TERMS AND CONDITIONS – ETN
Company Registration: Epic Trek Nepal Pvt. Ltd. is a legally registered trekking and expedition company under the Government of Nepal, licensed by the Department of Tourism, Nepal.
1. PAYMENT TERMS
Booking Confirmation: Epic Trek Nepal (ETN) requires a deposit of 25% of the total trip cost to pre-reserve accommodations, transportation, guides, porters, and permits, and to confirm your booking.
Balance Payment: The remaining 75% balance can be paid upon arrival in Nepal before the trek commences, or as mutually agreed between the client and ETN.
Payment Methods:
- Bank Transfer: Direct transfer to our Nepal-based bank account (details provided upon booking)
- Credit Cards: Visa and Mastercard accepted with 4% processing fee
- Cash Payment: Nepalese Rupees (NPR) or US Dollars accepted in Kathmandu
- Online Payment: PayPal and Wise transfers accepted with applicable fees
- Mobile Payment: eSewa and Khalti (Nepal’s digital wallets) for local clients
Currency: All prices are quoted in US Dollars. Payments in other currencies will be converted at prevailing exchange rates on the payment date.
2. CANCELLATION POLICIES
Company Cancellations
If Epic Trek Nepal cancels your trip due to insufficient group size, natural disasters, political instability, or safety concerns, you will receive either:
- A full refund of all payments made, or
- An alternative trip of equal or similar value
- Credit toward a future trip (valid for 2 years)
ETN is not liable for additional expenses incurred by clients such as international flights, visa fees, or accommodation costs outside our itinerary.
Client Cancellations
Standard Cancellation Period: If you need to cancel your trek for any reason, please notify us at least 15 days before your scheduled departure date.
Cancellation Fees:
- 15+ days before trek: 25% administrative fee deducted from total cost
- 7-14 days before trek: 50% of total trek cost will be deducted
- Less than 7 days before trek: No refund provided
Exception Clause: In cases of genuine emergencies (medical emergencies, family bereavement, natural disasters affecting your home country), ETN may provide a refund after deducting 30% of the total cost, subject to proper documentation and management discretion.
Refund Processing: All approved refunds will be processed within 14-21 business days through the original payment method.
3. INSURANCE REQUIREMENTS
Mandatory Coverage: Comprehensive travel insurance is mandatory for all participants and must include:
- Emergency medical coverage (minimum USD 100,000)
- Helicopter evacuation and rescue coverage (minimum USD 50,000)
- Trip cancellation and interruption coverage
- Coverage for adventure activities and high-altitude trekking
Insurance Verification: Clients must provide proof of valid insurance coverage before trek commencement. ETN reserves the right to cancel bookings if adequate insurance is not provided.
Documentation Support: In case of trip cancellation covered by insurance, ETN will provide all necessary receipts, invoices, and documentation to assist with your insurance claim process at no additional cost.
4. HEALTH AND SAFETY
Medical Fitness: Participants must be in good physical health and capable of undertaking strenuous outdoor activities. A medical check-up is recommended before departure.
Vaccinations: Clients are responsible for obtaining required vaccinations and medications as recommended by their healthcare provider or travel clinic.
Safety Protocols: Our licensed guides carry comprehensive first-aid kits and are trained in wilderness first aid. For serious medical emergencies requiring evacuation, costs will be covered by your travel insurance.
Age Restrictions: Participants under 16 must be accompanied by a parent/guardian. Those over 65 require medical clearance.
Pre-existing Conditions: Clients must disclose any pre-existing medical conditions that could affect their ability to complete the trek safely.
5. LIABILITY AND RISK ACKNOWLEDGMENT
Inherent Risks: Trekking in Nepal involves inherent risks including but not limited to altitude sickness, weather changes, natural disasters, accidents, and infrastructure limitations. Clients participate at their own risk.
Force Majeure: Epic Trek Nepal shall not be held liable for consequences arising from:
- Natural calamities (earthquakes, landslides, floods)
- Adverse weather conditions
- Flight delays or cancellations
- Political disturbances, strikes, or government restrictions
- Infrastructure failures
- Acts of terrorism or civil unrest
Limitation of Liability: ETN’s liability is limited to the cost of services purchased. We are not responsible for additional expenses, losses, or damages beyond our direct control.
Adventure Philosophy: Trekking requires flexibility, patience, and a positive attitude. “Tolerance, understanding, and a sense of humor” are essential for an enjoyable experience.
