Additional Information
Equipment Checklist During the Everest Base Camp Trek
Trekking in Nepal demands preparation for diverse terrains and unpredictable weather. From warm sunny days to freezing nights, you'll experience it all. Here's a category-wise breakdown of everything a trekker should bring:
1. Clothing and Layering System
Layering is key for staying warm, dry, and comfortable. The classic system includes base layers, mid-layers, and outer layers.
Base Layers (Inner Layers)
- Moisture-wicking T-shirts (2–3 pairs, synthetic or merino wool)
- Thermal tops and bottoms (1–2 sets, light or midweight)
- Sports bras (for female trekkers)
- Quick-dry trekking underwear (3–5 pairs)
Mid Layers (Insulating)
- Fleece jacket or pullover (1–2)
- Lightweight down or synthetic insulated jacket
- Softshell jacket (optional)
Outer Layers (Protection)
- Waterproof and windproof shell jacket (Gore-Tex or similar)
- Waterproof trekking pants
- Light windbreaker (optional)
Trekking Pants and Shorts
- Convertible trekking pants (2 pairs)
- Lightweight hiking shorts (1 pair)
- Thermal trekking tights
Headwear and Handwear
- Sun hat or cap
- Beanie or wool hat
- Neck gaiter or buff
- Lightweight gloves
- Insulated waterproof gloves
2. Footwear
Your feet are your best friends in the Himalayas. Good-quality shoes can make or break your trek.
Trekking Footwear
- High-ankle waterproof trekking boots (well broken-in)
- Camp shoes or sandals
- Warm socks (2 pairs wool/synthetic)
- Liner socks (2 pairs)
- Gaiters (optional)
3. Backpacks and Bags
Main Backpack
- 50–70L backpack with rain cover
- Padded hip belt and adjustable straps
Daypack
- 25–35L daypack
- Rain cover
Duffel Bag (Optional)
- 70–90L duffel bag (commonly provided by trekking agencies)
Dry Bags & Organizers
- Waterproof dry bags
- Packing cubes
4. Sleeping Gear
Tea houses provide basic bedding, but extra insulation ensures better sleep.
- 4-season sleeping bag (-10°C to -20°C)
- Sleeping bag liner
- Inflatable pillow
- Sleeping mat (for camping treks)
5. Eating and Drinking Essentials
- Reusable water bottles (2 × 1L)
- Hydration bladder (optional)
- Water purification tablets or filter
- Mug or cup
- Spoon or spork
- Trail snacks (energy bars, dry fruits)
6. Personal Hygiene and Toiletries
- Biodegradable soap
- Toothbrush and toothpaste
- Quick-dry towel
- Wet wipes
- Hand sanitizer
- Toilet paper
- Lip balm with SPF
- Sunscreen (SPF 50+)
- Moisturizer
- Deodorant
- Razor and mirror
- Feminine hygiene products
- Nail cutter and comb
7. Health and First Aid Kit
Essential Medicines
- Diamox
- Paracetamol / Ibuprofen
- Anti-diarrheal tablets
- ORS sachets
- Antiseptic cream
- Band-aids, moleskin, blister plasters
- Gauze and medical tape
- Water purification tablets
- Cough drops
- Prescription medicines
- Mosquito repellent
8. Trekking Equipment & Accessories
- Trekking poles
- Headlamp with extra batteries
- Sunglasses (UV-protected)
- Power bank (10,000 mAh+)
- Camera or GoPro
- Extra memory cards
- Binoculars (optional)
- Multi-tool or small knife
- Duct tape
- Lighter or matches
- Notebook and pen
- Small padlock
- Travel adapter (Type C/D)
- Portable charger/solar panel
9. Camping Gear (Optional)
- Tent (4-season or 3-season)
- Sleeping mat or foam pad
- Camping stove and fuel
- Lightweight cooking pot
- Fire starter or lighter
- Reusable utensils
10. Important Documents and Money
- Valid passport with visa
- Passport-size photos
- Trekking permits (TIMS, ACAP, etc.)
- Travel insurance
- Copies of passport and insurance
- Cash (Nepali rupees)
- Credit/debit cards
- Emergency contacts
- Flight tickets and itinerary
11. Optional Comfort Items
- Book or Kindle
- Playing cards
- Lightweight scarf
- Small Bluetooth speaker
- Snacks from home
- Massage ball
12. Packing Tips for Nepal Trekking
- Pack light but smart – Porters carry 15–20 kg only.
- Use waterproof bags to protect valuables.
- Label your items for porter organization.
- Avoid cotton – choose wool or synthetics.
- Test your gear before your trip.
Trekking Insurance for Everest Base Camp Trek
Trekking in Nepal is an adventure of a lifetime, but it also comes with risks — from sudden altitude sickness to unpredictable weather or even flight cancellations. That’s why travel insurance is not just recommended — it’s absolutely essential for all trekkers.
Why You Need Trekking Insurance
Nepal’s trekking trails often reach remote and high-altitude regions like Everest Base Camp, Annapurna Circuit, or Manaslu, where medical facilities are limited. In emergencies, helicopter evacuation may be the only way to get help — and it can cost anywhere between USD 3,000 to USD 7,000 depending on the rescue location.
Having the right insurance ensures that:
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You receive immediate medical evacuation in case of serious altitude sickness or injury.
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Your hospital treatment and medicines are covered.
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You are compensated for trip interruptions, delays, or lost luggage.
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You have peace of mind throughout your journey.
What Your Insurance Should Cover
When purchasing trekking insurance, make sure it includes the following:
1. High-Altitude Coverage
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Your policy must clearly cover trekking above 5,000 meters (e.g., Everest Base Camp is 5,364m, Island Peak is 6,189m).
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Some insurance plans exclude high-altitude activities, so always double-check before buying.
2. Emergency Medical Evacuation
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Helicopter rescue and air evacuation should be explicitly mentioned in your policy.
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Look for coverage up to at least USD 100,000 for medical and evacuation purposes.
3. Trip Cancellation or Interruption
4. Lost or Delayed Luggage
5. Personal Liability
Recommended Insurance Providers for Trekkers
Some globally recognized companies known for high-altitude trekking coverage include:
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World Nomads – Great for adventure travelers (covers high altitudes and helicopter evacuation).
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Allianz Travel Insurance – Good for comprehensive trip protection.
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Global Rescue – Excellent for rescue operations in remote areas.
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True Traveller (for EU citizens) – Offers solid high-altitude coverage.
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AXA Assistance – Reliable global provider for general and adventure travel.
(Note: Always verify coverage and terms according to your nationality and travel destination before purchasing.)
Documents You Should Keep
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A printed and digital copy of your insurance policy.
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Emergency contact number of your insurance provider.
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Details of your policy number and coverage limits.
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Keep these copies with your guide or trekking company, as it helps in case of an emergency.
Tips for Porter and Guides
Porters are truly the unsung heroes of Nepal’s trekking industry. They carry heavy loads through steep trails, help manage logistics, and ensure your journey to the Himalayas is as comfortable as possible. Without their hard work, many treks — including Everest Base Camp, Annapurna Circuit, and Manaslu — would be impossible for most travelers.
Because of their crucial role, it’s important to understand how much to tip porters, how wages work, and how to treat them fairly and respectfully throughout the journey.
1. Porter Wages and Working Conditions
Trekking porters in Nepal typically earn daily wages based on the region, trek length, and company policy.
Here’s a general overview:
| Region |
Average Daily Wage (in NPR) |
Equivalent in USD (approx.) |
| Everest / Annapurna |
Min NPR 3000 per day |
USD 30 |
| Langtang / Manaslu / Mustang |
Min NPR 3000 per day |
USD 30 |
| Short Treks (3–5 days) |
Min NPR 3000 per day |
USD 30 |
Wages usually include food, accommodation, and insurance (if you’re trekking with a registered company).
Wages do not include personal equipment — so make sure your trekking agency ensures your porters are properly equipped with warm jackets, boots, and gloves.
2. How Much to Tip Porters (and Guides)
Tipping in Nepal is customary and expected — not mandatory, but it’s a meaningful way to show gratitude for their hard work in often challenging conditions.
Recommended Tipping Range
Here’s a practical guideline for trekkers joining organized treks with guides and porters:
| Trekking Staff |
Recommended Tip per Day (per Trekker) |
Example (12-Day Trek) |
| Porter |
USD 2 per day |
USD 24 total |
| Assistant Guide & Kitchen Helper |
USD 4 per day |
USD 48 total |
| Main Guide |
USD 10 – 15 per day |
USD 120 – 180 total |
| Main Cook |
USD 5 per day |
USD 60 total |
Example:
If you’re on a 12-day Everest Base Camp Trek with 1 guide and 1 porter, tipping around USD 100–120 for the guide and USD 60–80 for the porter is considered fair and respectful.
Group Tipping Option
If you’re trekking in a group, it’s best to collect all tips together and present them as a group gesture at the end of the trek.
This ensures fairness and avoids confusion about who gets what.
Tip etiquette: Always hand over tips at the end of the trek — in a private and respectful way, preferably inside an envelope. Avoid giving money in public to prevent comparison or misunderstanding among staff.
3. Ethical Guidelines for Trekkers Regarding Porters
Tipping is just one part of ethical trekking. Responsible trekkers also ensure their porters are treated with respect, safety, and dignity.
Treat Porters Fairly
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Respect their limits: A porter should carry a maximum of 20–25 kg (including personal items).
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If your baggage exceeds this, consider hiring an extra porter instead of overloading one.
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Don’t make them rush or walk far ahead — pace should match the group.
Provide Proper Gear
Always make sure your trekking company:
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Supplies porters with warm clothes, gloves, waterproof jackets, boots, and sunglasses.
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Provides accommodation, meals, and insurance for them throughout the trek.
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Ensures safe sleeping arrangements (especially during cold nights in high-altitude regions).
Look After Their Wellbeing
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Check regularly if your porter is feeling well, especially above 3,000 meters.
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If they show symptoms of altitude sickness (headache, nausea, fatigue), do not pressure them to continue — let them rest or descend.
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Encourage guides to treat them as equals, not just staff.
