Terms & Conditions

The Contract

Ace Holiday Treks is the trading name of Ace Holiday Treks Pvt. Ltd., with registered office at Kaldhara Marg, Paknajol, Thamel, Ward No. 16, Kathmandu, Nepal. 

www.acetreks.com is the online information and online booking site of Ace Holiday Treks Pvt. Ltd. 

The terms and conditions of booking and cancellation given here govern all booking and cancellation with www.acetreks.com or personally at the office of Ace Holiday Treks. 

Any booking or order you make with www.acetreks.com or personally at our office is subject to the terms and conditions. Unless Ace Holiday Treks Pvt. Ltd. receives the required advance / deposit payment and issues the invoice with confirmation, no contract exists between you and Ace Holiday Treks. 

In case of group booking (more than 1 traveler), the group leader (who makes the booking and pays advance / deposit) accepts the terms and conditions of booking and cancellation on behalf of the group. He/She is also responsible for payment due from the group. Any visitor below 16 years must be accompanied by at least one adult above 16 years. 

If you submit a booking online or confirm with any written correspondence or personally at our office, you confirm that you accept all the terms and conditions and comply with the agreement. 

Terms of Payment

www.acetreks.com (Ace Holiday Treks) accepts all major credit cards. The clients are responsible to pay the merchant handling fees (if any, sometimes 2 - 4 %). Use of third party (others’) credit card than the visitor or group leader requires a properly filled up and signed authorization letter via scan. You can book and pay the deposit online until 7 days before your arrival date. If you have to book a trip less than 7 days before the trip, please write us before you book. The remaining due amount should be paid on arrival through any means, online or bank transfer or in cash. 

A copy of your passport and 25% deposit of the total cost should be provided to us in order to successfully book your trip. The 25% deposit amount is non-refundable regardless the circumstances. However, it will be allocated to your Lifetime Deposit Account which you can access to book another trip with us in future. 

Also, you can pay for a package by bank transfer (wire transfer / electronic transfer - transfer through your online banking or ask for your bank). In this case, please note that you have to book and transfer payment at least before 2 weeks from your trip start date. When you choose this option, you will get the bank details and the method of transfer. 

Ace Holiday Treks charges an advance / deposit amount of at least 25 % of the package price at the time of booking. You may pay the full amount while booking or later until your arrival day. These deposit and full payment amount and deadlines apply also in customized (tailor made or self designed) packages. The price and itineraries for customized trip are sent to you by email. 

If you are going to book a trip which includes trip to Bhutan, Tibet or India, you have to book the trip and transfer full payment at least 30 days before your arrival. Failure to do so will result in cancellation of the trip. 

Last Minute Booking

You can book a trip through at the Last minute - at least 3 days prior to departure date. However, extra charges may be included. In this case, please write us before you book the trip. 

Standard Cancellation Terms

If you have to cancel your booking, the following cancellation charges apply. 

Cancellation                          Cancellation charge 

Nepal: 

Before 15 (or more) days     10 % of the package price.

Before 7 – 14 days                15 % of the package price.

Before 1 - 6 days                   25 % of the package price (loss of your deposit).

Bhutan, Tibet, India: 

Before 30 (or more) days     25 % of the package price

Before 15 - 29 days               50 % of the package price

Before 1 - 15  days                No refund (loss of your full payment) 

No shows at the time of pre-confirmed arrival date and place without any prior information are equivalent to cancellation with the loss of your deposit. 

If you voluntarily leave the trip after the trip started, no refund will be made. 

In case you cancel your trip, please provide us a written notice 15 days prior (30 days prior in case of Bhutan and Tibet) to your arrival date. Failure to do so will result in termination of the trip. 

Cancellation in unexpected events

If you are forced to cancel your trip because of unexpected events like natural disaster in your home country, accident, medical problem, etc., all the standard cancellation terms apply. But you can avoid cancellation charge if you postpone your trip or transfer your trip for your friend or family.

Postponement / changing date earlier / changing trip / transferring trip

For the convenience of our travelers, instead of canceling your package at the last moment, we recommend you to write and postpone your trip in time. However, if postponement is approved, doing so 15 days prior to the trip (Bhutan, Tibet, India) will deduct 200 USD from your advance deposit. In case of Nepal packages, if postponement is approved, doing so 7 days prior to the trip will deduct 100 USD from your advance deposit. The remaining amount after deduction will be transferred to your Lifetime Deposit account for the next trip. In any case, if the package price has already been amended before your postponement request, the new price will be applied. 

If you have to change your trip to another package, you can request for change, but you have to buy a package priced equal with or higher than your pre-booked package. There will be no charge for changing package, but cancellation charges for visa, hotels, transportation, airfare, etc. will be charged (if any booked before your change request). 

