Terms & Conditions

Welcome to SherpaHolic Treks & Expeditions Pvt. Ltd. These Terms & Conditions apply to all bookings, treks, tours, expeditions, peak climbing programs, mountaineering activities, helicopter tours, and other travel services arranged by SherpaHolic Treks & Expeditions Pvt. Ltd. (“SherpaHolic”, “we”, “us”, or “our”).

By making a booking with us, you (“client”, “guest”, “traveler”, or “you”) confirm that you have read, understood, and agreed to these Terms & Conditions.

1. About SherpaHolic Treks & Expeditions

SherpaHolic Treks & Expeditions Pvt. Ltd. is a licensed trekking, tour, peak climbing, and mountaineering company based in Kathmandu, Nepal.

We organize trekking holidays, peak climbing expeditions, mountaineering programs, cultural tours, wildlife safaris, helicopter tours, and customized adventure experiences in Nepal and, where applicable, Tibet and Bhutan.

Our experienced guides, climbing leaders, and support staff are committed to maintaining high standards of safety, professionalism, responsible tourism, and personalized service.

We believe adventure travel should also benefit local communities. We therefore promote responsible tourism by respecting local cultures, protecting the Himalayan environment, reducing waste, and supporting employment opportunities for local guides, porters, drivers, suppliers, and communities.

2. Booking & Confirmation

2.1 Booking Request

A booking request may be made through our website, email, WhatsApp, telephone, travel partners, or other approved communication channels.

A booking is considered confirmed only after:

The required deposit or payment has been received;
Required personal and travel documents have been submitted;
SherpaHolic has accepted the booking; and
Written booking confirmation has been issued.

2.2 Booking Information

Clients are responsible for carefully checking all booking information, including:

Name and passport details
Travel dates
Destination
Trip duration
Number of participants
Accommodation
Services included and excluded
Total trip cost
Payment schedule

Any errors or discrepancies should be reported to us immediately.

2.3 Booking Reference

Each confirmed booking will normally be assigned a booking reference number.

3. Payment Policy

3.1 Booking Deposit

A 20–30% deposit of the total trip cost is normally required to confirm a booking, unless otherwise stated in the quotation or invoice.

The exact deposit requirement may vary depending on the trip, supplier requirements, permits, flights, accommodation, or season.

3.2 Final Payment

Unless otherwise agreed in writing, the remaining balance must be paid at least 30 days before departure.

For bookings made within 30 days of departure, full payment may be required at the time of booking.

Bookings made within 7 days of departure require 100% advance payment before confirmation.

3.3 Payment Methods

Payments may be made through approved payment channels, including:

Bank transfer / SWIFT
Credit or debit card
Secure online payment
Cash in USD, EUR, or NPR, where accepted

Payment methods and availability may vary depending on the trip and location.

3.4 Bank & Transaction Charges

All bank transfer charges, international transaction fees, payment gateway charges, and other applicable transaction costs are the responsibility of the client unless otherwise agreed.

SherpaHolic must receive the full invoiced amount.

3.5 Currency

Our trip prices are generally quoted in United States Dollars (USD).

Where payment is made in another currency, the applicable exchange rate at the time of payment will be used.

4. Trip Cost, Inclusions & Exclusions

The services included in each trip are clearly stated in the relevant itinerary, quotation, invoice, or booking confirmation.

Unless specifically included, the following are generally excluded:

International airfare
Nepal visa fees
Travel insurance
Personal medical expenses
Emergency evacuation and rescue costs
Personal trekking or climbing equipment
Personal expenses
Tips and gratuities
Alcoholic beverages
Laundry and communication expenses
Additional accommodation or meals caused by delays
Additional transportation caused by circumstances beyond our control
Any service not specifically mentioned as included

Clients are advised to carefully review the inclusions and exclusions before making payment.

5. Cancellation & Refund Policy

We understand that travel plans can change. Our cancellation policy takes into account advance payments made to airlines, hotels, guides, porters, transport providers, permit authorities, and other suppliers.

5.1 Cancellation by the Client

All cancellation requests must be submitted in writing by email or WhatsApp.

The cancellation date will be the date on which SherpaHolic receives the written cancellation request.

5.2 Cancellation Charges

Unless otherwise specified in the trip-specific booking conditions:

More than 60 days before departure:
The deposit may be transferred to another SherpaHolic trip within 24 months, subject to availability. Any refundable amount will be returned after deducting non-refundable supplier costs, administrative expenses, and transaction charges.