4. When and How to Tip Porters
Timing and presentation matter — it’s about appreciation, not just money.
When to Tip
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At the end of the trek, usually after the final dinner or farewell ceremony.
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Avoid giving tips early in the trek; it’s better to do it once you’ve completed the journey together.
How to Tip
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Place the tip in an envelope or small pouch for a more professional gesture.
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Hand it personally with a smile, handshake, or a simple “Dhanyabad” (Thank you in Nepali).
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If your porter doesn’t understand English, your guide can help translate your gratitude.
5. Other Ways to Appreciate Porters
Money isn’t the only way to show respect. Small acts of kindness often mean just as much:
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Share tea or snacks during breaks.
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Offer warm clothes or trekking gear you no longer need (jackets, gloves, socks, etc.).
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Include them in group photos — they love being remembered as part of your journey.
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Leave positive feedback mentioning your porter’s name on Google or TripAdvisor; it helps them get more jobs in the future.
6. Quick Summary: Porter Tipping and Ethics
| Aspect |
Recommendation |
| Daily Wages |
USD 30 depending on region |
| Tip Range |
USD 5–10 per day per trekker |
| Load Limit |
Max 20–25 kg per porter |
| When to Tip |
At trek completion, in private |
| Additional Gestures |
Share tea, donate used gear, give verbal appreciation |
| Respect & Care |
Ensure fair treatment, proper gear, and safety |
Booking, Payment, Cancellation, Refund & Postponement Policy
Nepal Voyage Treks – Trekking, Peak Climbing & Himalayan Expeditions in Nepal
Nepal Voyage Treks Pvt. Ltd. welcomes international travelers, trekkers, climbers and mountaineers to Nepal for trekking, tours, peak climbing and Himalayan expeditions. We understand that international clients need clear information about advance payments, cancellation charges, refunds, non-refundable expenses, postponement, weather delays and expedition risks before confirming a trip.
Our Booking, Payment, Cancellation and Refund Policy is designed to be transparent and fair to both the client and Nepal Voyage Treks. Because a normal trekking trip, a technical peak climb and an 8,000-metre expedition require very different levels of advance preparation and financial commitment, the required deposit and cancellation conditions may differ according to the type of trip.
By paying a deposit or otherwise confirming a booking with Nepal Voyage Treks, the client confirms that they have read and accepted the applicable booking conditions, cancellation policy and refund terms.
1. Is There a Fixed Advance-Payment Percentage Required by Nepal Law?
There is no single universal percentage that every trekking company in Nepal must charge as an advance payment for every type of trekking or expedition. Different registered operators publish different deposit structures according to the nature and cost of their services. Current examples include 20% and 30% deposits for trekking, while climbing programs may require 50% because climbing permits, equipment, high-altitude staff and base-camp logistics have to be arranged earlier.
For Nepal Voyage Treks, we recommend the following straightforward structure for international clients: 30% advance for standard trekking and tours, 40% advance for peak climbing, and 50% advance for major mountaineering or 8,000-metre expeditions. The exact amount will always be stated in the client's quotation and booking confirmation.
2. Recommended Advance Payment for Trekking and Tours – 30%
For standard trekking, hiking, cultural tours, sightseeing tours and adventure travel packages, Nepal Voyage Treks generally requires a 30% advance payment of the total trip price to confirm the booking.
This deposit allows us to begin reserving hotels, lodges, domestic flights, tourist vehicles, trekking permits, guides, porters and other services required for the itinerary.
The remaining 70% balance should normally be paid before the trip begins, according to the payment instructions provided in the booking confirmation.
A 30% deposit is a practical international booking structure, and similar 30% deposits are currently published by several Nepal trekking operators.
3. Recommended Advance Payment for Peak Climbing – 40%
For peak climbing programs such as Mera Peak, Island Peak, Lobuche Peak and other climbing trips, Nepal Voyage Treks recommends a 40% advance payment.
Peak climbing requires additional preparation, including climbing permits, climbing guides or Sherpa support, technical equipment, camping arrangements, transportation and higher-altitude logistics.
The remaining 60% balance should be paid according to the agreed payment schedule and before the climbing program begins.
For some technical or customized peak-climbing programs, Nepal Voyage Treks may require a higher deposit if substantial non-refundable costs must be paid immediately.
4. Recommended Advance Payment for Major Expeditions – 50%
For major Himalayan expeditions, particularly 8,000-metre mountains such as Mount Everest, Kanchenjunga, Lhotse, Makalu and other major expeditions, Nepal Voyage Treks recommends a 50% advance payment to confirm the expedition.
A major expedition can require substantial payments months before the client arrives in Nepal. These may include government climbing permits, expedition documentation, Sherpa support, expedition staff, domestic flights, transportation, accommodation, base-camp logistics, food, tents, oxygen, climbing equipment and helicopter services where applicable.
A typical payment schedule may therefore be:
50% – Advance payment at booking
30% – Before expedition departure
20% – Final payment according to the expedition agreement
The exact payment schedule may be different for a particular expedition depending on government requirements, permit deadlines, helicopter arrangements and other advance commitments.
5. Why Is the Expedition Deposit Higher?
An 8,000-metre expedition is not financially or logistically comparable to a normal tea-house trek.
Before the expedition begins, Nepal Voyage Treks may have to commit money for government permits, climbing staff, Sherpa teams, expedition food, tents, oxygen, transportation, domestic flights, helicopter logistics and other specialist services.
Some of these costs cannot be recovered if the client later cancels. Therefore, the expedition deposit must protect the company against genuine advance commitments while still giving the client a clear understanding of the financial risk.
6. Booking Confirmation
A booking becomes confirmed when the required advance payment has been received and Nepal Voyage Treks has issued written confirmation.
After confirmation, the company may begin making reservations and payments to hotels, lodges, airlines, transportation companies, guides, porters, climbing Sherpas, government authorities, helicopter operators and other suppliers.
The client should provide accurate information required for the booking and permit process.
7. Final Payment
For ordinary trekking and tours, the balance may normally be paid before the trip starts or upon arrival in Kathmandu, depending on the booking agreement.
For peak climbing and major expeditions, full payment may be required before departure because permits and expedition logistics must be secured in advance.
If the client does not make the required balance payment by the agreed deadline, Nepal Voyage Treks may suspend or cancel the booking, and the applicable cancellation policy will apply.
8. Cancellation Must Be Made in Writing
All cancellation requests should be made in writing, preferably by email.
WhatsApp may be used for urgent communication, but Nepal Voyage Treks may request an email or other written confirmation for official cancellation records.
The cancellation date is the date on which Nepal Voyage Treks receives the written cancellation notice.
9. Trekking and Tour Cancellation & Refund Policy
For standard trekking and tour programs, Nepal Voyage Treks recommends the following schedule:
More than 45 days before departure: Up to 70% of the advance payment may be refundable, after deducting actual non-refundable costs already incurred. Alternatively, the client may request a transfer of the refundable amount toward a future trip, subject to agreement.
30–44 days before departure: Up to 50% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
15–29 days before departure: Up to 25% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
7–14 days before departure: The amount refundable may be up to 10%, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
This is a recommended commercial policy rather than a statement that Nepal law mandates these exact percentages. Actual cancellation terms should be stated clearly in the client's booking confirmation.
10. An Important Refund Principle
The percentages above should not be interpreted as an additional penalty on top of genuine non-refundable expenses.
Nepal Voyage Treks will calculate the refund based on the cancellation schedule and the actual costs already committed or paid to third parties.
For example, if a client cancels 50 days before departure but a domestic airline ticket, restricted-area permit or special hotel booking has already been purchased and cannot be refunded, that actual non-refundable amount may be deducted before the final refund is calculated.
This approach is consistent with the way several Nepal trekking companies structure cancellation policies around deposits and actual non-refundable supplier costs.
11. Peak Climbing Cancellation & Refund Policy
Peak climbing requires a stricter cancellation policy because climbing permits, technical staff, equipment and camping logistics may be arranged well before departure.
Nepal Voyage Treks recommends:
60 or more days before departure: Refund may be available after deducting actual non-refundable expenses.
30–59 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
7–14 days before departure: Up to 10% may be refundable, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
Climbing permits and other costs that are legally or commercially non-refundable may be deducted in full.
12. Major Mountaineering and 8,000-Metre Expedition Cancellation
For a major expedition such as Kanchenjunga, Everest, Lhotse or Makalu, Nepal Voyage Treks recommends a more stringent cancellation policy because the company may make substantial financial commitments long before the expedition starts.
The recommended structure is:
90 or more days before departure: Refund may be considered after deducting actual non-refundable government, permit, airline, helicopter, accommodation, staff and supplier expenses.
60–89 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
30–59 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 10% may be refundable, depending on recoverable costs.
Less than 15 days before departure: Normally 0% refund.
After the expedition has started: Normally 0% refund for unused expedition services, except where the written expedition contract specifically provides otherwise.
This is particularly important for 8,000-metre expeditions because government permits, expedition staff, Sherpa support, base-camp services and other logistics may already have been fully committed.
13. Which Payments Are Non-Refundable?
The following expenses may become 100% non-refundable once purchased, issued or committed, subject to the terms of the relevant supplier:
Government and climbing permits: If the authority does not provide a refund, Nepal Voyage Treks cannot refund that amount to the client.
Domestic flight tickets: Refunds depend on the airline's fare conditions and cancellation rules.
Helicopter services: Helicopter charter, reservation or flight charges may be non-refundable depending on the operator and circumstances.
Hotel and lodge reservations: Non-refundable accommodation charges may be deducted.
Expedition staff and Sherpa commitments: Advance payments or contracted staff costs that cannot be recovered may be deducted.
Special equipment: Equipment purchased or rented specifically for a client may be non-refundable where the supplier does not provide a refund.
Insurance: Insurance premiums are normally subject to the insurance company's own terms and are not automatically refundable by Nepal Voyage Treks.
Bank and payment processing charges: Actual non-refundable banking or payment-processing costs may be deducted.
14. International Flights
International airfare is normally excluded from trekking and expedition package refunds unless Nepal Voyage Treks has specifically purchased the ticket on behalf of the client.
