At South Col Adventures Pvt. Ltd., we are committed to providing professionally organized and responsible travel experiences. These Terms & Conditions establish the framework governing our relationship with Clients and set out the applicable conditions for booking, payment, cancellation, travel, and participation in our services.
By confirming a reservation, making a payment, or participating in any South Col Adventures program, you confirm your full acceptance of these Terms & Conditions.
📌 1. BOOKING & CONFIRMATION
At South Col Adventures, every trip begins with a confirmed reservation. Bookings must be made through official email communication with the required documents and payment.
📧 Booking & Confirmation Email
Please send your booking requests, required documents, and confirmation-related correspondence to:
Booking Process
Booking Request:Choose your trip and provide your preferred travel dates.
Documentation: Submit your passport copy, booking form, and required personal details.
Advance Payment: Pay 10% of the total trip cost for trekking, peak climbing, and expeditions.
Confirmation: Your booking is confirmed once the documents and payment are received and acknowledged by South Col Adventures.
Trip Arrangements: We then proceed with the necessary permits, accommodation, transportation, flights, guides, and other logistics.
Booking Requirements
- Fixed departures: Documents should normally be submitted 8 weeks before departure.
- Customized trips: Documents should normally be submitted 12 weeks before departure.
- Last-minute bookings: Subject to availability and permit requirements, bookings may be accepted up to 15 days before departure. Full payment is required.
💳 2. PAYMENT METHODS & PAYMENT TERMS
A 10% deposit of the total trip cost is required to confirm all trekking, peak climbing, and expedition bookings.
Balance Payment
For Nepal trips, the remaining balance must be paid at least 2 weeks before departure, unless otherwise agreed:
- Fixed Departure Treks & Tours: 75% balance
- Fixed Departure Peak Climbing & Expeditions: 40% balance
- Other bookings: Balance as per the agreed payment schedule.
Failure to pay the required balance on time may result in cancellation and forfeiture of the advance payment.
Payment Methods
- Bank Transfer
- Visa or MasterCard (4% card processing fee applies to Visa/MasterCard payments)
- Credit Card (please contact South Col Adventures for payment instructions)
A Bank charges, payment gateway fees, and currency conversion costs are payable by the Client.
✈️ 3. FLIGHT DELAY, CANCELLATION & CHANGES
Mountain flights in Nepal, particularly flights to and from remote mountain airports, are highly dependent on weather and operational conditions.
Flights may be:
- Delayed
- Rescheduled
- Diverted
- Cancelled
because of weather, poor visibility, technical issues, air traffic, airport restrictions, government regulations, or other circumstances beyond our control.
South Col Adventures will make reasonable efforts to arrange alternative flights or transportation where possible.
However, additional expenses caused by flight disruption—such as extra accommodation, meals, transportation, or revised tickets—may be payable by the Client if they are not included in the original package.
Airline tickets are subject to the applicable airline cancellation, amendment, and refund rules. Any refund will be based on the amount actually refundable by the airline after applicable charges.
❌ 4. CANCELLATION & REFUND POLICY
All cancellation requests must be submitted officially by email to [email protected] or [email protected]
- Group bookings: Cancellation at least 45 days before arrival.
- Individual bookings: Cancellation at least 30 days before arrival.
- Charges are based on the date the written cancellation is received.
Cancellation Charges
| Cancellation Period | Individual Booking | Group Booking |
|---|---|---|
| More than 45 days before arrival | 5% | 10% |
| 45–30 days before arrival | 10% | 15% |
| 29–15 days before arrival | 15% | 20% |
| 14 days–48 hours before arrival | 20% | 25% |
| Less than 48 hours before arrival | 50% | 50% |
| No-show / cancellation within 48 hours | No refund | No refund |
Refunds are subject to applicable cancellation charges and non-refundable costs already incurred. Foreign-currency refunds are calculated using the prevailing exchange rate against the US Dollar at the time of refund.
If a trip is shortened, halted, or ended early due to severe weather, natural disasters, accidents, or unsafe conditions, unused services are generally non-refundable. Additional costs arising from such circumstances are the Client's responsibility.
🛂 5. PASSPORT, VISA & TRAVEL DOCUMENTS
The Client is responsible for obtaining and maintaining all required travel documents, including:
- Valid passport
- Nepal visa, where applicable
- Required permits and supporting documents
- Travel insurance documents
- Airline tickets and travel documents
- Any health or entry documents required by authorities
The Client must ensure that their passport meets the required validity and blank-page requirements.
South Col Adventures may provide general assistance regarding Nepal visas and permits, but the Client remains responsible for meeting all immigration and entry requirements.
The Company is not responsible for losses arising from:
- Expired passports
- Incorrect visa information
- Missing documents
- Denied entry
- Failure to meet immigration requirements
🏔️ 6. HEALTH, FITNESS & ALTITUDE
Trekking, peak climbing, mountaineering, rafting, and adventure activities involve varying degrees of physical exertion, altitude, difficult terrain, weather conditions, and inherent risks.
