Terms and Conditions
1. Introduction & Agreement
The Terms and Conditions, along with our itinerary and booking confirmation, constitute a legally binding contract between you (the “Client”) and Himalayan Trek Ventures
By making the deposit, you accept these Terms and Conditions.
2. Booking & Payment
Deposit: A non-refundable deposit of 20–30% of the total trip cost is required at the time of booking.
Balance: Clients must pay the remaining balance at the destination upon arrival in Nepal unless otherwise detailed in the itinerary (e.g., booking trips in Tibet/Bhutan will require full payment of the trip fee 30 days in advance)
Payment Options: Accepted through international bank transfer, secure online payment (less than 4% processing fee), or cash in USD, EUR, or NPR.
3. Cancellation & Refund Policy
From the Client:
More than 30 days before departure: deposit retained.
15–29 days before departure: 50% of the total cost is not refundable.
Less than 15 days: no refund is made.
From Himalayan Trek Ventures:
We reserve the right to cancel a trip in the case of a force majeure event (natural disaster, political/stability/strike, pandemic, etc.).
In this case, the client may choose to receive either:
A full refund or
A credit towards the next trip (less any administration fees).
Group versus Private Booking Policy (optional if relevant)
Prices for group trips are based on a minimum number of group members. In the case that the group size drops below the required amount, we may provide alternative trip options that may include combining the group with another existing trip option, moving the trip dates, or modifying the cost to account for a private departure.
1. Delaying and Rescheduling a Trip Policy
Delaying & Rescheduling a Trip
Clients are allowed to request a postponement or rescheduling of the trip, no later than 30 days prior to departure. Postponement or rescheduling will be approved if it is available, and will incur an administrative or rebooking charge.
A postponed trip must be rebooked within 12 months of the original departure date. Pricing may be adjusted to reflect any seasonal price increases, and permit/transportation costs.
Addendum A
3. Amendments & Transfers
Changes to booking (dates, itinerary) can be made up to a maximum of 30 days prior to departure and are subject to availability and applicable administration fees.
Bookings can be transferred to another person with proper notice and submission of appropriate documentation.
4. Travel Documentation & Permits
The client is solely responsible for their own valid passport (minimum six-month validity) and any visas needed.
All trekking permits, if required and applicable national park fees, will be organized by us. Trekkers must be joined by a licensed guide.
5. Insurance & Health
All clients must have travel insurance that covers emergency evacuation, medical treatment, high-altitude trek coverage, and trip cancellation.
Clients must declare in writing any pre-existing medical conditions at booking. If clients do not declare situations, we reserve the right to cancel the trip without refund.
Clients must also be in good physical health to be capable of completing the trip.
6. Risks & Safety
The client acknowledges that trekking in the Himalayas involves hazards to health and safety due to weather conditions or disturbances, altitude sickness, difficulties encountered in unique terrain, and transportation delays.
All of our licensed guides are trained in emergency first aid and safety measures. The guides’ decisions regarding personal and group safety, as well as altering a previously organized itinerary, are final.
7. Accommodation & Meals
Trek accommodation will be in basic but clean tea houses/lodges and on a twin-sharing basis.
Clients will be accommodated in tourist-standard hotels in Kathmandu or Pokhara.
Meals are provided in accordance with the package; any dietary requests must be provided beforehand.
Tipping and Extra Expenses
Tipping and Personal Expenses
Tipping is a tradition in Nepal and a fantastic way to say thanks to your guide, porter, and support staff. Tipping is not included in your package rate and is completely up to you. You will also be responsible for your personal expenses (drinks, snacks, internet, hot showers, laundry, and optional activities not mentioned in your package).
8. Itinerary Changes
All itineraries are representative and may change due to weather or local conditions, transport problems, or health reasons.
Clients are not entitled to a refund for any services not used as a result of itinerary changes.
2. Flight Delay & Weather Related Cancellations
Flight Delays & Weather
Many areas in the Himalayas depend on domestic flights that are very sensitive to weather (i.e., flights to Lukla or Jomsom). Himalayan Trek Ventures is not responsible for any flight delays, cancellations, or reschedules due to inclement weather, air traffic, or other unplanned circumstances. Flights that do not operate or bookings that need to be postponed will incur. Any additional costs that may be required due to delay, i.e., accommodations, food, transport, or other options, are the liability of the client.
9. Force Majeure
Himalayan Trek Ventures is not liable for the interruption or cancellation of a trip due to circumstances beyond our control, e.g., natural disasters, strikes, government laws or regulations, flight cancellations, or pandemics.
Any expenses that are unrecoverable (i.e., the cost of the permit or any internal flights or accommodations booked ahead of time) that relate to your trip will be deducted from the refundable amount or will be kept as drop-in credit for future use.
10. Client Behavior
Clients are to follow the guide’s instructions and should show respect for the local culture and customs.
Himalayan Trek Ventures is entitled to terminate the involvement of any client who is considered to be unsafe, illegal, or disruptive, without a refund.
. Minor/Child Attendance Policy (optional only if your business allows any clients under the age of 18)
Any participants under the age of 18 must have an accompanying parent or legal guardian.
A signed consent form will need to be provided with the intent to book.
Based on the difficulty of the trip or a situation related to safety, we reserve the right to limit or deny participation of any minor
11. Personal Property
Clients are responsible for the safety of their possessions and for insurance covering their possessions. Himalayan Trek Ventures cannot be liable for any loss, theft, or damage to personal property.
12. Use of Photos and Testimonials
Photographs and videos taken during your trip while travelling with us may be used for promotional purposes unless requested otherwise in writing.
Testimonials may be posted on our website or social media unless a client indicates otherwise.
13. Privacy & Data Protection
Personal data is only used for booking, permits, and any official documentation. We value our clients’ privacy – if you don’t give us permission to, we will not share your data for commercial purposes.
14. Legal Jurisdiction
These Terms & Conditions are governed by the law in Nepal. Any legal matters arising hereunder will take place in the courts of Kathmandu, Nepal.