The Formal Stuff (hence it’s quite formal)
We want you to trek Nepal with confidence, so we provide transparent and easy to understand Terms and Conditions for you to read before you book. Let’s get started!
Before booking your trip, please take the time to read and understand our terms and conditions below. We strongly recommend that you also review all the information (details, agreed itinerary, price and dates) relating to your trip before you book. It’s your responsibility to be sure that you understand the itinerary, the type of trip you are booking and the physical demands of the trek. If you have any questions, please get in touch.
Acceptance of Terms
When you book your trip with Nepalorama Trekking Pvt Ltd and pay your deposit, you accept all our terms and conditions.
For your own safety, we strongly recommend that you purchase comprehensive travel insurance to cover your trip to Nepal. Trekking in Nepal can be dangerous, especially at high altitudes. We need to be sure that in the event of an emergency, we can take action quickly.
Your policy should include helicopter evacuation above the highest altitude on your trek (e.g. above 4,130m for Annapurna Base Camp). We recommend that you organise travel insurance in your home country if possible. It is your responsibility to ensure the policy you buy covers all your requirements. Also, that you follow the requirements of your insurance provider when making a claim.
All prices stated on our website are in USD.
We require a non refundable deposit of 15% of the trek cost per person to be paid via international bank transfer (or Xoom) at the time of booking. Please note that you are responsible for all bank charges. Once we receive your deposit, we will send you a booking confirmation.
You must pay the balance on arrival in Kathmandu. We recommend you pay using USD. If you pay with another major currency (GBP, EUR, AUD, CAD), we will use the current exchange rates listed on xe.com.
You can also choose to pay using Visa or MasterCard, however you will be charged a 5% fee to cover local taxes, bank charges, and transaction fees.
We understand that sometimes unexpected things happen and that you may need to change your plans. However, if you do need to cancel your trip, unfortunately we cannot refund your deposit as we’ll have already committed to some of the trek expenses.
Covid 19: if your trip to Nepal is cancelled due to a new outbreak of Covid-19 and subsequent lockdowns/flight cancellations, we will hold your deposit and apply it to a trek at a later date to be mutually agreed.
Changes to Your Booking
If you want to change your booking, please get in touch with us as soon as possible.
- We accept name changes and we won’t charge you extra for this. However, if your domestic flights have already been reserved, you’ll need to pay the airline fee to change the name on the flight ticket. Also, if we’ve already purchased your trekking permit, you’ll need to pay for the cost of the permit for the new trekker. Please send us written confirmation including full contact details, for the new party. We’ll also need the relevant documentation for domestic flights and trek permits. You must send this information to us at least 14 days before your scheduled trip. As we’ll need time to make new arrangements.
- It may be possible to change the dates of your booking. You need to get in touch with us at least 30 days before your trek. Date changes are subject to availability. But we can usually accommodate changes with enough notice. We can apply your deposit to new trek dates up to six months after your original trek date. If costs in Nepal increase, between the original and new trek dates, you will need to pay the difference. In the unlikely event that we’re unable to re-schedule your trek, our cancellation policy will apply.
Once your booking is confirmed, we’ll ask you to provide the following documentation:
We need the arrival and departure flight details for all clients, so that we can organise airport transfers.
Passport Details for Trekking Permits
Where possible, we’ll organise your trekking permit before you arrive in Nepal. This is really important if you’re flying into Kathmandu and then directly to Pokhara.
Annapurna Region – we need a scanned copy of your passport details page and a high quality scanned photo.
Everest Region – we need a scanned copy of your passport details page.
Langtang Region – we need a scanned copy of your passport details page.
Manaslu Region* – we need your original passport to obtain your trekking permit for the restricted area of Manaslu. Please also bring two passport photos for your permit.
Upper Mustang Region* – we need your original passport to obtain your trekking permit for the restricted area of Upper Mustang. Please also bring two passport photos for your permit.
*We’ll need to build a day into your itinerary to wait for your permit to be processed.
If Your Trip is Cut Short
If your trip in Nepal is cut short for any reason, either by you, or by us in the highly unlikely event of unforeseen circumstances, there will be no refund for unused days. Please understand that we have already committed to the costs and therefore we are obliged to pay for services, guides and porters.
