These Terms and Conditions govern the relationship between you (the “Client”) and Aava Holiday Aava Travel And Tours (the “Company”). By booking a tour, trek, expedition, or travel-related service with us, you agree to comply with and be bound by the following terms and conditions.
Please read this document carefully before confirming your booking.
1. Booking Agreement
Your booking is considered confirmed once we receive the required deposit payment and send you a written booking confirmation.
Clients are responsible for providing accurate personal information, including names, passport details, travel dates, and contact information. All details must match your official travel documents to avoid issues with permits, flights, or reservations.
2. Deposit & Final Payment
Deposit Requirement
A non-refundable deposit of 20% of the total trip cost is required to secure your reservation. This deposit allows us to arrange permits, accommodations, transportation, flights, guides, and other travel logistics in advance.
Remaining Balance
The remaining balance must be paid upon arrival in Kathmandu before the start of the trip unless otherwise agreed in writing.
Failure to complete the payment before departure may result in cancellation of your trip without refund of the deposit.
Accepted Currencies
Payments may be made in USD, EUR, GBP, or Nepalese Rupees (NPR) based on the prevailing exchange rate.
3. Cancellation & Trip Amendments
We understand that travel plans can change unexpectedly. The following cancellation terms apply:
Cancellation by Client
30 or more days before departure:
- Deposit remains non-refundable but may be transferred to a future trip within 12 months.
15–29 days before departure:
- 50% of the total trip cost will be charged as a cancellation fee.
14 days or less before departure:
- No refund will be provided as permits, accommodations, transportation, and staffing arrangements are already confirmed.
Unused Services
No refunds or discounts will be provided for unused services, missed activities, early departures, meals, accommodations, or transportation once the trip has started.
Trip Amendments
Any changes requested after booking confirmation may result in additional charges depending on availability and third-party service policies.
4. Mandatory Travel Insurance
Comprehensive travel insurance is strongly recommended for all travelers and mandatory for trekking and adventure activities.
Your insurance policy should cover:
- High-altitude trekking and adventure activities
- Emergency medical treatment
- Helicopter evacuation and rescue
- Trip cancellation or interruption
- Personal accidents and baggage loss
Clients are responsible for carrying valid insurance documents during the trip.
5. Health, Fitness & Personal Responsibility
Adventure travel in Nepal may involve physical challenges, remote locations, changing weather conditions, and high-altitude environments.
By booking with Aava Holiday, you confirm that:
- You are physically and mentally fit for the selected trip
- You have consulted a medical professional if necessary
- You understand and accept the potential risks involved in adventure travel
Our guides and team leaders reserve the right to modify itineraries, restrict activities, or ask a participant to return for safety reasons if required.
6. Itinerary Changes & Uncontrollable Events
Travel in mountainous regions can be affected by weather, road conditions, airline delays, political situations, or natural disasters.
Aava Holiday reserves the right to:
- Modify itineraries
- Change accommodations or transportation
- Delay or cancel trips when necessary for safety or operational reasons
The company is not responsible for additional expenses caused by circumstances beyond our control, including:
- Flight cancellations or delays
- Landslides, floods, earthquakes, or severe weather
- Government restrictions or strikes
- Political unrest or pandemics
Any additional expenses incurred due to such events are the responsibility of the traveler or their travel insurance provider.
7. Passports, Visas & Travel Documents
Clients are responsible for:
- Carrying a valid passport with at least 6 months validity
- Obtaining necessary visas and travel permits
- Meeting immigration and health requirements for Nepal
While we may provide travel guidance, the legal responsibility for required travel documentation remains with the traveler.
8. Pricing & Additional Costs
Trip prices are based on current operational costs and exchange rates at the time of booking.
Aava Holiday Aava Travel and Tours reserves the right to adjust prices in case of:
- Government tax changes
- Fuel price increases
- Currency fluctuations
- Transportation or permit cost increases
Any personal expenses not specifically included in the itinerary are the responsibility of the client.
9. Privacy & Personal Data
We respect your privacy and handle personal information responsibly.
Client information such as passport details, emergency contacts, and travel documents are collected solely for operational purposes including:
- Permit processing
- Flight and hotel bookings
- Emergency coordination
We do not sell or share personal information with third-party marketing companies.
10. Liability Limitation
Aava Holiday Aava Travel and Tours acts only as an intermediary between clients and third-party service providers such as airlines, hotels, transportation companies, and local operators.
While we strive to ensure high-quality services, we are not liable for:
- Injury, illness, accidents, or loss during travel
- Delays caused by weather or transportation providers
- Loss or theft of personal belongings
- Actions or omissions of third-party providers
- Clients participate in all activities at their own risk.
11. Governing Law
These Terms and Conditions are governed by the laws of Nepal. Any disputes arising from bookings or services provided by Aava Holiday Aava Travel and Tours shall fall under the jurisdiction of the Nepalese legal system.
12. Contact Information
If you have any questions regarding these Terms and Conditions, please contact us:
Aava Holiday Aava Travel and Tours
Chandra Vinayak Marg, Kathmandu, Nepal
Email: info@aavaholiday.com