Terms & Conditions

Terms & Conditions

We want to deliver substantial and memorable travel experiences at Graceful Adventure Travel. By booking a trip with us, you agree to the terms set out below, which cover such essential matters as payments, cancellations, changes to itineraries, and personal responsibility when traveling. We provide Tour, Trek, Flight, Private Vehicle, Expedition, Peak Climbing various kind of services with different Terms & Condition. If you are participating in any of our guided tours of Nepal, trekking expeditions, or cultural journeys, we strongly advise you to take out full travel insurance. This guarantees to protect you from unexpected delays, health issues, weather, natural or political events outside our control.

To guarantee your travel reservation, an advance payment is required, with the remainder to be paid on departure, as detailed in your booking confirmation. Should you need to cancel, written notice is required from us, and any refund will depend on how quickly you give us notice, under the terms of our cancellation policy. We also reserve the right to change itineraries due to safety, weather, or other logistical reasons, always attempting to provide the best possible experience. We appreciate your understanding and cooperation, especially when trekking in remote areas of the country or engaged in adventure travel where circumstances can fluctuate. We are here to assist you every step of the way for a seamless, rewarding experience.

Tour

These are the terms and conditions with Graceful Adventure Travel while making a booking. All bookings are on a first-come-first-served basis upon confirmation. Clients have the responsibility of providing accurate personal information and must apply for their respective travel documents on their own. Only upon payment terms as specified will the payment be made. Should you cancel, you may have to pay cancellation charges specified in our cancellation policy. In every occasion, Graceful Adventure Travel reserves the right to alter itineraries when circumstances arise due to the interest and safety of the travelers. By choosing to participate, you accept that traveling is a risk and agree that you will abide by all instructions given by our guides.

• Nepal Tour Payment Terms – Graceful Adventure Travel

To confirm your Nepal tour booking with Graceful Adventure Travel, it is compulsory to pay a non-refundable advance deposit of 30% of the full tour price for confirmation. Another 50% must be paid not later than 15 days prior to the start of the tour. The balance 20% shall be cleared on or before departure. If a client fails to adhere to the payment deadlines herein above, the booking may be cancelled and cancellation charges applied as outlined in our cancellation policy.

• 30% – Advance
• 50% –  Before 15 days of tour
• 20% – Before Tour Departure

• Tibet & Bhutan Tour Payment Terms – Graceful Adventure Travel

To book a Tibet and Bhutan tour withGraceful Adventure Travel, a non-refundable 30% of the total tour amount advance must be paid at the booking time of the tour. The other 70% has to be paid in no later 15 days prior to the tour. Paying up on time keeps things running smoothly in terms of getting everything ready and shipped out. This allows consideration of permits and travel arrangements. Failure to remit full payment shall give grounds for cancellation of the booking on account of our normal cancellation policy.

• 30% – Advance
• 70% – 15 days prior to the tour

Trekking Payment – Graceful Adventure Travel

To book a trekking tour with Graceful Adventure Travel, a non-refundable 30% of the total tour amount advance must be paid at the booking time of the trek. The other 70% has to be paid in no later than 15 days before the trek starting date. Paying up on time keeps things running smoothly in terms of getting everything ready and shipped out. Failure to make payment on time may result in us cancelling the date as per our cancellation policy.

• 30% – Advance
• 70% –  Before 15 days of trek

Expedition Payment – Graceful Adventure Travel

Graceful Adventure Travel asks for 30% of the total expedition cost upfront as a deposit to secure the reservation. This initial payment allows us to begin preparations, including obtaining permits, arranging logistics, and working through with the expedition team. The 70% balance must be cleared at least one month prior to the start date of the adventure. It is vital to pay on time to ensure a smooth and enjoyable experience. If payment deadline passes, the booking can be canceled according to terms of the cancellation policy.

• 30% – Advance
• 70% –  One month prior to expedition

Peak Climbing Payment – Graceful Adventure Travel

The payment schedule of Elevated Adventure Travel requires a 30% initial payment from customers who want to reserve a peak climbing service. We use your payment to start planning the trip which involves obtaining permits and equipment and providing planning services. The remaining 70% of your trip cost must reach our office at least fifteen days before your scheduled Climbing. All financial dealings must adhere to set schedules that enable us to follow both commercial and legal standards. Our company reserves the right to cancel reservations whenever customers do not make payment as required by our cancellation policy.

• 30% – Advance
• 70% –  Fifteen days before the Peak Climbing

Vehicle Booking Payment – Graceful Adventure Travel

Clients who want to secure travel services from Graceful Adventure Travel must submit a 30% payment of the total rental cost in advance. The initial payment allows us to secure the vehicle and create all service work needed to maintain availability and service quality standards. Customers must send the final 70% rental payment before service commencement or during the transfer day. The organization sustains its service operations without any breaks when customers deliver their payments promptly and prevent reservation cancellations. The company establishes specific payment rules that lead to extra charges for customers who breach the booking and cancellation rules.

• 30% – Rental Advance
• 70% –  Before or at the transfer day.

Flight Ticket Booking – Graceful Adventure Travel

When booking any flight ticket with Graceful Adventure Travel you must complete full payment at the time of the reservation. Before we proceed to issue your ticket you will receive information about the fare details which you must pay in full before we continue. To guarantee your booking you must make your payment promptly since flight fares change based on availability. The airline’s terms and conditions apply to your flight tickets once they get issued which includes their policies regarding cancellations and refunds.

• 100% – At Reservation

Ticket Date Change Policy – Domestic & International Flights

While booking a domestic flight and an international flight—it’s necessary to be aware of the date change policy, which will vary depending on the airline, destination, and type of fare.

