Base Camp Hikes Terms & Conditions

1Who You Are Booking With, Payments and Currency

1.1 Booking Facilitator. Base Camp Hikes is an Indian company. Base Camp Hikes manages and coordinates bookings — reservations, scheduling and rescheduling, invoicing, and guest communications — and provides booking assistance only. It does not operate treks or provide on-the-ground services, and it does not process card payments. All legal responsibility for those services rests with the Nepal operator identified in clause 1.3. All services performed in Nepal that are described in these Terms — including flight bookings and rebookings, helicopter arrangements, hotel accommodation, luggage assistance, and itinerary changes — are performed by the Nepal operator and its Kathmandu team; where “we” or “us” appears in sections 3 to 5 of these Terms, it refers to the Nepal operator, and Base Camp Hikes' role in those matters is limited to coordinating and relaying communication between you and the Nepal operator. Base Camp Hikes and the Nepal operator are separate and independent companies: neither is the agent, partner, joint venturer, or employee of the other, and references to each include its respective officers, employees, and agents.

1.2 Deposit Payments. Most deposits are paid by bank transfer: Indian guests pay by bank transfer or UPI through an Indian bank (see clause 1.6), and guests outside India may pay by bank transfer or by online credit card. All online credit card payments are processed by Travel Payment Solutions LLC (“TPS”), an independent payment-processing company (a Utah, USA limited liability company), which acts solely as payment processor (see clause 7.6). Charges appear on your card statement as “TPS - Travel Pay”. We do not accept credit card payments in India.

1.3 Nepal Operator. All treks and on-the-ground services are operated solely by Himalayan Wonders Adventure Pvt. Ltd. (Reg. No. 113079/69/070), a company registered in Nepal. The Nepal operator carries all legal responsibility for your trek. All guides, assistant guides, porters, drivers and Kathmandu office staff who serve your trek are employed by the Nepal operator. None of them is an employee, agent or representative of Base Camp Hikes. The Nepal operator may appear in our materials under minor name variants (for example, “Himalayan Wonders” or “HimalayanWonders Adventure (P) Ltd”); all such references mean the entity identified by Reg. No. 113079/69/070.

1.4 Deposit and Balance. A deposit is required before your arrival in Nepal. The balance is payable at the Kathmandu office on arrival, in INR, USD, EUR, GBP or another major currency, at the Nepalese rupee (NPR) conversion rate applied on the date of payment. Local conversion charges apply. The following fees apply:

1.5 Invoicing. An updated invoice is issued within 24 to 48 hours of an online payment. For bank transfers, the invoice is issued once the funds have been verified.

1.6 Payments from Indian Guests. Deposits from Indian guests are processed through an Indian bank, by bank transfer or UPI from the guest's own bank account. We do not accept credit card payments in India. Please request the payment details from your Adventure Specialist. The balance is payable in Indian Rupees or another major currency at the Kathmandu office. Please note that Indian currency notes of ₹100, ₹200 and ₹500 are accepted in Kathmandu. If you plan to pay your balance in Indian Rupees, bring notes in these denominations, or ask your Adventure Specialist to arrange payment by transfer before you depart.

1.7 Currency. All prices are quoted in INR unless stated otherwise. For online payments, the exchange rate is set by your card issuer. For balances paid in a currency other than Nepalese rupees (NPR), the amount is converted at the NPR conversion rate applied on the date of payment, and local conversion charges apply.

2Travel Insurance and Emergencies

2.1 Required Cover. Your policy must include the following:

• Trekking as a covered activity up to 6,000m. Standard policies often cover evacuation only to 4,000m.
• Emergency medical treatment and helicopter evacuation.
• Climbing or mountaineering cover, if your itinerary includes a trekking peak.
• Cover for, at minimum, the days you are trekking. We recommend covering your entire trek.

2.2 Submission of Your Policy. Please email a copy of your policy to your Adventure Specialist before arrival. A copy is held on file with the Kathmandu team so that it is available to the team and to your insurer in an emergency. Any assistance provided by Base Camp Hikes in connection with an emergency is limited to administrative and communications support and does not create any duty of care or operational responsibility; emergency response in Nepal is coordinated by the Nepal operator.

2.3 Financial Responsibility. You are responsible for all medical and evacuation costs incurred in Nepal. Helicopter evacuation may cost $5,000 or more. Base Camp Hikes and the Nepal operator coordinate logistics but do not provide medical or evacuation services. Please choose a policy that pays providers directly. Some insurers, including WorldNomads for US customers, require payment in Nepal with reimbursement afterwards. If your policy works this way, you must be able to meet the cost in the interim.

