- Terms And Conditions
1. Agreement Formation and Booking
A binding agreement is established between Sherpa World Adventure Pvt. Ltd. (“the Company”) and the client at the time a booking deposit or full payment is submitted. All bookings are subject to availability and Company approval. The Company reserves the right to refuse any booking at its discretion. Clients are responsible for ensuring that all information provided during the booking process is accurate and complete.
2. Payments and Deposits
To confirm a booking, a non-refundable deposit of 20% of the total trek cost is required unless stated otherwise. The remaining balance must be settled in full at least 45 days before the scheduled departure. Accepted payment methods include bank transfer, credit card, and other approved options. Failure to meet payment deadlines may result in cancellation of the booking without refund of the deposit. All transactions are conducted in Nepalese Rupees (NPR) or another specified currency, and applicable exchange rates and processing fees may apply.
3. Force Majeure
The Company is not responsible for any failure or delay caused by circumstances beyond its reasonable control. These include, but are not limited to, natural disasters, acts of war or terrorism, pandemics, strikes, or government-imposed restrictions. Under such circumstances, the Company reserves the right to cancel, postpone, or modify a trek without liability for refunds beyond those outlined in these Terms.
4. Documentation Requirements
Clients must submit all required documents — including passport copies, permits, and travel insurance details — by the specified deadlines. Failure to provide complete documentation on time may result in postponement or cancellation of the trip without a refund.
5. Cancellation and Refund Policy
The Company understands that travel plans may change. Where applicable, refunds will be processed according to the following schedule:
- More than 45 days before departure: Only the deposit is forfeited; no additional charges apply.
- 30 to 45 days before departure: 50% of the total trek cost will be retained by the Company.
- Within 30 days of departure: No refund will be issued.
No refunds will be provided for any services unused after the trek has commenced. Clients are strongly encouraged to obtain comprehensive travel insurance to protect against unforeseen cancellations or changes.
6. Itinerary Flexibility and Safety
While the Company provides detailed itineraries, these are subject to change due to weather, safety concerns, natural events, political developments, trail conditions, or flight disruptions. Any modifications will be made with client safety and experience as the primary consideration. No refunds will be issued for changes arising from circumstances outside the Company’s control.
7. Early Completion of Itinerary
If a trip concludes earlier than scheduled due to unavoidable circumstances, the full trip cost remains payable. No refund will be granted for any unused days. For example, if a 14-day trek is completed in 12 days, the two remaining days are non-refundable.
8. Early Termination of Trip
If a client chooses to end their participation before the trip is complete, the Company will make reasonable efforts to assist with necessary arrangements. Clients should be aware that early termination may incur additional costs, as specialized logistics are required to facilitate the safe return of guides, porters, and equipment from remote locations. These arrangements typically require one to two days.
9. Flight Cancellations (International and Domestic)
Flight delays or cancellations are outside the Company’s control and do not entitle clients to financial compensation unless the disruption is directly caused by the Company. The Company will assist in arranging alternative accommodations or solutions where possible. Any additional costs incurred as a result of flight disruptions are the client’s responsibility unless otherwise agreed in writing.
10. Client Responsibilities
Himalayan trekking requires a strong level of physical fitness and mental preparedness for high-altitude conditions. By booking a trek, clients confirm that they are physically and mentally capable of participating. All clients must follow the safety instructions provided by the Company’s guides at all times. Failure to comply may result in removal from the trek without a refund.
11. Health, Fitness, and Medical Disclosure
Client safety is the Company’s highest priority. Prior to departure, all clients must disclose any relevant medical conditions, allergies, or physical limitations so that appropriate support can be arranged. Withholding or misrepresenting health information may limit the Company’s ability to provide adequate care or emergency assistance, and could result in removal from the trek without a refund.
12. Altitude Awareness and Emergency Evacuation
Trekking in the Himalayas involves exposure to high altitudes, which carry inherent risks including Acute Mountain Sickness (AMS), High-Altitude Pulmonary Edema (HAPE), and High-Altitude Cerebral Edema (HACE). Clients acknowledge and accept these risks. In the event of a medical emergency, the Company’s guides and medical personnel are authorized to make decisions regarding evacuation or treatment in the best interest of the client’s health and safety.
13. Travel Insurance
All clients are strongly advised to obtain comprehensive travel insurance that covers high-altitude trekking and emergency helicopter evacuation. The Company is not liable for any costs related to medical treatment, evacuation, or personal emergencies during the trek.
14. Client Compliance and Authority
Clients must comply with all local, national, and international laws and regulations applicable in the destinations visited. The Company is not responsible for any unlawful, negligent, or improper conduct by clients. The Company reserves the right to report illegal or hazardous behavior to the relevant authorities. All resulting legal consequences, penalties, or liabilities are solely the client’s responsibility.
During any trek, tour, or expedition, the designated team leader or guide holds full authority over operational and safety decisions. Clients are required to follow all instructions and safety protocols issued by Company personnel. Non-compliance may result in removal from the activity without a refund. In cases of dispute or disruptive behavior, the Company may involve local authorities or terminate a client’s participation if necessary.
15. Guide Authority and Safety Decisions
The Company’s certified guides are trained professionals with full authority to determine pace, acclimatization schedules, and any necessary changes to the itinerary. Clients agree to respect and follow their guidance to ensure the safety and success of the trek.
16. Assumption of Adventure Risk
Despite all safety precautions taken by the Company, high-altitude trekking involves inherent risks, including injury, illness, accidents, natural hazards, and altitude-related complications. By participating, clients acknowledge and voluntarily accept these risks as part of the adventure experience.
17. Limitation of Liability
To the fullest extent permitted by law, Sherpa World Adventure Pvt. Ltd., its employees, guides, and affiliates are not liable for any injury, loss, damage, delay, or additional expense resulting from factors beyond their direct control. These include, but are not limited to, adverse weather, natural disasters, political developments, or the actions of third-party service providers.
18. Indemnification
Clients agree to indemnify and hold harmless the Company, its guides, staff, and partners from any claims, damages, or costs arising from the client’s participation in Company activities.
19. Photography and Media
Photographs and videos captured during treks may be used by the Company for promotional and marketing purposes. Clients who do not wish for their image to be used in this manner must notify the Company in writing before the trip commences.
20. Governing Law and Jurisdiction
These Terms and Conditions are governed by the laws of Nepal. Any disputes arising from this agreement shall fall under the exclusive jurisdiction of the courts of Nepal.
21. Acknowledgement
By making a booking or commencing a trip with Sherpa World Adventure Pvt. Ltd., the client confirms that they have read, understood, and agreed to these Terms and Conditions in full.
Sherpa World Adventure Pvt. Ltd. — Committed to safe, responsible, and unforgettable Himalayan experiences.