This document constitutes a legally binding agreement between Himalaya Summit Club Pvt. Ltd. (“HSC”), registered in Nepal, including its directors, officers, employees, guides, contractors, expedition leaders, affiliates, and agents, and the Participant joining any trek, expedition, climbing program, mountaineering course, or related activity organized by HSC (“Program”).
By booking and/or participating in any Program, the Participant agrees to the following:
1. BOOKING & ADVANCE PAYMENT
To ensure proper logistical preparation, Participants are advised to book at least three (3) months in advance, especially for expeditions.
Payment Structure (Standard Programs)
- 20% non-refundable deposit required at booking.
- Remaining 80% balance must be paid 90–120 days prior to departure, depending on the Program.
Payment Structure (Major Expeditions 7000m+ / 8000m+)
- 30% non-refundable deposit required at booking.
- 40% due 60 days before departure.
- Remaining balance due before arrival in Nepal.
Failure to complete payment by the stated deadlines may result in cancellation without refund of deposit.
Participants are responsible for all bank transfer fees. HSC is not responsible for errors made during fund transfers.
2. CANCELLATION POLICY
Due to advance payments for permits, logistics, staff wages, and operations, the following cancellation policy applies:
Standard Treks & Climbs
- 90+ days before departure: Refund minus non-refundable deposit.
- 60–89 days before departure: 50% refund of total payment.
- Less than 30 days before departure: No refund.
Major Expeditions (6000m, 7000m+ / 8000m+) & Mountaineering Course
- 120+ days: Refund minus non-refundable deposit and permit fees.
- 45–119 days: 50% refund excluding permit and logistics fees.
- Less than 45 days: No refund.
Once the Program has commenced, no refund will be issued for unused services.
All cancellations must be submitted in writing.
3. LATE BOOKING
Late bookings may be accepted up to 10 days prior to departure (except major expeditions), subject to availability and additional charges.
4. REQUIRED DOCUMENTATION
Participants must submit:
- Passport copy
- Passport-sized photograph
- Completed application form
- Insurance certificate
- Medical disclosure
For expeditions above 7000m, prior high-altitude experience must be disclosed.
Failure to submit required documents may result in cancellation without refund.
5. INSURANCE & TRAVEL RISKS
Comprehensive travel insurance is mandatory and must cover:
- High-altitude trekking/climbing (minimum altitude appropriate to program)
- Helicopter evacuation
- Medical treatment
- Search & rescue
- Trip interruption
- Repatriation
HSC coordinates rescue but assumes no financial liability for costs not covered by insurance.
Helicopter evacuation may be limited by altitude, weather, or government regulation.
6. ACKNOWLEDGEMENT OF RISK
Participants understand that trekking and mountaineering involve inherent risks including but not limited to:
- AMS, HAPE, HACE
- Falls, avalanches, crevasse accidents
- Frostbite and hypothermia
- Equipment failure
- Severe weather
- Remote rescue limitations
- Political instability
- Flight delays (Lukla/Ramechhap)
- Natural disasters
Participants voluntarily assume all risks, including serious injury or death.
7. PARTICIPANT RESPONSIBILITIES
Participants agree to:
- Be physically and mentally fit
- Disclose all medical conditions
- Follow guide instructions
- Respect local laws and customs
- Refrain from illegal drug use
- Maintain respectful conduct
- Follow Leave No Trace principles
The expedition leader’s decision is final in all safety matters.
8. GUIDE AUTHORITY
The expedition leader may:
- Modify itineraries
- Cancel summit attempts
- Remove a Participant for safety reasons
If removed for misconduct or health risk, no refund will be given.
9. ITINERARY CHANGES
HSC reserves the right to modify itineraries due to:
- Weather
- Government regulations
- Safety concerns
- Flight cancellations
- Force majeure events
No refund is provided for changes beyond HSC’s control.
10. INCOMPLETE TRIPS & EARLY TERMINATION
No compensation will be given if:
- A Participant withdraws voluntarily
- Illness or injury prevents completion
- Schedule finishes earlier than planned
Early termination may incur additional logistical costs.
11. FLIGHT CANCELLATIONS
HSC is not responsible for airline cancellations.
Clients are responsible for additional accommodation and meal expenses unless cancellation is directly caused by HSC.
12. NON-TRANSFERABILITY
All services are strictly non-transferable. Bookings cannot be reassigned to another person.
13. EQUIPMENT
Equipment provided by HSC must be returned in good condition. Damage must be compensated.
14. MEDIA & PUBLICITY
Participants grant HSC permission to use photos/videos for promotional purposes.
Commercial publication requires written consent.
15. CHILDREN POLICY
Individuals under 16 years of age may not participate in mountaineering expeditions as per Nepal Government regulations. Minors must be accompanied by a legal guardian for trekking programs.
16. EXTRA ACTIVITIES
Activities such as drone flights, skiing, or paragliding require prior approval and may require special permits. Clients are responsible for related fees.
17. LIMITATION OF LIABILITY
HSC acts as an agent for airlines, hotels, transport providers, and government bodies.
HSC is not liable for:
- Acts of nature
- Political unrest
- Third-party service failures
- Government permit cancellations
Participation is voluntary and at Participant’s own risk.
18. JURISDICTION
This agreement is governed by the laws of Nepal.
Any legal action must be filed in Nepalese courts.
If any provision is deemed unenforceable, the remainder remains valid.
19. AGREEMENT
By signing below, the Participant confirms that they:
- Have read and understood these Terms and Conditions
- Accept all associated risks
- Agree to be legally bound
Bind their heirs, family members, and representatives
20. MOUNTAIN PERMIT RESTRICTIONS & SUMMIT CHANGE POLICY
Climbing permits issued by the Government of Nepal are mountain-specific and strictly non-transferable.
Participants are permitted to climb only the mountain for which the official permit has been obtained under their name.
If a Participant, after arrival at Base Camp or during the expedition, decides to attempt a different peak or summit other than the originally permitted mountain, such action is strictly prohibited under Nepal law without prior approval and issuance of a new official climbing permit.
Attempting to climb an unauthorized peak without a valid permit is illegal and may result in:
- Government fines
- Immediate removal from the mountain
- Arrest or legal prosecution
- Blacklisting from future climbing permits
- Confiscation of equipment
If a Participant wishes to change their intended summit, they must:
- Inform Himalaya Summit Club immediately.
- Obtain written approval from HSC management.
- Complete all necessary permit procedures.
- Pay all additional government fees, logistics costs, and administrative charges.
No summit change is permitted without official authorization and updated government documentation.