6. PERSONAL BELONGINGS AND VALUABLES
Client Responsibility: Clients are solely responsible for the security and care of their personal belongings throughout the trek. This includes but is not limited to:
- Electronic devices (cameras, phones, laptops, tablets)
- Jewelry and valuable accessories
- Cash, credit cards, and important documents
- Prescription medications
- Personal trekking equipment and clothing
Company Assistance: While our guides and porters will provide reasonable assistance in safeguarding belongings during group activities, ETN accepts no liability for:
- Lost, stolen, damaged, or destroyed personal items
- Items left behind in accommodations, vehicles, or campsites
- Damage due to weather, moisture, or environmental conditions
- Theft by third parties
Recommendations:
- Carry all valuables (passport, money, cards, important documents) personally in a secure day pack
- Obtain separate insurance coverage for expensive equipment
- Use waterproof bags for electronics and important documents
- Keep copies of important documents separate from originals
- Minimize valuable items brought on trek
- Use hotel safe deposit facilities when available
Porter Limitations: Porters are limited to carrying 15-20kg per person. Overweight or oversized items may incur additional porter fees or may not be transported.
7. ITINERARY CHANGES
Company-Initiated Changes: ETN may modify itineraries due to:
- Weather conditions and safety concerns
- Natural disasters or environmental hazards
- Government restrictions or permit issues
- Local conditions beyond our control
Client Consultation: Any significant itinerary changes will be discussed with clients. If changes are unacceptable, clients may:
- Accept alternative arrangements at no additional cost
- Receive partial refund for unused services
- Terminate the trip with refund as per cancellation policy
Client-Requested Changes: Modifications requested by clients during the trek will be accommodated when feasible, subject to:
- Additional costs for extra services, accommodation, or transportation
- Availability of alternative arrangements
- Safety and regulatory compliance
- Group consensus (for group treks)
Weather Dependencies: Mountain weather is unpredictable. Delays due to weather are part of the adventure experience and do not qualify for refunds.
8. REFUND POLICIES
No Refund Situations: No refunds will be provided for:
- Unused services due to early departure (voluntary or involuntary)
- Missed services due to late arrival or personal delays
- Trip abandonment for personal reasons during the trek
- Services declined by client during the trip
- Early return due to altitude sickness, personal health issues, or homesickness
- Unused accommodation, meals, or transportation due to client preferences
Exceptional Circumstances: In cases of genuine emergencies or exceptional circumstances, Epic Trek Nepal management will review each situation individually and may provide partial compensation at their sole discretion.
Service Standards: All refund decisions will be made fairly, considering the circumstances and costs already incurred by the company.
9. REFUSAL OF SERVICE
Epic Trek Nepal reserves the right to refuse or terminate services to ensure the safety and enjoyment of all participants. We expect all clients to maintain respectful and appropriate behavior throughout their journey with us.
Unacceptable behaviors include:
- Fighting or physical altercations with group members, guides, or staff
- Heavy drinking that disrupts group dynamics or compromises safety
- Verbal abuse, harassment, or disrespectful treatment of guides, porters, or fellow trekkers
- Violation of local laws, customs, or safety instructions
- Any behavior that endangers the safety or wellbeing of the group
We appreciate your cooperation in maintaining a positive and respectful environment for everyone. Our team works hard to ensure your safety and memorable experience, and we ask that you show the same respect to our staff and fellow adventurers. No refund will be provided if services are terminated due to client misconduct.
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10. ADDITIONAL TERMS
Minimum Age: Participants must be at least 12 years old. Minors under 18 require parental consent.
Group Size: Treks may be cancelled or rescheduled if minimum group size requirements are not met.
Environmental Responsibility: Clients must follow Leave No Trace principles and respect local culture and environment.
Photography Rights: ETN may use photographs taken during treks for promotional purposes without compensation, unless clients specifically opt out in writing.
Privacy Policy: Personal information is used solely for trip operations and future communications. We do not share client data with third parties.
Dispute Resolution: Any disputes will be resolved through arbitration in Kathmandu, Nepal, under Nepalese law.
Agreement: By booking with Epic Trek Nepal, clients acknowledge they have read, understood, and agree to be bound by these terms and conditions.
Contact Information: Epic Trek Nepal Pvt. Ltd.
Paknajol, 16 – Thamel, Kathmandu, Nepal
Email: [email protected]
Phone: +977-9764792172
Registration No: 3221/080/081
Effective Date: These terms and conditions are effective from 2025-07-01 and supersede all previous versions.
“Adventure begins where the road ends. Trek responsibly, trek safely with Epic Trek Nepal.”