If an international flight is purchased through Nepal Voyage Treks, the airline's fare rules and cancellation charges will apply.
15. Domestic Flights
Domestic flights in Nepal are subject to airline schedules, weather, visibility and operational conditions.
If a flight is cancelled by the airline, Nepal Voyage Treks will assist with rebooking or alternative arrangements where possible.
Any additional accommodation, meals, transportation or helicopter expenses caused by flight disruption may be payable by the client unless specifically included in the package or recoverable through travel insurance.
16. Helicopter Flights and Emergency Evacuation
Helicopter operations in the Himalayas depend on weather, visibility, wind, aircraft availability, aviation regulations and safety.
A helicopter flight included in an itinerary cannot be guaranteed to operate at a particular time.
Emergency evacuation costs are normally the responsibility of the client or the client's insurance company unless specifically included in the package.
International clients should therefore purchase travel insurance that specifically covers high-altitude trekking or mountaineering and helicopter evacuation.
17. Weather and Natural Conditions
Nepal's Himalayas are affected by rapidly changing weather and difficult natural conditions.
A trek or expedition may be delayed or changed because of:
- Heavy snowfall
- Strong winds
- Storms
- Avalanche danger
- Landslides
- Floods
- Earthquakes
- Poor visibility
- Road closures
- Airport disruption
- Unsafe mountain conditions
The safety of clients, guides, porters, Sherpas and other staff will always take priority over the original itinerary.
18. Force Majeure
Force majeure means extraordinary circumstances outside the reasonable control of Nepal Voyage Treks.
This may include earthquakes, major floods, landslides, avalanches, extreme weather, war, civil unrest, strikes, government restrictions, border closures, airport closures, pandemics, major transportation disruptions and other exceptional events.
In such circumstances, Nepal Voyage Treks will make reasonable efforts to reschedule the trip or provide an alternative arrangement.
However, the company cannot guarantee a full refund of money already paid to third-party suppliers if those suppliers do not provide refunds.
19. Cancellation by Nepal Voyage Treks
If Nepal Voyage Treks cancels a trip for reasons within the company's reasonable control before departure, the company will notify the client and provide an appropriate solution according to the booking agreement.
Where appropriate, the client may be offered:
A rescheduled trip, or
An alternative itinerary, or
A refund of recoverable amounts.
Where the cancellation results from force majeure or events outside the company's control, the refund will depend on the actual amount recoverable from airlines, hotels, permit authorities, helicopter operators and other suppliers.
20. Postponement Instead of Cancellation
Clients are encouraged to consider postponement instead of cancellation when circumstances allow.
A trekking or climbing trip may be transferred to a future date subject to:
- Permit validity
- Seasonal conditions
- Availability
- Guide availability
- Sherpa availability
- Airline availability
- Accommodation availability
- Government regulations
- New trip costs
A postponement fee or additional supplier charges may apply where the company has already incurred expenses.
21. Medical Cancellation Before Departure
If a client becomes ill or injured before departure and cannot travel, the normal cancellation policy applies.
Clients should claim eligible cancellation expenses through their travel insurance.
Nepal Voyage Treks strongly recommends cancellation and interruption insurance for international clients.
22. Medical Problems During a Trek or Expedition
If a client becomes sick or injured during a trek or expedition and needs to descend or return to Kathmandu, the company will provide reasonable assistance with logistics.
However, unused services are generally not refundable, because accommodation, permits, staff, food, transportation and other arrangements may already have been paid for or committed.
23. Altitude Sickness and Summit Failure
Altitude sickness, exhaustion, bad weather or mountain conditions may force a client to stop climbing or descend.
Failure to reach a trekking destination, climbing summit or expedition summit does not automatically qualify the client for a refund.
For an 8,000-metre expedition, the company must maintain staff, camps, food, permits, oxygen and logistics regardless of whether an individual climber reaches the summit.
There is no summit guarantee.
Safety always takes priority over summit success.
24. Early Departure
If a client voluntarily ends a trek, tour or expedition before the scheduled completion date, there will normally be no refund for unused services.
This may include unused:
- Hotel nights
- Lodge nights
- Meals
- Guide services
- Porter services
- Transportation
- Domestic flights
- Permits
- Camping services
- Climbing services
- Expedition logistics
25. No-Show Policy
If a client does not arrive at the agreed meeting point or does not participate in the trip without prior written notice, the booking will be treated as a no-show.
For a no-show, normally 0% refund will be provided because the company and suppliers may already have committed the required services.
26. Changes Requested by the Client
After confirmation, changes requested by the client may result in additional charges.
These may include:
- Changing the departure date
- Changing the trekking route
- Adding hotel nights
- Changing domestic flights
- Adding private transportation
- Adding helicopter services
- Extending the trip
- Changing accommodation
- Changing the number of travelers
The additional cost will be communicated to the client before the change is confirmed whenever reasonably possible.
27. Unused Services
No automatic refund will be provided for services that the client voluntarily chooses not to use.
For example, if a client decides to stop a trek early, does not use a booked hotel night, skips a planned sightseeing activity or returns to Kathmandu before the scheduled date, unused services are generally non-refundable.
28. Travel Insurance Requirement for International Clients
Every international traveler should obtain suitable travel insurance before coming to Nepal.
For high-altitude trekking, the insurance policy should clearly cover the maximum altitude of the trek.
For peak climbing and 8,000-metre expeditions, the insurance should specifically cover:
- High-altitude mountaineering
- Emergency medical treatment
- Helicopter evacuation
- Repatriation
- Trip cancellation
- Trip interruption
- Personal accident
- Baggage loss where required
Clients should carefully read their policy because ordinary travel insurance may exclude high-altitude mountaineering.
29. Passport, Visa and Personal Documents
Clients are responsible for ensuring that their passport, Nepal visa, travel documents and insurance documents are valid.
Any costs arising from incorrect documents, visa problems, late arrival or failure to meet immigration requirements are normally the client's responsibility.
30. Government Fees and Price Changes
Government permit fees, conservation fees, taxes, airline charges, fuel costs and other official charges can change.
If a new mandatory government charge is introduced after the quotation has been issued, the client may be required to pay the additional amount unless the written contract specifically states that the price is fixed and includes such changes.
31. Bank Transfer and Payment Charges
The client is responsible for ensuring that Nepal Voyage Treks receives the full amount stated on the invoice.
International bank transfers may involve intermediary or correspondent-bank charges.
Any actual non-refundable bank or payment-processing charge may be deducted from an applicable refund.
32. Refund Processing
When a refund is applicable, the client should submit a written refund request.
Nepal Voyage Treks will calculate the refund after deducting the applicable cancellation charges and actual non-refundable expenses.
Refunds will normally be processed after the company has confirmed the final amounts recoverable from relevant suppliers.
33. Refund Example – Standard Trekking
For example, suppose a trekking package costs USD 2,000 and the client pays a 30% deposit of USD 600.
If the client cancels sufficiently early and the company has incurred only USD 100 of genuine non-refundable costs, the applicable refund would be calculated after deducting that USD 100 and any applicable cancellation charge under the booking agreement.
The exact refund is therefore not necessarily a simple percentage of the original USD 2,000. It depends on the cancellation date and actual costs already incurred.
34. Refund Example – Peak Climbing
Suppose a peak climbing package costs USD 5,000 and the client pays a 40% deposit of USD 2,000.
If the climbing permit, accommodation, transportation and other services totaling USD 1,200 have already become non-refundable, that USD 1,200 may have to be deducted from the amount otherwise refundable.
This is why clients should book peak climbing with adequate travel insurance.
35. Refund Example – 8,000-Metre Expedition
Suppose an 8,000-metre expedition costs USD 30,000 and the client pays a 50% advance of USD 15,000.
Before departure, the company may have already committed substantial funds to government permits, expedition staff, Sherpa support, oxygen, helicopter logistics, flights, base-camp services, food, equipment and accommodation.
If those costs cannot be recovered, they may be deducted from any applicable refund.
For this reason, the expedition cancellation policy is necessarily stricter than a normal trekking policy.
36. Refundable and Non-Refundable Costs
Potentially Refundable
Depending on the cancellation date and supplier terms, the following may be refundable:
- Recoverable hotel bookings
- Recoverable lodge bookings
- Recoverable transportation
- Recoverable flight tickets
- Unused services where suppliers provide refunds
- Amounts not yet committed
- Eligible amounts covered by the company's cancellation policy
Potentially Non-Refundable
The following may become non-refundable:
- Government permits
- Climbing permits
- Conservation fees
- Non-refundable airline tickets
- Non-refundable hotel bookings
- Helicopter charter commitments
- Expedition staff commitments
- Sherpa advance payments
- Special equipment
- Insurance premiums
- Bank/payment charges
- Other third-party costs already paid and not recoverable
37. Fair and Transparent Cancellation Policy
Nepal Voyage Treks aims to avoid unreasonable cancellation penalties.
Where a third-party supplier provides a refund to Nepal Voyage Treks, the recoverable amount will be considered when calculating the client's refund, subject to the applicable booking conditions.
Clients should not assume that every payment automatically becomes refundable simply because the trip has not started. Likewise, the company should not retain amounts that are clearly recoverable where the booking agreement provides for their refund.
38. International Client Protection
International clients are encouraged to request and carefully review the complete quotation and Terms & Conditions before paying the deposit.
The quotation should clearly state:
- Total trip price
- Deposit percentage
- Balance-payment deadline
- Included services
- Excluded services
- Cancellation charges
- Refund conditions
- Non-refundable costs
- Insurance requirements
- Permit requirements
- Postponement conditions
- Force majeure conditions
This provides transparency and helps prevent misunderstandings between the client and trekking company.
39. Booking with Nepal Voyage Treks
To confirm a booking, clients should first receive the final itinerary and quotation from Nepal Voyage Treks.
After reviewing the itinerary, cost, inclusions, exclusions and cancellation conditions, the client can proceed with the required deposit.
Once payment has been received and confirmed, Nepal Voyage Treks will begin the necessary arrangements.