Trek Costs and Spending Money
We encourage you to check your quote which details exactly which costs are included and excluded. You’ll find that most things are included in the trip cost. However we suggest that you budget an extra USD $200 per person for additional expenses. These may include:
- Lunches and dinners in Kathmandu and/or Pokhara. Check our quote details to see which meals are included.
- Nepal Entry Visa. Your visa will cost either $30 for 15 days, or $50 for 30 days.
- Drinking water. We don’t provide drinking water on the trek. We encourage you to respect the environment and use reusable drinking bottles and water purification tablets wherever possible. It’s also a lot cheaper.
- Other drinks. All meals included in the itinerary come with a cup of tea or coffee. You need to pay for any other drinks that you order.
- Overweight backpack. If your backpack weighs more than 13kg (or the amount stated on your booking confirmation if different), you will need to pay a bit extra to compensate your porter.
- Tips for your guide and porters. We suggest that you give a tip if you’re happy with the service you’ve received.
- Optional extras at your accommodation. In some accommodation you may have an opportunity to pay for WIFI access. It’s normal for teahouses to charge extra for battery charging, since most rooms don’t have power points. Some teahouses have hot showers (or hot buckets of water), or even attached bathrooms available for an extra cost.
- Additional costs due to unforeseen circumstances. Including flight delays and cancellations (see below), also extra nights in Kathmandu.
Flight Delays (Lukla Airport)
The Tenzing-Hillary airport at Lukla is in the heart of the mountains. If the weather is bad or visibility is poor, your flight may be cancelled or delayed. If this happens, your guide will advise the best course of action and adjust your itinerary accordingly. We can usually rework your itinerary easily and still fit everything in.
It’s often possible to transfer your flight to the following day free of charge. However, in the unlikely event that flights are cancelled for consecutive days, we’ll need to make other arrangements. Your guide will advise you of the options and we’ll do everything possible to make sure you can still trek in Nepal. Any extra costs incurred will be your responsibility including any additional nights’ accommodation in Kathmandu.
Your Personal Belongings
Your personal belongings are your own responsibility. We accept no liability for loss or damage of your personal belongings. We recommend you bring your own padlock to lock your bedroom door, as some teahouses do not provide them.
All prices stated on our website are in USD. If you pay your balance on arrival using a currency other than USD, we will apply the current exchange rate according to xe.com.
Refusal of Service
We reserve the right to refuse service in Kathmandu or during the trek. We have a responsibility to protect all trekking group members and Nepalorama team members. If your behaviour is deemed to be offensive to others or puts others at risk in any way, we will withdraw our services immediately and will not provide a refund.
Passport and Visa (Nepal Entry)
You will be granted an entry visa at the airport when you arrive in Kathmandu. You’ll need to prepare these things in advance, to make sure your visa is processed quickly and easily.
- Your passport with at least six months validity, and a blank page.
- A recent passport photo (it’s easier if you bring this with you)*.
- Currency in USD to pay the visa fee ($30 for 15 days, $50 for 30 days).
We recommend that you complete the Online Tourist Visa Form available from 15 days before your arrival date in Nepal. (But it is possible to complete this at the kiosk when you arrive). If you complete this form online and *upload a digital photo, you don’t need to bring a passport photo.
Please refer to our FAQ for more information about the process.
Flexibility / Changes to Itinerary
From time to time due to circumstances beyond our control, we may need to alter your itinerary. Things don’t always go to plan in Nepal! But rest assured you’re in great hands and we’ll know what to do. You acknowledge and accept that this type of travel requires complete flexibility.
Your health and safety is our priority. So, the decision of your trek guide is always final when it comes to matters of the safety or well-being of any traveller, or Nepalorama team member.
Photos and Marketing
We may take photos of you in stunning spots along the way and reserve the right to use these images in our marketing materials unless you ask us not to (in writing).
Need Some Help?
It’s impossible to anticipate every situation in our Terms and Conditions. If you have a question or a problem before your trek, please get in touch. If you have a problem during your trek, please speak to your guide immediately. We’ll do everything we can to help solve your problem.