Expedition Booking & 15% Flexible Deposit Policy
A booking is officially confirmed once Best Treks Nepal Pvt. Ltd. receives your online reservation submission and the required 15% flexible deposit of the total trek package cost.
- Immediate Confirmation: Upon deposit clearance, you will receive an official digital voucher with your confirmed departure dates, assigned Lead Sherpa, and domestic flight clearance slots.
- Price Guarantee: Once your deposit is confirmed, your trek package price is locked against future currency fluctuations or tariff hikes.
- Free Date Transfer: You may transfer your trek departure date to any other date within 24 months free of administrative penalty, provided written notice is submitted at least 30 days prior to departure.
Balance Payment Terms (85% Due in Kathmandu)
The remaining 85% balance of your expedition price is payable upon your arrival in Kathmandu, prior to departure for the trailhead or mountain flight dispatch.
Balance payments can be settled at our Thamel headquarters using any of the following methods:
- Cash: USD ($), EUR (€), GBP (£), AUD ($), CAD ($), or Nepalese Rupees (NPR) at official Nepal Rastra Bank exchange rates on that day.
- Credit / Debit Card: Visa, MasterCard, UnionPay, or American Express (subject to the standard 3.5% merchant processing surcharge levied by Nepalese banking systems).
- Direct Bank Wire: SWIFT international wire transfer cleared at least 5 business days prior to Kathmandu arrival.
Cancellation, Refunds & Trip Postponement Policy
We understand that unforeseen life events, medical emergencies, or international travel restrictions can occur. Cancellation requests must be submitted in writing to info@besttreksnepal.com.
| Cancellation Timeline | Refund / Credit Terms | Permit / Flight Handling |
|---|---|---|
| 30+ Days Prior to Departure | 100% of deposit converted to Lifetime Travel Voucher OR 80% cash refund. | Non-refundable permit costs excluded |
| 15 – 29 Days Prior to Departure | Deposit retained as non-expiring future trip credit. No cash refund. | Flight transfer fees may apply |
| Less than 14 Days / No-Show | 100% of deposit forfeited due to pre-booked internal flights and guide allocations. | Recoverable via your Travel Insurance |
Mandatory Travel & High-Altitude Medical Insurance
High-altitude trekking in the Himalayas carries inherent physical hazards. Comprehensive travel insurance is a mandatory legal requirement for all clients booking with Best Treks Nepal.
- Altitude Coverage: Your policy must explicitly cover emergency mountain medical expenses and search & rescue up to the maximum altitude of your route (e.g. 5,545m for Everest Base Camp & Kala Patthar; 5,416m for Thorong La Pass).
- Emergency Helicopter Evacuation: Direct hospital airlift clearance from remote Himalayan valleys without requiring upfront payment guarantees.
- Trip Interruption & Lost Baggage: Coverage for unexpected flight delays, lost gear, or hospital stays in Kathmandu.
*Clients must provide proof of active insurance policy numbers and 24-hour emergency assistance contact lines during the pre-trek briefing in Kathmandu.
Mountain Flights, Weather Delays & Itinerary Flexibility
Domestic flights in Nepal (specifically Lukla / Tenzing-Hillary Airport, Jomsom, and Juphal) operate under strict Visual Flight Rules (VFR) and are subject to weather delays caused by monsoon clouds, high winds, or mountain fog.
- Contingency Buffer: We strongly advise all trekkers to book at least 1–2 contingency buffer days in Kathmandu prior to international flight departures.
- Helicopter Upgrades: In the event of fixed-wing flight cancellations, shared charter helicopter transport can be arranged upon client request at current charter tariffs.
- Route Adjustments: Best Treks Nepal reserves the right to modify trekking itineraries if landslide, heavy snowfall, bridge damage, or extreme weather threatens participant safety.
Health, Physical Fitness & Altitude Acclimatization
Participants are responsible for choosing an expedition matching their fitness level. You agree to disclose any pre-existing medical conditions (e.g., cardiovascular disease, asthma, diabetes, or severe allergies) prior to departure.
Our itineraries adhere strictly to international UIAA and Himalayan Rescue Association (HRA) acclimatization guidelines (average daily elevation gain < 500m above 3,000m with dedicated rest days).
Lead Sherpa Guide Authority & Safety Protocols
To ensure safety for all expedition members, the appointed Lead Sherpa Guide exercises ultimate operational authority on the trail.
- Medical Descents: If a trekker displays symptoms of Acute Mountain Sickness (AMS), High Altitude Pulmonary Edema (HAPE), or Cerebral Edema (HACE), the Lead Guide's decision to mandate immediate descent is final and non-negotiable.
- Trail Conduct: Trekkers agree to respect local customs, monastery etiquette, wildlife protections, and group dynamics throughout the journey.
Passports, Nepal Tourist Visas & Restricted Area Permits
Trekkers are personally responsible for holding a passport valid for at least six (6) months beyond the planned date of departure from Nepal, with at least two blank visa pages.
Nepal tourist on-arrival visas can be obtained at Tribhuvan International Airport (Kathmandu). Best Treks Nepal processes all required Trekking Information Management System (TIMS) cards, National Park permits, and restricted frontier permits (e.g. Upper Mustang, Manaslu, Dolpo) on your behalf.
Equipment, Porter Welfare & Environmental Responsibility
Best Treks Nepal is a proud signatory of the International Porter Protection Group (IPPG) charter and adheres strictly to fair labor ethics:
- Weight Limit: Porters carry a maximum weight limit of 20 kg (shared between 2 trekkers, 10 kg per client). Excess baggage can be safely stored free of charge at our Kathmandu hotel depot.
- Fair Wages & Gear: All porters and guides are paid above government minimum wage rates, provided with warm clothing, mountaineering boots, and mandatory medical/life insurance.
- Leave No Trace: We enforce zero-waste alpine practices and encourage the use of water purification tablets over single-use plastic bottles.
Limitation of Liability & Governing Jurisdiction
Best Treks Nepal Pvt. Ltd. acts in good faith as an expedition organizer and is not liable for personal losses, injuries, delays, or property damage resulting from acts of God, natural avalanches, roadblocks, strikes, or political events beyond our direct operational control.
This contract is governed by and construed in accordance with the Laws of Nepal. Any legal dispute arising under or in connection with this agreement shall be subject to the exclusive jurisdiction of the District Court of Kathmandu, Nepal.
Ready to Secure Your 2026/2027 Trek?
Lock in your preferred Himalayan departure dates with an official 15% flexible deposit today.