Booking, Visa & Documentation
1. Booking in Advance
How Far in Advance Should You Book?
To ensure a safe, successful, and smooth adventure, clients must book their Tibet expedition at least three months in advance.
| Reason | Why It Matters |
| Chinese government approval | Names must be submitted and approved for expedition permits |
| Visa processing | Takes 3–7 working days in Kathmandu |
| Tibet travel permits | Required for entry to Tibet |
| Acclimatization trek | Built into itinerary while visas are processed |
Booking Process:
| Step | Action |
| 1. Complete company form | Provide details for Chinese government approval |
| 2. Submit documentation | Passport copy, photos, health certificate, climbing certificates, forms |
| 3. Wait for approval | Chinese government approves name for expedition permit |
| 4. Confirm booking | Deposit payment secures your spot |
2. Booking & Payments:
How to Book Your Trip
To ensure a safe and successful adventure, clients must book their trip at least three months in advance. This allows sufficient time for permits, logistics, and preparations.
Payment Schedule
| Payment | Percentage | Due Date |
| Deposit | 30% of total cost | Upon booking (non-refundable, non-transferable) |
| Second Payment | 40% of total cost | 45 days before trip departure |
| Final Payment | 30% of total cost | Before arrival in Nepal |
What Your Deposit Covers
- Hotel bookings
- Flight reservations
- Climbing guide and expedition crew assignments
- Government permit fees processing
Bank Transfer Details
Hiti Durbar Branch, Kathmandu, Nepal
PO Box: 20590
Telephone: +977-1-5970896
Email: thamel@himalayanbank.com
SWIFT: HIMANPKA
Account No.: 12005501730014
Account Type: CURRENT ACCOUNT USD
Beneficiary: CLIMBALAYA TREKS AND EXPEDITIONS (P.) LTD.
Beneficiary Address: Keshar Mahal, Thamel -26, Kathmandu, NEPAL
Important Notes:
- Clients are responsible for all bank transfer fees.
- Climbalaya is not responsible for errors made during the fund transfer process.
- Double-check the account number before initiating transfer.
3. Cancellation Policy:
Why We Have This Policy:
Cancellation fees cover operational costs already incurred for personnel, permits, flights, and other non-refundable arrangements made on your behalf.
Cancellation Fees:
| Cancellation Timing | Fee | Refund |
| 30 days or less before departure | 70% of total trip cost | Remaining 30% refunded (minus bank charges) |
| After trip begins (arrival in Kathmandu) | 100% of total trip cost | No refund |
Alternative to Refund:
If you prefer, the refundable amount (after applicable cancellation fees) can be retained by Climbalaya as a credit toward a future trip.
Strongly Recommended:
Purchase comprehensive travel insurance that covers trip cancellation due to unforeseen circumstances (injury, family emergency, work commitments, etc.).
4. Late Booking
| Aspect | Detail |
| Window | Up to 10 days before scheduled departure from your home country |
| Additional Charges | May apply |
| Limitation | Not applicable to all expeditions. Confirm availability with our team in advance. |
5. Incomplete Trips & No Refund:
No Refund Once Trip Begins:
Once your trip has commenced (defined as your arrival date in Kathmandu), no refund will be issued for:
- Unused services
- Early completion of itinerary
- Unforeseen circumstances
Example:
A 15-day trip completed in 12 days will not result in a refund for the remaining 3 days.
Reasons That Do Not Qualify for Refund
No refunds will be issued for trips that conclude without reaching or progressing toward the objective due to:
| Reason | Examples |
| Weather | Adverse conditions, unsafe route |
| Health | Team or individual medical issues |
| Acts of Nature | Natural disasters, events beyond our control |
| Personal Decisions | Choosing to end trip early for personal reasons |
6. Arrival in Kathmandu:
When to Arrive:
For most mountaineering expeditions in Tibet, clients must arrive in Kathmandu at least one week prior to the trip departure date.
| Why? | Details |
| Visa processing time | 3 – 7 working days to receive Chinese visa |
| Tibet travel permits | Required to enter China/Tibet |
| Passport submission | Original passport must be submitted to our office |
Upon Arrival in Kathmandu:
| Action | Responsibility |
| Submit original passport | Client delivers to Climbalaya office |
| Visa application submission | Climbalaya handles entire process at Chinese Embassy |
| Acclimatization trek | You depart for acclimatization trek while visa is processed |
Important: The acclimatization trek mentioned in your itinerary is scheduled during the visa processing period. This maximizes your time and prepares you for the expedition.