2.4 Medical Documentation. If you are evacuated, you must obtain a formal hospital report as soon as you reach Kathmandu. Insurers commonly reject claims that lack this documentation. The hospital charges approximately $150 for the report.

2.5 Trek Interruption. We recommend a policy that includes trek interruption cover. This is valuable if your Lukla flight is cancelled and you need to book a helicopter or rebook an international flight. We will assist you in obtaining airline documentation to support your claim.

2.6 Insurance Providers. We do not endorse or act as agent for any insurer. Non-Indian travellers commonly use Global Rescue, WorldNomads, Bigcat Travel Insurance, Allianz, CompareTheMarket, Squaremouth and Travelguard. Indian passport holders may consider ASEGO or Adventure Sports Cover (ASC360). Please confirm the altitude and activity limits of your policy with your insurer before travelling.

Global RescueWorldNomadsBigcattravelinsurance.comAllianz.com/enComparetheMarketSquaremouth.comTravelguard.com

2.7 Emergency Care. It is the Nepal operator's policy that emergency descent or evacuation in a genuine medical situation is never delayed or made conditional on payment. Costs are settled afterwards and are usually recoverable from your insurer.

3Flights, Helicopters and Delays

3.1 Mountain Flights. Flights between Kathmandu and Lukla are frequently delayed or cancelled, sometimes for several consecutive days, owing to weather and visibility. Airlines and helicopter operators change schedules regularly, and their decisions are final.

3.2 Ramechhap Departures. Lukla flights may depart from and return to Ramechhap airport instead of Kathmandu, mainly during peak season. The drive from Kathmandu to Ramechhap takes about 5 to 6 hours, depending on road conditions. Transport to and from Ramechhap is provided at no extra cost.

3.3 Booking and Rebooking. Your Lukla flight is booked once your deposit and passport details are received, so please send them promptly. If a flight is cancelled, we will rebook you on the next available day. During peak season, rebooked passengers are often placed on lower-priority flights because early slots are sold out months in advance. We do not charge a service fee for changes to Lukla reservations.

3.4 Helicopter Alternative. If flights are grounded, we will endeavour to arrange a chartered helicopter on the following terms:

• You are responsible for the helicopter cost. This may be $600 or more (INR 65,000 or more) per person and increases with demand.
• If you take a helicopter instead of your scheduled flight, we refund $150 of the flight fare (INR 10,000 for Indian nationals). The refund is collected at the Kathmandu office.
• Availability depends on rescue requirements, prior bookings and weather. Prices offered at the airport or in Lukla may differ from ours, as unsold seats are often discounted locally.
• If helicopters can reach only Phaplu, we can arrange a jeep transfer to Kathmandu. Please expect a journey of 10 to 14 hours on rough roads. If you have spare days, waiting a day in Lukla may be preferable.

3.5 Extra Days. Buffer days should always be added at the end of your trek, never at the start. We recommend the following:

Please tell us your departure date and we can arrange extra Kathmandu hotel nights (see section 4). Costs arising from flight delays, including additional hotel nights and meals in Kathmandu or Lukla, are your responsibility.

3.6 Delayed Luggage. If your luggage does not arrive, you must, before leaving the airport, file a lost-luggage report, retain the receipt and give us written authorization to collect the luggage on your behalf. We will send a representative to the airport, arrange for the luggage to travel on the next Lukla flight and hire a porter to carry it to you. Additional fees apply and depend on your location on the trail. Please retain all receipts, as these costs are often reimbursable under your insurance. This is a courtesy service, and we are not responsible for airline delays or handling.

3.7 Delays on Other Treks. Delays are not limited to Lukla. Treks outside the Everest region are mainly affected by road conditions, short domestic flights and high passes. The Nepal operator decides the safest option on the day, and the guide’s decision on the trail is final (see clause 5.5). We suggest the following extra days, added at the end of your trek:

• Flights. If a domestic flight such as Pokhara or Jomsom is cancelled, we will rebook you on the next available flight or, where roads are open, arrange a road transfer. The cost of a vehicle will be quoted at the time.
• Roads. Landslides and washouts can close a road for hours or days, mostly from June to September. The Nepal operator may change the start point, the end point or the route to keep you moving safely.
• High passes. Thorong La, Larkya La and similar passes can be closed by snow or wind. Your guide will decide whether to wait, cross later or take another route.
• Costs. As in clause 3.5, extra hotel nights and meals caused by a delay are your responsibility. Extra days on the mountain are charged as in clause 5.6, and any other changes to your schedule will be quoted at the time (see clause 5.7).
• Your flights home. Please keep your international flight flexible, or leave the suggested extra days before it.

