Terms & Conditions

These Terms and Conditions create a legally binding agreement between Nepwise Adventures and the Client. By accessing our website, using our platform, or booking a trek, you acknowledge that you have read, understood, and agreed to be bound by these terms.

1. Booking and Payment Policy

1.1 Eligibility

The primary booking participant must be at least 18 years of age. Individuals aged 12 to 17 are permitted to participate only when accompanied by a parent or legal guardian for the entire duration of the trek.

1.2 Payment Requirements

• Full payment of the "Base Package" if booking as one Pax or 25% of total package price (if booking as two or more Pax) is required as advance payment at the time of booking to secure essential logistics.

• Bookings are only confirmed once payment and required documents (passport copy, insurance, etc.) are received.

1.3 Booking Confirmation

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

• Your booking invoice.

• Final Trek details and itinerary.

• Contact information.

• Next steps for your pre-trek briefing.

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

1.4 Payment Methods

We accept international wire transfers, domestic bank transfers, UPI-enabled QR payments (for Indian travelers only), and cash payments.

• Cash Payment Option: Cash is accepted only for travelers who are already in Kathmandu or Pokhara and have scheduled an in-person briefing. This option must be approved by our team in advance.

• Transaction Fees: Any bank transfer, wire fees, or UPI-related processing fees are the responsibility of the traveler.

• Currencies: We accept USD, EUR, GBP, AUD, CAD, and INR. Exchange rates are determined by the payment provider or Nepal Rastra Bank.

1.5 Last-Minute Bookings

Bookings made within 10 days of the trek start date are considered last-minute. These are subject to availability and are strictly non-refundable due to immediate permit and logistics commitments. Our team will clearly confirm availability before finalizing such bookings.

2. Cancellations, Refunds, and Incomplete Trips

2.1 Cancellation by Client

Cancellations must be submitted in writing via email. Refunds are calculated based on how early you inform us and any non-recoverable costs already committed, as outlined in the table below:

• Last-minute bookings (made within 10 days of the trek start date) are strictly non-refundable regardless of the above tiers.

• Trekking permits are non-refundable once issued by government authorities, regardless of cancellation timing.

• No-Refund Zone: If a cancellation occurs within 20 days of the departure date, no refund will be issued.

2.2 Incomplete Trips

While we understand that circumstances beyond your control may arise, Nepwise Adventures is not liable for refunds for any unused services (meals, accommodation, or transport) if a client fails to complete a trek for any reason, including illness, injury, or personal choice.

2.3 Cancellation by Nepwise

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

• Natural disasters or severe weather.

• 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.

For full details on cancellation tiers, date changes, and how refunds are processed, please refer to our Refund Policy page.

3. Health, Insurance, and Safety

3.1 Age Requirements & Minor Policy

The minimum age to participate in a trek with Nepwise Adventures is 12 years old. Travelers between the ages of 12 and 17 must be accompanied by a parent or legal guardian for the full duration of the trek. The following conditions apply to minors:

• The accompanying parent or legal guardian is fully responsible for the minor's safety, conduct, and decision-making throughout the trek.

• The parent or guardian must sign the physical waiver on behalf of the minor at the pre-trek briefing.

• The guide's authority over safety decisions applies equally to all participants, including minors.

• Nepwise strongly recommends consulting a pediatric or travel health professional before booking a high-altitude trek for a child.

• Nepwise reserves the right to decline participation for a minor if, in the guide's judgment, the child is not physically fit to continue safely.

3.2 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.

3.3 Mandatory Travel Insurance

Travel insurance is mandatory for all trekkers. Your policy must explicitly include:

• High-altitude trekking coverage (up to the maximum altitude of 6000m or the maximum altitude of the specific trek).

• Emergency medical treatment.

• Helicopter evacuation and air ambulance services.

Proof of insurance must be presented before the trek starts.

3.4 Emergency Evacuation Responsibility

All costs associated with emergency evacuation, including helicopter rescue and medical bills, are the sole responsibility of the traveler and must be covered by travel insurance.

