Terms & Conditions

1. Booking & Contract Agreement

By submitting a trip deposit or booking confirmation with Alpine Ace Treks & Expeditions Pvt. Ltd. (“Alpine Ace”), you acknowledge that you have read, understood, and agreed to be legally bound by these Terms & Conditions. All bookings become active upon receipt of your initial deposit and official booking confirmation email from our Kathmandu concierge.

2. Deposit & Payment Schedule

• Initial Booking Deposit: A non-refundable 25% deposit per person is required to confirm your reservation and secure permit processing, domestic flight seats, and lodge reservations.
• Final Balance Payment: The remaining 75% balance must be settled in full at least 14 days prior to your trip start date in Kathmandu or upon arrival during your pre-trip briefing in USD cash or Bank Transfer.
• Peak Expeditions: Major peak climbing expeditions (e.g., Ama Dablam, Everest) require a 40% deposit due to advance non-refundable royalty payments to the Nepal Ministry of Culture, Tourism and Civil Aviation.

3. Cancellation & Refund Policy

Cancellations must be submitted in writing to concierge@alpineacetreks.com. Refund percentages depend on the timing of written notice prior to departure:

• 30+ days prior to departure: Deposit retained as travel credit valid for 24 months; remaining funds refunded.
• 15 to 29 days prior to departure: 50% of total trip cost is non-refundable.
• Less than 14 days prior to departure: 100% of total trip cost is non-refundable due to pre-committed guide logistics, permits, and lodge allocations.

4. Mandatory Travel & High-Altitude Rescue Insurance

Comprehensive travel insurance is strictly MANDATORY for all participants on treks and expeditions operating above 3,000 meters altitude in Nepal.

5. High-Altitude Risk & Personal Health

Himalayan trekking and high-altitude mountaineering involve inherent risks, including Acute Mountain Sickness (AMS), extreme weather fluctuations, landslides, flight delays (e.g., Lukla weather closures), and physical exertion. Participants are responsible for ensuring physical fitness readiness and disclosing all pre-existing medical conditions prior to departure.

6. Sherpa Guide Authority & Route Flexibility

Your safety is our highest priority. The designated Expedition Director or IFMGA/NMA Senior Lead Sherpa Guide holds full authority to modify day-to-day itineraries, turn back participants, or alter acclimatization schedules if weather conditions, altitude sickness, or natural events endanger group safety. No refunds will be issued for itinerary adjustments dictated by safety considerations.

7. Passports, Visas & Documentation

Participants must hold a valid passport with at least six (6) months validity beyond the intended date of departure from Nepal. Obtaining a entry visa for Nepal (available on arrival or online via immigration.gov.np) is the sole responsibility of the traveler.

8. Governing Law & Jurisdiction

This agreement is governed by and construed in accordance with the laws of Nepal. Any legal disputes or claims arising out of trip operations shall be subject to the exclusive jurisdiction of the courts of Kathmandu, Nepal.