Official Booking Terms & Conditions
The following terms and conditions constitute a legally binding agreement between Silver Moon Adventure and Tours Pvt. Ltd. (hereafter referred to as “the Company,” “we,” or “us”) and the client (hereafter referred to as “the Client” or “you”). By booking a trip with us, you acknowledge that you have read, understood, and agreed to these terms.
1. Booking Confirmation & Down Payment
To secure your reservation for any trek, tour, or expedition, the following criteria must be fulfilled:
Deposit Requirement: A 20% down payment of the total trip cost is required at the time of booking for all Nepal trips. For international trips (Tibet and Bhutan), a 50% down payment is required due to strict, immediate permit and flight booking regulations.
Documentation: A clear, scanned copy of your valid passport (with at least 6 months validity from the return date) must be submitted along with a completed booking application form.
Confirmation: Your booking is finalized only when we issue an official Confirmation Invoice via email.
2. Methods of Payment & Bank Charges
All prices are quoted in US Dollars (USD). Payments can be made via:
Bank/Wire Transfer: Clients are responsible for all associated local and intermediary bank transaction fees. Please email a copy of the bank remittance slip immediately upon transfer.
Credit/Debit Cards (Visa/Mastercard/American Express): Online card payments are accepted securely. A standard 3.5% card processing fee levied by the merchant bank will be added to the total payment amount.
Cash Payments: The remaining balance can be cleared in cash upon arrival in Kathmandu before the trip departs. We accept major currencies (USD, EUR, GBP, AUD, CAD). Please note that for USD, bills must be clean, un-torn, and from the 2013 series or newer (denominations of $50 and $100 are preferred).
3. Final Payment Settlement
Nepal Trips: The remaining balance of 80% must be paid in full upon your arrival in Kathmandu during your pre-trip briefing meeting and prior to your departure to the trail/tour.
Tibet & Bhutan Trips: The remaining 50% balance must be settled at least 30 days prior to your scheduled departure date to allow for international permit processing.
Failure to clear dues within these timelines gives the Company the right to cancel your booking and forfeit the deposit.
4. The Silver Moon “Lifetime Deposit” Policy (Postponement & Rescheduling)
We understand that life can be unpredictable. If you need to postpone your trip due to genuine, unforeseen circumstances (e.g., illness, injury, family emergency):
No Penalty: You can postpone your trip to a future date with zero administration fees, provided you notify us in writing at least 21 days prior to your departure date.
Lifetime Credit: Your 20% deposit becomes a “Lifetime Deposit.” It will never expire, holds its monetary value, and can even be transferred to a friend or family member.
Short-Notice Clause: If you postpone between 20 to 7 days before departure, a rescheduling fee of USD $150 per person applies to cover non-refundable domestic hotel/flight pre-bookings. No rescheduling is permitted within 7 days of departure.
5. Cancellation and Refund Policy
All cancellations must be submitted in writing via email and are calculated from the day the written notice is received by us.
Cancellation by the Client:
21 days or more prior to departure: The 20% deposit is non-refundable but is fully protected under our Lifetime Deposit Policy (see Section 4). Any amount paid over the 20% deposit will be fully refunded (minus bank transaction charges).
Less than 20 days prior to departure or after arrival in Kathmandu: 100% of the total trip cost is non-refundable.
Incomplete Tours: No refunds or compensations will be issued for unused services, missed days, or if a client chooses to voluntarily or involuntarily cut their trip short for any reason (including altitude sickness, health problems, or personal choices). Porters and guides are contracted for the full duration from day one.
6. Last-Minute Bookings
We welcome spontaneous travelers!
Nepal Trips: We accept last-minute bookings up to 4 days prior to the trip departure date, subject to lodge and flight availability.
Tibet & Bhutan Trips: Last-minute bookings cannot be accepted later than 21 days prior to departure.
All last-minute bookings require 100% full payment at the time of reservation and are completely non-refundable.
7. Mandatory Travel Insurance
For your safety and peace of mind, all clients must have personal insurance coverage for emergencies. We will ask for your insurance policy and provider details when you complete the booking form.
Your policy must explicitly cover emergency medical expenses, personal accidents, and helicopter evacuation/air ambulance at the maximum altitude of your chosen itinerary (e.g., up to 6,000 meters for Everest Base Camp or Thorong La Pass).
Proof of insurance must be presented to our team during the pre-trip meeting in Kathmandu. In the event of an emergency, the Company will facilitate the rescue, but all immediate expenses must be cleared by the client or directly authorized by your insurance provider.
8. Flight Delays, Cancellations, and Itinerary Changes
Trekking in the Himalayas requires a degree of flexibility. Mountain weather is notoriously unpredictable.
Domestic Flight Disruptions (e.g., Lukla/Pokhara/Jomsom): In the event of flight delays or cancellations due to weather, air traffic, or natural occurrences, Silver Moon Adventure and Tours is not liable for additional costs. The Client is responsible for their own extra accommodation, meals, or alternative transportation (such as chartered helicopters).
Itinerary Amendments: The Company reserves the right to alter itineraries, accommodation, or transport routes en route without prior notice if it is deemed necessary for the safety, health, and well-being of the group.
9. Authority on the Trip & Client Responsibility
Guide Authority: By booking with us, you agree to accept the authority and decisions of our government-licensed tour/trek leaders and guides. If a client commits an illegal act, exhibits disruptive behavior, or endangers the safety of the group, the guide reserves the right to terminate that client’s trip immediately without any refund.
Health & Fitness: It is the Client’s responsibility to ensure they are physically fit for the chosen itinerary. You must disclose any pre-existing medical conditions, chronic illnesses, or dietary allergies upon booking.
10. Risks, Liability, and Force Majeure
Silver Moon Adventure and Tours operates its itineraries honestly and with maximum safety precautions. However, the Client acknowledges that traveling in developing mountainous regions involves inherent risks (including altitude sickness, landslides, extreme weather, and political strikes).
The Company shall not be held liable for any personal injury, illness, death, property damage, or loss resulting from forces of nature, government restrictions, or other acts of Force Majeure beyond our control.
