Terms & Conditions – Indo Nepal Safar

By requesting a quotation, making an advance payment, accepting a written itinerary or using our services, the customer agrees to these Terms & Conditions together with the final quotation, invoice, itinerary, Cancellation Policy, Refund Policy and Privacy Policy.

The person making the booking confirms that they are authorized to accept these terms on behalf of every traveller included in the booking.

Quotations are prepared according to the details shared by the customer, including pickup location, travel dates, duration, destinations, group size, hotel category, meal plan and vehicle requirement.

• Unless stated otherwise, a quotation is provisional and subject to availability.
• Hotel rooms, vehicles, guides and fixed-departure seats are not blocked merely by sending a quotation.
• Prices may change before confirmation due to availability, supplier rates, taxes, permits, fuel costs or peak-season demand.
• Any inclusions not written in the final quotation should not be treated as included.

A booking becomes confirmed only when the required advance payment has been received and Indo Nepal Safar has issued written confirmation.

Confirmation is subject to successful availability checks with hotels, transport providers and other suppliers. Where the originally proposed service is unavailable, a suitable alternative may be offered.

The advance amount and payment schedule will be mentioned in the final quotation, invoice or booking confirmation. Unless a different written arrangement is agreed, the customer must pay each instalment by the specified deadline.

• Services may remain unconfirmed until the required advance is credited.
• Failure to pay an instalment on time may result in release of rooms, vehicles or seats.
• Bank, payment-gateway or transfer charges may be payable by the customer unless included in writing.
• The customer should retain the payment receipt and booking confirmation.

Indo Nepal Safar may request full payment before departure for peak dates, fixed departures, group bookings, non-refundable hotels or special arrangements.

The confirmed package price covers only those services specifically listed under “Inclusions”. Items shown under “Exclusions”, optional activities or services not mentioned in writing are payable separately.

• Personal expenses, shopping, room service, laundry and minibar charges.
• Entry tickets, boating, cable car, safari, guide charges or activities unless expressly included.
• Extra vehicle use, route deviation, waiting beyond agreed use or additional sightseeing.
• Medical costs, insurance, rescue, evacuation or emergency transport.
• Costs arising from road blocks, weather, strikes, government restrictions or delays.

Hotel names and categories are based on availability at the time of confirmation. Where a listed hotel becomes unavailable, a comparable alternative may be provided.

• Standard check-in and check-out times are determined by the hotel.
• Early check-in and late check-out are subject to availability and may involve extra charges.
• Room size, view, floor, bed type and adjoining rooms cannot be guaranteed unless confirmed in writing.
• Children’s bedding and extra mattresses depend on hotel policy.
• Damage, smoking penalties or unpaid hotel expenses are the customer’s responsibility.

Vehicle allocation depends on group size, route, luggage and availability. The confirmed vehicle category will be stated in the package; a particular registration number or exact model is not guaranteed unless confirmed in writing.

• Air-conditioning may be restricted on hills, steep routes, stopped vehicles or where local rules apply.
• Vehicle use is limited to the confirmed itinerary, route, duration and agreed sightseeing.
• Extra kilometres, additional destinations, night use or major route changes may attract additional charges.
• Customers must follow reasonable seating, luggage and safety instructions.
• Mountain destinations may require transfer to locally approved 4×4 vehicles.

Travel time may vary due to traffic, border procedures, weather, road conditions, construction, local events and security checks.

The itinerary is a planned schedule and may be changed where reasonably necessary because of weather, road conditions, border delays, government orders, safety concerns, supplier availability, local events or circumstances beyond our control.

We may change the order of sightseeing, substitute a hotel, alter a route or omit an unsafe or inaccessible location. Reasonable efforts will be made to provide a comparable arrangement where practical.

Every traveller is responsible for carrying valid original identification, permits, medical documents and other documents required for the journey. Requirements may vary by nationality, age, route, vehicle and government rules.

