Terms & Conditions

These Terms and Conditions describe how Nepwise Adventures operates and what travelers agree to when booking a trek with us. Our goal is to keep everything clear and simple so you understand how bookings work, what is included, what to expect during the trek, and how we support you throughout your journey.

By booking a trip with Nepwise, you confirm that you have read, understood and accepted these Terms and Conditions.

1. Booking, Payment, Currency and How to Pay

1.1 What You Pay Before the Trek

Nepwise charges only for the essential services that must be arranged before your trek begins. These include:

A licensed trekking guide
Required trekking permits
Transportation included in the itinerary (ground or domestic flight)

This upfront amount is clearly displayed during the booking process. Daily expenses such as meals, accommodation, and personal services are paid directly by travelers on the trail.

1.2 Payment Policy

Full payment is required at the time of booking. This allows us to immediately secure your guide, process permits, and arrange necessary transportation.

Your booking is confirmed only after payment and required documents have been received.

1.3 Payment Methods

We currently accept payment through the following methods:

International wire transfer
Domestic bank transfer
Debit or credit card payment through our website using the 2C2P payment gateway

Limited Cash Payment Option

Cash payment is accepted only for travelers who are already in Kathmandu/Pokhara and have scheduled an in-person pre-trek briefing in advance. This option must be approved by our team before arrival.

1.4 Accepted Currencies

Nepwise Adventures accepts the following currencies:

If you pay through card or bank transfer, your bank or payment provider may apply its own exchange rate. Nepwise has no control over exchange rates or conversion fees.

1.5 Payment Processing Fees

Some payment methods may include processing or transfer fees charged by banks or payment providers. These fees are the responsibility of the traveler.

Nepwise receives only the net amount after such fees. We explain this clearly to maintain full transparency.

1.6 Last-Minute Bookings

Nepwise accepts bookings up to 10 days before the trek start date.

Bookings made within 10 days of the trek start date are considered last-minute. Due to immediate permit processing, guide allocation, and limited availability, last-minute bookings are non-refundable.

Availability of guides depends on the remaining time, and we will clearly update you before confirming the booking.

1.7 Information Required for Booking

To complete your booking, you must provide:

A valid passport copy
Accurate personal details
Emergency contact information

Permits cannot be processed without correct documentation. Delays in providing this information may affect your booking timeline.

1.8 Booking Confirmation

Once we receive your payment and required information, you will receive a confirmation email that includes:

Your booking invoice
Trek details
Contact information
Next steps for your pre-trek briefing

This confirmation email serves as proof of your reservation with Nepwise Adventures.

2. Refunds, Cancellations and Changes

We understand that travel plans can change. Our refund policy is designed to be fair while covering costs that are often non-recoverable, such as permits and guide commitments.

2.1 Cancellation by the Traveler

If you cancel your trek, refunds are issued based on how early you notify us:

40 or more days before trek: Full refund
30 to 39 days before trek: 50% refund
15 to 29 days before trek: 25% refund
Less than 15 days: No refund

Certain costs, such as government-issued trekking permits, are non-refundable once they have been processed.

2.2 No Refund After Trek Begins

Once the trek has started, Nepwise cannot refund any portion of the amount paid, even if:

You leave the trek early
You miss part of the itinerary
You choose not to use certain services

This applies regardless of the reason for early departure.

2.3 Refund Method and Timeline

All approved refunds are issued through bank transfer only, including bookings originally paid in cash.

Refunds are processed within 14 days after your cancellation request is confirmed
Any bank or transfer charges applied during the refund process are the traveler’s responsibility

Nepwise does not issue refunds in cash or via third-party payment platforms.

2.4 Changes to Booking Dates or Traveler Information

If you need to change your trek date or update personal details, please inform us as early as possible.

Date changes depend on:

Availability of guides
Time remaining before the trek
Possible additional costs (new permits, transport adjustments, or administrative work)

If a change is requested very close to the trek start date and arrangements cannot be modified, it may be treated as a cancellation and follow the cancellation policy.

