Last Updated: 18 June, 2026

Please read these Terms and Conditions carefully before booking any trekking, mountaineering, expedition, cultural tour, or adventure activity with Ultimate Himalaya (“the Company”, “we”, “us”, or “our”).

Adventure travel, particularly high-altitude trekking and mountaineering in Nepal and other mountain regions, involves inherent risks. By booking a trip with Ultimate Himalaya, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

1. Booking and Payment Policy

To ensure proper planning and operational arrangements, clients are encouraged to book their trips as early as possible.

1.1 Reservation Deposit

A non-refundable deposit of ___% of the total trip cost is required to confirm a booking. The deposit is used to secure permits, accommodations, transportation, guides, support staff, and other logistical arrangements.

1.2 Payment Schedule

  • Initial Deposit: ___% upon booking
  • Second Payment: ___% due ___ days before departure
  • Final Payment: Remaining balance due before arrival in Nepal or prior to trip commencement

Failure to complete payments within the specified deadlines may result in cancellation of the reservation.

1.3 Bank Transfer Information

Bank Name: _______________________

Account Name: _______________________

Account Number: _______________________

SWIFT/BIC Code: _______________________

Bank Address: _______________________

Company Address: _______________________

Email: _______________________

Phone: _______________________

Important Notes

  • Clients are responsible for all bank transfer charges and intermediary bank fees.
  • Ultimate Himalaya is not responsible for errors made during fund transfers by banks or third parties.
  • Payments are considered received only after funds have cleared into the Company’s account.

2. Cancellation and Refund Policy

Adventure travel requires extensive advance planning and financial commitments. Therefore, the following cancellation policy applies.

2.1 Cancellation More Than 45 Days Before Departure

  • Cancellation fee: ___% of total trip cost.
  • Remaining balance will be refunded after deducting applicable banking and administrative charges.

2.2 Cancellation 25–44 Days Before Departure

  • Cancellation fee: ___% of total trip cost.
  • Remaining balance will be refunded after applicable deductions.

2.3 Cancellation Within 24 Days of Departure

  • Cancellation fee: ___% of total trip cost.
  • Remaining balance, if applicable, will be refunded after deductions.

2.4 Cancellation After Trip Commencement

Once the trip has started, no refunds will be issued for:

  • Unused accommodations
  • Meals
  • Transportation
  • Permits
  • Guide or porter services
  • Any other unused services

The client remains responsible for the full trip cost.

2.5 Non-Refundable Expenses

Government permits, visa fees, peak royalties, domestic flight tickets, hotel bookings, and other prepaid services that cannot be recovered from suppliers are non-refundable.

3. Trip Postponement and Credit

At the Company’s discretion, eligible refundable amounts may be applied as credit toward a future trip. Such credit:

  • Is valid for _____ months from the original departure date.
  • Is non-transferable unless otherwise approved in writing.
  • May be subject to future price adjustments.

4. Late Bookings

Subject to availability, bookings may be accepted up to _____ days before departure.

Additional charges may apply for expedited permits, staffing, transportation, or logistical arrangements.

Certain expeditions and restricted-area treks may not be available for late booking.

5. Required Documentation

Clients must provide the following documents before departure:

  • Passport copy (valid for at least six months)
  • Passport-size photograph(s)
  • Completed booking forms
  • Travel insurance details
  • Emergency contact information
  • Medical declaration form (if required)

For mountaineering expeditions and high-altitude climbs, additional documentation may include:

  • Climbing resume
  • Previous expedition experience
  • Fitness certifications
  • Rescue insurance verification

Ultimate Himalaya shall not be responsible for delays, permit issues, or trip cancellations resulting from incomplete or inaccurate documentation.

6. Travel Insurance (Mandatory)

All clients must obtain comprehensive travel insurance before departure.

The insurance policy must include coverage for:

  • Emergency medical treatment
  • High-altitude trekking or mountaineering
  • Helicopter evacuation
  • Search and rescue operations
  • Trip cancellation and interruption
  • Personal accident coverage
  • Repatriation expenses
  • Loss or theft of baggage and personal belongings

Clients are responsible for ensuring that their policy adequately covers their chosen activity and maximum altitude.

Ultimate Himalaya assumes no financial responsibility for costs not covered by the client’s insurance provider.

7. Assumption of Risk

Clients acknowledge that trekking, climbing, and adventure travel involve inherent risks including, but not limited to:

  • Altitude sickness
  • Falls and injuries
  • Extreme weather
  • Avalanches
  • Rockfall
  • Landslides
  • Floods
  • Earthquakes
  • Transportation delays
  • Political or civil disturbances

Participation is entirely voluntary, and clients accept these risks at their own responsibility.