40. Final Contract and Individual Booking Conditions
The exact cancellation and payment conditions may vary according to the individual trip.
A restricted-area trek, customized itinerary, peak climb or 8,000-metre expedition may require different advance payments because of its particular permit and logistics requirements.
Therefore, the final written quotation, invoice, booking confirmation and signed agreement for the client's specific trip will take precedence over general website information.
41. Recommended Nepal Voyage Treks Payment Summary
For easy understanding by international clients, Nepal Voyage Treks recommends the following standard structure:
| Trip Type |
Recommended Advance |
Balance |
| Trekking & Tours |
30% |
70% |
| Restricted / Customized Trek |
30–50% |
50–70% |
| Peak Climbing |
40% |
60% |
| Major Mountaineering Expedition |
50% |
50% |
| 8,000m Expedition |
50% |
According to expedition contract |
These percentages are Nepal Voyage Treks' commercial booking recommendations, not a claim that Nepal law mandates these exact percentages.
42. Recommended Cancellation Summary
Standard Trekking & Tours
45+ days before departure: Up to 70% of the advance may be refundable, subject to actual non-refundable expenses.
30–44 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25% may be refundable.
7–14 days: Up to 10% may be refundable.
Less than 7 days / no-show: Normally 0% refund.
Peak Climbing
60+ days: Refund possible after non-refundable costs.
30–59 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25%.
7–14 days: Up to 10%.
Less than 7 days / no-show: Normally 0%.
8,000m Expedition
90+ days: Refund possible after actual non-refundable costs.
60–89 days: Up to 50% of amount paid may be refundable.
30–59 days: Up to 25%.
15–29 days: Up to 10%.
Less than 15 days: Normally 0%.
After expedition begins: Normally 0% refund for unused services.
43. Postponement Policy
Where possible, Nepal Voyage Treks prefers to help clients postpone rather than cancel.
If written notice is received sufficiently early, the company may transfer eligible payments toward a future departure.
The transfer remains subject to permit validity, season, availability, supplier charges and any difference in the new trip price.
44. Why Travel Insurance Is Important
Cancellation insurance can protect international clients against circumstances such as illness, injury, family emergencies, flight disruption and other covered events.
For trekking and mountaineering in Nepal, clients should ensure that the insurance specifically covers the altitude and activity involved.
For an 8,000-metre expedition, insurance must specifically cover high-altitude mountaineering and emergency evacuation.
45. Safety and Mountain Decisions
For trekking, peak climbing and expedition programs, Nepal Voyage Treks always places safety above the original itinerary.
The guide, expedition leader or climbing team may modify the route, delay the itinerary, descend to a lower camp or cancel a summit attempt when conditions are unsafe.
A change made for safety reasons does not automatically create a right to a refund because the company may continue to provide staff, accommodation, food, permits, equipment and other services.
46. Responsible and Professional Travel
Nepal Voyage Treks encourages every international client to understand the financial and practical responsibilities of Himalayan travel before booking.
A professional trekking company should provide clients with a clear quotation, payment schedule, cancellation policy, insurance requirements and emergency information before accepting a deposit.
Nepal Voyage Treks aims to maintain transparent communication throughout the booking and expedition process.
47. Important Notice
This policy is intended as a commercial booking and cancellation framework for Nepal Voyage Treks. It should be reviewed against the company's registration documents, supplier contracts, current Nepal tourism regulations, tax requirements and advice from a qualified Nepalese lawyer before being adopted as the company's final legally binding Terms & Conditions.
The exact terms applicable to a client's booking will be those stated in the final written agreement issued by Nepal Voyage Treks.
Nepal Voyage Treks – Contact Information
Nepal Voyage Treks Pvt. Ltd.
Trekking | Peak Climbing | Mountaineering Expeditions | Tours
Website: www.nepalvoyagetreks.com
WhatsApp: +977 9851080223
International clients can contact Nepal Voyage Treks for a customized itinerary, detailed quotation, payment schedule, cancellation conditions, insurance requirements and complete booking information.
Nepal Voyage Treks – Your Trusted Partner for Trekking, Peak Climbing and Himalayan Expeditions in Nepal.
Final Note
Your porters play a huge part in making your trek safe, comfortable, and enjoyable. A fair tip, a kind word, or a small gesture of appreciation shows that you value their effort and humanity.
When you treat them well, you don’t just finish your trek — you build a meaningful connection with the mountain community that makes Nepal’s trekking culture so special.
Booking, Payment, Cancellation, Refund & Postponement Policy
Nepal Voyage Treks – Trekking, Peak Climbing & Himalayan Expeditions in Nepal
Nepal Voyage Treks Pvt. Ltd. welcomes international travelers, trekkers, climbers and mountaineers to Nepal for trekking, tours, peak climbing and Himalayan expeditions. We understand that international clients need clear information about advance payments, cancellation charges, refunds, non-refundable expenses, postponement, weather delays and expedition risks before confirming a trip.
Our Booking, Payment, Cancellation and Refund Policy is designed to be transparent and fair to both the client and Nepal Voyage Treks. Because a normal trekking trip, a technical peak climb and an 8,000-metre expedition require very different levels of advance preparation and financial commitment, the required deposit and cancellation conditions may differ according to the type of trip.
By paying a deposit or otherwise confirming a booking with Nepal Voyage Treks, the client confirms that they have read and accepted the applicable booking conditions, cancellation policy and refund terms.
1. Is There a Fixed Advance-Payment Percentage Required by Nepal Law?
There is no single universal percentage that every trekking company in Nepal must charge as an advance payment for every type of trekking or expedition. Different registered operators publish different deposit structures according to the nature and cost of their services. Current examples include 20% and 30% deposits for trekking, while climbing programs may require 50% because climbing permits, equipment, high-altitude staff and base-camp logistics have to be arranged earlier.
For Nepal Voyage Treks, we recommend the following straightforward structure for international clients: 30% advance for standard trekking and tours, 40% advance for peak climbing, and 50% advance for major mountaineering or 8,000-metre expeditions. The exact amount will always be stated in the client's quotation and booking confirmation.
2. Recommended Advance Payment for Trekking and Tours – 30%
For standard trekking, hiking, cultural tours, sightseeing tours and adventure travel packages, Nepal Voyage Treks generally requires a 30% advance payment of the total trip price to confirm the booking.
This deposit allows us to begin reserving hotels, lodges, domestic flights, tourist vehicles, trekking permits, guides, porters and other services required for the itinerary.
The remaining 70% balance should normally be paid before the trip begins, according to the payment instructions provided in the booking confirmation.
A 30% deposit is a practical international booking structure, and similar 30% deposits are currently published by several Nepal trekking operators.
3. Recommended Advance Payment for Peak Climbing – 40%
For peak climbing programs such as Mera Peak, Island Peak, Lobuche Peak and other climbing trips, Nepal Voyage Treks recommends a 40% advance payment.
Peak climbing requires additional preparation, including climbing permits, climbing guides or Sherpa support, technical equipment, camping arrangements, transportation and higher-altitude logistics.
The remaining 60% balance should be paid according to the agreed payment schedule and before the climbing program begins.
For some technical or customized peak-climbing programs, Nepal Voyage Treks may require a higher deposit if substantial non-refundable costs must be paid immediately.
4. Recommended Advance Payment for Major Expeditions – 50%
For major Himalayan expeditions, particularly 8,000-metre mountains such as Mount Everest, Kanchenjunga, Lhotse, Makalu and other major expeditions, Nepal Voyage Treks recommends a 50% advance payment to confirm the expedition.
A major expedition can require substantial payments months before the client arrives in Nepal. These may include government climbing permits, expedition documentation, Sherpa support, expedition staff, domestic flights, transportation, accommodation, base-camp logistics, food, tents, oxygen, climbing equipment and helicopter services where applicable.
A typical payment schedule may therefore be:
50% – Advance payment at booking
30% – Before expedition departure
20% – Final payment according to the expedition agreement
The exact payment schedule may be different for a particular expedition depending on government requirements, permit deadlines, helicopter arrangements and other advance commitments.
5. Why Is the Expedition Deposit Higher?
An 8,000-metre expedition is not financially or logistically comparable to a normal tea-house trek.
Before the expedition begins, Nepal Voyage Treks may have to commit money for government permits, climbing staff, Sherpa teams, expedition food, tents, oxygen, transportation, domestic flights, helicopter logistics and other specialist services.
Some of these costs cannot be recovered if the client later cancels. Therefore, the expedition deposit must protect the company against genuine advance commitments while still giving the client a clear understanding of the financial risk.
6. Booking Confirmation
A booking becomes confirmed when the required advance payment has been received and Nepal Voyage Treks has issued written confirmation.
After confirmation, the company may begin making reservations and payments to hotels, lodges, airlines, transportation companies, guides, porters, climbing Sherpas, government authorities, helicopter operators and other suppliers.
The client should provide accurate information required for the booking and permit process.
7. Final Payment
For ordinary trekking and tours, the balance may normally be paid before the trip starts or upon arrival in Kathmandu, depending on the booking agreement.
For peak climbing and major expeditions, full payment may be required before departure because permits and expedition logistics must be secured in advance.
If the client does not make the required balance payment by the agreed deadline, Nepal Voyage Treks may suspend or cancel the booking, and the applicable cancellation policy will apply.
8. Cancellation Must Be Made in Writing
All cancellation requests should be made in writing, preferably by email.
WhatsApp may be used for urgent communication, but Nepal Voyage Treks may request an email or other written confirmation for official cancellation records.
The cancellation date is the date on which Nepal Voyage Treks receives the written cancellation notice.
9. Trekking and Tour Cancellation & Refund Policy
For standard trekking and tour programs, Nepal Voyage Treks recommends the following schedule:
More than 45 days before departure: Up to 70% of the advance payment may be refundable, after deducting actual non-refundable costs already incurred. Alternatively, the client may request a transfer of the refundable amount toward a future trip, subject to agreement.
30–44 days before departure: Up to 50% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
15–29 days before departure: Up to 25% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
7–14 days before departure: The amount refundable may be up to 10%, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
This is a recommended commercial policy rather than a statement that Nepal law mandates these exact percentages. Actual cancellation terms should be stated clearly in the client's booking confirmation.