2.5 Trek Cancellation by Nepwise Adventures

In rare situations, Nepwise may need to cancel a trek due to circumstances beyond our control, such as:

Natural disasters
Political unrest or government restrictions
Safety emergencies

If Nepwise cancels the trek:

You will receive a full refund of the amount paid to Nepwise Adventures
We are not responsible for external expenses such as international flights, hotel bookings, or visa costs

2.6 Unforeseen Interruptions During the Trek

Sometimes treks are interrupted due to reasons beyond anyone’s control, such as bad weather, illness, landslides, road closures, or safety concerns.

If this happens after the trek has already started, Nepwise cannot guarantee refunds, because many costs such as guide wages, permits, and transportation are already paid and cannot be recovered.

If any service providers (such as transport companies or lodges) offer refunds, we will pass those refunds on to you where possible. However, partial refunds are not automatic.

3. Travel Insurance, Health Requirements and Briefing

Trekking in Nepal takes place in remote mountain areas where medical facilities are limited. For your safety and peace of mind, certain requirements apply to all travelers joining a Nepwise trek.

3.1 Minimum Age Requirement

All travelers must be at least 18 years old to join a trek with Nepwise Adventures.

3.2 Mandatory Travel Insurance

Travel insurance is mandatory for all Nepwise trekkers.

Your insurance policy must include:

Emergency medical treatment
Helicopter evacuation
Coverage for high-altitude trekking

This insurance protects you in case of illness, injury, or altitude-related emergencies where evacuation may be required.

You must bring proof of valid travel insurance to the pre-trek briefing.

3.3 Emergency Evacuation Responsibility

If a medical or safety emergency occurs during the trek:

Your guide will assess the situation
The Nepwise administrative team will coordinate evacuation or medical support
Helicopter evacuation will be arranged if required

All evacuation and medical costs are the traveler’s responsibility and must be covered by travel insurance.

If your insurance provider cannot confirm payment immediately, you may be required to pay first and claim reimbursement later. Nepwise will assist with documentation for insurance claims.

3.4 Pre-Trek Briefing and Waiver

A mandatory in-person pre-trek briefing is held in Kathmandu or Pokhara, depending on your trek starting point.

The exact briefing location and time will be shared with you after booking. Briefings are usually held at partner hotels such as Hotel Kailash Kutee (Kathmandu) or Hotel Chino Pokhara / Hotel Bodhi Suites (Pokhara).

During this briefing:

You will meet your guide
The itinerary and safety guidelines will be reviewed
You will have the chance to ask questions
You must sign a physical waiver acknowledging the risks involved in trekking

This step ensures that you start your trek fully informed and prepared.

3.5 Fitness and Medical Responsibility

You are responsible for honestly assessing your own physical fitness before booking a trek.

If you have any medical conditions, allergies, or are taking regular medication, you should:

Consult a healthcare professional before booking
Inform Nepwise in advance if necessary

Nepwise may request medical clearance for certain conditions to ensure your safety.

Nepwise is not responsible for health issues that arise from undisclosed medical conditions.

4. Safety and Trek Operations

Your safety is our highest priority. Trekking in the Himalayas involves changing weather, remote terrain, and limited infrastructure, so flexibility and clear decision-making are essential.

Nepwise Adventures manages all major logistical and safety decisions to ensure treks are conducted responsibly and safely.

4.1 Itinerary Adjustments

Nepwise always aims to follow the published itinerary. However, changes may be required due to reasons such as:

Weather conditions
Trail or road conditions
Health concerns of a traveler
Safety considerations
Local or government restrictions

If adjustments are needed, they are made to protect the safety of travelers and guides. These decisions are communicated clearly to the group.

4.2 Who Makes Safety Decisions

During the trek:

Guides monitor your health and trail conditions
Major safety or itinerary decisions are made in coordination with the Nepwise administrative team

This system ensures that decisions are not rushed or made by one person alone, especially in critical situations.

