Terms and Conditions

Booking Terms & Conditions

Madcap Adventure is a reliable travel company registered under the rules of the Nepal Government, active in the trekking and adventure travel field since 2004 and legally established in its current form in 2014. We accept your booking under the terms and conditions mentioned below.

1. Down Payment

As per company policy, 20% payment is required in advance to book your trip and confirm your place with the Madcap Adventure team. You are required to pay 20% if you book the trip eight weeks prior to the arrival date, and 100% if you book the trip less than eight weeks prior to the arrival date. If this causes a problem for you, please let us know. We will try to be as flexible as possible.

2. How to Make Your Deposit

Credit Card

You can proceed to deposit by Credit Card. We accept Visa, MasterCard, American Express, and UnionPay. 

Custom Payment

Please click here and fill it in. If you have any confusion regarding the balance transfer, please inform us by email (info@madcapadventure.com) or WhatsApp(+9779851026859)

Bank Transfer:

3. Payment of the Balance

If the outstanding balance of your trip is due, make payment 8 weeks before your departure date. You can choose to settle your balance by credit card or hand over cash payment on arrival.

4. Last Minute Booking

Madcap Adventure can accept last-minute bookings with 100% payment due 7 days prior to the tour starting date, but only for Nepal trips. There is no last-minute booking option for Bhutan, Tibet, or India trips.

5. Refund

If Madcap Adventure cancels a trip, we will notify you at the earliest opportunity and refund 100% of the trip deposit you have made. There is no compensation policy beyond this refund.

If you cancel a trip, there is no refund of the 20% deposit regardless of the reason for cancellation. Once you have paid the full trip amount, you may be entitled to a partial refund if you cancel, provided written notification is submitted. Cancellation charges apply as follows:

• Full refund: Cancel 60 or more days before your departure date, and you get everything back, no questions asked
• Partial refund: Cancel 30–59 days before departure and we refund 50% of the package cost. By this point we've already locked in permits and made staff commitments, so we can't return the full amount
• No refund: Cancellations made less than 30 days before departure or mid-trek exits for any reason are non-refundable. This is exactly why we ask every trekker to carry travel insurance with trip interruption cover
• Substitute trekker: Can't make it but know someone who can? You're welcome to send a friend or family member in your place at no rebooking fee, provided they notify us within the 30-day window and meet the same health and permit requirements
• Early descent: If altitude sickness, injury, or a personal emergency means you need to come down early, your guide will handle all the logistics to get you out safely. Unused trek days are not refunded, which is another reason solid travel insurance is non-negotiable on a trek that crosses a 5,106m pass.
• Force majeure: If your trek is cancelled due to a natural disaster, government restriction, or any event outside our control, we'll offer a full credit towards a future departure or a refund minus costs we've already paid out
• Date changes: Need to shift to a different departure in the same season? Let us know at least 45 days out, and we'll do our best to move your booking with no change fee
• Deposit to future trek: If you cancel within 30 days but want to re-book with no charge for a later date, your deposit can be applied as credit toward any future trek within 12 months.

If you need to amend or change the booking of a trip you already have with us, we will be pleased to do so without any additional charge. You will be responsible for any amounts we may incur from paperwork, hotels cancelled, revenue, and flights booked, or any pre- booked dates for any trip permits.

If you cancel less than two weeks before the trip, the advance payment is non-refundable.

6. Supplement Charge

Madcap Adventure offers accommodation on a twin-sharing basis across its holiday packages. Clients who prefer a single room or tent will be charged a supplement.

7. Incomplete Tour

There is no refund for clients who leave the trip partway through, regardless of how much of the itinerary remains unused.

8. Amendment in Tour Cost

Madcap Adventure reserves the right to amend the price rates posted on our website due to external factors beyond our control, such as changes in exchange rates or government action. We put our best effort into keeping current rates stable.

9. Emergency Rescue Evacuation

Helicopter rescue costs range from USD 1,825 to USD 2,500 per hour, depending on the rescue location and flying hours. A rescue typically takes 3 to 4 hours of flying time, though this depends entirely on location and weather conditions at the time. All clients need medical and rescue insurance before arriving in Nepal. We can arrange the rescue operation, with costs settled after the rescue in Kathmandu, and can provide the necessary documents to support a claim with your insurance company.

10. Unforeseen Circumstances

If Madcap Adventure cancels your trip due to unforeseen circumstances such as war, political unrest, natural disasters, or adverse weather conditions, we will offer an alternative trip of a similar standard. If this does not suit your interests, the full amount paid will be refunded. Any other expenses incurred as a result of the booking remain your own responsibility. If a tour is cut short or interrupted due to a natural disaster, the cost already paid is non-refundable.

11. Client's Responsibility

During your trip, the tour or trek guide representing Madcap Adventure holds full authority on the ground. You may be asked to leave the tour if you commit an unlawful act, and no refund will be made in such cases.

12. Travel Insurance

You must carry comprehensive travel insurance covering natural disasters, medical emergencies, helicopter evacuation, accidents, and trip cancellation. We strongly recommend this to all clients.

13. Tour/Trekking Amendment

Please notify us before making any alteration to the trek or tour itinerary. You may need to make changes mid-trip due to conditions such as bad weather.

14. Safety of Your Personal Belongings

Madcap Adventure takes no responsibility for loss or damage to personal belongings, even when carried by porters, vehicles, or ponies. You carry your personal possessions at your own risk.

15. Papers and Documents

You are responsible for presenting all necessary documents in sequence, including visas and permits. We take no responsibility if a trip formality is incomplete due to missing documents before departure.

16. Risk and Liability

Client safety and satisfaction are our top priority. While we work to make your trip run smoothly, programs do not always go to plan. Trips may change due to circumstances beyond human control, such as natural disasters, political unrest, or adverse weather. Any extra costs outside the package are your personal responsibility.

17. Flight Delay/Cancellation

Flight delays or cancellations are a real possibility due to weather conditions in the Himalayan regions of Nepal. Trekking in remote areas such as Everest, Jomsom, Simikot, Jumla, and Dolpa can be uncertain for this reason, particularly during shoulder seasons. We recommend building in a few extra days to cover potential flight delays. If a flight is cancelled before trip departure, you are responsible for your own accommodation and food costs during the delay.

Thank you for reviewing Madcap Adventure's terms and conditions.