10. An Important Refund Principle
The percentages above should not be interpreted as an additional penalty on top of genuine non-refundable expenses.
Nepal Voyage Treks will calculate the refund based on the cancellation schedule and the actual costs already committed or paid to third parties.
For example, if a client cancels 50 days before departure but a domestic airline ticket, restricted-area permit or special hotel booking has already been purchased and cannot be refunded, that actual non-refundable amount may be deducted before the final refund is calculated.
This approach is consistent with the way several Nepal trekking companies structure cancellation policies around deposits and actual non-refundable supplier costs.
11. Peak Climbing Cancellation & Refund Policy
Peak climbing requires a stricter cancellation policy because climbing permits, technical staff, equipment and camping logistics may be arranged well before departure.
Nepal Voyage Treks recommends:
60 or more days before departure: Refund may be available after deducting actual non-refundable expenses.
30–59 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
7–14 days before departure: Up to 10% may be refundable, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
Climbing permits and other costs that are legally or commercially non-refundable may be deducted in full.
12. Major Mountaineering and 8,000-Metre Expedition Cancellation
For a major expedition such as Kanchenjunga, Everest, Lhotse or Makalu, Nepal Voyage Treks recommends a more stringent cancellation policy because the company may make substantial financial commitments long before the expedition starts.
The recommended structure is:
90 or more days before departure: Refund may be considered after deducting actual non-refundable government, permit, airline, helicopter, accommodation, staff and supplier expenses.
60–89 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
30–59 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 10% may be refundable, depending on recoverable costs.
Less than 15 days before departure: Normally 0% refund.
After the expedition has started: Normally 0% refund for unused expedition services, except where the written expedition contract specifically provides otherwise.
This is particularly important for 8,000-metre expeditions because government permits, expedition staff, Sherpa support, base-camp services and other logistics may already have been fully committed.
13. Which Payments Are Non-Refundable?
The following expenses may become 100% non-refundable once purchased, issued or committed, subject to the terms of the relevant supplier:
Government and climbing permits: If the authority does not provide a refund, Nepal Voyage Treks cannot refund that amount to the client.
Domestic flight tickets: Refunds depend on the airline's fare conditions and cancellation rules.
Helicopter services: Helicopter charter, reservation or flight charges may be non-refundable depending on the operator and circumstances.
Hotel and lodge reservations: Non-refundable accommodation charges may be deducted.
Expedition staff and Sherpa commitments: Advance payments or contracted staff costs that cannot be recovered may be deducted.
Special equipment: Equipment purchased or rented specifically for a client may be non-refundable where the supplier does not provide a refund.
Insurance: Insurance premiums are normally subject to the insurance company's own terms and are not automatically refundable by Nepal Voyage Treks.
Bank and payment processing charges: Actual non-refundable banking or payment-processing costs may be deducted.
14. International Flights
International airfare is normally excluded from trekking and expedition package refunds unless Nepal Voyage Treks has specifically purchased the ticket on behalf of the client.
If an international flight is purchased through Nepal Voyage Treks, the airline's fare rules and cancellation charges will apply.
15. Domestic Flights
Domestic flights in Nepal are subject to airline schedules, weather, visibility and operational conditions.
If a flight is cancelled by the airline, Nepal Voyage Treks will assist with rebooking or alternative arrangements where possible.
Any additional accommodation, meals, transportation or helicopter expenses caused by flight disruption may be payable by the client unless specifically included in the package or recoverable through travel insurance.
16. Helicopter Flights and Emergency Evacuation
Helicopter operations in the Himalayas depend on weather, visibility, wind, aircraft availability, aviation regulations and safety.
A helicopter flight included in an itinerary cannot be guaranteed to operate at a particular time.
Emergency evacuation costs are normally the responsibility of the client or the client's insurance company unless specifically included in the package.
International clients should therefore purchase travel insurance that specifically covers high-altitude trekking or mountaineering and helicopter evacuation.
17. Weather and Natural Conditions
Nepal's Himalayas are affected by rapidly changing weather and difficult natural conditions.
A trek or expedition may be delayed or changed because of:
- Heavy snowfall
- Strong winds
- Storms
- Avalanche danger
- Landslides
- Floods
- Earthquakes
- Poor visibility
- Road closures
- Airport disruption
- Unsafe mountain conditions
The safety of clients, guides, porters, Sherpas and other staff will always take priority over the original itinerary.
18. Force Majeure
Force majeure means extraordinary circumstances outside the reasonable control of Nepal Voyage Treks.
This may include earthquakes, major floods, landslides, avalanches, extreme weather, war, civil unrest, strikes, government restrictions, border closures, airport closures, pandemics, major transportation disruptions and other exceptional events.
In such circumstances, Nepal Voyage Treks will make reasonable efforts to reschedule the trip or provide an alternative arrangement.
However, the company cannot guarantee a full refund of money already paid to third-party suppliers if those suppliers do not provide refunds.
19. Cancellation by Nepal Voyage Treks
If Nepal Voyage Treks cancels a trip for reasons within the company's reasonable control before departure, the company will notify the client and provide an appropriate solution according to the booking agreement.
Where appropriate, the client may be offered:
A rescheduled trip, or
An alternative itinerary, or
A refund of recoverable amounts.
Where the cancellation results from force majeure or events outside the company's control, the refund will depend on the actual amount recoverable from airlines, hotels, permit authorities, helicopter operators and other suppliers.
20. Postponement Instead of Cancellation
Clients are encouraged to consider postponement instead of cancellation when circumstances allow.
A trekking or climbing trip may be transferred to a future date subject to:
- Permit validity
- Seasonal conditions
- Availability
- Guide availability
- Sherpa availability
- Airline availability
- Accommodation availability
- Government regulations
- New trip costs
A postponement fee or additional supplier charges may apply where the company has already incurred expenses.
21. Medical Cancellation Before Departure
If a client becomes ill or injured before departure and cannot travel, the normal cancellation policy applies.
Clients should claim eligible cancellation expenses through their travel insurance.
Nepal Voyage Treks strongly recommends cancellation and interruption insurance for international clients.
22. Medical Problems During a Trek or Expedition
If a client becomes sick or injured during a trek or expedition and needs to descend or return to Kathmandu, the company will provide reasonable assistance with logistics.
However, unused services are generally not refundable, because accommodation, permits, staff, food, transportation and other arrangements may already have been paid for or committed.
23. Altitude Sickness and Summit Failure
Altitude sickness, exhaustion, bad weather or mountain conditions may force a client to stop climbing or descend.
Failure to reach a trekking destination, climbing summit or expedition summit does not automatically qualify the client for a refund.
For an 8,000-metre expedition, the company must maintain staff, camps, food, permits, oxygen and logistics regardless of whether an individual climber reaches the summit.
There is no summit guarantee.
Safety always takes priority over summit success.
24. Early Departure
If a client voluntarily ends a trek, tour or expedition before the scheduled completion date, there will normally be no refund for unused services.
This may include unused:
- Hotel nights
- Lodge nights
- Meals
- Guide services
- Porter services
- Transportation
- Domestic flights
- Permits
- Camping services
- Climbing services
- Expedition logistics
25. No-Show Policy
If a client does not arrive at the agreed meeting point or does not participate in the trip without prior written notice, the booking will be treated as a no-show.
For a no-show, normally 0% refund will be provided because the company and suppliers may already have committed the required services.
26. Changes Requested by the Client
After confirmation, changes requested by the client may result in additional charges.
These may include:
- Changing the departure date
- Changing the trekking route
- Adding hotel nights
- Changing domestic flights
- Adding private transportation
- Adding helicopter services
- Extending the trip
- Changing accommodation
- Changing the number of travelers
The additional cost will be communicated to the client before the change is confirmed whenever reasonably possible.
27. Unused Services
No automatic refund will be provided for services that the client voluntarily chooses not to use.
For example, if a client decides to stop a trek early, does not use a booked hotel night, skips a planned sightseeing activity or returns to Kathmandu before the scheduled date, unused services are generally non-refundable.
28. Travel Insurance Requirement for International Clients
Every international traveler should obtain suitable travel insurance before coming to Nepal.
For high-altitude trekking, the insurance policy should clearly cover the maximum altitude of the trek.
For peak climbing and 8,000-metre expeditions, the insurance should specifically cover:
- High-altitude mountaineering
- Emergency medical treatment
- Helicopter evacuation
- Repatriation
- Trip cancellation
- Trip interruption
- Personal accident
- Baggage loss where required
Clients should carefully read their policy because ordinary travel insurance may exclude high-altitude mountaineering.
29. Passport, Visa and Personal Documents
Clients are responsible for ensuring that their passport, Nepal visa, travel documents and insurance documents are valid.
Any costs arising from incorrect documents, visa problems, late arrival or failure to meet immigration requirements are normally the client's responsibility.
30. Government Fees and Price Changes
Government permit fees, conservation fees, taxes, airline charges, fuel costs and other official charges can change.
If a new mandatory government charge is introduced after the quotation has been issued, the client may be required to pay the additional amount unless the written contract specifically states that the price is fixed and includes such changes.
31. Bank Transfer and Payment Charges
The client is responsible for ensuring that Nepal Voyage Treks receives the full amount stated on the invoice.
International bank transfers may involve intermediary or correspondent-bank charges.
Any actual non-refundable bank or payment-processing charge may be deducted from an applicable refund.
32. Refund Processing
When a refund is applicable, the client should submit a written refund request.
Nepal Voyage Treks will calculate the refund after deducting the applicable cancellation charges and actual non-refundable expenses.
Refunds will normally be processed after the company has confirmed the final amounts recoverable from relevant suppliers.
33. Refund Example – Standard Trekking
For example, suppose a trekking package costs USD 2,000 and the client pays a 30% deposit of USD 600.
If the client cancels sufficiently early and the company has incurred only USD 100 of genuine non-refundable costs, the applicable refund would be calculated after deducting that USD 100 and any applicable cancellation charge under the booking agreement.