7. Required Documentation:
Documents to Submit Upon Trip Confirmation
| Document | Requirement |
| Passport-sized photograph | 1 – 2 copies (white background) |
| Passport | Clear photocopy of your passport in color |
| Completed forms | Company-provided forms |
| 7,000m peak summit certificate | Proof of successful summit above 7,000m |
| Health certificate | Signed by your physician confirming fitness for high-altitude climbing. |
Passport Requirements:
| Requirement | Detail |
| Validity | Minimum 10 months beyond trip end date |
| Blank pages | At least 2 – 3 blank pages for visas and stamps |
| Submission | Original passport required in Kathmandu |
Climbalaya is not responsible for: Issues arising from client’s failure to submit required documentation within the specified timeframe.
8. Visa & Permit Process:
Who Handles What
| Task | Responsibility |
| Submitting visa application to Chinese Embassy | Climbalaya |
| Providing accurate personal information | Client |
| Visa approval outcome | Chinese Embassy (not Climbalaya) |
Important Note on Visa Approval:
Visa issuance is entirely dependent on the client’s personal information and the embassy’s protocol. Climbalaya shall not be held responsible for:
- Visa being unapproved or denied
- Any related matters resulting from visa denial
- Delays caused by embassy processing times
The Chinese government may deny a visa application based on:
- Nationality
- Personal history
- Incomplete documentation
- Other reasons at embassy discretion
Visa Denial – What Happens?
| Scenario | Consequence |
| Visa denied | Climbalaya is not liable |
| Refund processing | Handled in mutual agreement with client |
| Applicable charges | Subject to cancellation fees and non-refundable costs already incurred |
Recommendation: Purchase comprehensive travel insurance that covers trip cancellation due to visa denial.
9. Delay in Entry to China:
Unforeseen Delays
Delays in entry to China may occur due to:
- Visa processing delays
- Permit approval delays
- Weather or logistical issues
- Government policy changes
Who Pays for Extended Stays?
| Situation | Responsibility |
| Delay prevents entry as scheduled | Client bears additional costs for extended stay beyond package duration |
| What costs include | Extra hotel nights, meals, transportation |
10. Summary: Tibet Expedition Timeline
| Timeframe | Action |
| 3+ months before trip | Book expedition, submit documentation, pay deposit |
| Upon booking | Submit climbing certificates, passport copy, health certificate, photos |
| 1 week before departure | Arrive in Kathmandu, submit original passport |
| Visa processing (3 – 7 days) | Acclimatization trek while visa is processed |
| Visa approved | Receive passport with visa, proceed to Tibet |
Quick Checklist for Tibet Expeditions:
- Book at least 3 months in advance
- Submit 7,000m peak summit certificate
- Submit high-altitude experience documentation
- Provide passport copy (10+ months validity)
- Provide passport-sized photos
- Arrive in Kathmandu minimum 1 week before departure
- Bring original passport to submit in Kathmandu
- Purchase travel insurance (covers visa denial & trip cancellation)
- Prepare for acclimatization trek during visa processing
Important Reminders:
| Reminder | Details |
| Visa is personal | Visa approval is solely the responsibility of the client and is considered a personal matter |
| No guarantee | We cannot guarantee visa issuance |
| Nationality matters | Some nationalities face additional scrutiny or longer processing times |
| Plan for delays | Build buffer days into your schedule |
| Insurance is essential | Protects you against visa denial and unexpected delays |
11. Frequently Asked Questions:
| Question | Answer |
| Can I apply for the Chinese visa in my home country? | Yes, but coordination with Tibet permits is more complex. Most clients process in Kathmandu. |
| What if my visa is denied? | Refunds are handled in mutual agreement, subject to applicable cancellation charges. We recommend travel insurance. |
| Can I join the trip if my visa is delayed? | No. You cannot enter Tibet without a valid visa and permits. |
| Who pays if I need to stay extra days in Kathmandu? | You are responsible for additional costs due to delays beyond the package duration. |
12. Early Trip Termination:
If you choose to prematurely end your trip due to personal reasons, emergencies, or unforeseen circumstances:
| Consequence | Details |
| Additional Charges | May apply to cover logistical complexities |
| What Charges Cover | Returning porters, adjusting arrangements, managing operations from base camp |
| Time Required | Typically requires additional days to reorganize |
13. Non-Transferability of Services:
All services provided by Climbalaya are strictly non-transferable.
