Terms and Conditions for Nepal Treks | Mountain Routes

1. Booking in Advance and Payments

To ensure a safe and successful adventure with Mountain Routes, clients must book their For optimal trip preparation and safety, we require all clients to complete their booking at least three months prior to departure. This advance booking window ensures adequate time for all essential arrangements.

Your reservation is secured through a three-tier payment structure:

Initial Deposit: 30% of total trip cost payable at booking confirmation
Second Payment: 30% due 30 days before departure
Final Payment: Remaining 40% must be settled before your arrival in Nepal

The initial deposit facilitates crucial pre-trip arrangements including accommodation reservations, flight bookings, guide and porter coordination, and obtaining mandatory government permits.

Bank Details

Detail	Information
Name of The Bank	HIMALAYAN BANK LTD.
Account Holder’s Name	MOUNTAIN ROUTES PVT LTD
Account Number (USD)	01908110170039
Swift Code / BIC	HIMANPKA
Bank Address	HITI DURBAR BRANCH, DURBARMARG, Kathmandu, Nepal
Mobile	+9779851087152
Zip Code	44600
Email	shristy@mountainroutes.com

NOTE:

Mountain Routes will not be held responsible for any errors or modifications made to the account number during the fund transfer process. All banking fees and transfer charges are the client’s responsibility.

2. Cancellation Policy and Refund Terms

We recognize that unexpected situations may require trip cancellation. Our cancellation policy balances operational necessities with client needs. Due to advance commitments for staff, resources, and logistics, the following fee structure applies:

Cancellation Fees

2(a) Cancellations Made 45 Days Before Departure

When you cancel 45 or more days ahead of your scheduled departure:

Cancellation charge: 30% of total booking value
Refund processed after deducting Nepal Rastra Bank processing fees
Option to retain refundable amount as credit toward future Mountain Routes adventures.

2(b) Cancellations Made 25-44 Days Before Departure

As departure approaches, our commitment to your trek intensifies with finalized arrangements and confirmed bookings. Cancellations during this period require higher fees to offset these advanced preparations:

Cancellation charge: 40-50% of total booking value
Remaining balance refunded per clause 2(a) terms

2(c) Cancellations Made 1-24 Days Before Departure

Cancellations close to departure create significant operational challenges. Our team has already completed all logistical arrangements, permit processing, and resource allocation. These last-minute changes result in higher cancellation fees:

Cancellation charge: 60-70% of total booking value
Remaining balance refunded per clause 2(a) terms

2(d) Post-Departure Cancellations

Once your adventure begins, no refunds apply to unused services or incomplete itineraries. Full payment obligation remains regardless of early termination.

Important: We strongly advise comprehensive travel insurance to safeguard your investment against unforeseen cancellation circumstances

3. Last-Minute Booking Policy or Late Bookings

We accommodate bookings up to 10 days before departure, though this depends on availability and may involve supplementary charges.

Please Note: Not all expeditions accept last-minute reservations. Contact our team to verify availability before making late booking arrangements.

4. Travel Documentation Requirements

Essential documentation must be submitted for all bookings:

Recent passport-sized photograph
Valid passport photocopy
Completed registration forms

For high-altitude expeditions (above 7,000m), additional documentation is mandatory:

Previous high-altitude trekking experience
Mountaineering activity history
Relevant climbing certifications (if applicable)

Mountain Routes cannot be held accountable for complications arising from incomplete or delayed documentation submission.

5. Travel Insurance and Risk Management

Comprehensive travel insurance is mandatory for all Mountain Routes adventures. Your policy must provide adequate coverage for:

Emergency medical treatment
High-altitude rescue operations
Helicopter evacuation services
Trip cancellation protection
Personal accident coverage

We collect insurance details to expedite emergency response procedures. While Mountain Routes coordinates rescue operations and handles administrative requirements, clients bear full financial responsibility for costs exceeding their insurance coverage.

Critical Information: Remote trekking regions may have limited or unavailable air evacuation facilities. While we provide maximum support within regulatory constraints, ultimate responsibility for personal safety rests with each participant.

6. Trip Interruption and Unforeseen Circumstances

No compensation applies when clients cannot begin or complete their adventure due to:

Personal health issues or injuries
Individual circumstances or emergencies
Government permit cancellations due to natural disasters or unforeseen events

Mountain Routes maintains no liability for refunds or compensation in these situations.

