Our top priorities are ensuring safety and enhancing your Heartspace experience through enjoyment. Given that our activities typically involve daily hiking, it is essential for participants to join the trek fully prepared to actively engage throughout the journey. Things happen beyond our control in Nepal so we will be flexible within reason if changes need to be made. Guides will always fully communicate with guests if an alternate plan is being considered. Safety will not be compromised. Each adventure is graded on a scale from 1 - 5 with 5 being the most challenging. See below for further details:
GRADE 1
GRADE 2
GRADE 3
GRADE 4
GRADE 5
To secure your booking, a 20% deposit of your chosen trip is required, payable in the currency of your country of residence. This deposit is non-refundable. However, if you cancel your booking at least 180 days before your trip departure, your deposit will be retained as a credit valid for 24 months from the cancellation date. This credit can be applied towards the balance of any future trip, but cannot be used as a new deposit. If no future trip is booked within 24 months, the deposit will be forfeited.
Alternatively, upon receiving your written request at least 180 days before your scheduled departure, your deposit can be transferred to:
A. Any other scheduled departure date or trip.
B. Another person nominated by you, as a credit for future trip balances.
The full amount indicated on your invoice, which includes any additional charges, must be settled in full no later than 180 days prior to the departure date of your confirmed trip. If your booking is made within 180 days prior to the departure date, the entire balance (including any additional charges) is due within 48 hours of receiving the booking confirmation. Failure to make payment by the specified deadline will result in the cancellation of your booking. In such cases, your deposit and any other funds paid (subject to the cancellation and refund terms outlined below) will be forfeited in their entirety. The trip price will be locked in at the time of booking, with the exception of any further conditions outlined under "Lock in Your Price" below.
We accept bank transfers and most credit cards. When using a credit card a 3% fee applies.
The following conditions apply, depending on whether a cancellation is made “by you”, “by us”, or “by force majeure”:
- If Made by You:
Up to 180 days prior to departure - 100% refund minus your deposit
- 121 to 180 days prior to departure - 75% refund minus your deposit
- 61 to 120 days prior to departure - 50% refund minus your deposit
-less than 60 days prior to departure - 0% refund
- If Made by Us:
Occasionally, circumstances beyond our control may necessitate the cancellation of a trip before its commencement, such as failing to meet the minimum required number of guests. In the event of trip cancellation, you will have the choice to transfer to another departure at no additional cost, switch to an alternative trip (pending any price disparities), or receive a complete refund.
- If Cancelled Due to Force Majeure:
In cases of cancellation due to circumstances beyond our control, such as natural disasters, pandemics, border restrictions, terrorism, or political unrest, we aim to transfer your reservation to another departure or offer a trip credit for future use. Any credits or refunds issued will be adjusted for non-refundable expenses. Changes to your reservation will be subject to the Terms and Conditions in effect at the time of the modification. We are not liable for additional costs resulting from reservation changes, including visa fees, medical expenses, attire, or flight charges.
Your cancellation request will be effective upon receipt of written notice. Refunds are not provided for voluntary or involuntary early trip departures, nor for missed or unused services such as accommodation and activities.
Travel insurance is compulsory. Your insurance plan will need to include full medical cover, emergency evacuation and emergency repatriation. You also need to be covered for trip cancellation. We recommend protection for other issues including, but not limited to, flight cancellations or delays, loss of luggage and personal effects, and theft.
Heartspace Expeditions follows local COVID-19 regulations and protocols
Yes we will provide a 60L duffel bag.
Your porter bag should be a maximum of 15kg (35lb)
(excluding your Sleeping Bag and Down Jacket)
Our ground and HQ team will do everything we can to get you safely to where you need to be. We can help assist with bookings to get you safely home. We cannot provide any refund of your trip cost once the tour has begun. We will do all we can to assist with Travel Insurance claims if it is needed.
Ganesh Himal Charity Trek - Depending on the season it is possible to have between 0°C to 30°C (32°F to 90°F ). Usually we will be hiking in temperatures of between 15°C to 25°C (60°F to 80°F )
Other Treks - Depending on the location, season and altitude temperatures will vary greatly. If you are joining a hike that climbs over 4000m (13100ft) you will need to be prepared for temperatures potentially below freezing, especially with wind chill.
We can cover between 5 to 15km (3 - 9 mi) each day. Most days will be between 8 - 12km (5 - 7.5mi)
Ganesh Himal Charity Trek - We will be using toilet tents on the trek. We provide all toilet paper and hand sanitizer.