The exact refund is therefore not necessarily a simple percentage of the original USD 2,000. It depends on the cancellation date and actual costs already incurred.
34. Refund Example – Peak Climbing
Suppose a peak climbing package costs USD 5,000 and the client pays a 40% deposit of USD 2,000.
If the climbing permit, accommodation, transportation and other services totaling USD 1,200 have already become non-refundable, that USD 1,200 may have to be deducted from the amount otherwise refundable.
This is why clients should book peak climbing with adequate travel insurance.
35. Refund Example – 8,000-Metre Expedition
Suppose an 8,000-metre expedition costs USD 30,000 and the client pays a 50% advance of USD 15,000.
Before departure, the company may have already committed substantial funds to government permits, expedition staff, Sherpa support, oxygen, helicopter logistics, flights, base-camp services, food, equipment and accommodation.
If those costs cannot be recovered, they may be deducted from any applicable refund.
For this reason, the expedition cancellation policy is necessarily stricter than a normal trekking policy.
36. Refundable and Non-Refundable Costs
Potentially Refundable
Depending on the cancellation date and supplier terms, the following may be refundable:
- Recoverable hotel bookings
- Recoverable lodge bookings
- Recoverable transportation
- Recoverable flight tickets
- Unused services where suppliers provide refunds
- Amounts not yet committed
- Eligible amounts covered by the company's cancellation policy
Potentially Non-Refundable
The following may become non-refundable:
- Government permits
- Climbing permits
- Conservation fees
- Non-refundable airline tickets
- Non-refundable hotel bookings
- Helicopter charter commitments
- Expedition staff commitments
- Sherpa advance payments
- Special equipment
- Insurance premiums
- Bank/payment charges
- Other third-party costs already paid and not recoverable
37. Fair and Transparent Cancellation Policy
Nepal Voyage Treks aims to avoid unreasonable cancellation penalties.
Where a third-party supplier provides a refund to Nepal Voyage Treks, the recoverable amount will be considered when calculating the client's refund, subject to the applicable booking conditions.
Clients should not assume that every payment automatically becomes refundable simply because the trip has not started. Likewise, the company should not retain amounts that are clearly recoverable where the booking agreement provides for their refund.
38. International Client Protection
International clients are encouraged to request and carefully review the complete quotation and Terms & Conditions before paying the deposit.
The quotation should clearly state:
- Total trip price
- Deposit percentage
- Balance-payment deadline
- Included services
- Excluded services
- Cancellation charges
- Refund conditions
- Non-refundable costs
- Insurance requirements
- Permit requirements
- Postponement conditions
- Force majeure conditions
This provides transparency and helps prevent misunderstandings between the client and trekking company.
39. Booking with Nepal Voyage Treks
To confirm a booking, clients should first receive the final itinerary and quotation from Nepal Voyage Treks.
After reviewing the itinerary, cost, inclusions, exclusions and cancellation conditions, the client can proceed with the required deposit.
Once payment has been received and confirmed, Nepal Voyage Treks will begin the necessary arrangements.
40. Final Contract and Individual Booking Conditions
The exact cancellation and payment conditions may vary according to the individual trip.
A restricted-area trek, customized itinerary, peak climb or 8,000-metre expedition may require different advance payments because of its particular permit and logistics requirements.
Therefore, the final written quotation, invoice, booking confirmation and signed agreement for the client's specific trip will take precedence over general website information.
41. Recommended Nepal Voyage Treks Payment Summary
For easy understanding by international clients, Nepal Voyage Treks recommends the following standard structure:
| Trip Type |
Recommended Advance |
Balance |
| Trekking & Tours |
30% |
70% |
| Restricted / Customized Trek |
30–50% |
50–70% |
| Peak Climbing |
40% |
60% |
| Major Mountaineering Expedition |
50% |
50% |
| 8,000m Expedition |
50% |
According to expedition contract |
These percentages are Nepal Voyage Treks' commercial booking recommendations, not a claim that Nepal law mandates these exact percentages.
42. Recommended Cancellation Summary
Standard Trekking & Tours
45+ days before departure: Up to 70% of the advance may be refundable, subject to actual non-refundable expenses.
30–44 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25% may be refundable.
7–14 days: Up to 10% may be refundable.
Less than 7 days / no-show: Normally 0% refund.
Peak Climbing
60+ days: Refund possible after non-refundable costs.
30–59 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25%.
7–14 days: Up to 10%.
Less than 7 days / no-show: Normally 0%.
8,000m Expedition
90+ days: Refund possible after actual non-refundable costs.
60–89 days: Up to 50% of amount paid may be refundable.
30–59 days: Up to 25%.
15–29 days: Up to 10%.
Less than 15 days: Normally 0%.
After expedition begins: Normally 0% refund for unused services.
43. Postponement Policy
Where possible, Nepal Voyage Treks prefers to help clients postpone rather than cancel.
If written notice is received sufficiently early, the company may transfer eligible payments toward a future departure.
The transfer remains subject to permit validity, season, availability, supplier charges and any difference in the new trip price.
44. Why Travel Insurance Is Important
Cancellation insurance can protect international clients against circumstances such as illness, injury, family emergencies, flight disruption and other covered events.
For trekking and mountaineering in Nepal, clients should ensure that the insurance specifically covers the altitude and activity involved.
For an 8,000-metre expedition, insurance must specifically cover high-altitude mountaineering and emergency evacuation.
45. Safety and Mountain Decisions
For trekking, peak climbing and expedition programs, Nepal Voyage Treks always places safety above the original itinerary.
The guide, expedition leader or climbing team may modify the route, delay the itinerary, descend to a lower camp or cancel a summit attempt when conditions are unsafe.
A change made for safety reasons does not automatically create a right to a refund because the company may continue to provide staff, accommodation, food, permits, equipment and other services.
46. Responsible and Professional Travel
Nepal Voyage Treks encourages every international client to understand the financial and practical responsibilities of Himalayan travel before booking.
A professional trekking company should provide clients with a clear quotation, payment schedule, cancellation policy, insurance requirements and emergency information before accepting a deposit.
Nepal Voyage Treks aims to maintain transparent communication throughout the booking and expedition process.
47. Important Notice
This policy is intended as a commercial booking and cancellation framework for Nepal Voyage Treks. It should be reviewed against the company's registration documents, supplier contracts, current Nepal tourism regulations, tax requirements and advice from a qualified Nepalese lawyer before being adopted as the company's final legally binding Terms & Conditions.
The exact terms applicable to a client's booking will be those stated in the final written agreement issued by Nepal Voyage Treks.
Nepal Voyage Treks – Contact Information
Nepal Voyage Treks Pvt. Ltd.
Trekking | Peak Climbing | Mountaineering Expeditions | Tours
Website: www.nepalvoyagetreks.com
WhatsApp: +977 9851080223
International clients can contact Nepal Voyage Treks for a customized itinerary, detailed quotation, payment schedule, cancellation conditions, insurance requirements and complete booking information.
Nepal Voyage Treks – Your Trusted Partner for Trekking, Peak Climbing and Himalayan Expeditions in Nepal.
Booking, Payment, Cancellation, Refund & Postponement Policy
Nepal Voyage Treks – Trekking, Peak Climbing & Himalayan Expeditions in Nepal
Nepal Voyage Treks Pvt. Ltd. welcomes international travelers, trekkers, climbers and mountaineers to Nepal for trekking, tours, peak climbing and Himalayan expeditions. We understand that international clients need clear information about advance payments, cancellation charges, refunds, non-refundable expenses, postponement, weather delays and expedition risks before confirming a trip.
Our Booking, Payment, Cancellation and Refund Policy is designed to be transparent and fair to both the client and Nepal Voyage Treks. Because a normal trekking trip, a technical peak climb and an 8,000-metre expedition require very different levels of advance preparation and financial commitment, the required deposit and cancellation conditions may differ according to the type of trip.
By paying a deposit or otherwise confirming a booking with Nepal Voyage Treks, the client confirms that they have read and accepted the applicable booking conditions, cancellation policy and refund terms.
1. Is There a Fixed Advance-Payment Percentage Required by Nepal Law?
There is no single universal percentage that every trekking company in Nepal must charge as an advance payment for every type of trekking or expedition. Different registered operators publish different deposit structures according to the nature and cost of their services. Current examples include 20% and 30% deposits for trekking, while climbing programs may require 50% because climbing permits, equipment, high-altitude staff and base-camp logistics have to be arranged earlier.
For Nepal Voyage Treks, we recommend the following straightforward structure for international clients: 30% advance for standard trekking and tours, 40% advance for peak climbing, and 50% advance for major mountaineering or 8,000-metre expeditions. The exact amount will always be stated in the client's quotation and booking confirmation.
2. Recommended Advance Payment for Trekking and Tours – 30%
For standard trekking, hiking, cultural tours, sightseeing tours and adventure travel packages, Nepal Voyage Treks generally requires a 30% advance payment of the total trip price to confirm the booking.
This deposit allows us to begin reserving hotels, lodges, domestic flights, tourist vehicles, trekking permits, guides, porters and other services required for the itinerary.
The remaining 70% balance should normally be paid before the trip begins, according to the payment instructions provided in the booking confirmation.
A 30% deposit is a practical international booking structure, and similar 30% deposits are currently published by several Nepal trekking operators.
3. Recommended Advance Payment for Peak Climbing – 40%
For peak climbing programs such as Mera Peak, Island Peak, Lobuche Peak and other climbing trips, Nepal Voyage Treks recommends a 40% advance payment.
Peak climbing requires additional preparation, including climbing permits, climbing guides or Sherpa support, technical equipment, camping arrangements, transportation and higher-altitude logistics.
The remaining 60% balance should be paid according to the agreed payment schedule and before the climbing program begins.
For some technical or customized peak-climbing programs, Nepal Voyage Treks may require a higher deposit if substantial non-refundable costs must be paid immediately.
4. Recommended Advance Payment for Major Expeditions – 50%
For major Himalayan expeditions, particularly 8,000-metre mountains such as Mount Everest, Kanchenjunga, Lhotse, Makalu and other major expeditions, Nepal Voyage Treks recommends a 50% advance payment to confirm the expedition.
