All holidays advertised in our brochures and on our website are operated by Beyond Shangri-La Travels Ltd. Registered number 10617907 (hereinafter called ‘the Company’, ’we’, ‘us’ or ‘our’). Registered UK office: 20 Oxford Road, Upavon, SN9 6BH, UK and are sold subject to the following conditions:
Adequate and suitable travel insurance is highly recommended for all Beyond Shangri-La travellers and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance for your booking by the date of departure. We recommend that you take out insurance as soon as your booking is confirmed.
- Your Financial Protection
The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays booked from us and for your repatriation in the event of our insolvency.
- How to Book
To make a booking you can contact us in several ways: directly over the telephone, or via our website www.beyondshangrila.com. The person making the booking (the ‘lead name’) must be 18 years old or over and possess the legal capacity and authority to make the booking and accepts these booking conditions on behalf of everyone in their party. Whether you book alone or as a group, we will only deal with the lead name in all subsequent correspondence, including changes, amendments and cancellations. The lead name is responsible for ensuring the accuracy of the personal details or any other information supplied in respect of yourself and any other person travelling on the booking and for passing on any information regarding the booking or any changes made in relation thereto, to all persons travelling on such booking, including but not limited to information on schedule changes or copies of booking confirmations.For all holidays, you will need to pay a deposit to us at the time of booking of £100 per person or pay in full. For Private Adventure Bookings the deposit amount will be confirmed on the initial quotation document sent prior to booking. We will then invoice you for the remainder of the cost due before you travel, which you must pay not later than 45 days before departure. If you book less than 45 days before departure full payment must be made on booking. If you do not pay the balance by the due date your booking will be cancelled and you will forfeit your deposit plus any other relevant charges.If we accept your booking, we will issue a Confirmation Invoice. A contract will exist between us from the date we issue the Confirmation Invoice or if you book within 7 days of departure the contract will exist when we accept your payment. When you receive the Confirmation Invoice please check the details carefully and inform us immediately if anything is incorrect. Names on travel documents must exactly match those in your passports. Unless we are responsible for the mistake, we will not accept liability if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket. Travel documents will be sent or emailed to you approximately 2-3 weeks before the departure of your travel, and will not be issued unless payment of the due balance has been received and any cheques have cleared. If you live outside the UK we will email any trip information documents. If requested in the trip information documents you must reconfirm the reservations, timings and check-in details of your flight with the airline concerned at least 72 hours before departure. This applies to your outward flight and to your return flight. If you miss a flight or suffer any disruption as a result of not following our instructions as to reconfirmation we will have no liability to you.Your personal safety is of paramount importance to us and therefore it is imperative that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip.It is a condition of your booking that you and all members of your party provide certain information that may be sent to governmental authorities and border control and security agencies for the purpose of security and counter terrorism. This is known as Passenger Name Records (PNR) data and/or Advance Passenger Information (APIS). For the United Kingdom, it may be referred to as ‘E-Borders’. The information you must provide will include, but not be limited to, full name – as shown in your passport or travel document, gender, date of birth, travel document type, number, and country of issue and expiry date. You must provide this information to the airline between 6 months and 24 hours before departure.In Nepal, we may transfer your booking to another company in high peek seasons but will not affect your holiday.
- Prices, Surcharging and Air Passenger Duty
All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time.
Dates and itineraries shown for tours departing after 1 January 2017 are indicative only and subject to change.
- If you Change or Cancel your Booking
- If, after our confirmation has been issued, you (i) make a change to your existing booking or (ii) wish to change to a different tour or change departure date, we will try to make the changes subject to availability, provided that notification is received in writing or via phone at our offices from the lead name at least 45 days before departure, but we reserve the right to charge an amendment fee of £25 per booking for each change. After 45 days, booking charge will be £50. If the holiday to which you transfer is more expensive than the one you originally booked, a further deposit will also be payable.
- Subject to the conditions below, where you are unable to travel you can either
(i) transfer your booking (and your deposit) to a new booking on a different trip departing within 2 years of your original departure date; or
(ii) transfer your booking to another person, providing the following conditions are met:
a) you notify us in writing at least 45 days before departure and give us authority to make the transfer;and
b) your request is accompanied by all original travel documents which you have received and if you are transferring your booking to another person, the full name and address of the person to whom you wish to transfer your holiday booking (“transferee”); and
c) if you are transferring your booking to another person, the transferee accepts the transfer and these booking conditions, and fulfils any conditions that apply to the booking; and
d) your, or the transferee are able to confirm that suitable travel insurance is in place; and payment is made by you of all costs charged or levied by those supplying your travel arrangements.
Where you are transferring your booking to another person, both the transferor and transferee will be jointly and severally liable for payment of the holiday price and other associated expenses. Please note that any request to transfer your booking (either to another date or another person) will be treated as a cancellation if such notice is received within 45 days of departure and will be subject to cancellation charges.