Nepwise will coordinate evacuation and medical support, assist with communication, and provide documentation for insurance claims. If your insurance provider cannot confirm payment immediately, you may be required to pay first and seek reimbursement later.

3.5 Pre-Trek Briefing and Waiver

A mandatory in-person pre-trek briefing is held in Kathmandu or Pokhara, depending on your trek starting point. Briefings are typically held at partner hotels such as Hotel Kailash Kutee (Kathmandu) or Hotel Chino Pokhara / Hotel Bodhi Suites (Pokhara). The exact briefing location and time will be shared with you after booking.

During this briefing:

• You will meet your guide.

• The itinerary and safety guidelines will be reviewed.

• You will have the opportunity to ask questions.

• You must sign a waiver, physically or digitally, acknowledging the risks involved in trekking.

3.6 Participant Behavior & Guide Authority

• Guide Authority: The guide's decision is final regarding route changes, safety assessments, and a traveler's fitness to continue.

• Behavior Policy: Nepwise reserves the right to terminate a client's participation immediately if their conduct causes distress to others or involves illegal activities. No refunds will be provided in such cases.

4. Operations and Unforeseen Circumstances

4.1 Operational Partnership

Trek operations and licensed guide services are conducted in partnership with Lhasso Adventure Pvt. Ltd., a government-registered trekking company in Nepal with over a decade of Himalayan trekking experience.

4.2 Mountain Dining Culture & Policy

While staying in teahouses during the trek, guests are expected to have their meals at the same lodge/teahouse where they are accommodated. In the mountain regions of Nepal, accommodation is often provided at a minimal cost, and teahouses primarily rely on food and beverage sales to sustain their operations.

For this reason, dining outside the lodge is generally not permitted. If meals are taken elsewhere, the teahouse owner may apply an additional charge to the accommodation, which must be borne by the traveler.

4.3 Unforeseen Situations & Itinerary Changes

Trekking in the Himalayas is subject to unpredictable conditions. Trekking times, distances, accommodation availability, and daily schedules are estimates. Nepwise is not responsible for changes or delays caused by:

• Adverse weather, landslides, or natural disasters.

• Flight delays or cancellations (especially for the Everest/Lukla region).

• Political disturbances, government restrictions, or pandemics.

Extra Costs: Any additional expenses (e.g., extra hotel nights, chartered helicopters) resulting from these events are the responsibility of the traveler.

4.4 Group Composition and Size

Treks are organized as either fixed departures or private treks, each with a defined group structure.

For fixed departure treks, a maximum group size is communicated at the time of booking. In special cases, Nepwise may add a small number of additional trekkers beyond the stated maximum. When this occurs, consent from all existing group members will be taken in advance, before the trek begins.

For private treks, the group consists solely of the booked travelers and, where applicable, designated Nepwise or Lhasso Adventure (our operations partner) staff or company representatives. No unknown third-party trekkers will be added to a private trek under any circumstances.

5. Personal Information and Privacy

5.1 Information We Collect

To manage bookings and ensure safety, we collect:

• 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.

5.2 Data Usage and Access

• Your data is used only for booking confirmation, permit processing, and safety/emergency support.

• Access is limited to the Nepwise administrative team and your trekking guide (safety-related info only).

• We do not sell your data; it is only shared when required for government permits, emergency services, or legal obligations under Nepalese law.

5.3 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.

6. 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.

6.1 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 and the moment, not individuals.

6.2 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.

6.3 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.

7. Liability and Governing Law

7.1 Limitation of Liability

The liability of Nepwise Adventures is limited to the total amount paid by the client for the finalized package and specified inclusions and terms. Nepwise is not liable for situations beyond our control, including but not limited to: weather conditions, natural disasters, political disturbances, illness or injury, or delays caused by third-party service providers such as airlines, transport companies, or lodges.

7.2 Third-Party Services

Some services during your journey are provided by independent third parties. 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.

7.3 Governing Law and Dispute Resolution

• All bookings are governed by the laws of Nepal.

• Disputes will first be attempted to be resolved through mediation in Nepal.

• If unresolved, they will be settled exclusively in the courts of Kathmandu, Nepal.

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