Terms and Conditions – Annapurna Base Camp

By advancing deposit to Hobnail Trekking, the trekker therefore agrees to be bound by the following terms and conditions. All trek participants must read and sign these Terms of Conditions as well as the Release of Liability, Assumption of Risk, and Indemnification Agreement.

Eligibility

Trekkers must be at least 14 to participate, unless otherwise approved by Hobnail. Anyone under the age of 18 at the time of the trek departure must be accompanied by a parent or guardian for the entire journey.

Voluntary Participation

By registering for a trek, trekker acknowledges that s/he has voluntarily applied to participate on this trek and that s/he has read the description of the trek as it appears on the website.

Your Responsibilities

  • Medical considerations

If you have any medical or psychological conditions, it is very important that you let us know well before departure so that we can determine whether we will be able to assist you in making suitable arrangement in light of your condition(s). By registering for a trek, the trekker certifies that s/he is physically fit and does not have a condition that would limit mobility. The trekker further certifies that s/he does not have any mental, physical, or other condition or disability that would create a hazard for him/herself or other trekkers. The trekker must notify us of any medical issues well before departure.

All trekkers should check with their doctor or medical professional about their intent to participate in this trek. Hobnail Trekking reserves the right to refuse anyone from participating in a trek and trek leaders have the right to disqualify anyone at any time during the trek if, in their sole discretion, they feel the trek member is mentally or physically incapable to continue and/or if a trek member’s continued participation jeopardizes the group’s or his/her own safety. Under these circumstances refunds are not given and the cost of any changes to airline accommodations will be the responsibility of the trekker.

Neither Hobnail Trekking nor its associates are medical facilities and therefore have no responsibility regarding medical advice, medications or inoculations that you or your doctor deem necessary for your safe participation.

In the event the trekker becomes sufficiently incapacitated as to be unable to direct his/her own care, the trekker authorizes any medical treatment deemed necessary in the event of any injury or illness while participating on the trek, whether or not administered by medical or non-medical personnel. In addition, the participant certifies that s/he has medical insurance which will cover personal accidents, medical expenses, medical evacuation, air ambulance, loss of effects, repatriation costs, and all other expenses which might arise as a result of loss, damage, injury, delay, or inconvenience occurring to the trekker.

Hospital facilities for serious problems are often unavailable, and evacuation can be prolonged, difficult and expensive. Neither Hobnail Trekking nor its associates assume any liability regarding provision of medical care. By signing the Release of Liability, Assumption of Risk, and Indemnification Agreement, you agree to pay for emergency evacuation and emergency medical care.

  • Your obligations as a trek member

By participating in a Hobnail trek, you assume certain obligations to Hobnail Trekking, its associates, and the other trek members. It is your responsibility to:

    • Understand the conditions implied in the Activity Level rating of your selected trek
    • Select a trek that is appropriate to your interests and abilities
    • Seek advice from a medical professional about your intention and ability to join this Trek
    • Prepare for the trek by familiarizing yourself with the itinerary and preparation materials sent by Hobnail Trekking
    • Bring appropriate gear and clothing as advised by Hobnail Trekking
    • Obtain all necessary visas and travel documents
    • Follow considerate standards of personal hygiene in order to reduce risk of contracting diseases and illnesses and for the benefit of your fellow trekkers
    • Follow considerate social behavior with other trek participants and respect their habits
    • Act in an appropriate and courteous manner befitting the customs of countries you visit
    • Listen to and follow all instructions provided by your trek leader
    • Complete the trek itinerary as scheduled (or as adjusted by your trek leader as necessary)
    • Respect the countries we visit by using environmentally safe products when possible, staying on established routes of travel, and not littering.

Hobnail Trekking reserves the right to decline to accept or retain any person as a trek participant should such person’s behavior, health or mental condition impede the operation of the trek.

LIMITATIONS OF LIABILITY— PLEASE READ CAREFULLY

Hobnail Trekking may contract with independent contractors to provide transportation, guide services and/or all other related travel services. We assume no responsibility, however caused, for injury, loss or damage to person or property in connection with any service provided by an independent contractor or resulting directly from the following: – acts of God – detention – annoyance – terrorism – thefts – pilferage – force majeure – civil disturbances – government restrictions or regulations – strikes – delays and expenses arising from quarantine – failure of any means of conveyance to arrive or depart as scheduled – discrepancies or change in transit or hotel services over which we have no control. The limitations expressed herein are in addition to any agreements and conditions contained in the Release of Liability, Assumption of Risk, and Indemnification Agreement.

