health infrastructure in most trekking regions.

So, trekkers have to rely on helicopter evacuation during an emergency. Therefore, a helicopter evacuation coverage is a must to receive immediate rescue.

*Our guides are trained to provide first aid for altitude sickness and small injuries.

*For medical assistance beyond first aid, we air evacuate the trekker to a hospital in a nearby city.

*Leaf Holidays Treks will not be responsible for any expenses during the helicopter evacuation or medical assistance.

Child Policy and Underage Trekking

Individuals below 16 years old are considered underage in Nepal. Underage travelers can join any trip to Nepal with their parents or an identified guardian.

Similarly, parents with kids can also do a tour or trek with us. But we recommend that the parents make sure that their kids are ready for the adventure they have picked.

Travel Responsibly

Anyone who is traveling with us in Nepal must adhere to responsible travel practices. Our goal is to make our trips sustainable and eco-friendly. Other than our footprints, we do not wish to leave any mark.

So, while traveling with us, you have to put in a little effort. We do not leave our waste in the mountains. Moreover, we collect the waste on the trail and bring it down.

We also request that travelers not harm flora and fauna. Admire them from a distance. Likewise, respect the locals and their practices. Life in the mountains is not like in the city.

Traveling responsibly also comes down to your own safety. Be aware of your surroundings and do not leave the marked trail or wander alone. Be with your group and stay away from places that may seem shady.

Use of Images and Videos

Leaf Holidays Treks reserves the right to use photos and videos taken by its guests for promotional purposes without compensation.

• We will inform our guests before we use their pictures or videos.
• We only use the pictures and videos taken by our guests if necessary.
• We use the pictures and videos of our guests as a review. It helps us build trust with our future guests.

Complaints

We have well-trained our team and we do our best to make sure all of our trips are well organized. Still, you may not be satisfied with some things. We urge you to leave your complaint or feedback freely with us.

We will take immediate action to improve it. Likewise, if you have any good reviews, kindly leave them on our website too. It will help us build a trustworthy relationship with our future guests.

Privacy

We use your general information to obtain trip permits and make reservations. We do not share any of your data with any other company. Your information is safe with us.

Jurisdiction

These Terms & Conditions are governed by the Nepal government. Any disputes will be resolved in Nepal’s court.

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.