A major expedition can require substantial payments months before the client arrives in Nepal. These may include government climbing permits, expedition documentation, Sherpa support, expedition staff, domestic flights, transportation, accommodation, base-camp logistics, food, tents, oxygen, climbing equipment and helicopter services where applicable.
A typical payment schedule may therefore be:
50% – Advance payment at booking
30% – Before expedition departure
20% – Final payment according to the expedition agreement
The exact payment schedule may be different for a particular expedition depending on government requirements, permit deadlines, helicopter arrangements and other advance commitments.
5. Why Is the Expedition Deposit Higher?
An 8,000-metre expedition is not financially or logistically comparable to a normal tea-house trek.
Before the expedition begins, Nepal Voyage Treks may have to commit money for government permits, climbing staff, Sherpa teams, expedition food, tents, oxygen, transportation, domestic flights, helicopter logistics and other specialist services.
Some of these costs cannot be recovered if the client later cancels. Therefore, the expedition deposit must protect the company against genuine advance commitments while still giving the client a clear understanding of the financial risk.
6. Booking Confirmation
A booking becomes confirmed when the required advance payment has been received and Nepal Voyage Treks has issued written confirmation.
After confirmation, the company may begin making reservations and payments to hotels, lodges, airlines, transportation companies, guides, porters, climbing Sherpas, government authorities, helicopter operators and other suppliers.
The client should provide accurate information required for the booking and permit process.
7. Final Payment
For ordinary trekking and tours, the balance may normally be paid before the trip starts or upon arrival in Kathmandu, depending on the booking agreement.
For peak climbing and major expeditions, full payment may be required before departure because permits and expedition logistics must be secured in advance.
If the client does not make the required balance payment by the agreed deadline, Nepal Voyage Treks may suspend or cancel the booking, and the applicable cancellation policy will apply.
8. Cancellation Must Be Made in Writing
All cancellation requests should be made in writing, preferably by email.
WhatsApp may be used for urgent communication, but Nepal Voyage Treks may request an email or other written confirmation for official cancellation records.
The cancellation date is the date on which Nepal Voyage Treks receives the written cancellation notice.
9. Trekking and Tour Cancellation & Refund Policy
For standard trekking and tour programs, Nepal Voyage Treks recommends the following schedule:
More than 45 days before departure: Up to 70% of the advance payment may be refundable, after deducting actual non-refundable costs already incurred. Alternatively, the client may request a transfer of the refundable amount toward a future trip, subject to agreement.
30–44 days before departure: Up to 50% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
15–29 days before departure: Up to 25% of the amount paid may be refundable, after deduction of actual non-refundable expenses.
7–14 days before departure: The amount refundable may be up to 10%, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
This is a recommended commercial policy rather than a statement that Nepal law mandates these exact percentages. Actual cancellation terms should be stated clearly in the client's booking confirmation.
10. An Important Refund Principle
The percentages above should not be interpreted as an additional penalty on top of genuine non-refundable expenses.
Nepal Voyage Treks will calculate the refund based on the cancellation schedule and the actual costs already committed or paid to third parties.
For example, if a client cancels 50 days before departure but a domestic airline ticket, restricted-area permit or special hotel booking has already been purchased and cannot be refunded, that actual non-refundable amount may be deducted before the final refund is calculated.
This approach is consistent with the way several Nepal trekking companies structure cancellation policies around deposits and actual non-refundable supplier costs.
11. Peak Climbing Cancellation & Refund Policy
Peak climbing requires a stricter cancellation policy because climbing permits, technical staff, equipment and camping logistics may be arranged well before departure.
Nepal Voyage Treks recommends:
60 or more days before departure: Refund may be available after deducting actual non-refundable expenses.
30–59 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
7–14 days before departure: Up to 10% may be refundable, depending on actual recoverable costs.
Less than 7 days before departure or no-show: Normally 0% refund.
Climbing permits and other costs that are legally or commercially non-refundable may be deducted in full.
12. Major Mountaineering and 8,000-Metre Expedition Cancellation
For a major expedition such as Kanchenjunga, Everest, Lhotse or Makalu, Nepal Voyage Treks recommends a more stringent cancellation policy because the company may make substantial financial commitments long before the expedition starts.
The recommended structure is:
90 or more days before departure: Refund may be considered after deducting actual non-refundable government, permit, airline, helicopter, accommodation, staff and supplier expenses.
60–89 days before departure: Up to 50% of the amount paid may be refundable after applicable deductions.
30–59 days before departure: Up to 25% of the amount paid may be refundable after applicable deductions.
15–29 days before departure: Up to 10% may be refundable, depending on recoverable costs.
Less than 15 days before departure: Normally 0% refund.
After the expedition has started: Normally 0% refund for unused expedition services, except where the written expedition contract specifically provides otherwise.
This is particularly important for 8,000-metre expeditions because government permits, expedition staff, Sherpa support, base-camp services and other logistics may already have been fully committed.
13. Which Payments Are Non-Refundable?
The following expenses may become 100% non-refundable once purchased, issued or committed, subject to the terms of the relevant supplier:
Government and climbing permits: If the authority does not provide a refund, Nepal Voyage Treks cannot refund that amount to the client.
Domestic flight tickets: Refunds depend on the airline's fare conditions and cancellation rules.
Helicopter services: Helicopter charter, reservation or flight charges may be non-refundable depending on the operator and circumstances.
Hotel and lodge reservations: Non-refundable accommodation charges may be deducted.
Expedition staff and Sherpa commitments: Advance payments or contracted staff costs that cannot be recovered may be deducted.
Special equipment: Equipment purchased or rented specifically for a client may be non-refundable where the supplier does not provide a refund.
Insurance: Insurance premiums are normally subject to the insurance company's own terms and are not automatically refundable by Nepal Voyage Treks.
Bank and payment processing charges: Actual non-refundable banking or payment-processing costs may be deducted.
14. International Flights
International airfare is normally excluded from trekking and expedition package refunds unless Nepal Voyage Treks has specifically purchased the ticket on behalf of the client.
If an international flight is purchased through Nepal Voyage Treks, the airline's fare rules and cancellation charges will apply.
15. Domestic Flights
Domestic flights in Nepal are subject to airline schedules, weather, visibility and operational conditions.
If a flight is cancelled by the airline, Nepal Voyage Treks will assist with rebooking or alternative arrangements where possible.
Any additional accommodation, meals, transportation or helicopter expenses caused by flight disruption may be payable by the client unless specifically included in the package or recoverable through travel insurance.
16. Helicopter Flights and Emergency Evacuation
Helicopter operations in the Himalayas depend on weather, visibility, wind, aircraft availability, aviation regulations and safety.
A helicopter flight included in an itinerary cannot be guaranteed to operate at a particular time.
Emergency evacuation costs are normally the responsibility of the client or the client's insurance company unless specifically included in the package.
International clients should therefore purchase travel insurance that specifically covers high-altitude trekking or mountaineering and helicopter evacuation.
17. Weather and Natural Conditions
Nepal's Himalayas are affected by rapidly changing weather and difficult natural conditions.
A trek or expedition may be delayed or changed because of:
- Heavy snowfall
- Strong winds
- Storms
- Avalanche danger
- Landslides
- Floods
- Earthquakes
- Poor visibility
- Road closures
- Airport disruption
- Unsafe mountain conditions
The safety of clients, guides, porters, Sherpas and other staff will always take priority over the original itinerary.
18. Force Majeure
Force majeure means extraordinary circumstances outside the reasonable control of Nepal Voyage Treks.
This may include earthquakes, major floods, landslides, avalanches, extreme weather, war, civil unrest, strikes, government restrictions, border closures, airport closures, pandemics, major transportation disruptions and other exceptional events.
In such circumstances, Nepal Voyage Treks will make reasonable efforts to reschedule the trip or provide an alternative arrangement.
However, the company cannot guarantee a full refund of money already paid to third-party suppliers if those suppliers do not provide refunds.
19. Cancellation by Nepal Voyage Treks
If Nepal Voyage Treks cancels a trip for reasons within the company's reasonable control before departure, the company will notify the client and provide an appropriate solution according to the booking agreement.
Where appropriate, the client may be offered:
A rescheduled trip, or
An alternative itinerary, or
A refund of recoverable amounts.
Where the cancellation results from force majeure or events outside the company's control, the refund will depend on the actual amount recoverable from airlines, hotels, permit authorities, helicopter operators and other suppliers.
20. Postponement Instead of Cancellation
Clients are encouraged to consider postponement instead of cancellation when circumstances allow.
A trekking or climbing trip may be transferred to a future date subject to:
- Permit validity
- Seasonal conditions
- Availability
- Guide availability
- Sherpa availability
- Airline availability
- Accommodation availability
- Government regulations
- New trip costs
A postponement fee or additional supplier charges may apply where the company has already incurred expenses.
21. Medical Cancellation Before Departure
If a client becomes ill or injured before departure and cannot travel, the normal cancellation policy applies.
Clients should claim eligible cancellation expenses through their travel insurance.
Nepal Voyage Treks strongly recommends cancellation and interruption insurance for international clients.
22. Medical Problems During a Trek or Expedition
If a client becomes sick or injured during a trek or expedition and needs to descend or return to Kathmandu, the company will provide reasonable assistance with logistics.
However, unused services are generally not refundable, because accommodation, permits, staff, food, transportation and other arrangements may already have been paid for or committed.
23. Altitude Sickness and Summit Failure
Altitude sickness, exhaustion, bad weather or mountain conditions may force a client to stop climbing or descend.
Failure to reach a trekking destination, climbing summit or expedition summit does not automatically qualify the client for a refund.
For an 8,000-metre expedition, the company must maintain staff, camps, food, permits, oxygen and logistics regardless of whether an individual climber reaches the summit.
There is no summit guarantee.
Safety always takes priority over summit success.
24. Early Departure
If a client voluntarily ends a trek, tour or expedition before the scheduled completion date, there will normally be no refund for unused services.
