Terms & Conditions

Effective for all trekking, tours, and adventure services conducted within Nepal

This Terms & Conditions Agreement (“Agreement”) is a legally binding contract between Himalayan Challenge Treks Pvt. Ltd. (“HC Treks”, “we”, “us”, or “our”) and the individual or group booking a trip (“Client”, “you”). By submitting a booking form, making a deposit, or participating in any HC Treks-organized trip, you confirm that you have read, understood, and agree to comply with all clauses outlined below.

1. DEFINITIONS & INTERPRETATION

Trip/Program: Any trekking, hiking, expedition, or travel itinerary organized by HC Treks.
Deposit:  The upfront, non-refundable portion of the trip cost required to secure a booking.
Balance/Final Payment: Remaining trip payment due before departure or upon arrival as agreed.
Force Majeure/Unforeseen Events: Circumstances beyond reasonable control, including natural disasters, political unrest, pandemics, flight/road closures, extreme weather, or government restrictions.
Suppliers/Third Parties: Independent providers (accommodations, transport, guides, helicopter, porters) engaged by HC Treks to deliver trip services.
Liability: Legal responsibility for loss, damage, injury, or other claims.

2. BOOKING & CONFIRMATION

2.1 Booking Process

A booking is confirmed once the Client submits the completed booking form and HC Treks receives the required deposit. Written confirmation will be issued.

2.2 Accuracy of Information

Clients must provide complete and accurate personal details (passport information, medical conditions, emergency contacts, fitness level). Inaccurate or missing information may result in refusal of service, cancellation, or additional costs.

2.3 Age Requirements

Clients under 16 years must be accompanied by a parent or legal guardian. Additional documentation may be required.

3. PRICING, CURRENCY & CHANGES

3.1 Currency

All trip costs are quoted in USD, unless otherwise stated.

3.2 Currency Conversion

For payments in other currencies, the exchange rate applied is as per payment date.

3.3 Price Adjustments

HC Treks reserves the right to adjust prices before final payment in case of:

  • Currency fluctuations
  • Fuel surcharges
  • Changes in permit fees
  • Supplier rate changes

Any such changes will be communicated promptly.

4. PAYMENT TERMS

4.1 Deposit

A 30% non-refundable deposit is required to secure your booking, except in approved force majeure circumstances (Section 6).

4.2 Final Payment

The remaining balance is due 20 days before departure, or upon arrival in Nepal if pre-approved.

4.3 Accepted Payment Methods

  • WeTravel/Online Portal: Multi-currency support, including ACH, SEPA, and BACS. Platform fees may apply.
  • Credit Card: VISA, Mastercard, AMEX; processing fees apply.
  • Bank/Wire Transfer: Client responsible for bank charges.
  • Cash: Accepted in major currencies, subject to bank standards (clean, non-damaged notes).

4.4 Last-Minute Bookings

Full payment is required and is non-refundable.

5. CANCELLATION & REFUND POLICY

5.1 Cancellation by Client

Must be submitted in writing via email.

  • ≥ 20 days before departure: 30% of total cost non-refundable.
  • < 20 days before departure: 100% of trip cost charged; no refund.

5.2 Cancellation by HC Treks

If HC Treks cancels due to operational reasons or force majeure:

You may receive:

  • A full refund minus non-recoverable third-party expenses; or
  • An alternative trip of equal value.

5.3 No-Show/Early Departure

No refunds for unused services once the trip has commenced.

6. FORCE MAJEURE & TRIP CREDITS

6.1 Force Majeure Events

Includes: natural disasters, pandemics, government orders, strikes, political unrest, road/flight shutdowns, or extreme weather.

6.2 Trip Credits / Rescheduling:

  • Full credit for future trips of equal value if canceled >30 days prior.
  • Partial credit (50–70%) if canceled closer to departure, minus non-recoverable supplier costs.
  • Rescheduled trips may require additional payment if the price is higher.

7. RESCHEDULING, TRANSFERS & NAME CHANGES

  • All requests must be submitted ≥ 20 days before departure.
  • A service fee of USD 200 per person applies.
  • Replacement participants must meet fitness, permit, and documentation requirements; HC Treks reserves the right to approve or deny a replacement.

8. HEALTH, FITNESS & MEDICAL DISCLOSURE

8.1 Disclosure of Health Conditions

Clients must disclose all relevant medical conditions, medications, and physical limitations. HC Treks may require a physician’s clearance.

8.2 High-Altitude Risks

Clients acknowledge the medical risks of trekking at altitude (AMS, HACE, HAPE).

