• Nepal Adventure Trekking & Tour Operator

Terms & Conditions

Terms and Conditions of Ethic Himalaya

Ethic Himalaya Treks & Expedition (P) Ltd. is a reputable and officially registered trekking company in Nepal, known for its professionalism and reliability. We are fully dedicated to providing you with the best service possible. To ensure your safety and satisfaction, all clients who book with Ethic Himalaya are fully protected, with their initial deposit and subsequent balances secured, including repatriation, in case of cancellation or curtailment of travel arrangements due to any insolvency issues with our company.

As part of our trip booking process, we would like to ask for a photocopy of your passport with a passport-sized photograph and a 30% (non-refundable) down payment in advance, following our company policy. This deposit lets us confirm hotel reservations in the city, book domestic flights, and make all other necessary trip arrangements for your final booking. Additionally, we require a detailed list of participants, including their names, gender, nationality, date of birth, passport number, and a passport copy with at least six months of validity.

The remaining balance can be settled when you arrive at our office. However, full payment is mandatory before the departure of the trip. The total amount must be paid in advance for last-minute bookings made within a week of the trip to secure your reservation. At Ethic Himalaya, we prioritize transparency and strive to provide you with a seamless and memorable trekking experience in the breathtaking landscapes of Nepal.

Payments can be wired to the following banking accounts:

Name of Account: Ethic Himalaya Treks & Expedition (P) Ltd
US Dollar Account No.:
Paying Bank: Nepal Investment Mega Bank Ltd
Head Office: Dubarmarga, Kathmandu, Nepal

Clients are responsible for covering any bank service charges associated with their deposits. Additionally, we offer convenient payment options for our clients. To make a payment online, please click here for online payment. If you prefer to pay by credit card, please click here and complete the provided form. Just so you know, we only accept MasterCard and Visa cards for credit card payments, and clients will be responsible for an additional 4% card processing fee.

Risks and Liabilities:

We are dedicated to providing exceptional services and ensuring a memorable journey. We undertake all efforts sincerely and diligently to ensure a smooth and pleasant experience. However, it is essential to acknowledge that our services operate within the guidelines set by our policies and the Tourism Authority. By accepting the terms and conditions of booking, you assume certain risks and acknowledge your responsibility for your actions and participation. Maintaining an open and flexible attitude is crucial, as you may encounter extreme conditions, unpredictable weather, and last-minute itinerary changes beyond our control. Additionally, acclimatization to high altitudes poses a potential risk. Most of our trips occur in remote areas with limited access to regular emergency services and medical facilities.

In the event of a severe injury requiring hospitalization, it is essential to understand that evacuation procedures can take several days, which may impede recovery. Helicopters are typically used for evacuations in Nepal, but their availability and operation can be affected by adverse weather and flying conditions. Therefore, Ethic Himalaya Treks & Expedition (P) Ltd. cannot be held responsible for any changes or cancellations to programs due to unavoidable circumstances such as government restrictions, landslides, road blockages, floods, avalanches, political unrest, flight cancellations, delays, sickness, accidents, or vehicle breakdowns. Any additional costs incurred as a result of these circumstances are the client's responsibility and must be borne on-site. We would highly recommend that you obtain comprehensive travel insurance that covers cancellation, curtailment, personal liability, loss of luggage, and personal effects. On the first day of your trip, you must provide proof of your travel insurance. If you don't do it, you may be unable to join the trip.

At Ethic Himalaya Treks & Expedition (P) Ltd., your safety and well-being are of utmost importance, and we strive to provide the best possible experience. However, it is essential to acknowledge the inherent risks and uncertainties involved in adventure travel and take the necessary precautions to ensure a safe and enjoyable journey.

Cancellation Policy

Once you have paid your deposit, your trip is confirmed, contingent on settling the remaining fees 90 days before the trip commencement date. In the event of a cancellation, our refund policy is as follows:

  • Cancellation made 45 days or more before departure: We will retain the deposit.
  • Cancellations made 45 to 31 days before arrival: 30% of the tour price will be charged.
  • Cancellations made between 30 and 14 days before arrival: 40% of the tour price will be charged.
  • Cancellations made between 14 and 9 days before arrival: 70% of the tour price will be charged.
  • Cancellations made between 08 and 02 days before arrival: 80% of the tour price will be charged.
  • Cancellations made less than 48 hours before arrival: 90% of the tour price will be charged.