This may include unused:
- Hotel nights
- Lodge nights
- Meals
- Guide services
- Porter services
- Transportation
- Domestic flights
- Permits
- Camping services
- Climbing services
- Expedition logistics
25. No-Show Policy
If a client does not arrive at the agreed meeting point or does not participate in the trip without prior written notice, the booking will be treated as a no-show.
For a no-show, normally 0% refund will be provided because the company and suppliers may already have committed the required services.
26. Changes Requested by the Client
After confirmation, changes requested by the client may result in additional charges.
These may include:
- Changing the departure date
- Changing the trekking route
- Adding hotel nights
- Changing domestic flights
- Adding private transportation
- Adding helicopter services
- Extending the trip
- Changing accommodation
- Changing the number of travelers
The additional cost will be communicated to the client before the change is confirmed whenever reasonably possible.
27. Unused Services
No automatic refund will be provided for services that the client voluntarily chooses not to use.
For example, if a client decides to stop a trek early, does not use a booked hotel night, skips a planned sightseeing activity or returns to Kathmandu before the scheduled date, unused services are generally non-refundable.
28. Travel Insurance Requirement for International Clients
Every international traveler should obtain suitable travel insurance before coming to Nepal.
For high-altitude trekking, the insurance policy should clearly cover the maximum altitude of the trek.
For peak climbing and 8,000-metre expeditions, the insurance should specifically cover:
- High-altitude mountaineering
- Emergency medical treatment
- Helicopter evacuation
- Repatriation
- Trip cancellation
- Trip interruption
- Personal accident
- Baggage loss where required
Clients should carefully read their policy because ordinary travel insurance may exclude high-altitude mountaineering.
29. Passport, Visa and Personal Documents
Clients are responsible for ensuring that their passport, Nepal visa, travel documents and insurance documents are valid.
Any costs arising from incorrect documents, visa problems, late arrival or failure to meet immigration requirements are normally the client's responsibility.
30. Government Fees and Price Changes
Government permit fees, conservation fees, taxes, airline charges, fuel costs and other official charges can change.
If a new mandatory government charge is introduced after the quotation has been issued, the client may be required to pay the additional amount unless the written contract specifically states that the price is fixed and includes such changes.
31. Bank Transfer and Payment Charges
The client is responsible for ensuring that Nepal Voyage Treks receives the full amount stated on the invoice.
International bank transfers may involve intermediary or correspondent-bank charges.
Any actual non-refundable bank or payment-processing charge may be deducted from an applicable refund.
32. Refund Processing
When a refund is applicable, the client should submit a written refund request.
Nepal Voyage Treks will calculate the refund after deducting the applicable cancellation charges and actual non-refundable expenses.
Refunds will normally be processed after the company has confirmed the final amounts recoverable from relevant suppliers.
33. Refund Example – Standard Trekking
For example, suppose a trekking package costs USD 2,000 and the client pays a 30% deposit of USD 600.
If the client cancels sufficiently early and the company has incurred only USD 100 of genuine non-refundable costs, the applicable refund would be calculated after deducting that USD 100 and any applicable cancellation charge under the booking agreement.
The exact refund is therefore not necessarily a simple percentage of the original USD 2,000. It depends on the cancellation date and actual costs already incurred.
34. Refund Example – Peak Climbing
Suppose a peak climbing package costs USD 5,000 and the client pays a 40% deposit of USD 2,000.
If the climbing permit, accommodation, transportation and other services totaling USD 1,200 have already become non-refundable, that USD 1,200 may have to be deducted from the amount otherwise refundable.
This is why clients should book peak climbing with adequate travel insurance.
35. Refund Example – 8,000-Metre Expedition
Suppose an 8,000-metre expedition costs USD 30,000 and the client pays a 50% advance of USD 15,000.
Before departure, the company may have already committed substantial funds to government permits, expedition staff, Sherpa support, oxygen, helicopter logistics, flights, base-camp services, food, equipment and accommodation.
If those costs cannot be recovered, they may be deducted from any applicable refund.
For this reason, the expedition cancellation policy is necessarily stricter than a normal trekking policy.
36. Refundable and Non-Refundable Costs
Potentially Refundable
Depending on the cancellation date and supplier terms, the following may be refundable:
- Recoverable hotel bookings
- Recoverable lodge bookings
- Recoverable transportation
- Recoverable flight tickets
- Unused services where suppliers provide refunds
- Amounts not yet committed
- Eligible amounts covered by the company's cancellation policy
Potentially Non-Refundable
The following may become non-refundable:
- Government permits
- Climbing permits
- Conservation fees
- Non-refundable airline tickets
- Non-refundable hotel bookings
- Helicopter charter commitments
- Expedition staff commitments
- Sherpa advance payments
- Special equipment
- Insurance premiums
- Bank/payment charges
- Other third-party costs already paid and not recoverable
37. Fair and Transparent Cancellation Policy
Nepal Voyage Treks aims to avoid unreasonable cancellation penalties.
Where a third-party supplier provides a refund to Nepal Voyage Treks, the recoverable amount will be considered when calculating the client's refund, subject to the applicable booking conditions.
Clients should not assume that every payment automatically becomes refundable simply because the trip has not started. Likewise, the company should not retain amounts that are clearly recoverable where the booking agreement provides for their refund.
38. International Client Protection
International clients are encouraged to request and carefully review the complete quotation and Terms & Conditions before paying the deposit.
The quotation should clearly state:
- Total trip price
- Deposit percentage
- Balance-payment deadline
- Included services
- Excluded services
- Cancellation charges
- Refund conditions
- Non-refundable costs
- Insurance requirements
- Permit requirements
- Postponement conditions
- Force majeure conditions
This provides transparency and helps prevent misunderstandings between the client and trekking company.
39. Booking with Nepal Voyage Treks
To confirm a booking, clients should first receive the final itinerary and quotation from Nepal Voyage Treks.
After reviewing the itinerary, cost, inclusions, exclusions and cancellation conditions, the client can proceed with the required deposit.
Once payment has been received and confirmed, Nepal Voyage Treks will begin the necessary arrangements.
40. Final Contract and Individual Booking Conditions
The exact cancellation and payment conditions may vary according to the individual trip.
A restricted-area trek, customized itinerary, peak climb or 8,000-metre expedition may require different advance payments because of its particular permit and logistics requirements.
Therefore, the final written quotation, invoice, booking confirmation and signed agreement for the client's specific trip will take precedence over general website information.
41. Recommended Nepal Voyage Treks Payment Summary
For easy understanding by international clients, Nepal Voyage Treks recommends the following standard structure:
| Trip Type |
Recommended Advance |
Balance |
| Trekking & Tours |
30% |
70% |
| Restricted / Customized Trek |
30–50% |
50–70% |
| Peak Climbing |
40% |
60% |
| Major Mountaineering Expedition |
50% |
50% |
| 8,000m Expedition |
50% |
According to expedition contract |
These percentages are Nepal Voyage Treks' commercial booking recommendations, not a claim that Nepal law mandates these exact percentages.
42. Recommended Cancellation Summary
Standard Trekking & Tours
45+ days before departure: Up to 70% of the advance may be refundable, subject to actual non-refundable expenses.
30–44 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25% may be refundable.
7–14 days: Up to 10% may be refundable.
Less than 7 days / no-show: Normally 0% refund.
Peak Climbing
60+ days: Refund possible after non-refundable costs.
30–59 days: Up to 50% of amount paid may be refundable.
15–29 days: Up to 25%.
7–14 days: Up to 10%.
Less than 7 days / no-show: Normally 0%.
8,000m Expedition
90+ days: Refund possible after actual non-refundable costs.
60–89 days: Up to 50% of amount paid may be refundable.
30–59 days: Up to 25%.
15–29 days: Up to 10%.
Less than 15 days: Normally 0%.
After expedition begins: Normally 0% refund for unused services.
43. Postponement Policy
Where possible, Nepal Voyage Treks prefers to help clients postpone rather than cancel.
If written notice is received sufficiently early, the company may transfer eligible payments toward a future departure.
The transfer remains subject to permit validity, season, availability, supplier charges and any difference in the new trip price.
44. Why Travel Insurance Is Important
Cancellation insurance can protect international clients against circumstances such as illness, injury, family emergencies, flight disruption and other covered events.
For trekking and mountaineering in Nepal, clients should ensure that the insurance specifically covers the altitude and activity involved.
For an 8,000-metre expedition, insurance must specifically cover high-altitude mountaineering and emergency evacuation.
45. Safety and Mountain Decisions
For trekking, peak climbing and expedition programs, Nepal Voyage Treks always places safety above the original itinerary.
The guide, expedition leader or climbing team may modify the route, delay the itinerary, descend to a lower camp or cancel a summit attempt when conditions are unsafe.
A change made for safety reasons does not automatically create a right to a refund because the company may continue to provide staff, accommodation, food, permits, equipment and other services.
46. Responsible and Professional Travel
Nepal Voyage Treks encourages every international client to understand the financial and practical responsibilities of Himalayan travel before booking.
A professional trekking company should provide clients with a clear quotation, payment schedule, cancellation policy, insurance requirements and emergency information before accepting a deposit.
Nepal Voyage Treks aims to maintain transparent communication throughout the booking and expedition process.
47. Important Notice
This policy is intended as a commercial booking and cancellation framework for Nepal Voyage Treks. It should be reviewed against the company's registration documents, supplier contracts, current Nepal tourism regulations, tax requirements and advice from a qualified Nepalese lawyer before being adopted as the company's final legally binding Terms & Conditions.
The exact terms applicable to a client's booking will be those stated in the final written agreement issued by Nepal Voyage Treks.
Nepal Voyage Treks – Contact Information
Nepal Voyage Treks Pvt. Ltd.
Trekking | Peak Climbing | Mountaineering Expeditions | Tours
Website: www.nepalvoyagetreks.com
WhatsApp: +977 9851080223
International clients can contact Nepal Voyage Treks for a customized itinerary, detailed quotation, payment schedule, cancellation conditions, insurance requirements and complete booking information.
Nepal Voyage Treks – Your Trusted Partner for Trekking, Peak Climbing and Himalayan Expeditions in Nepal.