8.3 Medical Screening

Medical certificates may be required for treks above specific altitude thresholds.

9. TRAVEL INSURANCE (MANDATORY)

All clients must obtain travel insurance covering:

  • Emergency medical care (USD 100,000 recommended)
  • Helicopter evacuation/rescue
  • Repatriation
  • Trip cancellation or interruption
  • Loss of baggage or personal belongings
  • High-altitude trekking activities

A copy of the insurance policy must be submitted before the trip’s departure. Some Nepal permit authorities require valid insurance for issuance.

10. RELEASE, WAIVER & LIMITATION OF LIABILITY

10.1 Release & Waiver

All clients must sign a Release & Waiver of Liability.

10.2 Assumption of Risk

Clients voluntarily accept the inherent risks associated with trekking, including altitude illness, weather changes, natural hazards, accidents, injury, or death.

10.3 Limitation of Liability

HC Treks, its owners, employees, guides, and affiliates are not liable for injury, death, property loss, delays, or additional expenses except in proven cases of gross negligence.

10.4 Independent Suppliers

Hotels, airlines, transport companies, and porters are independent contractors. HC Treks is not responsible for acts or omissions beyond contractual agreements.

11. GUIDE & PORTER LIABILITY

  • All guides and porters are licensed by the Nepal Tourism Department.
  • HC Treks is not responsible for negligence, errors, or misconduct except where gross negligence is legally established.
  • Clients must report concerns promptly so corrective action (including staff replacement) can be taken.

12. CLIENT EDUCATION & PRE-TREK DOCUMENTS

Before departure, clients receive a Pre-Trek Risk & Safety Guide, which includes:

  • High-altitude medical risks
  • Evacuation procedures
  • Insurance requirements
  • Cultural & environmental guidelines
  • Packing lists

Acknowledgment of receipt is required and is part of the Release & Waiver.

13. DOMESTIC FLIGHTS & HELICOPTER CONTINGENCY

13.1 Flight Delays/Cancellations

Mountain flights (e.g., Lukla, Jomsom, Pokhara) may be delayed or canceled due to weather or air-traffic restrictions.

13.2 Helicopter Options

Helicopter evacuation or transport may be arranged at the client’s cost (approx. USD 550 per person, one-way; subject to operational factors).

13.3 Insurance Claims

HC Treks will assist with documentation for insurance reimbursements.

14. CONDUCT, COMPLIANCE & TERMINATION

14.1 Code of Conduct

Clients must follow guide instructions, respect local customs, and comply with Nepali law.

14.2 Misconduct/Unsafe Behavior

HC Treks reserves the right to remove clients for violent, illegal, or unsafe conduct. No refunds will be issued for unused services.

14.3 Damage Responsibility

Clients are responsible for damage caused to equipment, property, or facilities.

15. UNFORESEEN CIRCUMSTANCES & ITINERARY ADJUSTMENTS

Due to environmental, safety, or operational factors, HC Treks may:

  • Modify routes
  • Change accommodations or services
  • Substitute transport options
  • Add buffer nights or re-route itineraries

Additional costs arising from such changes may be borne by the client, depending on supplier recoveries.

16. COMPLAINTS & DISPUTE RESOLUTION

16.1 On-Trip Issues

Concerns must be reported immediately to guides or representatives for real-time resolution.

16.2 Formal Complaints

Written complaints must be submitted within 30 days of trip completion.

16.3 Governing Law & Jurisdiction

Any disputes shall be governed by Nepal law and settled in the courts of Kathmandu, Nepal.

17. PUBLICITY, MEDIA & PRIVACY

  • Participation grants HC Treks rights to images/video for promotional purposes without compensation.
  • Personal data is handled per HC Treks Privacy Policy; not sold or misused

18. REGULATORY COMPLIANCE

HC Treks and all staff comply with Nepal Tourism Department regulations, including:

  • Licensed guides & porters
  • TIMS permits & restricted-area permits
  • National park & conservation area entry protocols
  • Trekking and mountaineering safety requirements

19. CHANGES TO TERMS & CONDITIONS

  • HCTreks may amend terms; updated T&Cs will be on the website.
  • Severability: Invalid clauses do not affect others.
  • Entire Agreement: Supersedes prior communications or agreements.

20. CONTACT DETAILS

Himalayan Challenge Treks Pvt. Ltd.
Address: Paknajol Marg, DRS Bhawan 5th Floor Thamel, Kathmandu, Nepal
Email: info@hctreks.com
Phone: +977‑9851408261