We understand that unforeseen circumstances may arise, leading to the need for cancellation. However, please remember that the above charges are necessary to offset costs already incurred and compensate for potential losses due to cancellations. It is best for you to acquire comprehensive travel insurance to protect against unexpected events that might require cancellation. Please let us know right away if you need to cancel your trip, and we will process the refund accordingly, following the policy mentioned above.

Program Change/Delay:

At Ethic Himalaya Treks & Expedition P. Ltd., we strive to adhere to your trip's planned itineraries and programs. However, we must understand that unforeseen circumstances beyond our control may necessitate changes or delays. These circumstances may include weather hazards, landslides, political unrest, road blockages, avalanches, sudden sickness, and other factors.

Should such unavoidable circumstances arise, we may need to modify the itinerary for the safety and well-being of our clients. Additionally, we offer the flexibility to customize the program based on our clients' interests. Suppose your trip needs to be canceled due to reasons such as war, natural disasters, political unrest, adverse climatic conditions, etc. In that case, Ethic Himalaya Treks & Expedition P. Ltd. will be pleased to provide an alternative trip of a similar standard. We will keep your booking preserved for up to one year for you to use at a later date.

Before Departure: In the event of a significant change to the itinerary, defined as a change affecting at least one day in five of the planned itineraries, we will let you know as soon as possible, provided there is sufficient time before the departure. You can just accept the change, request a refund for the amount you paid for the land portion of the trip only, or select an alternative tour we're offering.

After Departure: In emergencies or due to unforeseen local circumstances beyond our control, we reserve the right to alter the itinerary after departure. You will be responsible for paying any additional costs resulting from necessary modifications. Please be aware that Ethic Himalaya Treks & Expedition P. Ltd. is not responsible for any incidental expenses resulting from changes in the itinerary, such as visa fees, vaccinations, or non-refundable flight tickets.

We prioritize your safety and experience during the trip and will do our best to minimize any inconveniences caused by program changes or delays. We appreciate your understanding and cooperation in such situations.

Price Change

At Ethic Himalaya Treks & Expedition P. Ltd, we maintain the right to review and adjust the pricing rate of our treks and tours under certain circumstances. Any revisions to the pricing rate will be applicable if they have been published in our marketing materials or on our website. Factors beyond our control, such as changes in the exchange rate, government actions, and other external influences, may necessitate price adjustments.

One common reason for price changes is fluctuations in domestic flight fares, which can impact fuel price hikes and other operational costs. Despite these external factors, we always strive to provide the most competitive and up-to-date pricing for our treks and tours.

While we make every effort to present accurate and current pricing, changes in external conditions may require us to adjust the prices to maintain the quality and standard of our services. Please don't worry; any price changes will be communicated to you. We are committed to offering the best value for your trekking and touring experiences in the Ethic Himalaya. We appreciate your understanding and continued support.

Passport and Visa Validity

For all our clients, it is essential to have a valid passport for a minimum of 6 months from the date of your return journey. To enter Nepal, you can obtain a Nepalese visa from the Nepalese Consulate in your home country or upon arrival at Kathmandu Airport.

The visa fees at the time of writing are as follows:

  • USD 30.00 or equivalent foreign currency for a 15-day tourist visa with multiple entries.
  • USD 50.00 or equivalent foreign currency for a 30-day tourist visa with multiple entries.
  • USD 125.00 or equivalent foreign currency for a 90-day tourist visa with multiple entries.

Visa Extension Fee:

If you wish to extend your tourist visa, the minimum extension period is 15 days, and the fee is USD 45. An additional fee of USD 3 per day is applicable for each additional day beyond the initial extension period.

If your visa expires for fewer than 150 days, you will be charged a late fine of USD 5 per day in addition to the regular extension fee.