Other Treks - Tea house and lodge toilets. This will be a mixture of western and eastern styles. you will need to carry your own TP. If available this should be put in the basket or bin beside the toilet so not to clog up the system.
Rooming is twin share with someone from the same gender when in Kathmandu and Pokhara Hotels unless a single supplement is paid. While on a teahouse based trek rooming is twin share with someone from the same gender. On the rare occasion guests may be required to share a room with more than one other guest, however only with other Heartspace Expedition guests. While on the Ganesh Himal Charity trek tents will be either single or twin share.
We recommend treating or drinking bottled/purified water at all times on our trips. This includes at the hotels and while on trek. Purification methods will be provided.
Yes you can. Hire costs (approx):
Yes you can.
Ganesh Himal Charity Trek - your sleeping bag must be rated to -15C (5F)
Other Treks - your sleeping bag must be rated to -20C (-4F)
Yes we provide a cotton sleep sheet.
Yes we can. Just contact us.
The Active Hearts Foundation is a non-profit non-governmental organisation founded by Dan Keys (Heartspace CEO) and Arjun Adhikari (Heartspace Lead Guide) Its mission is to provide positive education and health outcomes for the children of rural Nepal. A percentage of your trip cost will be donated to their efforts. Please watch the Active Hearts Documentary to learn more:
If you have other questions please contact us
heartspaceexpeditions@gmail.com
TERMS AND CONDITIONS
STATEMENT OF UNDERSTANDING
While Heartspace Expeditions has taken reasonable measures to ensure my safety during the trip and associated activities, I acknowledge the inherent risks, dangers, and hazards involved. These include but are not limited to physical and mental exertion, slips, falls, encounters with wildlife, varied terrain, altitude-related illness, changing weather conditions, acts of others, accidents in remote areas without immediate medical access, and incidents during travel. Acknowledging these risks, I understand that they could lead to physical harm, loss of life, or damage to personal belongings. Although it's impossible to list every potential risk in this agreement, I understand and accept that I may encounter unforeseen dangers during the trip. Additionally, during free time, any activities undertaken are at my own risk, and Heartspace Expeditions, its guides, or representatives bear no responsibility for my actions.
ASSUMPTION OF RISK
I willingly accept all inherent risks associated with participation, whether disclosed or undisclosed, and acknowledge my voluntary participation with full awareness of these dangers. Consequently, I release and discharge Heartspace Expeditions, its staff, subcontractors, and partners from liability for any injuries, fatalities, property damage, or theft resulting from my participation. This release extends to myself and any minors under my guardianship, and I certify my status as the parent or guardian of said minors.
TRANSMISSIBLE DISEASES
As a participant, I understand the risks posed by highly transmissible diseases, such as COVID-19, and acknowledge the potential for unwitting transmission. I agree to adhere strictly to all health and safety protocols enforced by Heartspace Expeditions and relevant authorities. I acknowledge the risks associated with traveling to areas where transmissible diseases are prevalent and waive any claims against Heartspace Expeditions arising from such exposure or transmission. Moreover, I absolve Heartspace Expeditions from liability for any consequences resulting from providing false information and agree to indemnify the organization accordingly.
RESPONSIBILITY FOR CONDUCT
I accept full responsibility for any negligent or reckless behavior on my part during the trip. While Heartspace Expeditions assumes responsibility for its own conduct, I acknowledge the authority of trip guides to cancel or exclude me from activities if my actions jeopardize the safety or well-being of others. I understand that refunds will not be provided for missed activities due to such exclusions.
FITNESS TO PARTICIPATE
Having reviewed the trip itinerary and disclosed any relevant medical conditions, I confirm my ability to meet the physical and mental requirements of the trip. I agree to promptly notify Heartspace Expeditions of any changes to my health status before or during the trip. Furthermore, I acknowledge Heartspace Expeditions' right to cancel my participation if my condition poses a risk to myself or others, with no refunds provided for missed activities.
EQUIPMENT
If provided with equipment by Heartspace Expeditions, I understand that I am solely responsible for its inspection upon receipt and for reporting any changes in condition during use. I agree to comply with the recommended gear list provided by guides throughout the trip and activities.
CONSENT TO FIRST AID
In the event of a medical emergency, I grant consent for Heartspace Expeditions' guides to administer first aid to myself and any accompanying minors. I release Heartspace Expeditions from any liability arising from such actions.
