Our Terms and Condition

Our Terms and Conditions / Booking Conditions

Please read these terms and conditions carefully before booking any trip with Nepal Pyramids Pvt. Ltd. They form a legally binding agreement between you and Nepal Pyramids. The Himalayas are extraordinary, but even with our best precautions, the mountains carry real uncertainty. By booking with us, you agree to the terms below.

Cancellation & Refund Policy

We understand that plans change, and we know that cancellations and refunds involving international bank transfers from Nepal can feel confusing. This section explains exactly how cancellations, refunds, and rebooking work, so there are no surprises.

1. Booking Deposit

A deposit of USD 200 per person is required to confirm your booking. This deposit covers our advance costs for permits, initial flight holds, and staff planning and is non-refundable under any circumstances, including traveler-initiated trip cancellation.

2. If You Cancel the Trip

Once a trip is confirmed, we begin booking flights, hiring guides and porters, and reserving accommodation on your behalf, often weeks or months in advance. Because these costs are committed early and are largely non-recoverable, cancellations are subject to the following charges (in addition to the non-refundable deposit):

Any refund due will be calculated after deducting 20/25% cancellation charges, including any non-recoverable third-party costs already paid on your behalf (see Sections 3,4 and 5 below).

3. Domestic Flight Cancellation Charges (e.g., Kathmandu - Lukla or Jomsom)

For treks that require a domestic flight, such as Lukla for Everest region treks, your ticket is booked and paid for in advance directly with the airline.

• If you cancel after the ticket has been issued, the airline applies a 15% cancellation charge on the ticket cost, which is non-refundable and will be deducted from any refund owed to you.

4. Hotel Cancellation Charges

For treks or trips that include hotel bookings, your accommodation is reserved and the security advance payment is made directly with the hotel. Once your booking is confirmed, the hotel blocks that room for your dates and does not accept other reservations for it during that period.

If you cancel after the booking is confirmed, the hotel's cancellation policy applies. Any cancellation charge levied by the hotel is non-refundable and will be deducted from any refund owed to you.

5. Guide, Porter, and Support Staff Costs

For every confirmed booking, we engage guides, porters, and support staff in advance. These are local jobs, often the sole income for the staff member during that period, and once assigned, staff typically decline other work to remain available for your trek.

If you cancel, staff already assigned to your trip are entitled to compensation for lost income, in line with our staff welfare policy and standard practice in Nepal's trekking industry. This cost is included within the cancellation charges in Section 2, not billed separately - it is mentioned here so you understand what the charge covers.

6. If We Cancel or Change the Trip (Force Majeure)

If your trip is cancelled or significantly altered due to circumstances beyond our control - extreme weather, natural disaster, political unrest, government restrictions, or airline cancellations - we will, in order of preference:

• Offer to reschedule your trip to an available future date at no extra cost, where possible; or
• Offer a substitute itinerary of equivalent value; or
• Refund whatever portion of your payment has not already been committed to non-recoverable costs (permits, issued flight tickets, staff already engaged).

We cannot refund costs already paid to third parties like airlines, park authorities, hotels, on your behalf, as these are non-recoverable once issued.

7. Leaving the Trip Early

If you choose to leave the trip early, or are unable to continue for personal reasons such as health or fitness, no refund is given for unused portions of the trip, since guides, permits, and accommodation for the full itinerary have already been arranged and paid for.

Refund Process & Timing

1. Clients who have made full payment but need to cancel, and who wish to join us on a future trip instead, may keep their full payment as credit for a later season, with no cancellation charges at all. There is no expiry pressure; we simply hold it until you're ready to travel again.
2. If a cash refund is preferred, approved refunds (after deducting the charges above) are processed by international bank transfer, sent in USD.
3. PLEASE NOTE: international bank transfers from Nepal to foreign countries are subject to banking regulations and processing steps that can be slow and are outside our direct control. Outgoing transfer fees from Nepal (typically 3/4%) are deducted from the refund amount, and your receiving bank may apply its own conversion or receiving charges as well.
4. Please allow up to 15 - 20 business days from written cancellation confirmation for the transfer to complete, given these banking processes.
5. Refunds are only issued to the same account or card used for the original payment, in line with banking regulations in Nepal.

Flight Delays and Cancellation During Your Trek

Mountain airports such as Lukla or Jomsom are highly weather-dependent, and delays and cancellations are common and are completely out of our control. We can cope with the delays, but what happens if your domestic flight is cancelled?

• First of all, if the flight itself is cancelled by the airline due to weather or operational reasons, this is outside our control; a full refund will be made, or the tickets will be rescheduled with no extra charges.
• If your flight is cancelled in Kathmandu, Nepal Pyramids will provide hotel accommodation on a bed-and-breakfast basis until the flight departs.
• If your flight is cancelled in a remote mountain airport such as Lukla, we will cover accommodation and full board until your originally scheduled return date.
• If the cancellation extends beyond your booked trip dates, you are responsible for any extra costs incurred from that point on, including accommodation, food, or a chartered helicopter, should you choose that option.
• Usually, if the cancellation extends for 2/3 days, we offer a substitute itinerary (different trekking destination) of equivalent value.