For the convenience of most nationalities, e-visas are available through the Government Website: https://nepaliport.immigration.gov.np/on-arrival/IO01 

Please make sure that you have obtained the necessary visa before traveling to Nepal to avoid any inconveniences during your trip. We look forward to welcoming you to Nepal and providing you with an unforgettable experience with Ethic Himalaya Treks & Expedition P. Ltd.

Travel Insurance

Travel insurance is mandatory for all our travelers and must be obtained when booking your trip. It is essential to ensure that your travel insurance policy covers various aspects to ensure your safety and well-being during the trip. Your travel insurance should provide coverage for the following:

Personal Accident, Death, and Medical Expenses: Your insurance should cover any accidents, injuries, or illnesses that may occur during your trip. It should include coverage for medical expenses, including those related to pre-existing medical conditions, and provide a recommended minimum coverage of USD 200,000 for each cover category.

Emergency Repatriation: Your travel insurance should include coverage for emergency repatriation, including arrangements for helicopter rescue or air ambulance if required in critical situations.

Personal Liability: The policy should cover personal liability, protecting you in case of any accidental damage or injury caused to others or their property during your trip.

The company also strongly recommends that your travel insurance cover trip cancellation, curtailment, loss of luggage, and personal effects, providing additional protection against unforeseen circumstances. You'll need to carry proof of your travel insurance and be ready to show it to our company's employees or suppliers when you'd like. Please keep in mind that the company reserves the right to cancel or suspend your participation in the trip or specific activities if you cannot provide proof of insurance when requested, with no right to a refund.

We emphasize the significance of travel insurance, as it provides essential financial protection and peace of mind throughout your journey. I want you to know that ensuring comprehensive coverage will help protect you against any unforeseen events or emergencies that may arise during your trip.

Flight Delay

Please be aware that flights to remote areas of Nepal, operated by domestic airlines, are subject to weather conditions and may experience cancellations and delays due to poor visibility or high winds. This is particularly common in regions such as Lukla (Everest), Jomsom (Annapurna), Dolpa, Simikot, Jumla, and others. While we include these flights in the itinerary, it is essential to prepare for possible delays by carrying extra funds for food and accommodations.

Ethic Himalayan Treks & Expedition cannot be held responsible for additional expenses or costs incurred due to flight delays, including missed connections. So, we suggest you plan accordingly and consider possible delays when organizing your travel schedule.

If you have a longer delay than anticipated, our office in Kathmandu can help you reschedule your international flights. However, please keep in mind that the airline may charge a fee for this service, and you will be responsible for covering all additional costs incurred in Kathmandu, such as accommodation and meals. Especially when trekking in remote areas during odd seasons, we highly recommend reserving extra days in your itinerary to prepare for potential delays and avoid any frustrating consequences. In the event of a flight delay before the trek or at the end of the trek, you will need to cover your own accommodation and food expenses during the waiting period.

We appreciate your understanding and flexibility, as flight delays are beyond our control, and we will do our best to assist you in any way possible during such situations. Your safety and comfort remain our top priorities throughout your journey with us.

Tips for Your Safety and Security

Trekking in the mountains can be an incredible adventure, but it's essential to prioritize your safety. Here are some tips for ensuring your health and well-being during your trip. Following these recommendations will help you have a more enjoyable and secure experience:

Research and Familiarize Yourself: You can learn about the destination you are trekking to and gather all necessary details about the trek. Please take a look at the terrain, weather conditions, and any potential risks or challenges.

Proper Clothing: Pack suitable clothing for all weather conditions, including warm layers, rain gear, hats, scarves, and gloves. Be prepared for sudden weather changes and ensure you have the appropriate gear.

Essential Equipment: Carry mountain equipment suitable for the specific terrain you trek in. This may include trekking poles, sturdy footwear, a backpack, a headlamp, and other essential gear.

Be Prepared for High Altitude: If you are trekking at altitudes above 3,000 meters (10,000 feet), educate yourself about altitude sickness and its symptoms. Take necessary precautions, such as acclimatizing correctly, staying hydrated, and listening to your body.

Share your itinerary: Could you inform someone about your trekking itinerary, including the route and estimated return date? This ensures that someone knows your whereabouts and can raise an alarm if needed.

