To guarantee proper preparation, logistics, and safety, clients must book their trip at least three months prior to departure. Payment must be fulfilled according to the following schedule:
Initial Deposit: A 25% non-refundable deposit is required at the time of booking to secure permits, domestic flights, hotels, and staff allocations.
Second Installment: An additional 25% of the total cost is due one month before departure.
Final Balance: The remaining 50% must be settled prior to your arrival in Nepal.
Cancellations must be submitted in writing. Because the company incurs immediate operational costs upon booking, cancellation fees are enforced based on the timeline below:
2(a) 45+ Days Before Departure: A fee of 25% of the total trip cost will be retained. The remaining balance will be refunded, minus Nepal Rastra Bank processing fees. Alternatively, this refund can be credited toward a future trip with Kalapatthar Trek & Expedition.
2(b) 25 to 44 Days Before Departure: A cancellation fee ranging from 40% to 50% of the total trip cost will apply. The remaining balance will be processed as per clause 2(a).
2(c) 8 to 24 Days Before Departure: A cancellation fee ranging from 60% to 70% of the total trip cost will apply. The remaining balance will be processed as per clause 2(a).
2(d) Within 7 Days or After Trip Commencement: No refunds are available for cancellations made less than a week before departure or once the trip has started. Clients are responsible for the full cost of the trip, including any unused services.
Note: We highly recommend purchasing comprehensive travel cancellation insurance to protect your investment against unforeseen emergencies.
Late bookings may be accepted up to 15 days prior to departure from your home country, subject to availability and potential additional rush fees. Late booking is not available for all high-altitude expeditions; please confirm availability with our team first.
Clients must provide a passport copy, a passport-sized photograph, and completed registration forms upon booking. For expeditions exceeding 7,000 meters, documentation detailing your previous high-altitude and mountaineering experience is mandatory. Kalapatthar Trek & Expedition is not responsible for trip delays or permit denials resulting from missing or delayed documentation.
Comprehensive travel insurance is a mandatory prerequisite for joining any of our trips. Your policy must explicitly cover:
While our team will coordinate emergency logistics and paperwork, Kalapatthar Trek & Expedition assumes no financial liability for costs incurred during a rescue. All expenses not covered by your insurance provider are your sole responsibility. Please note that air evacuations can be limited by weather and regional restrictions.
Note: You can consult our team for finding the perfect travel insurance company. Our team can suggest you the best travel insurance company.
No refunds or compensation will be issued if a client is unable to start or complete a trip due to personal reasons, including illness, injury, or lack of fitness. Furthermore, if government authorities revoke climbing permits due to natural disasters or force majeure, the company is not liable for refunds.
Local Laws: Clients must respect local customs and comply with all laws of Nepal. The company will not provide legal or financial assistance if a client engages in unlawful conduct.
Guide Authority: The assigned team leader or guide has absolute authority during the trek or expedition. Their decisions are final, particularly regarding safety and route changes. Non-compliance may result in immediate termination from the group without a refund.
Our itineraries are carefully planned, but flexibility is essential in mountain environments.
Modifications: Customized adjustments can be made at booking, subject to cost adjustments.
Unforeseen Delays: Changes caused by weather, landslides, or political unrest will be managed mutually, though extra costs may apply.
Client-Incurred Costs: Any delays, equipment damage, or extra services requested by the client during the trip will result in additional charges.
If a trip is completed ahead of the scheduled itinerary (e.g., finishing a 14-day trek in 12 days due to pace or weather), no refunds or discounts will be issued for the unused days.
Clients who leave the expedition early for personal or medical reasons are responsible for all additional logistics costs (e.g., extra porter transport, independent travel back to Kathmandu). Once a climber voluntarily aborts an expedition, they cannot rejoin the team without formal approval from the company and payment of an additional rejoining fee.
All bookings and services (permits, flights, hotel rooms, and guiding services) are strictly non-transferable. If a client decides not to utilize a specific service or portion of the trek, that service cannot be gifted, traded, or transferred to another team member or third party.
Kalapatthar Trek & Expedition is not financially liable for flight cancellations or delays caused by weather or airline scheduling. We will assist clients in arranging alternative logistics or hotel accommodations, but all associated costs must be paid by the client.
If flight delays or client circumstances necessitate unplanned overnight stays, the client is responsible for their own accommodation and food expenses. The company will only cover these costs if the delay is directly caused by our internal operational failures.
Trekking and mountaineering occur in remote, underdeveloped environments. While we strive to deliver premium service, unexpected challenges can arise. Clients are expected to maintain a realistic understanding of wilderness limitations regarding comfort, communication, and luxury.
We source the best available teahouses, lodges, and high-camp cooks. However, menu options in remote areas are limited, and flavors may differ from your home country. Clients are encouraged to follow the guide’s dietary recommendations to maintain health at high altitudes.
Any gear or equipment loaned to the client by Kalapatthar Trek & Expedition must be returned in good condition upon trip completion. Clients are financially responsible for replacing or repairing any equipment damaged or lost through negligence.
The company reserves the right to use non-confidential photographs or videos taken during the trip for promotional and marketing purposes. Client privacy is treated with the utmost respect, and no personal details will be shared alongside the media.
Activities such as operating drones, paragliding, Base Jump, skiing, or displaying large promotional banners require separate government permits and fees. Clients must notify us prior to the trip so we can assist in securing these permissions. Engaging in these activities without a proper permit is illegal, and any legal or financial penalties will be borne solely by the client.
Clients requesting changes to their itinerary prior to departure must notify the company via email at least two weeks in advance. Any costs associated with changing non-refundable items, such as pre-booked domestic flights or government permits, will be charged to the client.