Terms & Conditions

1. General Provisions

These Terms and Conditions (“Terms”) govern the contractual relationship between Learn Travel and Tours (“the Company,” “we,” “us,” or “our”) and any individual, group, or organization (“the Client,” “you,” or “your”) who books, purchases, or utilizes travel services offered by the Company.

Learn Travel and Tours is a registered travel agency operating under the laws of Nepal, with its principal office located in Thamel, Kathmandu. We are licensed and affiliated with the Nepal Tourism Board (NTB), Nepal Association of Tour and Travel Agents (NATTA), and other relevant regulatory bodies.

By making a booking with us — whether through our website, by email, telephone, WhatsApp, or through a third-party agent — you confirm that you have read, understood, and agreed to be bound by these Terms. If you are booking on behalf of a group, you confirm that all members of your party have been made aware of and accept these Terms.

---

2. Booking & Confirmation

2.1 Booking Process

A booking is initiated when you submit a booking request through our website, send a written inquiry via email, or verbally confirm a tour with our travel consultants. A booking becomes confirmed only upon receipt of the required deposit payment and issuance of a written booking confirmation from the Company.

2.2 Deposit & Payment

A non-refundable deposit of 30% of the total tour cost is required at the time of booking confirmation. The remaining balance must be received at least 30 days prior to the departure date. For bookings made within 30 days of departure, full payment is due at the time of booking.

Payments may be made via bank transfer, credit/debit card, or other methods specified by the Company. All bank charges and currency conversion fees are the responsibility of the Client. Prices quoted are in US Dollars (USD) unless otherwise stated.

2.3 Pricing

Tour prices are quoted per person and are based on current exchange rates, accommodation tariffs, transportation costs, and permit fees at the time of quotation. The Company reserves the right to adjust prices prior to booking confirmation in the event of currency fluctuations, fuel surcharges, government-imposed taxes, or changes in third-party supplier costs. Once a booking is confirmed and full payment received, the price is guaranteed except in cases of government-mandated tax increases.

---

3. Cancellation & Refund Policy

3.1 Cancellation by the Client

All cancellations must be communicated in writing (email or letter) and are effective from the date of receipt. The following cancellation charges apply, calculated as a percentage of the total tour cost:

Notice Period	Cancellation Charge
60 or more days before departure	Deposit forfeited (30%)
45 to 59 days before departure	50% of total cost
30 to 44 days before departure	75% of total cost
15 to 29 days before departure	90% of total cost
Less than 15 days or no-show	100% of total cost (no refund)

Certain tours — particularly those involving Tibet permits, Bhutan visa arrangements, peak-season lodge bookings, or international flight tickets — may carry stricter cancellation terms as imposed by third-party suppliers. These will be communicated at the time of booking.

3.2 Cancellation by the Company

The Company reserves the right to cancel a tour before departure due to force majeure events (natural disasters, pandemics, political instability, government travel restrictions), failure to meet minimum group size requirements, or safety concerns. In such cases, the Client will be offered the choice of an alternative tour of equivalent value, credit toward a future booking, or a full refund of all payments made excluding non-recoverable third-party costs such as visa fees, permit charges, and airline tickets already issued.

3.3 Refund Processing

Approved refunds will be processed within 30 business days of the cancellation date using the original method of payment. Any bank transfer fees or currency conversion losses incurred during the refund process are borne by the Client.

---

4. Travel Documents & Visa

It is the Client’s responsibility to ensure that all travel documents — including a valid passport (with at least six months’ validity beyond the return date), visas, health certificates, vaccination records, and re-entry permits — are obtained and in order prior to departure.

While Learn Travel and Tours provides visa assistance services for destinations including China, Tibet, Bhutan, and India, the granting or refusal of a visa is the sole decision of the relevant embassy or consulate. The Company cannot be held responsible for delays, refusals, or complications arising from the visa application process. Visa assistance fees are non-refundable regardless of the outcome.

The Company accepts no liability for any consequences arising from the Client’s failure to comply with entry requirements of any country visited during the tour.

---

5. Travel Insurance

Comprehensive travel insurance is strongly recommended and, for certain tours (including all trekking, adventure, and high-altitude itineraries), is mandatory. Insurance should cover, at minimum: trip cancellation and interruption, medical expenses and emergency evacuation (including helicopter rescue for mountain treks), personal accident, baggage loss or damage, and personal liability.

The Client is responsible for arranging and paying for adequate travel insurance. The Company can recommend reputable providers upon request. Learn Travel and Tours is not an insurance provider and bears no liability for claims arising under the Client’s insurance policy or for losses incurred by uninsured or underinsured travelers.

---

6. Itinerary Changes & Amendments

6.1 Amendments by the Client

Requests to amend a confirmed booking (such as changes to travel dates, destinations, hotel upgrades, or additional services) must be submitted in writing at least 21 days before departure. The Company will make reasonable efforts to accommodate changes, subject to availability. An amendment fee of USD 50 per change may apply, in addition to any cost difference arising from the revised arrangements.

6.2 Amendments by the Company

Tour itineraries are crafted with care, but travel in regions such as the Himalayas, Tibet, and rural China involves unpredictable conditions. The Company reserves the right to modify, alter, or substitute any component of the itinerary — including but not limited to routing, accommodation, transportation, activities, and meal arrangements — when necessary due to weather, road conditions, flight cancellations, permit restrictions, safety considerations, or the judgment of the tour leader on the ground.