If you have to transfer your trip to any family or friend for the same dates and duration, you can request for transfer. But you have to request for transfer 7 days before the trip, but you have to buy a package priced equal with or higher than your pre-booked package. There will be no charge for changing package, but cancellation charges for visa, hotels, transportation, airfare, etc. will be charged (if any booked before your change request. 

Payment Confirmation

After we receive your booking details and payment amount, we issue payment receipt / invoice by your email. For every payment, you will receive different receipt. 

Receipts / Invoices (and other relevant documents, if any) are sent in the form of PDF document to your email. You can order hard copies of those documents in mail by sending us an email with the request. 

The receipts are issued in the name of the person / group leader who books the trip and issued to the billing address given while booking. 

Validity of Prices

All trip prices / rates quoted in our website are the current prices. Prices are subject to change without notice if there is any change in government taxes / permit fees / currency exchange rates, etc. which are not in control of Ace Holiday Treks. 

Trip booked at a particular price, except the special offer prices, is usually valid for one year from the day of booking. Ace Holiday Treks reserves the right to ask for additional cost or cancel the trip in case of unbearable changes in government taxes / permit fees / currency exchange rates until before 1 month of the arrival date. In this case, if you want to cancel your booking, you will get the full refund of your deposit. 

In case of an incorrect price posted in error and the trip booked at the incorrect price, Ace Holiday Treks reserves full right to refuse, cancel, amend or limit that trip order. 

Special Offers

Special offer trips and the discounted price apply only after Ace Holiday Treks posts the trip online and in other media. The same trip booked before the announcement of special offer doesn’t fall under special offer and doesn’t get the discount. 

Offer is not valid in combination with any other discounts or promotions. Special offer and discounted price apply only for the package under special offer but not for any extra services (hotel and transportation upgrades, additional days / nights, additional activities, etc.). 

If the price is not mentioned as the special offer price, the price shown in special offers is the standard price. The discount (percentage shown) will be shown and deducted from the standard price while booking. 

Special offers do not apply in combination with any other discounts. You can choose only one discount which applies either as a special offer or other discount. 

Travel Insurance

A comprehensive travel insurance is mandatory before you start your trip with us. Make sure the insurance policy covers all the expenses such as medical, personal accidents, emergency evacuations, loss of gears, natural calamities, theft or damage to baggage and personal losses. We highly encourage that you to check specifics while speaking to your insurance company before flying for your trip. 

Liability

Ace Holiday Treks is not responsible for any loss, damage, accident, injury, sickness or change in trip schedule due to any situation (natural or any other) beyond the control of Ace Holiday Treks. Ace Holiday Treks is not responsible for any defaults or delays by the service providers (hotels, transportation, etc.) due to the situation beyond their control. 

Ace Holiday Treks reserves the full right to alter, change, and amend the itineraries, schedules, routes of the trip with any prior notice when it is necessary due to any situation beyond the control of Ace Holiday Treks. The traveler is responsible for any additional costs incurred because of those changes because of situations out of the control of Ace Holiday Treks. If you find the change without any reason / situation out of our control, please call or notify us by any means right away. If there is no means to notify right away, please file a complaint in written by any means when you complete your trip. 

Ace Holiday Treks reserves the right to change, alter, amend the information in website and other media when it is deemed necessary. 

Violation of Laws

We are not liable for any kind of refunds in case you are forced to leave Nepal as a result of unlawful act or acts that are against the government policy.

Belongings

Your personal belongings and valuables are your responsibility. Therefore we are not liable for either loss, damage, or theft of your belongings.

Travel Agency Commissions

Commissions are paid according to the terms and conditions of our travel agency partnership agreement. According to the terms, either we allow our partner to deduct the commission and send the remaining amount or we will send the commission after we receive the price of the tour package. 

There is no commission from bookings of special offers for travel agency. However, we pay a certain amount as a agent service charge to the agency if any special offer trip is booked by an agency. The service charge will be according to our terms and conditions of partnership agreement. 

Acceptance of Terms & Conditions

You accept our terms of services once you make a deposit. Please be sure to review carefully before you proceed. Email us at our official mailing address for further queries.

Payment Methods

Wire Transfer/SWIFT/Express Money Transfer

Pay to: Ace Holiday Treks Pvt. Ltd
Current A/C:  Ask for our account and bank details when you decide to book. Use the account and bank details in Invoice.
Bank Name:  Nepal Investment Mega Bank Ltd.
Bank Street Address: Thamel, Kathmandu, Nepal
SWIFT Code: NIBLNPKT