4Kathmandu Hotels and Extra Costs

4.1 Kathmandu Accommodation. Most packages include two nights in Kathmandu at Hotel The Address Kathmandu. If the hotel is full, we will book a hotel of similar quality nearby. Please tell us your departure date and we can arrange extra nights, payable directly to the hotel, at the following rates:

Please inform us before arrival if you require extra nights. We do not charge for unused nights where the booking was made through us. If Hotel The Address Kathmandu is full when you return from the trek, we will move you to a similar hotel and transfer your luggage at no cost; please allow a few hours. If you book accommodation yourself, you are responsible for managing any changes with the hotel.

4.2 Extra Costs. Our packages are all inclusive except for the items listed below. We suggest a budget of INR 25,000 to INR 40,000 ($300 to $400) for extras and tips, together with cash or a card for emergencies such as a helicopter charter. Teahouse prices vary with altitude.

5Altitude Health, Fitness and Guide Authority

5.1 Acceptance of Risk. High-altitude trekking carries inherent risks that cannot be eliminated, including altitude illness (AMS, HAPE and HACE), which can develop rapidly and be life-threatening. The terrain is remote, weather changes quickly, and access to medical care and evacuation is limited. By booking, you acknowledge and accept these risks.

5.2 Your Responsibilities. You agree to the following:

• Fitness and disclosure. You are medically fit for high-altitude trekking and will disclose any pre-existing condition, medication or previous altitude-related problem before departure. If in doubt, consult a physician experienced in high-altitude travel.
• Reporting symptoms. You will report to your guide immediately any change in how you feel, including headache, nausea, dizziness, breathlessness, fatigue, loss of appetite or poor sleep, whether or not you believe it is altitude-related. Early reporting is the most important step you can take for your own safety.
• Insurance. You will carry the cover described in section 2.
• Fitness to trek. You should expect 6 to 9 hours of walking per day and confirm that you can complete the itinerary without endangering yourself or others.

5.3 Acclimatization. Itineraries are designed around a steady, gradual ascent, and we encourage a slow personal pace (“bistari, bistari”). Individual responses to altitude vary and cannot be predicted, so following the planned schedule does not guarantee successful acclimatization.

5.4 Group Pacing. Larger groups are generally accompanied by assistant guides employed by the Nepal operator, allowing faster walkers to move ahead while the lead guide remains with those travelling more slowly. Staffing varies with the itinerary, season and conditions and is managed at the operator's discretion.

5.5 Guide Authority. Your guides are experienced trek leaders employed by the Nepal operator, not medical professionals, and do not provide diagnosis or treatment.

5.6 Pausing or Descending. Our team and the Kathmandu office will coordinate any required changes to your schedule.

The following charges apply to itinerary changes:

These charges are pass-through costs for guides, porters, lodging and logistics and are not a profit item. Please build at least three extra days into your itinerary, or keep your international flights flexible, as arranging a new schedule or group can take several days.

5.7 Annapurna and Langtang Regions. If your schedule changes in these regions, your guide should contact the Kathmandu office immediately. Similar conditions apply, and any additional charges will be quoted at the time.

6Deposits, Rescheduling, Cancellation and Solo Travel

6.1 Deposit Terms. After 30 days, the deposit is non-refundable. Other payments may be refundable depending on the package. These terms apply to all guests, Indian and non-Indian.

6.2 Events Beyond Our Control. If a trek must be postponed owing to natural disaster, civil unrest, epidemic, airport closure or a travel advisory, we will reschedule you at no extra cost. The standard deposit refund policy continues to apply. We strongly recommend insurance that covers cancellation and trek interruption.

6.3 Early Termination. No refunds are given for unused days or services if you finish early or leave the trek for health or personal reasons, as guides and porters must still be paid for the full period. We will help arrange your return, but additional hotel nights, meals and flight changes are your responsibility. Please check with your insurer whether the unused portion of your trek can be reimbursed.

6.4 Rooms and Solo Travellers. We generally do not charge a single supplement. Rooms are shared by gender; couples, families and friends booked together share together. In Kathmandu, rooms are twin-sharing, and if no guest of the same gender is booked for your dates, we provide a single room at no extra charge. On the trek, teahouse rooms are twin-sharing with a guest of the same gender. At some high-altitude or busy stops, such as Lobuche, Gorak Shep, Thorong Phedi, Annapurna Base Camp and Machhapuchhre Base Camp, rooms can be shared by up to four guests, depending on the crowd. If you are not joining a group, or you are the only person booked on a fixed departure, a Solo Support Fee of INR 1,500 per trekking day applies to cover a dedicated porter employed by the Nepal operator. We will inform you of this fee at the time of booking or, where the condition arises later (for example, if other group members cancel), as soon as it arises. For peak climbs, clause 6.5 applies instead of this fee.