Helicopter option: If you wish to avoid further delay by taking a helicopter, this can be arranged at an additional cost. The price of your original flight ticket is deducted from the helicopter cost, and you pay the remaining balance. For example, if the helicopter costs USD 500 per person and your flight ticket cost USD 200, you would only pay the remaining USD 300 per person. For a group of 5 people sharing a helicopter, the cost typically ranges from USD 300 to 400 per person. This additional cost is the client's responsibility and is not covered by Nepal Pyramids.

Fitness Requirement

Our trips vary in difficulty, but a reasonable level of fitness is essential for any trip in Nepal. If you have a pre-existing condition affecting your knees, ankles, heart, lungs, or any other relevant medical history, please obtain medical clearance before booking and inform us in advance.

NOTE: Failure to disclose a relevant medical condition may affect your safety on the trek and limit our ability to assist you, and Nepal Pyramids will not be held liable for complications arising from undisclosed conditions.

Booking and Payments

A non-refundable deposit of USD 200 per person is required to confirm your booking, typically paid by bank transfer. This amount is deducted from your total trip cost.

The remaining balance can be paid in Kathmandu by cash, Visa, or Mastercard. Please note that card payments carry an EXTRA 3/4% processing charge from the bank. We recommend paying the remaining balance in cash where possible to avoid this fee.

Complaints & Facilities

Nepal is a developing country, and infrastructure in the mountains, accommodation, transportation, communication, and medical facilities will often be more basic than what you may be used to at home. This is part of the nature of mountain travel, and we ask for your understanding on matters outside our control.

That said, we take feedback seriously. If something goes wrong that is within our control - for example, an issue with our guide, staff, or service - please raise it with your group leader as soon as possible during the trip, or contact our office directly so we can address it promptly.

Itinerary Changes

The itinerary provided by Nepal Pyramids is just a guideline. Your group leader has the authority to adjust destinations or the day-to-day plan based on the group's fitness, weather conditions, or accessibility. Wherever possible, your leader will explain the reasoning and seek the group's agreement before making any change.

Risks & Liability

Trekking and climbing in a remote mountain environment carries inherent risk, including accidents or illness without immediate access to medical facilities, political instability, and natural hazards. By booking with us, you acknowledge and accept these risks. Nepal Pyramids and its staff are not liable for personal injury, loss or damage to property, delays, cancellations, or death arising from these inherent risks.

Travel Insurance: Strongly Recommended

Comprehensive travel insurance is mandatory for all travelers booking with Nepal Pyramids. Your policy should cover trip cancellation, accidents, illness, emergency evacuation (including helicopter rescue), and loss or damage of personal belongings.

Please purchase your insurance before arrival in Nepal and confirm it is valid for high-altitude trekking. Costs for emergency evacuation must be paid in cash in Nepal at the time of the emergency; your insurer will reimburse you afterward according to your policy.

Our Rights

Nepal Pyramids reserves the right to:

• Decline further participation of any traveler whose conduct causes embarrassment, annoyance, or disruption to other travelers or the group experience.
• Decline liability for extra medical expenses incurred during the trip.
• Require valid passports, visas, and permits for your selected trip. We are not responsible for failure to obtain permits due to missing or invalid travel documents on your part.
• End a traveler's participation in a trip where a health issue would adversely affect their safety or the group's.

Leader's Rights

By booking with Nepal Pyramids, you agree to follow the guidance of your Group Leader during the trip. Your leader is responsible for health and safety decisions, group harmony, teamwork, and itinerary changes when necessary, and will always act in the group's best interest.

Equipment

If you use trekking or climbing equipment provided by Nepal Pyramids, you agree to compensate the company for any loss or damage beyond normal wear and tear. [We don't charge any refundable equipment deposit.]

Minors

Travelers under the age of 18 must be accompanied by a parent or legal guardian, and written parental or guardian consent is required at the time of booking. [Adjust or remove if not applicable to your bookings.]

Photography & Media Consent

Nepal Pyramids may take photographs or videos during your trip for use in our marketing materials, website, and social media. If you do not wish to be included, please inform us in writing before your trip begins.

Governing Law

These terms and conditions are governed by the laws of Nepal. Any dispute arising from your booking will be subject to the jurisdiction of the courts of Nepal.

Changes to These Terms

Nepal Pyramids may update these terms and conditions from time to time. The version in effect at the time of your booking will apply to your trip.

Please make sure you understand the nature of trekking and traveling in Nepal, and of being in a high-altitude environment. We will always do our best to make your trip a wonderful one.

We wish you all the best.