We reserve the right to make reasonable changes in the itinerary where deemed advisable for the comfort and well-being of trek members.

Payment Schedule

A $500 deposit is required to reserve your spot on a trek. For a package trek, an additional payment of $2,000 will be due at 190 days before the trek, and the balance 70 days prior to departure. Packages are not available within 6 months of departure, but reservations can be made for Trek Only up to 60 days prior to departure (if made within 70 days prior to departure, full payment will be required at the time of reservation). No reservations can be made within 60 days of departure.

Payments can be made by major credit card or cashier’s check. Prices are in US dollars and payments must be made in US dollars.

Hobnail reserves the right to cancel a reservation if payments are not made on schedule. For Package treks, if the second payment is made after the 190 day prior due date, it may result in the trek being switched to a Trek Only instead of Package; in these instances, the trekker would then be responsible for booking his/her own airline arrangements to/from Kathmandu.

Cancellations

The payment system is structured so that you make payments as they are needed by Hobnail to purchase your flight (if applicable), and/or to pay for your reservations and activities in Nepal. Because Hobnail does not bank your payments, but use them as they are received, a $800 refund is only available if you have paid Hobnail the entire cost of your trek and cancel your trek between 31 and 60 days prior to departure. In order to be eligible for this refund, Hobnail must receive written notice of your cancellation; the cancellation will be effective as of the date of the postmark.

The trip insurance recommended by Hobnail and/or any that you secure on your own may, under certain circumstances, cover the loss you incur from cancelling your trek. Please contact the insurance provider for your policy limitations.

Your $500 deposit, although not refundable, can be transferred to another trek of your choice within three years of the booking date (the date on which you first made a reservation).

If you purchased a Package trek, the airline reservation is purchased on your behalf as a convenience to you, but in no way implies a liability on our part for any delay or other issue that may arise related to that reservation. Hobnail Trekking is not affiliated with any airline. Any airline tickets issued are subject to the carrier’s refund or cancellation policy.

Changes to Your Reservation

If you decide to make any changes to your reservation within 180 days of its departure, you will be charged a $200 administrative fee plus any additional fees charged by the airline and/or hotel/teahouses to make that change. You must inform us of this change in writing and the change will be effective as of the date of the postmark. You will be notified of the change fees that apply. These fees (both administrative as well as others described above) will be due and payable before Hobnail can make any changes to your reservations. No changes can be made to your reservation within 60 days of departure.

Changes made to your reservation more than 180 days prior to departure will not incur a fee.

If you purchased a Package trek, the airline reservation is purchased on your behalf as a convenience to you, but in no way implies a liability on our part for any delay or other issue that may arise related to that reservation. Hobnail Trekking is not affiliated with any airline. Any airline tickets issued are subject to the carrier’s refund or cancellation policy.

The trip insurance recommended by Hobnail and/or any that you purchase on your own may cover some or all of the cost of these changes for you. Please contact the insurance provider for your policy limitations.

Trek reservations are not transferable and therefore cannot be transferred to another individual.

Single Room Preference

All accommodations are based on double occupancy. If the trekker prefers single accommodations, s/he must pay a $300 single supplement fee (this option is selected when making the reservation). If the participant is travelling alone and does not choose the single supplement, s/he will be assigned a roommate of the same gender. If there is an odd number booked for a particular trek and one trekker is assigned a single room, s/he will not be required to pay the single supplement. Room assignments are made after all trek balances are paid.

Additional Documents

After reserving a spot on a trek, trekkers will receive three documents in the mail that will require an original signature and must be returned to Hobnail Trekking. These documents are the Terms and Conditions (this document), the Release of Liability, Assumption of Risk, and Indemnification Agreement, and the Activity Level Acknowledgement Form. The trekker will also begin to receive a series of “Hobnail Trek Planners” that will assist him/her in all areas of preparation for the trek. These are sent out approximately monthly beginning at six months prior to departure, and then bi-weekly the month prior to departure, as well as the day before departure.