For international flights: Some airlines offer a free date change once, especially in the case of flexible fares or promotions. But most tickets have a change fee, typically USD 50-200, depending on the airlines and routes. In some cases, most notably with non-refundable tickets, absolutely no changes can be made after booking.

For domestic flights:- in Nepal, carriers like Buddha Air, Yeti Airlines, and Shree Airlines typically allow date changes if requested at least 24 hours before departure. The charge would typically be NPR 500 to NPR 1,000, and if the new travel date has a higher fare, the traveler must pay the difference in fare. Promo fares may have stricter conditions or be non-transferable.

At Graceful Adventure Travel, we ensure you are clearly informed of all date change fees, restrictions, and conditions prior to booking your travel.

Ticket Cancellation Policies – Domestic & International Flights

Cancellation policies differ between domestic and international flights, and even between airlines and types of tickets.

For international flights:- the tickets are fully refundable or offered with a cancellation charge ranging from USD 50 to over 300. The tickets are non-refundable with no refund in the event of cancellation, although some airlines offer a credit voucher for future use. Non-refundable ticket airport taxes are also refundable.

For Domestic flights:- Most refundable tickets in Nepal are cancellable at a deduction of 10% to 25% of the fare, depending on the proximity of the cancellation to the flight date. Discount or non-refund fares may have no refund, and no-shows (customers who don’t cancel or travel) generally get no payment.

Graceful Adventure Travel, we explicitly outline all cancellation policies, refund clauses, and penalties at the time of booking so you can travel with confidence.

Documents Required for Traveling to Nepal

If you’re planning a trip to Nepal, make sure you have the following essential documents ready before you travel:

1. Valid Passport
   Your passport must be valid for at least six months beyond your planned return date. It’s a good idea to double-check the expiration date before booking your trip.

2. Tourist Visa
   All foreign traveler’s need a visa to enter Nepal. You can either apply for one at your nearest Nepalese Embassy or Consulate, or get a visa on arrival at Tribhuvan International Airport in Kathmandu. To save time at the airport, you can fill out the visa application form online in advance.

3. Travel Insurance
   While not always mandatory, travel insurance is strongly recommended—especially if you’re going trekking, expedition, peak climbing or engaging in adventure activities. It should cover medical emergencies, evacuations, and trip cancellations.

4. Passport-Sized Photos
   Bring at least two recent passport-size photos, especially if you’re applying for your visa on arrival or need permits for trekking.

5. Trekking Permits (if applicable)
   If you’re planning to trek in restricted or protected areas like the Annapurna, Everest, or Manaslu regions, you’ll need special permits such as the TIMS (Trekkers’ Information Management System) card and national park or conservation area permits.

6. Flight Tickets & Travel Itinerary
   Keep printed or digital copies of your flight bookings and travel itinerary. These might be requested by immigration officers upon arrival.

7. COVID-19 Requirements (if any)
   Check the latest health and entry requirements related to COVID-19, if applicable. Regulations can change, so refer to the official website of the Nepalese Department of Immigration or your airline for updates.

Cancellation Policy with Graceful Adventure Travels

At Graceful Adventure Travels, we understand that travel plans can change. All cancellations must be submitted in writing by the client, stating the reason for the cancellation. The applicable cancellation charges are outlined below and are based on the type of service booked.

1. Cancellation Policy for Nepal Tour Packages

• 60 days or more before departure: 30% of the total package cost will be charged as a cancellation fee. The remaining amount will be refunded or adjusted toward a future trip, after deducting processing charges from Nepal Rastra Bank.
• 7 to 29 days before departure: 70% of the total cost will be charged.
• Within 7 days of departure or upon arrival in Nepal: No refund will be issued. The full balance must be settled.

Note: Costs related to visa, permits, domestic flight tickets, and third-party services are non-refundable.

2. Cancellation Policy for Hiking and Trekking Packages

• 60 days or more before the trip: 30% of the trip cost will be charged.
• 7 to 14 days before departure: 70% cancellation fee applies.
• Within 7 days or after arrival in Nepal: No refund will be made. Full payment is due.

Trekking permits, national park fees, guide/porter arrangements, and flight tickets (if any) are non-refundable.

3. Cancellation Policy for Climbing and Expedition Packages

• 60 days or more before the departure date: 30% cancellation fee will apply.
• 15 to 29 days before departure: 75% of the total cost will be charged.
• Within 14 days or upon arrival: No refund will be made. The entire balance is due.

Please note that climbing permits, insurance premiums, domestic flight tickets, and equipment allowance are strictly non-refundable under any circumstances.

4. Cancellation Policy for Vehicle Reservation and Bus Tickets

• 15 days or more before the reserved date: 10% of the booking amount will be charged.
• 2 to 14 days before departure: 30% cancellation fee applies.
• Within 2 days of departure: No refund will be provided.

In case of government restrictions, strikes, or natural calamities, Graceful Adventure will try to adjust the trip, but cash refunds are not guaranteed for bus or vehicle bookings.

5. Cancellation Policy for Tibet and Bhutan Tour Packages

Due to strict regulations and advance permit requirements, special terms apply to Tibet and Bhutan tours:

• 60 days or more before departure: 30% cancellation fee.
• 30 to 59 days before the tour: 50% of the tour cost will be charged.
• 15 to 29 days before departure: 75% cancellation fee.
• Within 14 days or after arrival: No refund will be provided.

Tibet/Bhutan visa fees, government permits, flight tickets, and prepaid arrangements are non-refundable, regardless of the reason for cancellation.

General Notes: Graceful Adventure Travels reserves the right to cancel or reschedule any trip due to force majeure, insufficient bookings, or unforeseen events. Clients are advised to purchase comprehensive travel insurance covering cancellations, delays, and emergencies. All refunds will be processed within 21 working days after confirmation, minus any applicable banking or processing charges.

For Any queries of Term and condition with Graceful Adventure Travel