- You, or any member of your party, may cancel your tour at any time providing that the cancellation is made by the lead name in writing. Notice of cancellation will be effective upon receipt by us of your written communication. As we start to incur costs from the time the contract is confirmed we will retain your deposit and in addition will apply other cancellation charges as shown below. These charges are based on how many days before your booked departure we received your cancellation notice. These charges are a percentage of the total cost of your booking, not including your insurance premium. If you want to cancel one or more passengers on the booking you will have to pay a proportion of the applicable cancellation charge based on the number of passengers you wish to cancel from the booking:
Period before scheduled departure date when notice of cancellation is received Cancellation charge per person as percentage of total booking price More than 45 days before departure date Loss of deposit unless booking (and deposit) is transferred to a new booking for a different trip departing within 2 years or the original departure date Between 45 and 25 days before departure date (inclusive) 50% of the holiday cost Between 24 days and 15 days before departure date (inclusive) 75% of the holiday cost 14 days or less before departure date (or failure to join the holiday) (inclusive) 100% of the holiday cost
We strongly recommend you to take out insurance that includes cover against irrecoverable cancellation costs.
- All communications relating to this contract (in particular any requests to cancel or amend your holiday arrangements) must be from the Lead Name in writing and in English by email or sent by recorded delivery post to Beyond Shangri-La Travels Ltd, 10 Javellin Road, Emsworth, PO10 8ED.
- If we Change or Cancel your Booking
We reserve the right to cancel your booking or change any of the facilities, services or prices described in our brochures or website. We will endeavour to advise you of any changes known at the time of booking.
Operation of all tours is dependent on a minimum number of persons booking the tour. If that number is not achieved, we reserve the right to cancel the tour. However we will not cancel your tour less than 4 weeks before the scheduled departure date except for reasons beyond its control like natural disasters, strikes, industrial action, wars, riots, sickness and weather conditions. In such case the company will refund the trip price wholly or offer you, if available, a replacement holiday from us of equivalent or similar standard and price (at the date of the change).
The Company is not responsible for any incidental expenses or consequential losses that the Client may have incurred as a result of the booking such as visas, vaccinations, non-refundable flights or rail, non refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc.
- Our Liability, Conditions of Carriage & Limitations
Our obligations, and those of our suppliers providing any service or facility included in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities. You must show that reasonable skill and care has not been used if you wish to make any claim. Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your holiday may involve. Sometimes these standards will be lower than those which would be expected in the UK. The suppliers of the services and facilities included in your holiday should comply with local standards where they are provided.We shall have no liability where the cause of the failure to provide, or failure in, your holiday or any death or personal injury you may suffer is not due to any fault on our part or that of our agents or suppliers, because it is either attributable to you, or attributable to someone unconnected with your holiday and is unforeseeable or unavoidable, or is attributable to our employees, agents, subcontractors and suppliers and their staff whilst acting outside the scope of their employment, or is due to information, however obtained, from outside sources such as independent third party websites, or is due to unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which neither we, nor our agents or suppliers could have foreseen or forestalled.
We are committed to providing the best services which will give you a once in a life time journey in this connection, we perform our duties honestly & seriously to make your journey very smooth & pleasant. However, the entire program is conducted strictly under the rules and regulation of theirs’ own policies.
Beyond Shangri-La Travels and its related organization shall not be responsible for any changes in the itinerary due to unavoidable circumstances such as govt. restriction, Land slide, road blockage, flood, snow political unrest, cancellation of flight, delay, sickness or accident, Any extra cost incurring there of shall be borne by the clients on the spots.
If you have a complaint about your arrangements whilst away, you must immediately notify our local representative or your Group Leader and the relevant supplier of the service. If you are not happy with their action in response please follow this up within 35 days of your return home by emailing us at firstname.lastname@example.org or by writing to Customer Services, Beyond Shangri-La Travels Ltd, 10 Javelin Road, Emsworth, PO10 8ED. We will acknowledge your written notification within 7 days and aim to provide a full response within
- Details of Insurance
Adequate and valid travel insurance is mandatory for all clients while on one of our tours. You are strongly advised to insure yourself against any possible risk that may occur and in particular to ensure that you have sufficient insurance in respect of dependent relatives on whom your trip may depend. You are required to carry proof of insurance with you and produce it if reasonably requested by Company employees or suppliers; failure to do so may result in your being prevented from certain participating in certain activities without the right to any refund.
You must ensure that you are in possession of travel insurance for the entire duration of the tour in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment. It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurers, as failure to do so may result in a claim being reduced or declined.
