Booking Policy

At 3A Adventure, every journey begins with trust and clear communication. We want our guests to feel excited, safe, and most importantly, confident from the first moment they decide to travel with us.  That’s why we have designed a booking policy that is flexible, transparent, and simple.

Whether it’s a short cultural trip, a long adventurous journey, or a trek to the Himalayas, our booking system ensures that travelers understand every detail. We believe travel is about experiences – not confusion. Thus, here is our detailed booking policy:

How to Book a Trip

Booking a trip with us is stress-free and easy.

• Join a trip by visiting our office in Nepal, or booking through email, the website, or phone.
• After selecting a package, our team will assist you with all necessary instructions.
• To book a trip, travelers must provide a full name (as per passport), nationality, passport number, and contact details.

For group bookings, one person can act as the main contact and share details of all members. During peak seasons (spring and autumn), it’s advisable to book early so that flights, guides, and permits can be secured in advance.

Advance Payment

In order to confirm your booking with us, a small advance deposit is needed.

• Booking 20% to 30% of the total trip cost is typical for us, as the respective booking charges.
• In case of the advance payment, bank transfer, credit card, and other available payment methods will work.
• The remaining balance can be paid upon your arrival in Nepal, where cash and card payments will be accepted.
• Your advance payment helps in the purchase of permits, domestic flights, accommodation, and other logistics, and is therefore vital.

Confirmation of Booking

Your advance payment allows for the stated procedures, and thus, the payment received helps in thorough planning. Upon booking and paying the required deposit, the advance payment will pay 100% of the stated plan.

We will be issuing:

• Complete itinerary confirmation invoice consisting of all agreed trip details.
• Follow-up: Pre-departure welcome letter detailing step-by-step next preparations to be taken.
• Fitness and health guidelines tailored to your needs with essential recommendations.
• Packing instructions for all essential items required.

For the items stated together with the health guides, the essential items can be prepared in advance, resulting in a smooth process.

Cancellations and Refunds

Life is full of surprises, so stick to your plans and book with us. At least our cancellation and refund system is reasonable:

• All the sets of work with plans stated can be done with ease, as they will be less than a month, and the remaining amount can be paid upon arrival.
• The remaining amount results in great and smooth terms, so that should the user change plans, they can be reimbursed.
• Cases should remain unpaid, and the remaining documents should be paid before the stated dates for the money to be paid.
• Cancellations made within 15 days of the scheduled trip will result in the deposit being forfeited.

Due to some unavoidable events (sickness, family emergencies, or natural disasters),

Postponing a Trip

If you still wish to travel after the booked date, we offer a flexible postponement feature.

• You have the option to postpone your trip up to 12 months from the original date it was booked.
• The advance payment will now be adjusted to your new booking.
• Any increase in government fees, permits, or airline charges during the new dates will be required to be paid by the guest.

Changes in Booking

We also allow changes in your booking:

• You have the option to change your trip to a different one of higher value with an added cost, for example: a standard trek to a luxury trek.
• You are permitted to extend your stay in Nepal with additional tours, jungle safaris, or cultural activities.
• Contacting us in advance will allow for small changes like hotel upgrades or a change of dates to be done easily.

Last-Minute Bookings

For spontaneous travelers, we also accept last-minute bookings. While in Nepal, should you wish to travel or trek with us, we can arrange travel on short notice, subject to the availability of flights, guides, and permits.

Responsibility of Travelers

For the trip booked with us, we ask the travelers to:

• Provide a correct personal and health assessment to maintain safety.
• Possess a valid passport and visa specifically for Nepal.
• Notify us regarding any medical issues that could impact your journey or trekking travel.

Have your own travel and medical insurance that includes coverage for trekking and accidents.

Obligation of 3A Adventure Nepal

We take complete obligation close to travel with us for:

• Giving relevant information before and throughout the travel
• Making travel arrangements for lodging, meals, guided tours, permits, transport and guided tours, and rest stops.
• Ensuring the traveller’s well-being and comfort at all times.
• Providing the needed help during the emergency situation and evacuation in all needed stages.

We embrace all travelers as friends and not mere travelers, and we live up to all the obligations noted above.

A commitment of Trust

We at 3A Adventure believe that booking for us is not only a transaction, but a basis for a long-lasting relationship. Booking is guided with rectitude and, as we have outlined, based on the core of our policy, ‘trust and confidence’. This is intended to make you feel the thrill from the word “yes” for the adventure at any point in time.

We have a saying among the Nepalese, ‘The guest is god’. This is our mantra from the first booking email to the final goodbye at the Kathmandu airport. It enables us to respect our guests.  

Final Words

We at 3A Adventure want our customers to experience an adventure with us in full relaxation. Booking with us means booking in peace. Concern about unprescribed charges, complex regulations, and unexpected changes will not arise. Everything is arranged clearly for the client in steps, and guidance and support are provided to provide answers to travelers at every step.

The adventure starts the moment you book with us, rather than hitting the trail first. With welcoming retirement plans, policies, and dedicated Nepali hospitality, the adventure starts the moment you book with us.