PRE-DEPARTURE CHECKLIST FOR NEPAL – Download
1. PASSPORT AND VISAS
Your passport must remain valid for a minimum of six months from the date of your visa application submission. A Visa on Arrival facility is available at all entry points in Nepal. Alternatively, you may obtain your visa in advance from Nepalese Diplomatic Missions abroad. Please note that certain nationalities are required to secure their visa prior to arrival in Nepal through their respective embassies or consulates. For comprehensive visa information, please refer to our dedicated visa resources.
Important: Visa fees at the airport must be settled exclusively in CASH. We strongly advise carrying sufficient currency to cover your visa fees at the immigration department.
2. TRAVEL INSURANCE
Securing comprehensive travel insurance is mandatory for all expedition participants. Your policy must provide adequate coverage for:
- Medical expenses
- Emergency evacuation services
- Trip cancellation/interruption
- Lost or delayed baggage
- Activity-specific coverage commensurate with your expedition’s difficulty level
Please ensure your insurance policy explicitly covers the altitude and activity level of your chosen expedition. A copy of your insurance policy must be submitted to our office via email at info@ultimatehimalaya.com prior to departure, or you may provide a physical copy upon your arrival in Kathmandu. (MANDATORY)
3. FLIGHT CONFIRMATION DETAILS
We recommend monitoring your flight status regularly, as delays may occur due to weather conditions or unforeseen circumstances. In the event of any flight delays or schedule changes, please notify our team immediately to facilitate appropriate arrangements for your airport transfer.
4. EQUIPMENT AND BAGGAGE
We strongly advise traveling with light baggage to ensure ease of transport throughout your journey. Excess baggage may incur additional fees if it exceeds the weight allowance specified by your airline. For practical purposes, we recommend consolidating your expedition gear into a single piece of luggage rather than multiple bags, where feasible.
ARRIVAL INSTRUCTIONS AT THE AIRPORT
Upon arrival at Tribhuvan International Airport, please proceed through the following steps:
- Immigration: Apply for your Visa on Arrival if you have not already obtained one from your country of origin.
- Customs: Clear any applicable customs declarations and charges.
- Baggage Collection: Retrieve your luggage from the designated carousel.
- Arrival Hall: Proceed to the arrival hall where you may purchase a local SIM card for convenient communication during your stay.
5. AIRPORT TRANSFERS
Complimentary transfers between the airport and your hotel are included in your expedition package. Our representative will be present at the airport holding an Ultimate Himalaya placard to escort you to your accommodation.
Please ensure you inform us of your confirmed arrival time and notify us immediately of any delays. Should you be unable to locate our representative or signage, please contact us directly at +977-9818262977 for assistance.
6. AIRLINE BAGGAGE-TAG
In the event that your baggage does not arrive with you, please email a scanned copy of your baggage tag to our office immediately. Additionally, kindly provide the original baggage tag to our staff upon arrival. This will enable us to initiate tracking procedures with the airline promptly and expedite the return of your belongings.
7. CREDIT CARDS
American Express, MasterCard, and Visa are widely accepted at major hotels, shops, travel agencies, and restaurants throughout Nepal. Please be aware that banks may levy service charges on credit card transactions.
We strongly recommend:
- Verifying your transaction limits with your bank prior to departure
- Ensuring sufficient credit availability for all anticipated payments
- Carrying cash as a backup, as card acceptance may be limited in certain locations
8. FLIGHT SCHEDULE & HOTEL CHECK-IN
Please be mindful of hotel check-in and check-out policies. Standard check-in time is typically 3:00 PM. Late-night or early-morning arrivals may incur additional charges for early check-in.
For instance, if you arrive around midnight, you may be required to book an additional night’s accommodation or wait until the standard check-in time of 3:00 PM. Ultimate Himalaya will make every effort to accommodate early or late check-in requests; however, availability is subject to hotel policies and seasonal occupancy levels.
We recommend scheduling your flight arrivals in alignment with your itinerary to avoid unnecessary delays.
9. FLIGHT TICKET
We strongly advise purchasing flexible return tickets, as expedition completion may occur ahead of schedule depending on favorable weather conditions and team progress.
10. BONUSES AND TIPS
All bonuses, gratuities, and additional expenses must be settled in cash. Please ensure you carry sufficient currency for these purposes, as such payments cannot be processed through the company’s account.