Travel Insurance: Before your trip, ensure comprehensive travel insurance covering trekking activities, including emergency medical expenses and evacuation. Could you carry your insurance details, including emergency contact numbers, and leave a copy with a trusted person back home?

Communication and Emergency Devices: Carry a mobile phone with you, and in remote areas, consider bringing a satellite phone for reliable communication. Also, carry a whistle, which can attract attention if you get lost or need help.

First Aid Knowledge: If trekking without a guide, acquire basic first aid knowledge. To prepare for emergencies, you can learn about common injuries, illnesses, and treatments.

Stay Hydrated and Nourished: Drink plenty of water and consume nutritious food to maintain energy levels during the trek. Carry high-energy snacks for quick boosts when needed.

Respect Local Customs and Environment: Follow local customs, traditions, and guidelines to ensure cultural sensitivity. Preserve the natural environment by practicing responsible trekking, such as proper waste disposal and minimizing your impact on nature.

Just to remind you, your safety is paramount. Being prepared, informed, and cautious will maximize your trekking experience while minimizing potential risks. Enjoy your adventure in the mountains and create unforgettable memories!

While Trekking

Trek with a Companion: Avoid trekking alone and always go with a friend, a porter, or a knowledgeable guide. Trekking in a group enhances safety and provides support in emergencies.

Carry appropriate clothing. Ensure you have warm clothes and rain gear, regardless of the weather forecast. Weather conditions can change quickly in the mountains, and being prepared will help you stay comfortable and protected.

First Aid Kit: Carry a well-equipped kit that includes essential items like bandages, antiseptic ointments, pain relievers, blister patches, and any necessary medications. You can just familiarize yourself with basic first-aid procedures before your trek.

Stay Hydrated and Nourished: Carry enough water and snacks to keep yourself hydrated and energized throughout the trek. Be aware of the availability of water sources along the trail and plan accordingly.

Carry a torch: Always have a reliable torch (flashlight) with spare batteries. It will be helpful during early morning starts, late arrivals, or unexpected delays.

Practice good hygiene: Maintain personal hygiene by washing your hands with soap and water after using the toilet and before eating. In the absence of water and soap, use hand sanitizers or disinfecting gel.

Check Weather Forecasts: When possible, gather information about the weather forecast for the region you are trekking in. This can help you prepare for adverse weather conditions and make informed decisions.

Give Way to Animals: During your trek, mules or yaks may be carrying heavy loads. Please stay on the mountainside and give them enough space to pass safely. Keep a safe distance and avoid approaching the ridge, as these animals can be unpredictable.

Protect yourself from the elements. In warm weather, protect yourself from sunburn and dehydration. Wear a hat, apply sunscreen, and carry enough water to stay hydrated throughout the day.

Navigation Tools: Carry a map, compass, and/or GPS device and know how to use them. These tools will help you stay on the right track and prevent getting lost, especially if you are trekking without a guide.

Avoid Unnecessary Risks: Assess your abilities and choose trekking routes that match your skill level. Avoid taking overly long or challenging routes that may put your safety at risk. Prioritize your well-being and make wise decisions along the way.

Inform Guesthouses/Homestays: As far as possible, you can register yourself at guesthouses or homestays where you stay. Inform them of your trekking plans and itinerary. This is a safety measure, as they will know your whereabouts and can help in case of any concerns.

Following these guidelines can enhance your safety while trekking and ensure a more enjoyable and secure experience in the mountains.

When trekking with a guide or porter, it is essential to consider the following:

Share Insurance Details: Could you provide your insurance information to your guide, porter, or travel company? This makes sure that they know your coverage and can help you with any emergencies or insurance-related matters.

Trust the Expertise of Your Guide or Porter: Your guide or porter has extensive knowledge and experience in trekking in specific terrain and conditions. Listen to their advice and follow their instructions regarding safety precautions, route choices, and potential hazards. They can provide valuable insights and help ensure your safety throughout the trek.

Establishing good communication and cooperation with your guide or porter can enhance your trekking experience and make your journey more secure.

Do you think that you need a tailor made package?
Ethic Himalaya is

affiliated to & recognized by

various government, non government and tourism related organizations.