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Climbalaya Terms & Conditions:

A Client Guide

This guide outlines the key terms and conditions for booking a trek or expedition with Climbalaya Treks and Expeditions Pvt. Ltd. Please read carefully before confirming your booking.

1. 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

The initial 30% deposit secures your reservation and covers upfront expenses including:
  • Hotel bookings
  • Domestic flight reservations
  • Guide and porter assignments
  • Government permit fees processing

Bank Transfer Details

Himalayan Bank Ltd.
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.

2. 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.).

3. 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.

4. 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

5. 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

6. 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

7. 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.

8. 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)

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.

9. 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)

10. 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

11. 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.

12. 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 of Nepal regulations
Additional costs Fines or fees imposed by authorities
Our assistance If informed beforehand, we will help obtain necessary permits (but cannot guarantee approval)

13. 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