Terms & conditions

About these terms

These terms govern every booking made with Nepal Trek Planner Pvt. Ltd. (“we”, “us”), a trekking agency registered in Kathmandu, Nepal and guiding in the Himalaya since 2011. They apply equally to scheduled group departures, tailor-made itineraries and peak-climbing trips.

By paying a deposit you confirm that you have read and accepted these terms on behalf of yourself and everyone named on the booking. Please read them alongside the itinerary and trip notes for your chosen route.

Your booking contract

A booking exists once we receive your deposit and send written confirmation by email. Until that confirmation arrives, dates, prices and availability remain provisional.

The person who makes the booking is our lead contact for the whole party and confirms they are authorised to accept these terms for everyone travelling.

You are responsible for the accuracy of the details you give us — names exactly as they appear in passports, passport numbers and expiry dates, and any medical information we ask about. Errors in permit paperwork caused by inaccurate details can delay or cancel a trek, and correcting them may carry third-party fees.

Deposit and balance

• A deposit of 20% of the trip price per person confirms your booking.
• The balance is due 30 days before your arrival day in Kathmandu. For bookings made inside 30 days, the full price is payable at booking.
• Payment is accepted by bank transfer or card; transfer charges and card-processing fees are payable by the sender.
• All prices are quoted in US dollars per person, based on the group-size tiers shown on each trip page.

If the balance has not arrived by the due date and we have not agreed otherwise in writing, we may treat the booking as cancelled by you and apply the charges below.

If you cancel

Cancellations must reach us in writing (email is fine) from the lead contact. The charge depends on how many days before your Kathmandu arrival date the notice arrives:

1. 60 days or more — full refund less a US$ 100 per-person administration fee.
2. 59 to 30 days — 25% of the trip price.
3. 29 to 15 days — 50% of the trip price.
4. 14 to 7 days — 75% of the trip price.
5. 6 days or fewer, non-arrival, or leaving the trek after it has begun — 100% of the trip price.

Permits and domestic flights already purchased in your name are non-refundable once issued. This matters most on restricted-area routes such as Upper Mustang and the Manaslu Circuit, where permit costs are significant. Where we can recover a third-party cost, we pass the recovery on to you in full.

If you would rather move than cancel: one date change to a later departure of the same trek is free until 45 days before your Kathmandu arrival date. Inside 45 days, a date change is treated as a cancellation and rebooking under the tiers above.

We strongly recommend cancellation cover as part of your travel insurance.

If we change or cancel

Scheduled departures run subject to the minimum group size shown on each trip page. If a departure has too few trekkers we will tell you at least 30 days before arrival and offer an alternative date, an alternative route of equivalent value, or a full refund of everything you have paid us.

We may make minor changes to itineraries at any time — a different teahouse, a re-ordered acclimatisation day — and will tell you as soon as practical. A minor change does not entitle you to a refund.

We are not responsible for costs that sit outside the booking, most importantly international flights. Please book flexible tickets and never buy non-refundable flights before your trip is confirmed in writing.

Changes on trek and force majeure

Mountain itineraries are forecasts, not guarantees. Weather, trail and bridge conditions, domestic-flight backlogs (Lukla in particular) and the acclimatisation of the group can all force changes after departure. Your guide has final authority over the route and daily schedule wherever safety is concerned, including the decision to turn around or descend.

Force majeure means events beyond our reasonable control — including earthquake, landslide, flood, severe weather, epidemic, strikes, civil unrest, and acts or restrictions of government. Where force majeure prevents or cuts short a trip we will help you re-route or re-schedule wherever we can; we cannot refund costs already committed to third parties, and we are not liable for further compensation.

Unused services on trek — nights, meals or transport given up voluntarily or lost to conditions beyond our control — are not refundable, though we always seek goodwill credits from our suppliers on your behalf.

Travel insurance is mandatory

Every trekker must hold travel insurance covering emergency medical treatment, repatriation and — critically — helicopter evacuation at trekking altitude: to at least 6,000 m on standard treks, and to the summit altitude on climbing trips.

We ask for your insurer's name, policy number and 24-hour assistance line before departure, and we may decline to start the trek if you cannot show adequate cover. Rescue and treatment costs are always paid by you or your insurer.

Health, fitness and acclimatisation

You must tell us at booking about any medical condition, medication or dietary need that could affect you at altitude. We build itineraries around conservative acclimatisation profiles, but no schedule removes the risk of altitude illness.

If your guide judges that continuing would endanger you or the group, their decision — including descent or evacuation — is final. Costs arising from a descent for medical reasons are covered by you or your insurer.

Our liability

We arrange your trip with reasonable skill and care, using licensed guides and established teahouses, airlines and transport operators. We are not liable for failures caused by events we could not reasonably foresee or prevent, or by suppliers acting outside our instructions.

Trekking and climbing in high mountains carry inherent risks that no operator can remove. By booking you confirm that you understand and accept those risks.

Except where Nepali law provides otherwise, our total liability for any claim arising from a booking is limited to the price paid to us for that booking.

Complaints

If something is wrong on trek, tell your guide immediately — nearly every problem is best fixed on the trail the day it happens. If the issue is not resolved, write to us at info@nepaltrekkingroutes.com within 30 days of your trip ending and we will reply within 14 days.

Governing law

These terms and every booking made under them are governed by the laws of Nepal, and any dispute falls under the exclusive jurisdiction of the courts of Kathmandu.

Questions about these terms are welcome any time at info@nepaltrekkingroutes.com or +977 1 5900545.