30–59 days before departure:
Up to 50% of the total trip cost may be refundable, subject to non-refundable costs.

15–29 days before departure:
Up to 25% of the total trip cost may be refundable, subject to non-refundable costs.

Less than 15 days before departure:
No refund will normally be provided.

The actual refundable amount may be lower where airlines, hotels, permit authorities, or other suppliers have imposed non-refundable charges.

5.3 Non-Refundable Expenses

The following may be non-refundable once purchased, issued, or paid:

Visa fees
Travel insurance
Flight tickets
Trekking and climbing permits
National park and conservation-area fees
TIMS and other government charges
Hotel bookings
Transportation
Supplier payments
Equipment rental
Bank and payment-processing charges

5.4 Refund Processing

Approved refunds will normally be processed within 15–30 business days.

Refunds will generally be made through the original payment method, where possible. Applicable bank, transaction, or payment gateway charges may be deducted.

6. Cancellation or Modification by SherpaHolic

SherpaHolic reserves the right to modify, postpone, shorten, or cancel a trip when reasonably necessary due to safety, operational, environmental, governmental, weather, transportation, or other circumstances beyond our reasonable control.

Where SherpaHolic cancels a trip for operational reasons before departure, we will offer, where applicable:

Transfer to another available departure; or
Refund of eligible amounts paid to SherpaHolic.

Our liability will be limited to amounts actually paid to SherpaHolic for the affected services. We will not normally be responsible for independent expenses such as international flights, visas, insurance, accommodation, or other personal arrangements.

7. Itinerary Changes

Adventure travel in the Himalayas is affected by weather, terrain, transportation, government regulations, local conditions, and other unpredictable factors.

The published itinerary is therefore a planned itinerary and not an absolute guarantee.

SherpaHolic may modify the route, accommodation, transportation, schedule, or activities when reasonably necessary due to:

Safety concerns
Weather conditions
Trail conditions
Natural disasters
Health or medical emergencies
Flight disruptions
Government regulations
Political situations
Local conditions
Operational requirements

Where reasonably possible, we will provide suitable alternatives.

8. Weather, Flight Delays & Cancellations

Flights to remote mountain airports such as Lukla, Jomsom, Dolpa, Simikot, and other Himalayan destinations are particularly dependent on weather, visibility, air traffic, and operational conditions.

8.1 Weather-Related Disruptions

Flights may be delayed or cancelled because of:

Poor visibility
Strong winds
Heavy rain
Snow
Cloud cover
Air traffic restrictions
Other operational or safety concerns

The safety of passengers and crew always takes priority.

8.2 Recommended Buffer Days

Clients are strongly advised to keep at least two additional days in Kathmandu after completing a mountain trek before booking an international departure flight.

8.3 Alternative Arrangements

Where available, SherpaHolic may assist with:

Flight rebooking
Helicopter services
Ground transportation
Additional accommodation
Alternative trekking arrangements

Such arrangements are subject to availability, weather, operational feasibility, and additional costs.

8.4 Additional Costs

Additional expenses caused by flight delays or cancellations, including hotels, meals, transportation, helicopter services, or airline charges, are generally the responsibility of the client unless specifically included in the package.

9. Force Majeure

SherpaHolic shall not be responsible for failure, delay, modification, or cancellation of services caused by circumstances beyond our reasonable control.

These may include:

Severe weather
Natural disasters
Earthquakes
Avalanches
Floods or landslides
Political unrest
Strikes
Government restrictions
Border closures
Epidemics or pandemics
Flight cancellations
Civil disturbances
War or security situations
Other force majeure events

We will make every reasonable effort to assist clients and arrange practical alternatives wherever possible.

10. Safety & Adventure Risks

Trekking, mountaineering, peak climbing, high-altitude travel, helicopter travel, and other adventure activities involve inherent risks.

These may include:

Altitude sickness
Falls and injuries
Extreme weather
Avalanches
Landslides
Rockfall
River crossings
Cold-related injuries
Flight disruptions
Remote medical emergencies
Delayed rescue or evacuation

Clients acknowledge these inherent risks when booking an adventure trip.
No summit, destination, or itinerary is more important than human life.