11. PRICE NON-DISCLOSURE POLICY
All pricing information pertaining to our services is strictly confidential and must not be disclosed to other clients, participants, or third parties during or after the expedition. Unauthorized disclosure of pricing information constitutes a breach of this policy and may result in:
- Immediate termination of the current expedition
- Cancellation of any future expeditions or service arrangements
This policy reinforces our commitment to maintaining professionalism, trust, and confidentiality in all business dealings.
12. FLIGHT CANCELLATIONS AND EXTRA NIGHT ACCOMMODATION
Important Note: Ultimate Himalaya shall not be held financially liable for flight cancellations unless initiated directly by our company.
In the event of additional overnight stays resulting from:
- Client circumstances
- Domestic/international flight cancellations due to adverse weather conditions
- Scheduling changes imposed by airlines or the Civil Aviation Authority of Nepal (CAAN)
Clients are responsible for covering all associated accommodation and meal costs. For example, if the Kathmandu–Lukla or Lukla–Kathmandu flight is canceled, participants must bear the expenses for extra nights and meals at Lukla or Kathmandu. However, Ultimate Himalaya will assist in arranging hotel accommodations during such unforeseen circumstances.
Please note that during peak seasons, flights to and from Lukla may operate from Ramechhap (approximately 140 km southeast of Kathmandu), and participants must comply with such operational changes.
13. EXTRA BAGGAGE AND PORTER SERVICES
Our package includes a specified baggage weight allowance, which is sufficient for standard expedition requirements. Any baggage exceeding this allowance will incur additional charges on domestic flights.
“Extra weight” is defined as baggage requiring the services of additional porters. Should extra porter services be necessary, participants will be responsible for the associated costs.
14. BAGGAGE DELIVERY AND EXTRA NIGHT COSTS
Due to weight restrictions on helicopter shuttles during climbing expeditions, luggage may not accompany participants on the same flight to and from base camp. Consequently, climbers may arrive in Kathmandu ahead of their baggage, requiring additional waiting time in the city.
Participants should be prepared for potential delays in baggage delivery and plan their return flights accordingly. Any extra nights’ accommodation costs incurred while awaiting baggage delivery must be borne by the participant.
15. ROPE FIXING AND EXPEDITION CANCELLATION
Ultimate Himalaya cannot guarantee the timely or successful completion of rope-fixing operations on any peak. Rope fixing is subject to:
- Weather conditions
- Potential natural disasters
- Unforeseeable circumstances beyond our control
Should a collective decision be made to postpone or cancel an expedition due to the inability to fix ropes or other safety concerns, Ultimate Himalaya shall not be held liable, and no refunds will be issued. We remain committed to conducting expeditions with the highest safety standards to the best of our ability.
16. EARLY COMPLETION OF SCHEDULE
At Ultimate Himalaya, your safety and summit success remain our foremost priorities. We recognize that mountain conditions are inherently unpredictable. Expeditions may conclude earlier than scheduled due to:
- Favorable weather windows
- Exceptional team progress
While these scenarios present exciting opportunities for early summit success, we regret that refunds for unused scheduled days cannot be issued. Additionally, additional services beyond those outlined in your package will not be provided in the event of early completion.
17. CAMP VISITATION RESTRICTIONS
During the expedition, participants are strictly prohibited from visiting campsites operated by other teams. Clients must remain within their designated camp areas to:
- Prevent the spread of illness
- Maintain the integrity of health protocols
- Ensure security and minimize potential threats
- Preserve team confidentiality
At base camp, visiting other companies’ camps and discussing pricing information concerning our services is strictly prohibited.
18. PASSPORT-SIZE PHOTOGRAPHS
Participants are required to provide two (2) passport-size photographs (preferably on a white background) to be attached to summit certificates upon successful completion of the climb.
19. SUMMIT PHOTOS / VIDEOS
Following a successful summit, participants must submit summit photos or videos featuring:
- A clear background
- Recognizable landmarks confirming summit attainment (e.g., summit ridge or identifiable feature)
This visual evidence is mandatory to receive your summit certificate from the Department of Tourism or the Nepal Mountaineering Association (NMA). Failure to provide adequate photographic/video evidence or submission of insufficient documentation may result in the certificate not being issued.
20. SUMMIT DECLARATION FORM
Upon successful summit achievement, participants are required to complete and submit a self-declaration form detailing all necessary information for certificate issuance from the Department of Tourism under the Ministry of Culture, Tourism, and Civil Aviation. This form may be completed at base camp or upon return to Kathmandu.
For comprehensive information regarding booking policies and payment terms, please refer to our Terms and Conditions:
ULTIMATE HIMALAYA –Excellence in Himalayan Expeditions