At Shepherd Holidays, we strive to ensure a smooth and transparent booking process for all our clients. By booking with us, you agree to the following terms and conditions that govern our services. Please read these carefully before proceeding with your booking.
1. Booking a Trip
To secure your trip, you must provide all necessary details of travelers and select your desired package. Bookings are subject to availability, and Shepherd Holidays reserves the right to confirm or decline bookings based on feasibility.
2. Contract
A contract between Shepherd Holidays and the client is formed once the deposit is received and booking confirmation is issued. Group bookings are the responsibility of the lead traveler to communicate these terms to all group members.
3. Deposit
A non-refundable deposit (20%-30% of the total trip cost) is required to confirm your booking. Last-minute bookings (within 30 days of departure) require full payment at the time of booking.
4. Payment Methods
At Shepherd Holidays, once we’ve confirmed your desired trip, the next step in your journey is making your payment. We offer flexible and secure payment methods to suit your preference.
Online Payment by Card
Your trust is invaluable to us, so for secure and convenient online payments, we partner with WeTravel Smart Payments. This international gateway ensures that all your personal and transaction details remain confidential and protected. Please note that a 3% service fee will be added to all card payments.
Bank Transfer
If you prefer a bank transfer, simply reach out to us, and we will provide all necessary bank details. Once you’ve completed the transfer, send us a quick email with the payment reference or receipt, and we’ll handle the rest.
Other Payment Methods
Depending on your location and our policies, we may offer additional payment options, including e-wallet payments, direct cash payments in Nepal, or other methods. Feel free to ask about the available options that best suit your needs.
We’re here to make the payment process as smooth and secure as possible, ensuring a hassle-free start to your adventure with Shepherd Holidays!
5. Payment Terms
20-30% advance while booking and balance before your travel date.
For travelers booking Helicopter Tours, India Tours, Bhutan Tours, Tibet Tours, Dubai Tours, Tanzania Tours, and Kenya Tours, full payment is required upfront. This ensures that all aspects of your trip, including permits, flights, and accommodations, are perfectly arranged and confirmed in advance.
We recommend making your payment as soon as possible to secure your booking and guarantee a smooth experience.
6. Last-Minute Bookings
Not everyone plans ahead, and we understand! For our spontaneous travelers, we offer last-minute booking provisions for trips within Nepal. Simply make your full trip payment within 24 hours, and we’ll take care of the rest. Whether it's a trek, cultural tour, or adventure-packed experience, we’ve got you covered. Single Day tours including helicopter tours can be conducted within just 4-6 hours, subject to availalbe seats!
However, please note that last-minute bookings are not available for Tibet and Bhutan due to the complex logistics and permit processes involved. Availability is subject to confirmation, but once your booking is locked in, you can trust Shepherd Holidays to deliver an unforgettable journey!
7. Changes to Booking
If you wish to modify your booking (date, itinerary, etc.), please notify us in writing. Changes are subject to availability and may incur fees. Requests made within 15 days of departure may be treated as cancellations.
8. Cancellations
At Shepherd Holidays, we understand that unexpected circumstances can impact your travel plans. Our goal is to minimize any inconvenience while providing flexibility wherever possible.
Trip Cancellation by Clients
- More than 30 days before the trip: A refund will be provided, excluding the non-refundable booking deposit, however trip can be posponed without losing booking deposits.
- 15-30 days prior to the trip: 50% of the total trip cost will be retained, and the remaining amount will be refunded.
- Less than 15 days or during the trip: No refunds will be issued. If you choose to opt out after the trip has begun, the full cost will still apply. The non-utilization of any services (such as accommodations, activities, or meals) does not warrant any refunds.
Trip Cancellation by Shepherd Holidays
If Shepherd Holidays cancels a trip for any reason other than force majeure events, we will issue a full refund of the amount paid. In cases of force majeure (natural disasters, political unrest, pandemics, etc.), we will offer alternative dates or activities. If these alternatives are unsuitable, a refund will be provided, excluding the non-refundable booking deposit.
Our aim is to offer flexibility and care in managing unforeseen events to ensure the best possible outcome for our travelers.
9. Refund Policy
Refunds, if applicable, will be processed within 15 days of cancellation. Non-refundable deposits and third-party service fees may not be returned.
10. Medical Conditions & Special Requirements
At Shepherd Holidays, your safety and comfort are our top priorities. To ensure a smooth and enjoyable travel experience, we ask that all travelers disclose any physical or mental health conditions that may impact their journey.
Disclosure Requirements
- Health Conditions: Please inform us of any medical conditions, disabilities, or special needs at the time of booking. This includes any physical or mental health issues that might affect your travel experience.
- Non-Disclosure Consequences: Failure to disclose relevant health information may result in denial of travel services and incur 100% cancellation fees. It's crucial that we are fully informed to provide the appropriate support and accommodations.
Special Requests
- Accommodation of Needs: We strive to accommodate special requests and requirements to the best of our ability. However, please note that these requests are not guaranteed and cannot be treated as contractual promises.
- Healthcare Standards: Be aware that healthcare standards and facilities can vary significantly between countries. We recommend having comprehensive travel insurance that covers medical emergencies and unforeseen health issues.
By providing us with accurate and complete health information, you help ensure that we can tailor your travel experience to meet your needs effectively and safely.
