A Client Guide
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
- Hotel bookings
- Domestic flight reservations
- Guide and porter 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.
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:
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 |