11. High-Altitude Safety

SherpaHolic takes high-altitude safety seriously.
Our guides monitor clients for signs of altitude-related illness and may recommend rest, descent, medical treatment, itinerary modification, or evacuation where necessary.
Clients must immediately report symptoms such as:

Headache
Dizziness
Nausea
Vomiting
Extreme fatigue
Breathlessness
Confusion
Difficulty walking
Loss of coordination
Other unusual symptoms

Altitude illness can become life-threatening. Clients are responsible for following acclimatization guidance and the instructions of their guide or trip leader.

12. Medical & Travel Insurance

Clients are responsible for obtaining appropriate travel insurance before departure.
For trekking, mountaineering, and high-altitude trips, insurance should cover, where applicable:

Emergency medical treatment
Helicopter evacuation
Emergency rescue
High-altitude trekking
Mountaineering or peak climbing
Trip cancellation
Trip interruption
Personal belongings

Clients should carefully check the altitude limits and activities covered by their policy.
SherpaHolic is not responsible for expenses that are not covered by a client’s insurance policy.

13. Emergency Evacuation

If a client requires emergency evacuation, SherpaHolic will make reasonable efforts to coordinate with rescue operators, medical providers, insurers, and relevant authorities.
Helicopter evacuation is subject to:

Weather conditions
Aircraft availability
Landing conditions
Aviation regulations
Insurance approval
Operational feasibility

Unless specifically included in the trip price, all emergency evacuation and medical expenses are the responsibility of the client.

14. Guide’s Authority

The designated guide or trip leader has authority to make reasonable decisions concerning the safety and operation of the trip.
The guide may:

Change or modify the itinerary
Delay or cancel an activity
Require a client to descend
Arrange medical assistance or evacuation
Refuse participation in an unsafe activity
Change accommodation or transportation
Enforce safety procedures
Enforce national park and local regulations
Remove a participant whose conduct places themselves or others at serious risk
Safety-related decisions made by the guide should be respected by all participants.

15. Client Responsibilities

Clients are expected to:

15.1 Follow Guide Instructions

Follow reasonable instructions given by the guide or trip leader regarding safety, health, weather, routes, and itinerary changes.

15.2 Provide Accurate Information

Provide accurate passport, medical, emergency-contact, insurance, and travel information.

15.3 Maintain Fitness

Ensure that they are physically and mentally prepared for the selected trek, tour, climb, or expedition.

15.4 Report Health Problems

Immediately inform the guide of any illness, injury, altitude symptoms, or other health concerns.

15.5 Carry Appropriate Equipment

Carry or rent appropriate clothing, footwear, equipment, and personal medication for the selected trip.

15.6 Respect Local Culture

Respect local customs, traditions, religious sites, communities, and cultural practices.

15.7 Protect the Environment

Follow responsible tourism and Leave No Trace principles. Clients must not litter, damage natural resources, or disturb wildlife.

15.8 Protect Personal Belongings

Clients are responsible for their passports, money, electronics, cameras, and other personal belongings.

15.9 Respect Others

Harassment, discrimination, violence, abusive behavior, or threatening conduct toward guides, porters, staff, local communities, or other travelers will not be tolerated.

15.10 Follow the Law

Clients must comply with Nepalese laws, immigration requirements, national park regulations, permit conditions, and local rules.

16. Permits, TIMS & Government Requirements

Clients must provide the documents required for permits, immigration, trekking registration, and other government requirements.

SherpaHolic will assist with permits and registrations included in the booked package.

Permit requirements, government fees, and regulations may change from time to time. Clients are responsible for providing accurate passport and personal information required for such permits and registrations.

17. Passport, Visa & Travel Documents

Clients are responsible for ensuring that they have:

A valid passport
The appropriate visa
Required permits
Valid travel insurance
Necessary vaccination or health documentation, where applicable
Any other documents required by the relevant authorities

SherpaHolic may provide reasonable assistance with travel information but is not responsible for visa refusal, immigration decisions, passport issues, or documentation errors caused by the client.

18. Accommodation

Accommodation is provided according to the itinerary and booking confirmation.

In remote trekking areas, accommodation standards may be basic and can vary according to location and availability.

Where necessary due to operational or safety reasons, SherpaHolic may arrange alternative accommodation of a similar standard, where reasonably possible.

19. Personal Belongings

Clients are responsible for their personal belongings throughout the trip.

