Terms & Conditions

Last updated: [DATE]

Important: this is a structured starting point covering the commercial terms described on this website. It is not legal advice and it is not a substitute for properly drafted contracts. Because you are selling travel, at least two documents need a specialist's review before launch — this agreement with your retreat leaders, and separate booking conditions for the travellers themselves. See section 12.

1. Who these terms are between

These terms govern the relationship between Beyond Nepal Expeditions (“we”, “us”, “the Operator”) and an independent retreat leader (“you”, “the Leader”) who is accepted onto the Beyond Nepal Expeditions retreat leadership programme.

They do not govern the relationship between us and individual travellers. That relationship is covered by our separate booking conditions.

2. Nature of the relationship

You act as an independent contractor. Nothing in these terms creates an employment relationship, partnership, joint venture or agency beyond what is expressly stated. You are responsible for your own taxes, social contributions and any business registration required where you live.

You may not present yourself as an employee, branch or general agent of the Operator, or enter into obligations on our behalf.

3. Application and acceptance

Submitting the application form places you under no obligation and costs nothing. We assess each application individually and may decline any application without giving reasons. A binding agreement arises only when we confirm your acceptance and your allocated departure window in writing.

4. The two commercial models

4.1 Option 1 — Fixed commission

Travellers book at the standard tour price of €2,685 per person and pay the Operator directly.
You receive €500 net for each traveller in your group who actually travels.
You front no money and carry no refund liability toward travellers.
Commission is paid [STATE WHEN — e.g. within 14 days of the group's return] to the account you nominate.

4.2 Option 2 — Leader sets the price

You pay the Operator €2,685 per traveller in your group.
You set your own selling price and contract directly with your travellers for the amount above our fee.
You retain the difference, and you carry the corresponding commercial risk — including refunds, chargebacks and consumer-law obligations toward the people you sell to.
Payment terms and deposit schedule: [STATE DEPOSIT AMOUNT AND DUE DATES].

Option 2 will typically make you the organiser of a package under the EU Package Travel Directive in your own right, with the full set of duties that follow — including mandatory insolvency protection for the money your travellers pay you. Take specialist advice before offering Option 2 to leaders based in the EU or UK.

5. Minimum departure size

A departure runs only with a minimum of 8 travellers in total and a recommended maximum of 14. That minimum applies to the departure as a whole, not to any individual Leader: a departure may be filled by one Leader bringing the full group, or by several Leaders each bringing a smaller number of travellers. You may participate in a departure with as few as one traveller.

Where a departure is shared between Leaders, each Leader remains responsible only for their own travellers and their own sessions, and is remunerated only in respect of the travellers they bring.

If a departure does not reach 8 travellers in total by the cut-off date of [NUMBER OF DAYS] days before departure, it will not proceed. In that case:

Under Option 1, you owe nothing and no commission arises.
Under Option 2, sums you have paid for that departure are [REFUNDED IN FULL / TRANSFERRED TO A LATER WINDOW — state which].
You may transfer your travellers to a later available window, subject to capacity.

[DECIDE AND STATE: where a departure is shared between Leaders, how are session leadership and group responsibility divided between them? Prospective Leaders will ask, and it needs to be unambiguous in the contract.]

6. What is included in the tour price

The tour price covers the programme on the ground in Nepal: accommodation for the stated duration, in-country transport, permits and paperwork, licensed local guides, meals as set out in the itinerary, and the published activity programme.

It does not include international flights, visa fees, travel insurance, personal equipment, tips, or expenses of a personal nature. [CONFIRM AND ADJUST THIS LIST AGAINST YOUR ACTUAL ITINERARY.]

7. Your responsibilities as Leader

Recruiting your own group from your own community, using accurate and non-misleading claims.
Leading your sessions and being present with your group for the full duration.
Holding any professional qualification, registration and liability insurance required where you practise.
Ensuring your travellers are informed of the physical demands of the itinerary, and hold valid travel insurance and any required visa.
Not describing the trip in terms that contradict this website or the materials we supply.

8. Marketing and brand use

We grant you a limited, non-exclusive, revocable licence to use the materials we supply — itinerary, imagery, pricing sheet — for the sole purpose of promoting your departure. You may not alter our logo, misstate what is included, or publish earnings claims about the programme to recruit other leaders. The licence ends when your agreement ends.

9. No earnings guarantee

Figures on this website, including the calculator, are illustrative arithmetic based on the stated group sizes and prices. They are examples, not projections, promises or guarantees. Your outcome depends on the group you actually bring. Many applicants will not fill a group, and in that case earn nothing.

10. Cancellation and force majeure

Either party may terminate before a departure by giving written notice, subject to the financial consequences in section 5. Neither party is liable for failure to perform caused by events beyond reasonable control — including natural disaster, epidemic, armed conflict, civil unrest, government restriction, or closure of airspace or trekking routes. Where a departure is prevented by such an event we will offer a transfer to a later window where possible.

Detailed cancellation charges: [INSERT YOUR CANCELLATION SCALE — e.g. days before departure and percentage retained.]

11. Liability

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot lawfully be excluded. Subject to that, our aggregate liability arising from your participation in the programme is limited to [AMOUNT — e.g. the total commission or fees paid in respect of the relevant departure].

12. Documents this does not replace

You will additionally need, and should have drafted by a qualified lawyer:

Traveller booking conditions — the contract between the Operator and each individual traveller.
Package travel compliance documentation — the standard information forms required by Directive (EU) 2015/2302, and evidence of insolvency protection.
A data processing agreement where you and the Operator exchange traveller personal data.

13. Governing law and jurisdiction

These terms are governed by the law of Spain. The courts of Valencia, Spain have exclusive jurisdiction, save that where you deal with us as a consumer you retain the protection of the mandatory rules of the country in which you are habitually resident.

14. Changes

We may amend these terms for future applications at any time. The version in force when your acceptance is confirmed governs your agreement, unless we agree a change with you in writing.