• Traveller names and details must be accurate and match the relevant documents.
• Parents or guardians are responsible for documents relating to children.
• The customer must verify current entry and border requirements before departure.
• Indo Nepal Safar is not responsible for refusal of entry caused by missing, invalid or inconsistent documents.

• Provide complete and accurate traveller, health, pickup and contact details.
• Report at the confirmed pickup point and time.
• Inform us in advance about senior citizens, disabilities, medical conditions or special assistance needs.
• Follow hotel, vehicle, border, temple, park and local authority rules.
• Behave respectfully toward staff, drivers, guides, suppliers and other travellers.
• Take reasonable care of personal belongings, money and travel documents.

Customers should obtain suitable travel and medical insurance for the destinations, activities and duration of their journey.

Fixed-departure tours operate on pre-announced dates, routes and group arrangements. Departure may be subject to a minimum number of participants or operational feasibility.

• Pickup time, reporting point, room-sharing and group discipline must be followed.
• Minor changes may be made to manage the group, transport, hotels or route.
• A traveller who misses departure may need to join the group at their own cost.
• Seat position and specific room allocation are not guaranteed unless confirmed.

Where a fixed departure cannot operate, customers may be offered an alternative date, package adjustment, credit or refund according to the circumstances and applicable policy.

Customer cancellations, date changes and traveller substitutions are governed by the separate Cancellation Policy, Refund Policy and supplier terms applicable to the confirmed booking.

Cancellation charges may include administrative costs and non-refundable amounts charged by hotels, transport operators, permit providers or other suppliers.

Refund processing begins only after the applicable supplier amounts and cancellation charges have been determined.

Indo Nepal Safar is not responsible for failure, delay or alteration caused by events beyond reasonable control, including:

• Natural disasters, landslides, floods, earthquakes, extreme weather or road closures.
• Strikes, protests, political disturbances, border restrictions or curfews.
• Epidemics, public-health restrictions, government orders or permit changes.
• Mechanical breakdown, transport disruption, accidents or supplier failure.
• Any other event that could not reasonably be prevented or controlled.

Additional accommodation, meals, transport or route-change costs resulting from such events may be payable by the customer unless covered by a supplier, insurer or written package inclusion.

Hotels, transport operators, guides, activity providers and payment services may be independent third parties. Indo Nepal Safar coordinates services but does not directly control every act, omission or facility provided by an independent supplier.

To the extent permitted by applicable law, our responsibility is limited to services directly booked and paid for through us. Nothing in these terms excludes consumer rights or liability that cannot legally be excluded.

We may refuse or discontinue service where a traveller’s behaviour creates a safety risk, seriously disrupts the tour, involves abuse, unlawful activity, non-payment or repeated refusal to follow reasonable instructions.

In such cases, the traveller may be responsible for additional expenses, and unused services may not be refundable where costs have already been incurred.

A service problem should be reported to our team as soon as possible during the trip so that a practical solution can be attempted. Delayed reporting may reduce the opportunity to correct the issue.

A formal complaint should include the booking ID, traveller name, date, relevant service details and supporting evidence. We will review the matter with the relevant supplier and respond within a reasonable period.

Website text, branding, graphics, itineraries, layouts and original media belonging to Indo Nepal Safar may not be copied, republished or commercially used without permission.

Destination images may be illustrative. Actual weather, visibility, vehicle appearance, hotel room, local condition and travel experience may differ.

Customer photographs, testimonials or videos will be used for promotional purposes only where shared voluntarily and where suitable permission or lawful basis exists. A removal request may be submitted to our team.

These terms are governed by the applicable laws of India. The parties should first attempt to resolve a dispute through direct written communication and good-faith discussion.

Subject to applicable consumer-protection law and any mandatory jurisdiction, courts and competent forums at Gorakhpur, Uttar Pradesh, may have jurisdiction over disputes connected with services provided by Indo Nepal Safar.