Welcome to World Alpine Treks. These Terms & Conditions explain the booking conditions that apply when you travel with us. We have kept them as clear and straightforward as possible, but please read them carefully before confirming your trip.
By making a booking with World Alpine Treks, you confirm that you have read and accepted these Terms & Conditions.
1. Booking & Payment
We generally require a 20% deposit of the total trip cost to secure your booking, unless we have agreed different payment arrangements with you.
We confirm your booking once we receive the required payment and send you written confirmation.
The remaining balance can normally be paid upon arrival in Kathmandu before your trip begins. However, some trips require advance payments for permits, flights, accommodation, or other services. This is particularly relevant for trips to Bhutan and Tibet and certain specially arranged journeys. Where different payment conditions apply, we will explain them before confirming your booking.
If you make a booking for other travellers, you confirm that you have their authority to accept these booking conditions on their behalf.
Any bank charges, card processing fees, or other transaction costs are the responsibility of the traveller.
2. Cancellation & Refunds
If you need to cancel your trip, please let us know in writing as soon as possible. Your cancellation takes effect from the date we receive your written notice.
The following cancellation charges normally apply:
| Cancellation Notice | Cancellation Charge |
| More than 30 days before departure | 20% of the trip cost |
| 15–30 days before departure | 50% of the trip cost |
| 8–14 days before departure | 75% of the trip cost |
| 7 days or less before departure | 100% of the trip cost |
The cancellation charges above represent the total amount retained from the trip cost, including the booking deposit.
If we have already paid non-refundable costs on your behalf—for example, permits, flights, accommodation, transportation, or other services arranged specifically for your trip—these costs may affect the amount that can be refunded.
Trips involving Bhutan or Tibet may have different cancellation conditions because of advance payments and permit requirements. We will clearly explain any special conditions before your booking is confirmed.
3. Changing or Postponing Your Trip
We understand that travel plans sometimes change.
If you are unable to travel on your original dates, please contact us as soon as possible. Where possible, we will help you postpone your trip or move your booking to a future departure date.
We do not normally charge an additional postponement fee. However, if permits, flights, accommodation, transportation, or other services cost more on your new dates, the additional cost will be your responsibility.
4. Changes to Your Itinerary
Travel in Nepal and the Himalayas does not always go exactly according to plan.
Weather can change, flights can be delayed, roads can close, and government restrictions or safety concerns can affect travel arrangements. In these situations, it may be necessary to change an itinerary, accommodation, transportation, or planned activity.
Where a change is necessary, we will do our best to find a practical alternative and minimise disruption to your trip.
Any additional costs caused by circumstances beyond our reasonable control may be the responsibility of the traveller.
5. Flight Delays and Unexpected Situations
Mountain and domestic flights in Nepal are heavily dependent on weather and operational conditions. Delays and cancellations can happen, particularly on routes serving remote mountain areas.
We strongly recommend allowing extra contingency days in your international travel plans, especially after a trek.
Additional costs caused by flight delays, cancellations, severe weather, road closures, natural disasters, government restrictions, or similar circumstances may include extra accommodation, meals, transportation, or alternative travel arrangements.
These costs are normally the responsibility of the traveller and may be claimed through travel insurance where your policy provides coverage.
6. Travel Insurance
Comprehensive travel insurance is required for all trekking and adventure trips.
Your insurance should cover emergency medical treatment, accidents, illness, high-altitude trekking where applicable, and emergency helicopter rescue and evacuation.
It is your responsibility to make sure your insurance covers the activities included in your trip and the maximum altitude you may reach.
We also strongly recommend insurance that covers trip cancellation, interruption, delays, and lost or damaged baggage.
7. Health, Safety & Altitude
Trekking and adventure travel involve risks, particularly in remote and high-altitude areas.
Before booking, please make sure you are physically capable of taking part in your chosen trip. You should also tell us about any medical condition that could affect your participation or safety.
During the trip, you must follow the reasonable instructions of your guide or trip leader.
If continuing the journey presents a serious risk to your health or safety, your guide may ask you to rest, descend, or leave the trek.
Safety decisions made by our guides must be respected.
8. Leaving a Trip Early
If you choose to leave a trip early, or are unable to continue because of illness, injury, altitude-related problems, personal reasons, or another circumstance, we cannot provide refunds for unused services.
This may include accommodation, meals, transportation, trekking services, or other arrangements included in your trip.
Where possible, we will assist you with evacuation or alternative travel arrangements. Any additional costs will normally be your responsibility and may be claimed through your travel insurance.
9. Your Responsibilities
You are responsible for ensuring that you have a valid passport, visa, and any other documents required for your journey.
We also ask all travellers to behave responsibly and respectfully towards fellow travellers, guides, porters, drivers, local communities, and service providers.
If a traveller's behaviour should not create a serious safety risk or significantly affect others on the trip.
10. If We Cancel Your Trip
Although we make every effort to operate all trips as planned, there may occasionally be circumstances where we need to cancel a trip.
If World Alpine Treks cancels your trip for reasons within our reasonable control, you may choose to:
- Transfer your payment to another available trip or future departure date.
- Receive a refund of the payments made to World Alpine Treks for the affected trip.
We cannot be responsible for costs outside the services booked directly with us, including international flights, visas, travel insurance, or other personal expenses.
If circumstances beyond our reasonable control affect your trip, we will offer a suitable alternative where possible. Refunds depend on recoverable costs and non-refundable expenses.
11. Prices & Additional Expenses
Your trip price includes the services listed in your itinerary and booking confirmation.
Personal expenses not included in the trip price may include drinks, snacks, personal equipment, tips, visas, travel insurance, extra accommodation, and other personal purchases is the responsibility of the traveller.
We make every effort to ensure that our prices are correct. If an obvious pricing or administrative error is discovered before your booking is confirmed, we reserve the right to correct it.
12. Liability
World Alpine Treks takes reasonable care to organise and operate trips safely and professionally. However, trekking and adventure travel involve inherent risks, and some circumstances are beyond our control.
We cannot accept responsibility for delays, changes, losses, injuries, or additional expenses caused by circumstances beyond our reasonable control, including weather, natural disasters, flight disruptions, road closures, government actions, political situations, strikes, or the failure of independent service providers.
Nothing in these Terms & Conditions is intended to exclude any legal rights that cannot legally be excluded.
13. Problems During Your Trip
If something goes wrong during your trip, please tell your guide or contact our office as soon as possible.
We want the opportunity to understand the problem and, where possible, resolve it while you are still travelling with us.
14. Acceptance of These Terms
By booking a trip with World Alpine Treks, you confirm that you understand the nature of trekking and adventure travel and agree to these Terms & Conditions.
If you have any questions about your booking or these conditions, please contact us before confirming your trip.