4.3 No Guarantee of Exact Itinerary

Trekking times, distances, accommodation availability, and daily schedules are estimates.

Actual conditions may vary due to weather, fitness levels, altitude response, and local availability. This flexibility is a normal and expected part of trekking in the Himalayas.

Nepwise does not guarantee exact walking hours, specific lodges, or daily distances.

4.4 Emergencies During the Trek

If an emergency occurs during the trek:

The guide will assess the situation immediately
The Nepwise administrative team will be contacted
Medical assistance or evacuation will be arranged if required

Helicopter evacuation decisions are based on safety and medical necessity, not convenience.

Nepwise will assist with communication, coordination, and documentation but cannot cover emergency or evacuation costs.

4.5 Responsibility During Emergencies

Travel insurance must cover emergency and evacuation costs.

If an insurance provider cannot confirm payment immediately, the traveler may need to pay first and seek reimbursement later. Nepwise will support you with the necessary documents.

Nepwise is not responsible for delays or outcomes caused by third-party emergency services or insurance providers.

4.6 Unforeseen Situations and Interruptions

Sometimes treks are interrupted due to events beyond anyone’s control, such as severe weather, illness or injury, landslides, road closures, or local disruptions.

In such situations, Nepwise will focus on traveler safety, clear communication, and logistical support to manage the situation responsibly.

5. Accommodation and Meals During the Trek

Accommodation in the mountains is basic by nature, but it is safe, clean, and suitable for trekking conditions.

5.1 Accommodation Arrangements

Nepwise Adventures manages tea house accommodation throughout the trek to ensure travelers always have a place to stay along the route.

Tea houses are:

Locally run mountain lodges
Simple, clean, and safe
Limited in number at higher elevations

During peak trekking seasons or in remote villages, options may be limited. In such cases, Nepwise works with local lodge owners to secure the best available accommodation for the group.

5.2 Room Type and Comfort Level

Single Supplement room cannot be guaranteed, especially at higher altitudes where space is limited.

Shared rooms are common and are part of the standard trekking experience in Nepal. Heating, hot water, and power availability may vary depending on location and weather.

Nepwise sets realistic expectations so you can focus on the experience rather than comfort differences.

5.3 Meals During the Trek

Meals are not included in the trek fee.

Each tea house provides a menu, and travelers:

Choose their meals
Pay the tea house directly

This approach allows flexibility, supports local businesses, and keeps trekking costs transparent.

Your guide will assist with menu explanations and recommendations if needed.

5.4 Additional Tea House Services

Additional services offered by tea houses may include:

Hot showers
Device charging
Wi-Fi
Drinking water
Room upgrades (where available)

These services are optional and paid directly to the tea house. Availability and pricing vary by location and altitude.

Nepwise will help you understand available options, but these services are not included in the trek fee.

6. Porters and On-Trail Expenses

Nepwise Adventures believes in fair treatment, transparency, and giving travelers control over optional services during the trek.

6.1 Hiring a Porter

Hiring a porter is optional and based on your personal preference.

If you choose to hire a porter:

Your guide will help arrange a reliable and properly equipped porter
Porters are hired locally and treated according to ethical trekking standards

Payment is made directly to the porter, usually on a daily basis

This direct payment system ensures fairness, transparency, and that porters receive their full wages without deductions.

6.2 Baggage Responsibility

If you take a porters, carry your main duffel or backpack with care. However, travelers are responsible for their personal belongings.

Valuables such as:

Passports
Money
Electronics

It should always be carried in your daypack.

Nepwise is not responsible for loss or damage to personal items carried by porters or travelers.

6.3 On-Trail Personal Expenses

Travelers are responsible for personal expenses during the trek, including but not limited to:

Meals and drinks
Snacks and bottled water
Tea house services (showers, charging, Wi-Fi)
Personal supplies
Optional upgrades or extra services

Your guide will help explain costs, suggest reasonable options, and assist if you have questions, but payment decisions remain with the traveler.