| What This Means | Example |
| Bookings are tied to the individual named on the reservation | You cannot transfer your booking to another person |
| Includes all services | Accommodations, flights, permits, transport, guiding services, and other logistics |
14. Client Compliance & Authority:
Your Responsibilities
| Requirement | Details |
| Follow local laws | Adhere to all local laws, regulations, and customs |
| Obey guide instructions | The team leader or guide holds ultimate authority during the trek/expedition |
| Safety first | Guide decisions prioritize safety of all participants |
Consequences of Non-Compliance:
| Action | Consequence |
| Illegal conduct | Company may contact local authorities; legal consequences are solely your responsibility |
| Disputes with other clients | Staff will mediate; local authorities may be involved if necessary |
| Refusing guide instructions | May result in trip termination without refund |
The company is under no obligation to provide legal assistance or financial compensation in cases of client misconduct.
15. Itinerary Modifications & Additional Costs:
Packages
Climbalaya offers carefully designed packages based on extensive industry experience. However, we understand individual preferences may vary.
Client-Requested Modifications
| Scenario | Process |
| Request changes before booking | Can be accommodated with agreed additional time and costs |
| Request changes during trip | May increase total price (e.g., damage to equipment, delays, extra services) |
16. Circumstances Beyond Our Control
Adverse weather, unforeseen events, or other uncontrollable circumstances may necessitate changes to itinerary or pricing. Adjustments will be made in mutual agreement with the client.
Flight Cancellations (International & Domestic):
| Scenario | Compensation |
| Cancellation caused by Climbalaya | Financial compensation provided |
| Cancellation due to weather, airline, or other factors | No financial compensation |
| Our duty | Assist in arranging hotel accommodations (client pays applicable charges) |
Overnight Stay & Food:
| Cause of Overnight Stay | Who Pays |
| Client circumstances (personal decisions, health issues) | Client |
| Flight cancellations (domestic or international) | Client |
| Any other related issues | Client |
| Caused by Climbalaya (company error) | Climbalaya |
17. Publicity & Use of Media:
| What We May Request | How It Is Used |
| Permission to use your photos/videos | Marketing and promotional activities |
| No payment | Free of charge |
| Privacy protection | Client privacy is strictly protected |
We appreciate your cooperation. You may decline permission at any time.
18. Extra Activities:
Activities Requiring Prior Notification
Notify Climbalaya before the trip commences if you plan to engage in:
| Activity | Notes |
| Skiing | May require special permits |
| Drone flight | Subject to government regulations |
| Paragliding | Additional fees may apply |
| Filming | Commercial filming requires permits |
Consequences of Undertaking Unauthorized Activities:
| Risk | Details |
| Legal consequences | Violation of Government regulations |
| Additional costs | Fines or fees imposed by authorities |
| Our assistance | If informed beforehand, we will help obtain necessary permits (but cannot guarantee approval) |
19. Itinerary Changes Before Departure
| Timing | Process |
| At least 2 weeks before departure | Clients may request modifications |
| Changes requiring cancellation of non-refundable services (permits, tickets) | Client responsible for associated costs |
| Cancellation fees for airfares purchased on your behalf | Client liable |
Questions?
Contact our expedition team for clarification on visa requirements or documentation.