- Visa, Health, Passport, Travel Documentation
Whilst we are able to provide basic advice to clients regarding passports and visa requirements, you should check with the appropriate embassy, consulate or the British Foreign and Commonwealth Office for the exact requirements for your chosen tour and date of travel. It is your responsibility to ensure that you have the correct passport and visas to gain access to any country/region included in the travel arrangements which you purchase from us including, but not limited to, checking that your passport has the required period of validity left on it. If you fail to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your travel arrangements. In some cases, countries will refuse entry to clients who have criminal records. Should you be concerned about this, please check with the embassy or consulate of the countries to which you are travelling. The lead name is entirely responsible for ensuring that all members of the group have the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply resulting in any costs or fines being incurred and we advise you to check with your passport office or the consulate in question if you have any queries. Clients travelling overland to certain destinations may need to also pass through controls of other countries en-route so this should be allowed for with any passport/visa applications.
- Local Laws & Customs
Laws and customs of Nepal is quite different. It is your responsibility to familiarise yourself with, and respect local laws and customs. If you fail to do so, we will have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.
- Your Accommodation
Any accommodation we arrange for you must only be used by those people named on your Confirmation Invoice (or on latest Amendment Invoice issued). You are not allowed to share the accommodation or let anyone else stay there. You are responsible for the cost of any damage caused to your accommodation or its contents during your stay. These charges must be met by you and may have to be paid locally.
- Trip Notes
If we issue detailed trip notes for your booking these trip notes and all the information contained therein will be deemed to be part of the contract. Trip notes available from our website or by post from Beyond Shangri-La Travels contain up-to-date definitive information about the itinerary and travel arrangements. Should there be a discrepancy between the information in the brochure or website and the trip notes, the information in the trip notes supersedes that in the brochure or on the website and will be considered the most up-to-date and accurate.
- Special Requests
We will consider special requests such as dietary requirements or specific rooming arrangements when you book. We will tell you whether there is a charge for the request. We can only guarantee requests for which there is a charge, or those that are confirmed in writing. It is your responsibility to advise us of any special requirements.
- Participation Requirements
All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen holiday as described in this brochure.
By booking an Beyond Shagnri-La tour you acknowledge that this is an active holiday which may test your physical ability and may consist of strenuous and demanding activities. You are therefore responsible for ensuring you are aware of the nature of the associated activities and physical requirements before you book. By confirming your booking you acknowledge that you have the appropriate levels of ability, fitness and good health to safely participate in the tour.
By confirming your booking you accept that the Company’s tour leaders have the authority to prevent you from participating in any part of a tour should they have concerns about (a) your ability to safely partake in an activity or (b) your physical ability to complete an activity in the required timescale. In the event the leader deems such a decision is necessary, we will reasonably endeavour to make alternative arrangements, but we will not be liable to provide any refunds for missed activities and you may be liable for additional costs incurred.
Anyone suffering from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the holiday. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the holiday in which case all monies paid will be forfeit.
No unaccompanied minors (those under 18 years of age) can be accepted however (a) minors aged between 3 -17 years may accompany their parents on tours designated as family adventures and (b) older teenagers may be allowed to join group tours provided they are accompanied by a parent or guardian who accepts full responsibility for them. (c) minors aged between 10 and 17 may accompany their parents on certain tours designated as Polar holidays.
Under European law, if you are disabled or have difficulty moving around, you can receive free assistance when you fly. Please contact us if you wish to find out more information.
- Leader Authority & Behaviour
On an active group holiday it is necessary that you abide by the authority of the leader, who represents the Company. If you commit any illegal act when on the holiday or if in our reasonable opinion or the reasonable opinion of the leader or another person in authority your behaviour is disruptive, threatening or abusive, causes unnecessary inconvenience or is causing or likely to cause damage to property, danger, distress or upset, disturbance or annoyance to others or puts any other traveller or our staff in any risk or danger, on the telephone, in writing or in person, we may terminate your travel arrangements without any liability on our part.
If the Captain of your flight or any of our overseas staff or agents believes that you could be disruptive or that you are suffering from a contagious disease, they can also refuse to let you proceed with your travel arrangements, restrict your movements on board, disembark you from the ferry or aircraft, or remove you from your accommodation or excursion. If this means you are not allowed to board the flight outbound from the UK, we will treat your booking as cancelled by you from that moment, and you will have to pay full cancellation charges. If this occurs overseas then you will become responsible for your own return home and any other members of your group who cannot or will not travel without you. In any of these circumstances no refunds or compensation will be paid to you and we will not be liable for any costs or expenses you incur.
If you are refused carriage because of your behaviour, or you are under the influence of alcohol or drugs, your airline may pass on your details and date of refusal of carriage to other airlines for their information. This in turn may make it difficult for you to book other airline tickets. In any of these circumstances, no refunds or compensation will be paid to you and we may make a claim against you for any damages, costs and expenses (including legal expenses) incurred as a result of your behaviour including but not limited to
(i) repairing or replacing property lost, damaged or destroyed by you,
(ii) compensating any passenger, crew, staff or agent affected by your actions and
(iii) diverting the aircraft or ferry to remove you. Criminal proceedings may also be instigated.
If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the holiday, you must advise us of this at the time of booking.
For the purpose of this section, reference to “you” or “your” includes any person in your party.Updated: 25 February 2017