Terms and Conditions

You are requested to go through our terms & conditions thoroughly before endorsing any agreement. We want you to know that there is complete transparency of all the policies with no hidden costs, charges, or articles whatsoever. While booking any trip (Trekking, Climbing, Expedition, or Tour Packages), you will be bound by all of our terms & conditions.

You will be agreeing to be bound by our terms & conditions while booking any trip.

While booking any trip with us, you will be agreeing to be bound with our terms & conditions.

Booking Policy

At least three months of preparation period before the commencement of the trip is suggested to make sure everything goes smoothly. This will help to ensure the maximum safety and satisfaction of the clients as well as give us enough time to prepare & arrange all the necessary documents for the trip.

Below is the term of payment:-

  • To confirm the booking, you need to pay 30% of the total cost of the package in advance
  • Then 40% of the total payment is needed to be paid before 20 days of the starting of the trip
  •  Rest 30% of the package cost can be paid upon arrival in Nepal

Documents for Booking

You need to send us the following of your documents to get the necessary permits for the trip:-

  • Scanned copy of your Passport
  • Passport size photo in jpeg format (proper for printing)


  • In case of failure of on-time payment, Himalayan Frozen Adventure will not be enforced to provide the services as per the booking and agreement between the company & the client
  • We might take a last-minute booking in some cases that are 15 days before the trip departure date. For that, you have to do the full payment of the package for confirmation of the trip


If there are any amendments you want to do on the trip, make sure to inform us 2 weeks before the starting of the trip in written form. If any government permits, flight ticket, insurance has been issued and cannot be revoked & refunded, you will be liable for these costs. You may also be liable for the cancellation of airfares purchased on your behalf.

Cancellation Policy

If cancellation is done by the Client:

Any cancellation done by the client must be submitted in the written form and approved by the Company. The date on which the request to cancel is received by the Company or its Representatives will conclude the applicable cancellation charge.

The cancellation charges are executed hereafter as a percentage of the total tour price:

  • Cancellation 40 days or more before departure: 15% of full payment will be deducted
  • Cancellation 20 days before departure: 50% of full payment will be deducted
  • Cancellation less than 7 days before departure: 80% of full payment will be deducted

*The Client is strongly advised to take out cancellation insurance at the time of making the booking.

*Note - If you leave the trip voluntarily after the commencement of the journey, no refunds ( for any accommodation, transport, sightseeing, meals or services not utilized) will be made by the company.

If cancellation is done by the Company:

The Company holds the rights to cancel any trip you booked including the guaranteed trip, before the departure due to reasons beyond its control (i.e. political instability, flight cancellation, industrial action, wars, protests, government intervention, natural disasters, weather conditions, sickness or other untoward occurrences). In this situation, the company, Himalayan Frozen Adventure will refund the package/trip cost only. If The Company cancels a departure, which is confirmed to run, we will refund the trip price, or you are allowed to take an alternative trip of the same value.

* Note - Amendments/modifications in the trip do not include the change in airline carrier, flight time table, departure/arrival dates, change in cabin category. The substitution of a vessel, modification of itineraries, and change in cabin category or hotel accommodation provided it is of the same category.

In case of any consequential damages as a result of the booking (such as visas, vaccinations, non-refundable flights or train, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment, etc) done by the client, the company is not liable for subsidiary expenses and the client may have to be the charges.

Weather and other unfavorable conditions

Customers ought to be very much aware of the unconventionality of the climate conditions in the precipitous locales. The awful climate conditions, particularly in the Everest, Jomsom, and Kanchenjunga districts, can some of the time lead to ominous conditions that incorporate postponement or wiping out of flights. The Company will cover the costs of facilities and food in the leaving area until the course of action of flights is finished. Be that as it may, the Company holds each right to reroute the first excursion or transports which will be supportive of the circumstance with no expansion in the expense. Kindly note that the organization won't be liable for any failed to catch global planes, misfortunes brought about by Altitude Sickness, or some other capricious conditions, and the members should pay every one of the charges caused. Regardless, the Company will interface and help you to make the vital elective courses of action, however, the extra charge will be covered by the actual clients.

Passport & Visa

A passport with at least six months of validity from the return date is mandatorily needed. You can get the Nepalese visa from the Nepalese Embassies or Consulate in your country. You can also get the Nepalese visa upon your arrival at Tribhuvan International Airport in Kathmandu. Do know that there are few countries that have to apply for the Nepalese visa from their own country. Obtaining your visa is entirely your responsibility.

While booking, make sure to put full and correct passport information so that we can get all the necessary permits, tickets, and pay fees on your behalf. If you do not provide the correct information when you make your booking, we will not be able to make the necessary bookings on your behalf and cannot be held responsible.

Health & Fitness Requirement

Your health and physical fitness are very important while booking any trip. All of our packages possess a certain level of fitness that you should have to join the trip. To be part of our adventurous Trekking, Climbing, Hiking, or Mountaineering, you have to be in good shape and sound health. Please go through our package information to know more about the trail and required experience. To make sure you are ready for the trip, we offer pre-departure fitness instruction that will help you to prepare for the journey.

The instruction we provide involves all the guides needed to increase your stamina, muscle power, and confidence for the trip. As the instructions are catered as per the chosen trip, you will get the best advice from our professionals. If you suffer from severe muscular, chest, heart or bronchial disorders, or if you are a severe asthmatic you are strongly advised to let us know before, so that we can see if the trip suits you or not.

Most of the trips we offer will take you to the remoteness of the Himalayas, where you will not find any modern infrastructures like WiFi, network, hospital, pharmacy, luxury hotels, fine dinings, etc. No one can predict anything in the Himalayan region and in the worst case, you might have to get air evacuated. Evacuation, where necessary, can be prolonged, complex, and expensive.

All the expenses incurred in medical bills and evacuation will be the client's responsibility. Therefore, we require mandatory medical insurance that will cover airlift and hospital expenses. We reserve the right to refuse any person the right to participate in a trip on medical or fitness grounds. If in doubt, we may be able to design a custom adventure not detrimental to your health.

Travel Insurance

Travel insurance is mandatory to have to join an adventurous trip in the Himalayas. It is for your safety. The travel insurance must cover things like illness, medical emergencies, accidents, death, trip cancellation, and loss of personal baggage & items. All costs for Emergency Evacuation must be paid in cash in Nepal unless an insurance company has agreed to pay all the cost on your behalf. Make sure that your travel insurance covers activities in the Himalayas if you are participating in them.

*Note: Foreigners are not allowed to purchase an insurance policy in Nepal. So make sure to purchase good travel insurance in your country, and it is your responsibility to check whether your insurance policy is adequate or not.


Anyone under the age of 16 must be accompanied by a legal guardian. If you have any questions concerning age and suitability, please contact us for further information.

Publicity of Image and videos

While booking the trip with us, you agree that Himalayan Frozen Adventure may use the photos and videos taken by you during the trip without compensating you. The photographs and video only be used for publicity and promotion purposes through whatever medium.


You can inform your trip leader on the field if you have any complaints regarding the trip. He will make sure to provide all possible assistance to meet your requirements. If there is anything that you need to say to the management team, you can write to us within 15 days of your trip completion. We will take your criticisms and do our best to improve the quality of our service further.


As part of the booking and permit process, we will need to obtain personal information from each client. Your personal will be securely kept by us and none of your private or personal information will be disclosed for any other purpose.


This agreement, the rights, and obligations of the parties will be construed and take effect in accordance with and be governed by the laws of Nepal and the Nepal Tourism Association.