Clients must honestly disclose any relevant health, fitness, dietary, or mobility conditions that may affect their participation.
For high-altitude trips, altitude sickness can affect anyone, regardless of previous experience or physical fitness.
Common symptoms may include:
- Headache
- Nausea
- Dizziness
- Fatigue
- Loss of appetite
- Difficulty sleeping
- Breathing difficulties
Our guides may recommend rest, descent, medical attention, or evacuation if continuing the journey is considered unsafe.
Safety always takes priority over reaching a destination or summit.
👨👩👧 7. CHILDREN & MINORS
South Col Adventures welcomes travelers of different age groups, subject to the nature and difficulty of the activity.
- Travelers under 16 years must be accompanied by a parent or legal guardian.
- General tours have no fixed age limit, although individual programs may have specific requirements.
- The minimum age for trekking is 9 years.
- Mountaineering above 6,000 meters is restricted to participants 16 years and above.
- These requirements are based on applicable Nepalese laws and regulations.
Age alone does not determine suitability. Fitness, health, experience, and the difficulty of the trip should also be considered. Please contact South Col Adventures for guidance on age and trip suitability before booking.
🛡️ 8. TRAVEL & ADVENTURE INSURANCE
Travel insurance is strongly recommended and may be mandatory for certain trips.
For trekking, climbing, and expedition programs, insurance should cover:
- Emergency medical treatment
- High-altitude trekking and climbing
- Helicopter evacuation
- Mountain rescue
- Trip cancellation/interruption
- Flight delays or cancellations
- Lost, stolen, or delayed baggage
- Personal accident
Clients must ensure that their policy covers the maximum altitude and specific activities included in their itinerary.
South Col Adventures is not responsible for expenses that should reasonably be covered by the Client's insurance policy.
🔄 9. ROUTE CHANGES & ITINERARY MODIFICATIONS
Mountain travel is unpredictable. Weather, trail conditions, natural events, local regulations, transportation availability, and safety concerns may require changes to the planned itinerary.
South Col Adventures reserves the right to:
Modify • Reroute • Shorten • Extend • Postpone • Suspend
a trip where reasonably necessary for safety, operational, environmental, or logistical reasons.
Where possible, we will provide a suitable alternative route or service of comparable value.
Additional expenses resulting from a Client's personal choice or circumstances may be charged separately.
🚫 10. POSTPONEMENT & CANCELLATION BY SOUTH COL ADVENTURES
The Company may postpone, modify, or cancel a trip when circumstances make it unsafe, impractical, unlawful, or impossible to operate.
This may include:
- Severe weather
- Earthquakes
- Avalanches or landslides
- Flight disruptions
- Political instability
- Government restrictions
- Route closures
- Natural disasters
- Health emergencies
- Security concerns
- Unsafe mountain conditions
Where a trip is cancelled by South Col Adventures, we will make reasonable efforts to provide an alternative date, alternative itinerary, or applicable refund, subject to costs already incurred and the terms of the specific trip.
The Company is not responsible for consequential losses such as international airfare, visa expenses, loss of employment, or other expenses outside the services booked with South Col Adventures.
🚁 11. EMERGENCY EVACUATION
In the event of serious illness, injury, altitude sickness, accident, severe weather, or another emergency, South Col Adventures may arrange or recommend emergency evacuation, including helicopter rescue where available.
Evacuation decisions may be made by guides, medical professionals, rescue providers, or relevant authorities based on the circumstances.
Unless specifically included in the package, emergency evacuation, medical treatment, hospitalization, and related costs are the responsibility of the Client or their insurance provider.
Clients must cooperate with guides, medical professionals, rescue teams, and authorities during emergencies.
💰 12. EXCLUSIONS FROM THE TOUR PRICE
Unless specifically mentioned in the itinerary or invoice, the following are generally excluded:
- International airfare
- Nepal visa fees
- Travel insurance
- Medical expenses
- Emergency rescue and evacuation
- Personal expenses
- Alcoholic beverages
- Laundry
- Wi-Fi and communication charges
- Charging fees
- Tips and gratuities
- Personal shopping and souvenirs
- Additional accommodation or meals caused by delays
- Extra transportation outside the agreed itinerary
- Costs resulting from personal itinerary changes
- Flight delay/cancellation expenses
- New government, airline, or permit charges introduced after booking
The inclusions and exclusions stated in the specific trip itinerary or invoice take precedence over general package descriptions.