Where significant changes are made before departure, the Client will be notified as early as reasonably possible. Where changes result in a material downgrade, the Company will offer a proportionate refund or suitable alternative. Where changes result from circumstances beyond the Company’s control (force majeure), no compensation is payable.

---

7. Health, Fitness & Safety

Many of our tours involve travel to remote areas, high altitudes, and challenging terrain. The Client is responsible for assessing their own physical fitness and health condition before booking. You must disclose any pre-existing medical conditions, disabilities, dietary requirements, allergies, or mobility limitations at the time of booking so that appropriate arrangements can be made.

For tours that involve trekking above 3,500 meters (including Everest Region, Annapurna, Langtang, Tibet, and Mount Kailash), the Company strongly recommends consulting a physician before departure. The Company and its guides reserve the right to exclude any participant from activities or to alter the itinerary if, in their professional judgment, the participant’s continued participation poses a risk to their own safety or the safety of the group.

Clients must comply with all safety instructions issued by tour guides, trekking leaders, and local authorities. Failure to do so may result in removal from the tour without refund.

---

8. Limitation of Liability

Learn Travel and Tours acts as an organizer and intermediary between the Client and third-party service providers, including but not limited to airlines, hotels, lodges, transport operators, restaurants, guides, porters, and permit-issuing authorities. While we exercise due diligence in selecting reputable partners, the Company is not liable for any injury, illness, death, loss, damage, delay, inconvenience, or expense arising from:

• Acts or omissions of third-party service providers
• Force majeure events, including natural disasters, epidemics, political unrest, strikes, civil disturbance, war, or government restrictions
• The Client’s own negligence, failure to follow safety instructions, or failure to obtain proper insurance
• Loss of or damage to personal belongings, including baggage, valuables, electronics, and travel documents
• Flight cancellations, delays, overbookings, or schedule changes by airlines
• Road conditions, border closures, or transportation disruptions

The Company’s maximum aggregate liability for any claim arising from a booking shall not exceed the total tour price paid by the Client for that specific booking. This limitation does not apply to claims for death or personal injury caused by the Company’s proven negligence.

---

9. Tour Inclusions & Exclusions

Every tour package includes a detailed description of inclusions and exclusions provided at the time of quotation and confirmed in the booking confirmation document. As a general guideline:

---

10. Accommodation & Transportation

Accommodation is provided on a twin/double sharing basis unless a single supplement has been paid. The Company reserves the right to substitute hotels or lodges of equivalent or higher standard when the originally planned property is unavailable due to overbooking, renovation, closure, or other circumstances.

Transportation is provided via private vehicles appropriate to the terrain and group size. In remote areas (Mustang, Dolpo, rural Tibet, parts of Bhutan), vehicle standards and road conditions may differ significantly from urban centers. Domestic flights within Nepal, China, and Bhutan are subject to weather-related delays and cancellations for which the Company bears no liability.

---

11. Client Responsibilities & Conduct

The Client agrees to conduct themselves in a manner that is respectful of local customs, traditions, cultures, and religious practices at all times during the tour. You acknowledge that our tours traverse sacred sites, monasteries, temples, and indigenous communities where specific codes of behavior, dress, and photography etiquette apply.

The Company reserves the right to terminate the participation of any Client whose behavior is deemed disruptive, offensive, dangerous, or in violation of local laws — without refund. The Client is solely responsible for any legal consequences arising from their conduct during the tour.

---

12. Intellectual Property & Photography

All content on the Learn Travel and Tours website — including text, photographs, itineraries, maps, logos, and design elements — is the intellectual property of the Company and is protected under applicable copyright laws. Reproduction, distribution, or commercial use without prior written consent is prohibited.

By participating in a tour, you grant Learn Travel and Tours permission to use photographs and video footage taken during the tour — including images in which you may appear — for marketing, website, and social media purposes. If you do not wish to be photographed, please inform your tour guide at the start of the trip.

---

13. Complaints & Dispute Resolution

If you are dissatisfied with any aspect of your tour, please notify your tour guide or our office immediately so that we may attempt to resolve the matter during the trip. Complaints that are not raised at the time of occurrence may be difficult to investigate and resolve after the fact.

Formal complaints must be submitted in writing within 14 days of the tour’s completion. The Company will acknowledge receipt within 5 business days and will endeavor to provide a substantive response within 30 business days.

Any dispute arising from or in connection with these Terms that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the courts of Kathmandu, Nepal, and shall be governed by the laws of Nepal.

---

14. Data Protection & Privacy

Personal information collected during the booking process — including names, passport details, contact information, dietary requirements, and health disclosures — is used solely for the purpose of arranging and operating your tour. This information may be shared with third-party service providers (hotels, airlines, permit authorities, insurance companies) as necessary to fulfill the booking.

The Company does not sell, trade, or rent personal information to third parties for marketing purposes. For full details on how we collect, store, and protect your data, please refer to our Privacy Policy.

---

15. Miscellaneous

15.1 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

15.2 Entire Agreement

These Terms, together with the specific tour itinerary and booking confirmation, constitute the entire agreement between the Company and the Client. No oral or written representation made by any employee or agent of the Company that is not included in these documents shall be binding.

15.3 Amendments to Terms

The Company reserves the right to update or amend these Terms at any time. Changes will be posted on our website and take effect immediately upon publication. The Terms in effect at the time of your booking confirmation will govern that booking.