SherpaHolic will not normally be responsible for loss, theft, or damage to personal property unless caused by our proven negligence or as otherwise required by applicable law.

Clients are advised to keep passports, money, electronics, and other valuables secure.

20. Unused Services & Early Departure

No refund will normally be provided for services that a client chooses not to use after the trip has started, including:

Accommodation
Meals
Transportation
Guide or porter services
Permits
Domestic flights
Activities

This includes situations where a client voluntarily leaves the trip early.

21. Responsible Tourism

SherpaHolic is committed to responsible and sustainable tourism.
We encourage our guests to:

Respect local communities
Support local businesses
Minimize waste
Avoid single-use plastics where possible
Protect wildlife
Respect religious and cultural sites
Follow Leave No Trace principles
Use designated trails
Avoid damaging natural or cultural resources

22. Behaviour & Removal from a Trip

SherpaHolic reserves the right to remove a participant from a trip where their behavior:

Endangers themselves or others
Seriously disrupts the group
Involves violence, harassment, or abuse
Violates local laws
Seriously violates safety instructions
Causes significant damage to property or the environment

In such circumstances, the client may be responsible for all additional costs of transportation, accommodation, or return travel, and no refund will normally be provided for unused services.

23. Limitation of Liability

SherpaHolic Treks & Expeditions will exercise reasonable care in arranging and providing the services included in a booking.
However, we are not responsible for losses, delays, injuries, cancellations, or additional expenses resulting from circumstances beyond our reasonable control or from services provided independently by third-party suppliers.
Third-party services may include:

Airlines
Helicopter operators
Hotels
Transportation providers
Local service providers
Government authorities
Permit authorities

Nothing in these Terms & Conditions is intended to exclude or limit any liability that cannot legally be excluded or limited under applicable law.

24. Photographs & Media

SherpaHolic may take photographs or videos during trips for promotional purposes.
We will make reasonable efforts to respect a guest’s privacy.
If a client does not wish to appear in promotional photographs or videos, they may inform our team in writing before or during the trip.

25. Privacy & Personal Information

SherpaHolic collects personal information necessary to process bookings, arrange permits, accommodation, transportation, insurance assistance, and other travel services.

Personal information will be handled responsibly and shared only with relevant service providers or authorities where reasonably necessary to provide the booked services or comply with legal requirements.

26. Complaints & Customer Support

We encourage clients to report any problem to their guide or the SherpaHolic office as soon as it occurs so that we have a reasonable opportunity to resolve it during the trip.

If a complaint cannot be resolved during the trip, it should be submitted to us in writing within a reasonable period after completion of the trip.
We will review complaints fairly and respond as soon as reasonably possible.

27. Changes to These Terms & Conditions

SherpaHolic reserves the right to update these Terms & Conditions when necessary to reflect changes in:

Government regulations
Travel requirements
Supplier conditions
Business practices
Safety procedures
Legal requirements

The version applicable to a booking will normally be the version accepted by the client at the time of booking, unless changes are required by law or government regulation.

28. Governing Law & Jurisdiction

These Terms & Conditions shall be governed by the applicable laws of Nepal.

Any dispute arising from a booking or service provided by SherpaHolic shall, where legally applicable, be subject to the jurisdiction of the competent courts or authorities of Nepal.

Clients must also comply with the laws and regulations of the destination countries and regions visited during their trip.

29. Client Acknowledgement

By submitting a booking request, making a payment, or participating in a trip arranged by SherpaHolic Treks & Expeditions Pvt. Ltd., the client confirms that:

They have read and understood these Terms & Conditions.
They agree to comply with the applicable booking and payment conditions.
They understand the inherent risks associated with trekking, mountaineering, and adventure travel.
They accept responsibility for obtaining appropriate travel insurance.
They agree to follow the reasonable instructions of SherpaHolic guides and staff.
They understand that itineraries may change due to safety, weather, operational, or regulatory reasons.

Our Commitment

At SherpaHolic Treks & Expeditions Pvt. Ltd., we believe that the safety and well-being of our guests always come first.

Our mission is to provide safe, professional, responsible, and unforgettable Himalayan experiences, while respecting Nepal’s mountains, cultures, communities, and environment.

We are committed to honest communication, experienced leadership, responsible tourism, and personalized service throughout your journey.

Contact Info