6.4 Tips (Optional)

We have a strong Tipping culture in Nepal, although it is not mandatory.

If you feel that your guide or porter has provided good service, a tip is a common way to show your appreciation.

Nepwise does not set fixed tipping amounts. If you have questions, your guide can offer general guidance based on local customs.

7. Photography and Media Use

Nepwise Adventures may capture photos or videos during treks to document memories, share experiences, and promote our work.

We respect your privacy and personal comfort at all times.

7.1 Photography During the Trek

During the trek, your guide or the Nepwise team may take photos or short videos of group activities, landscapes, or general trekking moments.

These may be used for:

Trip memories
Safety documentation
Website, social media, or promotional content

We focus on capturing the experience, not individuals.

7.2 Your Consent and Right to Opt Out

If you do not wish to appear in any photos or videos, you can inform:

Your guide at the start of the trek
Or the Nepwise team at any time

We will fully respect your preference without question.

You may also request that specific images not be used.

7.3 Use and Ownership of Media

Unless a traveler has opted out, Nepwise Adventures retains the right to use photos and videos taken during treks for promotional and informational purposes.

These materials will never be used in a misleading, inappropriate, or disrespectful manner.

Nepwise will not sell individual traveler images to third parties.

8. Personal Information and Privacy

Nepwise Adventures collects only the information necessary to operate treks safely and smoothly. We respect your privacy and handle personal information responsibly.

8.1 Information We Collect

To manage bookings and ensure safety, we may collect the following information:

Full name
Email address
Phone number
Date of birth
Nationality
Traveler Insurance Policy
Passport details (for permits)
Emergency contact information
Basic fitness and trekking preferences

This information helps us arrange permits, coordinate logistics, and respond effectively in emergencies.

8.2 How Your Information Is Used

Your personal information is used only for:

Booking confirmation and communication
Trek planning and coordination
Permit processing
Safety and emergency support

We do not use your data for unrelated purposes.

8.3 Who Can Access Your Information

Access to your personal information is limited to:

The Nepwise administrative team
Your trekking guide (only information needed for safety and coordination)

We do not sell, rent, or share your data with third parties, except when required for:

Government permit processing
Emergency services
Legal obligations under Nepalese law

8.4 Data Protection

Nepwise takes reasonable measures to store and handle your information securely.

For detailed information about how your data is stored and protected, please refer to our Privacy Policy page.

9. Liability, Legal Framework, and Acceptance

Trekking in Nepal involves natural risks and unpredictable conditions. Nepwise Adventures is committed to supporting travelers responsibly, but certain limitations apply.

9.1 Limitation of Liability

Nepwise Adventures will always act in good faith to support you before and during your trek. However, our legal responsibility is limited to the amount you have paid to Nepwise for your booking.

Nepwise cannot be held responsible for situations beyond our control, including but not limited to:

Weather conditions
Natural disasters
Political disturbances or government actions
Illness or injury
Delays or failures caused by third-party service providers (such as airlines, transport companies, or lodges)

9.2 Third-Party Services

Some services during your journey are provided by independent third parties, such as airlines, transportation providers, accommodation owners, or emergency services.

Nepwise is not liable for the actions, delays, or service quality of these third parties but will assist with coordination and communication when issues arise.

9.3 Governing Law

All bookings with Nepwise Adventures are governed by the laws of Nepal.

9.4 Dispute Resolution

If a dispute arises, both parties agree to first attempt to resolve the matter through open communication and mediation in Nepal.

If the issue cannot be resolved through mediation, it will be settled in the appropriate court under Nepalese law.

9.5 Acceptance of Terms

By booking a trek with Nepwise Adventures, you confirm that you have read, understood, and accepted these Terms and Conditions.

These Terms apply to all travelers participating in Nepwise-operated treks.

Last updated: Dec, 28, 2025