HEALTH & SAFETY
I commit to adhering to Heartspace Expeditions' health and safety measures and to disclosing any pre-existing medical or mental conditions.
PROGRAM CHANGES
I understand that unforeseen circumstances may necessitate changes to the trip itinerary or activities, and I accept Heartspace Expeditions' authority to make such decisions without assuming liability for resulting expenses or losses.
TRIP RESERVATION AND DETAILS
My payment of the reservation fee and execution of this agreement constitute acceptance of all terms outlined herein. I acknowledge Heartspace Expeditions as the tour operator and agree that no contractual relationship exists with any other entity.
DEPOSIT
A deposit of 20% of your chosen trip is required. This can paid in the currency of the country in which you normally reside and is required to secure your booking. The deposit is non-refundable. However, provided you cancel your booking no less than 180 days prior to your booked trip departure, your deposit will be held as a credit which you can use towards the balance of any future trip for 24 months from the date of cancellation. Funds in credit cannot be used as a new deposit. After 24 months, if no future trip has been booked, your deposit will be forfeited.
Alternatively, your deposit may, upon receipt of your written request no less than 180 days prior to your booked departure, be transferred to:
A. Any other scheduled departure date or trip;
B. Another person nominated by you, as a credit to be used towards the balance of any future trip.
TRIP BALANCE
The outstanding balance shown on your invoice (including any additional items) must be paid in full no later than 180 days prior to the departure date of your booked trip. For bookings made within 180 days prior to the departure date of your booked trip the full balance (including any additional items) is required within 48 hours of booking confirmation. Failure to pay the outstanding balance by the specified due date will result in your booking being canceled and your deposit, and (subject to the cancelation and refund provisions below) any other funds paid, being forfeited in full. Subject only to the further terms under “Lock in Your Price” below, the trip price will be fixed at your booking date.
PAYMENT
We accept bank transfers and most credit cards. When using a credit card a 3% fee applies.
LOCK IN YOUR PRICE
We often publish our prices more than a year in advance. Between that time and the time of your trip’s departure, we may be faced with cost increases (e.g. foreign currency fluctuations, fuel surcharges, increases in cost of services). In the event of a change in costs, we reserve the right to apply a surcharge. If you pay in full at the time of booking, you are exempt from any such surcharges and your price will be locked in.
CANCELLATION AND REFUNDS
The following conditions apply, depending on whether a cancellation is made “by you”, “by us”, or “by force majeure”:
- If Made by You:
Up to 180 days prior to departure - 100% refund minus your deposit
- 121 to 180 days prior to departure - 75% refund minus your deposit
- 61 to 120 days prior to departure - 50% refund minus your deposit
-less than 60 days prior to departure - 0% refund
- If Made by Us:
From time to time, we may need to cancel a trip before it begins due to circumstances beyond our control, such as not meeting the minimum number of guests required for the trip. If your trip is canceled, you have the option to transfer to another departure without any extra charge, switch to a different trip (subject to any difference in price), or receive a full refund.
- If Cancelled Due to Force Majeure:
In cases where cancellation becomes necessary due to circumstances or events beyond our control, including natural disasters, pandemics, border restrictions, acts of terrorism, or political unrest, we will strive to transfer your reservation to another departure or alternative trip. Alternatively, we may provide you with a trip credit to be applied towards the cost of a future booking.
Any credits or refunds issued as a result of cancellation, regardless of the cause, will be adjusted for any non-refundable expenses incurred by us. If your reservation is modified or transferred for any reason, the booking Terms and Conditions applicable on the date of the new reservation will govern. We cannot be held liable for any additional costs you may accrue due to the cancellation or alteration of your reservation, including, but not limited to, visa fees, vaccinations, medical expenses, attire, equipment, testing, quarantine, excess travel insurance, or flight charges.
A cancelation by you will take effect from the date we receive notice in writing. No refunds will be provided in the event of voluntary or involuntary early departure from a trip. No refunds will be given for missed or unused services including, but not limited to, accommodation, activities and meals.
TRAVEL INSURANCE
It is mandatory for guests to have comprehensive travel insurance, covering medical emergencies, trip cancellation, and other contingencies. Failure to provide proof of insurance may result in booking cancellation.
GOVERNING LAW
This Agreement is governed by the laws of New Zealand.
PRIVACY
Heartspace Expeditions acknowledges its obligations regarding guest privacy under the EU General Data Protection Regulation (GDPR).