Travel Insurance

Hobnail requires that all trekkers purchase trip/medical insurance that includes helicopter evacuation and covers you for trekking at high altitudes. Emergency medical (helicopter) evacuation coverage should be a minimum of $500,000. In addition, you should have coverage for repatriation of remains, trip cancellation (coverage at least as much as the total trek cost), medical, delayed/cancelled flights, and baggage coverage.

Should you have to cancel your trek because of illness, injury or death to you or an immediate family member, travel insurance may protect your deposits and payments for both air and trek costs. Hobnail Trekking recommends, but does not require and in no way is the trekker obligated to purchase, the EXPLORER policy through World Nomads. A link to this provider can be found at the bottom of the trek detail page for your trek on our website. In no way is Hobnail Trekking liable for any coverage or decisions made by World Nomads in carrying out their insurance policies.

Whichever company you choose for insurance, you should ensure that the policy meets your individual needs. Hobnail Trekking will require that you provide a copy of the insurance card (or whatever is provided in its place) approximately 75 days prior to departure. If you also have primary medical insurance through your (or a family member’s) employer, you will be required to provide Hobnail a copy of that card 75 days prior to departure.

Hobnail recommends that you purchase insurance as soon as you place a deposit on a trek. You should review the policy details on any insurance carefully and determine whether it is sufficient to meet your trip and medical needs during the trek. Some providers cover pre-existing conditions if the policy is purchased within a few days of making a deposit on your trek. Policies vary, so read them carefully before selecting one.

Delays and Cost Increases

The weather in Nepal (and especially on the trek) can change quickly, without warning. We will not be responsible for providing any reimbursement for delays in the trek due to bad weather, trail conditions, river levels, road conditions, transportation delays, or government intervention. The prices are based on tariffs, currency values, airfares and third-party charges as of the date of publication on the website and are subject to change due to unforeseen circumstances. While we will do everything possible to maintain the listed prices, if it is necessary to levy a surcharge, as permitted by law, we reserve the right to do so, and notification will be given at the time of final invoicing.

Note about flights: Most treks run during the best weather conditions of the year and there is an extra day at the end of the trek to allow for poor weather, sightseeing and shopping. Flights to and from Lukla are not always dependable; weather conditions may cause flight cancellations. Costs of any evacuation by helicopter (roughly around $500) are in addition to any previously paid air/land costs and must be paid before evacuation departure.

If we cancel a trek

Hobnail Trekking reserves the right to cancel all or a portion of a trek for force majeure or any other circumstances beyond our control and, in the event of such cancellation, full or partial refunds or credits, if any, will be at Hobnail’s sole discretion. We also reserve the right to cancel any trek if sign-up is inadequate to make the trek economically feasible for us to operate, and in this event, we give a full refund of the trek price.

In extremely rare circumstances Hobnail made need to cancel a trek in progress due to safety, health, or welfare concerns, or due to force majeure. In these circumstances, partial refunds or credits, if any, will be at Hobnail’s sole discretion. The cost incurred for changing airline accommodations due to any mid-trek cancellation is not included in the trek cost and will be the responsibility of the trekker. Any airline tickets issued are subject to the carrier’s refund/change policy.

If you purchased a Package trek, the airline reservation is purchased on your behalf as a convenience to you, but in no way implies a liability on our part for any delay or other issue that may arise related to that reservation. Hobnail Trekking is not affiliated with any airline. Any airline tickets issued are subject to the carrier’s refund or cancellation policy.

Additionally, Hobnail Trekking is not responsible for additional expenses incurred by you in preparing for the trek (e.g., non-refundable air tickets, visa fees if applicable, gear or medical expenses).

Refunds

Hobnail Trekking does not give any refunds for unused hotel rooms, meals, sightseeing trips or trek arrangements. Trip price is quoted as a package; credits are not given for services not used.

Address for All Communications in Writing

Any communications that must occur in writing should be sent to:

Hobnail Trekking Co.

1008 Goldfinch Court

Kingston Springs, TN 37082

By advancing deposit to Hobnail Trekking, the trekker thereby agrees to be bound by the terms and conditions in this agreement.