7. Legal Compliance and Guide Authority

All participants must respect local laws, cultural practices, and regulations throughout their journey. Mountain Routes bears no responsibility for client involvement in illegal activities.

Legal violations may result in:

Immediate notification of local authorities
Full client responsibility for legal consequences
No company obligation to provide legal or financial assistance

Guide Authority: Our expedition leaders and guides possess final decision-making authority on all trek/expedition matters. Their expertise-based decisions prioritize group safety and welfare. All participants must comply with guide instructions without exception.

Conflicts between participants will be mediated by Mountain Routes staff, with local authority involvement if necessary.

8. Custom Itineraries and Additional Expenses

Our standard packages reflect years of Himalayan expertise and proven itineraries. We welcome customization requests to match individual preferences, requiring mutual agreement on timeline and cost adjustments at booking.

Itinerary Adjustments: Uncontrollable factors (weather, emergencies, political situations) may necessitate route or pricing modifications. Such changes require client agreement.

Additional Costs: Client-related factors increasing expedition costs include:

Equipment damage compensation
Schedule delays caused by client decisions
Additional services beyond original agreement

9. Early Trek Completion Policy

When itineraries conclude ahead of schedule, no refunds apply to unused days. A 14-day trek completed in 12 days provides no compensation for the 2 unused days, as per clause 2(d).

10. Emergency Trip Termination

Clients choosing early trek termination face additional fees covering:

Porter return logistics from basecamp
Operational adjustments and rearrangements
Administrative processing (typically 1-2 days)

These charges reflect genuine logistical complexities of mid-expedition terminations.

11. Service Transfer Restrictions

All Mountain Routes bookings are personal and non-transferable. Confirmed reservations cannot be reassigned to different individuals.

Non-transferable services include:

Hotel and lodge accommodations
Domestic and international flights
Trekking and climbing permits
Transportation arrangements
Guide and porter services
All logistical components

Unused services by one client cannot be claimed by another participant, nor can paid services transfer to third parties.

12. Flight Delays and Cancellations

Mountain Routes provides no financial compensation for flight cancellations unless directly caused by company error. However, we assist affected clients by arranging alternative accommodations (charges apply).

13. Accommodation and Meal Arrangements

Unexpected overnight stays due to:

Client circumstances
Flight disruptions (domestic/international)
External factors

Result in client responsibility for accommodation and meal costs. Mountain Routes covers these expenses only when delays stem from company-caused issues.

14. Service Standards and Expectations

Trekking in Nepal and expeditions presents unique challenges distinct from modern urban comfort. Remote mountain environments may limit available amenities despite willingness to pay for them.

We strive for excellence while acknowledging occasional limitations beyond our control. Client flexibility and understanding help navigate unexpected situations.

Essential Understanding: Research your chosen itinerary thoroughly to comprehend potential challenges and realistic expectations before booking.

15. Food and Dietary Arrangements

We select premium accommodations, teahouses, lodges, and experienced basecamp cooks. However, Himalayan cuisine may differ from your customary preferences.

While we prioritize food quality and variety, please follow guide recommendations when selecting meals to ensure proper nutrition and avoid altitude-related complications.

16. Trekking Equipment and Gear Policy

All Mountain Routes-provided equipment (company-owned or rented) must be returned to designated representatives upon trek completion.

Equipment damage requires compensation at company-determined rates reflecting replacement/repair costs.

17. Media Rights and Photography

Mountain Routes may request permission to use client-captured photographs and videos for marketing purposes, provided at no charge to the company.

All shared materials serve exclusively promotional functions. We guarantee strict privacy protection for all participants.

18. Minors and Age Restrictions

Nepal Government Mountaineering Regulations prohibit mountain climbing for individuals under 16 years old.

Trekking activities permit minor participation under these conditions:

Accompaniment by legal guardian
Continuous supervision throughout the journey
Guardian assumption of full responsibility

19. Special Activities and Permits

Special activities require advance notification to Mountain Routes before trip commencement:

Skiing operations
Drone photography/videography
Paragliding adventures
Large flag displays
Other non-standard activities

Permit Requirements: These activities often require Government of Nepal permits and fees. Unauthorized special activities may result in:

Legal penalties
Additional unexpected costs
Regulatory violations

Mountain Routes assists with permit acquisition when notified in advance, though permit approval cannot be guaranteed for all activities.

20. Itinerary Changes and Amendments

Itinerary modification requests require email notification to Mountain Routes at least 14 days before departure. Review clauses 2 and 10 for cancellation and modification policies.

Client Responsibility for: