Booking conditions

Further information

If you have any queries regarding the trips, whether it is about preparation, the itinerary or general travel information please do not hesitate to contact us.

To contact us for for full details of all our extensions and trips please see the relevant section of this site or write to us at , or by post at PO Box 20878, Kathmandu, Nepal.

Contract definitions

When you complete a booking form, and we accept this booking for an agreed itinerary, a legally binding contract is made between the Company “The Responsible Travellers Ltd” and the Client (anyone travelling or intending to travel with the Company). When you submit the booking form you agree (for yourself or for and on behalf of any other person you book for) to accept these terms and conditions, and acknowledge that you have read the information provided by the Company, and you warrant that the information provided on the booking form is accurate and complete. This agreement is subject to English Law and exclusive jurisdiction of the English courts.

How to make a booking

To make a booking you must send us a completed booking form and a deposit of £200 for Nepal and India; or 50% of the total value of the trip for Tibet or 100% of the total value of the trip for Bhutan. The remaining balance of the trip cost is due for payment 12 weeks prior to the trip start date. Any bookings made after 12 weeks prior to the trip start date are required to pay the full balance with the booking form. If the balance of payment is not received by the due date, the company reserves the right to cancel the booking and charge a cancellation fee in accordance with the scale set out below. No booking is accepted until payment has been received and confirmation is made by the Company. The contract start date will be the date shown on your booking confirmation.

Cancellation by Client

Any cancellation of a booking must be made in writing to the Company. The following cancellation fees will apply according to the date the Company receives your cancellation advise:

Nepal & India: More than 12 weeks before the trip start date: loss of deposit, 12-6 weeks before departure: 30% of full cost, 6-2 weeks: 50% of full cost, less than 2 weeks: 70% of full cost.

Tibet & Bhutan: 100% of deposit / payment


Cancellation by the Company

The Company reserves the right to cancel the trip, due to reasons beyond our control such as the local political situation, extreme weather conditions, or other reason. In the event the Company is forced to cancel the trip prior to the start date (other than payment default of the client), the Company will offer alternative trip arrangements.


Our trips take you to remote and exhilarating parts of the Himalaya. This is an adventurous and exciting undertaking, however, your booking is accepted on the basis that the risks associated with the trip are understood. The risk of accident, injury, or loss or damage to property, may be higher than normal. You will be trekking at high altitude and it is the responsibility of all clients to ensure they have the appropriate level of health & fitness prior to undertaking the trip as well as purchasing the appropriate level of insurance – please see below.


Again, due to the nature of the destination, it is necessary to have a flexible approach to the trip. The outline itinerary provided by the Company is a guide and not contractual obligation. It should be understood that delays and alterations and the associated impacts of inconvenience and discomfort may occur (caused by local flight cancellations or delays, political conditions, weather conditions, border regulations, sickness or other unforeseeable circumstances). Should any changes be required, the Company will endeavor to make every effort to minimise the impact of this change. If any illegal act is committed, or in the reasonable opinion of the Leader you cause danger, distress or discomfort to fellow travellers or local residents your travel arrangements may be terminated immediately. The decision of the trip Leader will be final.

Information provided

Information and advise provided by the Company about permits, visas, vaccinations, climate, clothing, baggage, special equipment, kit etc is given in good faith and without responsibility on the part of the Company. The Client accepts responsibility for obtaining any visa and travel documents required for the holiday.

Complaints process

Any complaints must be raised to the trip Leader at the time of the event rising to the complaint. The Company will endeavor to resolve the complaint immediately. In the event, the client is not satisfied with the resolution, the complaint must be raised in writing to the Company within 14 days of returning home from the trip.

Prices quoted & no refund for unused services on the trip

Prices quoted are based upon the exchange rates and operating costs at the time of booking. Should either of these fluctuate significantly after the booking is accepted, the Company reserves the right to levy a surcharge in accordance with the relevant fuel or currency changes. Any such charge will be requested in writing with a payment due date. Failure to make the payment by the due date will result in cancellation of the trip due to the Client’s default against payment and will be subject to the cancellation fees set out above. The Company will make no refund for services or part services unused by the client.


It is imperative that the Client takes an Insurance policy that covers the activity being undertaken on the Trip. This should also include helicopter rescue and repatriation costs. Failure to provide the trip Leader with the appropriate Insurance documents will result in the trip being cancelled by the Client and will be subject to the cancellation fees set out above.


By signing the booking the Client accepts the risks associated with the Trip and agrees to be flexible and abide by the Trip Leader. The Company accepts no liability for any accident, injury, loss or damage to property.

Leave a comment

Your email address will not be published. Required fields are marked *

The choice is easy when you're ... doing the right thing

Sign up to our e-newsletter

Download the brochure


Download our brochure for information on our range of holidays

© 2022, The Responsible Travellers Ltd. Registered company no. 5912731. Site powered by WordPress.