11. Flight Delays & Itinerary Changes
Shepherd Holidays is not responsible for delays or changes caused by flight schedules. We recommend arriving a day early to avoid disruptions. In the case of itinerary changes due to unforeseen circumstances, we will offer alternative arrangements where possible.
12. Travel Insurance
Traveling, especially to adventurous destinations like the Himalayas, involves inherent risks, including weather disruptions, accidents, and health issues. To safeguard your trip, comprehensive travel insurance is not just advisable but essential.
Coverage Requirements
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Essential Coverage: Your insurance policy should include coverage for:
- Accidents and Medical Costs: For any unforeseen injuries or health issues.
- Repatriation: In case of medical evacuation or returning home due to an emergency.
- Personal Liability: Protection against claims for damages or injuries caused to others.
- Trip Cancellations: Coverage for trip cancellations due to unforeseen circumstances.
- Lost Belongings: Protection against loss, theft, or damage to personal belongings.
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Proof of Insurance: We may request proof of your travel insurance policy before the trip. Failure to provide this proof can lead to cancellation of your trip without refund rights.
Ensuring that you have adequate travel insurance is crucial for a safe and worry-free journey. It provides peace of mind and financial protection against potential risks associated with travel.
13. Documentation, Visa, and Passport
Clients are responsible for securing the necessary visas, passports, and travel permits for their trip. Passports must be valid for at least six months beyond the travel date. Shepherd Holidays cannot be held liable for any issues arising from incomplete or invalid documentation.
14. Injuries & Evacuation
At Shepherd Holidays, while we strive to provide a safe and enjoyable experience, we are not responsible for any physical or emotional health conditions that may arise during your trip. It is essential for travelers to be aware of the following:
Insurance and Liability
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Personal Insurance: Our package costs do not include personal insurance coverage. We strongly recommend securing comprehensive travel insurance that covers:
- Medical Emergencies: For any unexpected health issues or injuries.
- Helicopter Evacuations: In case of severe emergencies requiring immediate evacuation.
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Responsibility for Costs: Should an emergency occur, the client is responsible for all associated costs, including:
- Medical Treatment: Any expenses related to medical care.
- Transportation: Costs related to emergency evacuation, including helicopter rescues if necessary.
Securing adequate travel insurance is crucial for managing risks and ensuring you are covered for any potential emergencies during your trip. It provides essential protection and peace of mind, allowing you to focus on enjoying your adventure.
15. Missed or Unused Services
No refunds will be given for missed or unused services, including accommodation, meals, or tours, due to the client’s choice or delay.
16. Health & Fitness
Clients should be in good health and physical condition for their chosen itinerary. Please assess the physical demands of your trip carefully and consult your doctor if needed. Shepherd Holidays is not responsible for any health-related issues arising during your trip.
17. Minor Travelers
For trips involving minors, the lead traveler must ensure that all necessary permissions and arrangements are made for the child’s participation. Minors must be accompanied by a responsible adult at all times.
18. Discount Provisions
We offer group discounts and special provisions for larger groups:
- Groups of 6+: The team leader organizing the group can enjoy additional discounts, depending on the group size and package.
- Large Groups: We provide competitive pricing and added perks for larger groups. Please inquire about tailored group packages.
19. Supplemental Charges
All packages are based on twin-sharing accommodations. Clients preferring single accommodations will be charged a supplemental fee. Please inform us early to facilitate your requests.
20. Risk & Liabilities
Shepherd Holidays is not liable for any damages, injuries, or losses during your trip resulting from third-party services, travel disruptions, or natural disasters. We advise travelers to purchase comprehensive insurance that covers trip cancellations, medical emergencies, and personal belongings.
21. Responsible Tourism Commitment
We are dedicated to promoting responsible and sustainable tourism. Our efforts include supporting local communities, respecting wildlife, and minimizing environmental impact. We expect clients to follow local customs and environmental regulations.
22. Journey Expectations
While we do our best to meet expectations, travel plans may change due to weather, local conditions, or unforeseen circumstances. Flexibility and understanding are key to enjoying your trip.
23. Personal Belongings
Shepherd Holidays takes great care with your personal belongings, but we cannot be held responsible for loss or damage during travel. Insurance covering theft, loss, and damage is highly recommended.
24. Usage of Imagery and Videos
Shepherd Holidays may use images or videos taken during your trip for promotional purposes, such as in brochures, social media, and advertisements. If you do not wish to have your images used, please notify us before your trip begins.
25. Privacy Assurance
We respect your privacy. Any personal information you share with us will only be used for the purpose of organizing your trip. We will not share or disclose your information to third parties unless required by law or necessary for trip facilitation.
26. Pledge to Social Upliftment
Shepherd Holidays actively supports local economies by hiring local guides, promoting local businesses, and engaging in community-driven initiatives that benefit the regions we operate in.
27. Behavior and Conduct
Clients are expected to respect local customs, fellow travelers, and the environment. Inappropriate behavior may result in the termination of your trip without a refund.
28. Complaints
If you encounter any issues during your trip, please bring them to our attention immediately. Written complaints must be submitted within 30 days of your trip’s conclusion.
29. External Links and Third-Party Services
Shepherd Holidays may provide links to third-party services for additional information. However, we are not responsible for the content or accuracy of third-party sites.
30. Applicable Law
These terms and conditions, and any disputes arising from them, are governed by the laws of Nepal. Any legal action will be conducted in Kathmandu, Nepal.
By booking with Shepherd Holidays, you agree to these terms and conditions. We look forward to providing you with an unforgettable travel experience!