8. Health and Fitness Requirements

Clients must ensure they are physically and mentally fit for the chosen trip.

Any pre-existing medical conditions that may affect participation must be disclosed before booking.

Ultimate Himalaya reserves the right to refuse participation or remove a client from a trip if health concerns present a risk to the individual or the group.

No refund shall be issued in such circumstances.

9. Client Conduct and Compliance

Clients agree to:

  • Follow all local laws and regulations
  • Respect local customs, traditions, and cultures
  • Act responsibly toward guides, staff, and fellow travelers
  • Follow environmental conservation practices

The Company reserves the right to remove any participant whose behavior:

  • Endangers themselves or others
  • Disrupts group activities
  • Violates local laws
  • Causes damage to property

Any associated costs shall be borne by the client.

10. Authority of Guides and Expedition Leaders

The Company’s guides, expedition leaders, and staff have full authority regarding operational and safety decisions during the trip.

Their decisions concerning:

  • Route changes
  • Weather-related delays
  • Safety procedures
  • Emergency evacuations
  • Trip termination

are final and binding.

Failure to comply may result in removal from the trip without refund.

11. Itinerary Changes

Adventure travel is subject to factors beyond our control, including:

  • Weather conditions
  • Flight delays or cancellations
  • Road closures
  • Natural disasters
  • Government restrictions
  • Health emergencies

Ultimate Himalaya reserves the right to modify itineraries when necessary for safety or operational reasons.

Reasonable alternatives will be provided whenever possible.

12. Incomplete or Abandoned Trips

No refunds or compensation will be provided if a client cannot complete the trip due to:

  • Illness
  • Injury
  • Altitude-related conditions
  • Personal reasons
  • Lack of fitness
  • Voluntary withdrawal

Additional costs arising from early departure, evacuation, transportation, accommodation, or logistical support shall be the client’s responsibility.

13. Flights and Transportation

Ultimate Himalaya is not liable for delays, cancellations, or schedule changes caused by airlines, airports, weather, government actions, or transportation providers.

Any additional accommodation, meals, transportation, or related expenses resulting from such disruptions shall be the responsibility of the client unless otherwise stated.

14. Accommodation and Meals

Accommodation and meals are provided according to the booked itinerary.

Standards in remote mountain regions may differ significantly from urban or international expectations.

While every effort is made to provide quality services, Ultimate Himalaya cannot guarantee specific facilities, menus, or amenities in remote locations.

15. Equipment and Rental Gear

Any equipment rented or supplied by Ultimate Himalaya remains the property of the Company or its suppliers.

Clients are responsible for:

  • Proper use of equipment
  • Returning all items in good condition
  • Compensation for loss, theft, or damage beyond normal wear and tear

Replacement costs will be charged accordingly.

16. Non-Transferability

Bookings and services are personal and non-transferable.

No portion of a booking may be transferred, reassigned, sold, or exchanged with another individual without prior written approval from Ultimate Himalaya.

17. Photography and Marketing Consent

With prior consent, photographs and videos taken during trips may be used by Ultimate Himalaya for:

  • Marketing materials
  • Social media
  • Promotional campaigns
  • Website content

Clients may decline participation by notifying the Company in writing before departure.

18. Children and Minors

Participants under the age of 18 must be accompanied by a parent or legal guardian unless otherwise permitted by applicable laws.

Mountaineering activities shall comply with all regulations established by the Government of Nepal and relevant authorities.

19. Special Activities and Permits

Activities such as:

  • Drone operations
  • Paragliding
  • Skiing
  • Filming
  • Commercial photography
  • Scientific research

may require special permits and government approvals.

Clients must notify the Company in advance if they intend to undertake such activities.

Any additional fees, permits, penalties, or legal consequences shall be the responsibility of the client

20. Force Majeure

Ultimate Himalaya shall not be liable for failure to perform obligations resulting from circumstances beyond its reasonable control, including:

  • Natural disasters
  • Pandemics
  • Epidemics
  • Government actions
  • Political unrest
  • War
  • Terrorism
  • Strikes
  • Transportation disruptions
  • Severe weather

In such situations, refunds will be subject to recovery from suppliers and service providers.

21. Complaints and Claims

Any complaints must be reported immediately to the guide or company representative during the trip so that reasonable efforts can be made to resolve the issue.

Formal claims must be submitted in writing within _____ days of trip completion.

22. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by the laws of Nepal.

Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of Nepal.

Contact Information

Ultimate Himalaya

Address: ___________________________

Phone: ___________________________

Email: ___________________________

Website: ___________________________

By booking a trip with Ultimate Himalaya, the client confirms that they have read, understood, and agreed to these Terms and Conditions.