🌪️ 13. UNFORESEEN CIRCUMSTANCES
South Col Adventures shall not be held responsible for delays, losses, cancellations, or itinerary changes caused by circumstances beyond our reasonable control, including:
Earthquakes • Avalanches • Landslides • Extreme Weather • Pandemics • War • Civil Unrest • Strikes • Government Restrictions • Border Closures • Airport Closures • Transportation Disruptions • Political Events • Other Force Majeure Events
We will make reasonable efforts to assist Clients and minimize inconvenience, but additional costs resulting from such circumstances may be payable by the Client.
⚖️ 14. CLIENT RESPONSIBILITIES & UNLAWFUL ACTS
Clients are expected to behave responsibly and respectfully throughout their journey.
The Client is responsible for:
- Following Nepalese laws and regulations
- Following guide and staff instructions
- Respecting local communities and cultural traditions
- Taking reasonable care of personal belongings
- Providing accurate information
- Maintaining appropriate conduct
- Avoiding dangerous or unauthorized activities
South Col Adventures is not responsible for consequences arising from a Client's unlawful acts, misconduct, negligence, reckless behavior, intentional violation of instructions, or use of prohibited substances.
The Company may terminate a Client's participation without refund where their behavior creates a serious risk to themselves, other participants, staff, communities, property, or the operation.
📸 15. PUBLICITY, PHOTOGRAPHS & VIDEO
South Col Adventures may take photographs and videos during trips for:
- Website content
- Social media
- Advertising
- Promotional materials
- Brochures
- Other Company marketing
Clients may appear incidentally in such materials.
If a Client does not wish to appear in promotional materials, they may notify South Col Adventures in advance, and the Company will make reasonable efforts to respect the request.
Company logos, photographs, videos, written content, and other copyrighted materials may not be used commercially without prior written permission.
🎒 16. PERSONAL BELONGINGS
Clients are responsible for their passport, money, electronics, luggage, valuables, and personal belongings throughout the journey.
South Col Adventures is not responsible for loss, theft, or damage to personal property except where liability is established under applicable law.
Appropriate travel insurance is recommended.
🧭 17. GUIDES, STAFF & SAFETY AUTHORITY
Our guides and climbing staff have the authority to make reasonable decisions concerning health, safety, route conditions, weather, altitude, equipment, and emergency situations.
Clients must follow instructions relating to:
- Acclimatization
- Route changes
- Weather
- Climbing procedures
- Equipment
- Emergency situations
A guide may require a Client to stop, rest, descend, or withdraw from an activity when continuing is considered unsafe.
No refund is guaranteed when a Client is unable or unwilling to continue because of health, fitness, safety concerns, or failure to follow reasonable instructions.
💱 18. CURRENCY FLUCTUATION & PRICE CHANGES
Our prices are calculated based on prevailing costs at the time of quotation, including:
- Transportation
- Accommodation
- Permits
- Fuel
- Staff costs
- Government fees
- Currency exchange rates
Significant changes in exchange rates, government taxes, permit fees, fuel prices, airline charges, or other unavoidable operational costs may result in a reasonable price adjustment before departure.
South Col Adventures will inform Clients as soon as reasonably possible if such an adjustment becomes necessary.
🔁 19. CLIENT-REQUESTED CHANGES
Changes requested after booking, including changes to travel dates, routes, accommodation, transportation, or other services, are subject to availability.
Additional charges may apply.
Costs arising from voluntary itinerary changes, missed transportation, early departure, or unused services are generally non-refundable.
⚖️ 20. AUTHORITY & APPLICABLE LAW
These Terms & Conditions are governed by the laws and regulations of Nepal.
South Col Adventures operates in accordance with applicable Nepalese tourism, trekking, mountaineering, transportation, conservation, immigration, and other relevant regulations.
Any dispute should first be addressed through good-faith discussion and mutual resolution. If a dispute cannot be resolved amicably, it shall be subject to the applicable legal jurisdiction of Nepal.
📋 21. MISCELLANEOUS
These Terms & Conditions, together with the Client's booking confirmation, itinerary, invoice, and any written agreement, form the basis of the travel arrangement.
If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply.
South Col Adventures reserves the right to update these Terms & Conditions when necessary. Terms applicable to a confirmed booking will generally be those provided or agreed upon at the time of booking, unless changes are required by law or unavoidable circumstances.
✅ 22. ACCEPTANCE OF TERMS
By booking or participating in a South Col Adventures trip, the Client confirms that they:
✓ Have read and understood these Terms & Conditions.
✓ Accept the inherent risks associated with adventure travel.
✓ Have provided accurate information and documents.
✓ Agree to follow Nepalese laws and Company instructions.
✓ Understand the applicable payment, cancellation, and refund conditions.
✓ Understand that mountain travel may involve unpredictable conditions and itinerary changes.
✓ Accept that safety takes priority over itinerary or summit objectives.
SOUTH COL ADVENTURES PVT. LTD.
Trekking | Peak Climbing | Expeditions | Adventure Travel
Professional Himalayan Experiences • Safety • Responsible Travel • Personalized Service