6.5 Solo Climbers. For peak climbs (such as Island Peak, Mera Peak, Lobuche Peak and Yala Peak), a solo climber pays an additional INR 20,000. This is mandatory. It covers your solo climb arrangements and a dedicated porter employed by the Nepal operator, and it replaces the Solo Support Fee in clause 6.4. A solo climber is a guest who is not joining a group, or who is the only person booked on a fixed departure. We will inform you of this fee at the time of booking or, where the condition arises later (for example, if other climbers cancel), as soon as it arises.

7Visas, Conduct, Gear, Media, Waiver and Disputes

7.1 Passport and Visa. Your passport must have at least 6 months' validity on the day you enter Nepal and one blank page. Please check this as soon as you book. Indian nationals do not require a visa. Other guests must obtain a visa on arrival, which is not included in the package price. Payment should be made in cash in a major currency, preferably USD, as the visa desk may not accept cards. Fees may change, so please confirm with the official Nepal immigration website. Current fees for non-Indian guests:

7.2 Gear. You are responsible for bringing or renting gear suitable for the conditions. Please inspect any rented equipment before starting the trek.

7.3 Conduct. We reserve the right to refuse service or end your participation at any time, in Kathmandu or on the trail, for abuse or harassment, fighting or disruptive behavior, or excessive alcohol consumption or use of illegal drugs. In such cases, all return costs are your responsibility and no refund is given for unused services.

7.4 Media Release. You grant Himalayan Wonders Adventure Pvt. Ltd. and Base Camp Hikes a perpetual, royalty-free, worldwide license to use photographs and videos from your trek for promotional purposes. To opt out, please notify us in writing before departure, or contact us afterwards and we will cease using your likeness in future digital marketing where reasonably possible. If you send us photos or videos, you confirm that you took them or have the right to share them, and you allow us to show them on our website and in our marketing. You may ask us at any time to remove a photo or video of you, or one you sent us, from our website: write to privacy@basecamphikes.com with the page address and we will remove it within 7 days (see section 13 of our Privacy Policy).

7.5 Waiver and Agent Capacity. Participation is conditional on each participant signing the operator's Release of Liability and Assumption of Risk agreement and the Emergency Contact / Medical Details form (which includes the medical and fitness disclosure certification) before the trek begins. Refusal to sign may result in denied participation, with no refund. If you book on behalf of others, you confirm that you are authorized to act for your party, that you will provide each guest with a copy of these Terms, and that you will indemnify Base Camp Hikes and TPS against any claim that a guest was not informed.

7.6 Limitation of Liability. Base Camp Hikes provides booking management and coordination assistance only, and TPS processes online card payments only. Neither owns, operates or supervises the treks, guides, porters, drivers, transport, lodging or flights, and the guides, porters and drivers are employees of the Nepal operator, not of Base Camp Hikes or TPS. TPS does not manage or coordinate bookings, does not sell or operate treks or any other services, and has no role in your trip other than processing online card payments. None of Base Camp Hikes, TPS, or the Nepal operator is the agent, partner, joint venturer, or employee of another. All on-the-ground services, and all legal responsibility for them, rest with Himalayan Wonders Adventure Pvt. Ltd. and its suppliers. To the fullest extent permitted by law, you release Base Camp Hikes, TPS and their officers, employees and agents from any and all liability, claims and demands arising out of or relating to your booking, its payment, or your trek — including claims arising from the ordinary negligence of Base Camp Hikes or TPS — and from the acts or omissions of the Nepal operator or any other supplier, against whom your sole recourse lies. This release does not extend to gross negligence, wilful misconduct, fraud or any liability that cannot lawfully be released.

7.7 Governing Law and Disputes. The following provisions apply:

• Trek and field operations: any dispute arising out of or relating to treks or other on-the-ground services in Nepal shall be brought only against Himalayan Wonders Adventure Pvt. Ltd., shall be governed by the laws of Nepal, and shall be subject to the exclusive jurisdiction of the courts of Kathmandu, Nepal. The separate waiver signed in Nepal also applies and controls over these Terms with respect to field operations in the event of any conflict.
• Booking management and coordination: any dispute arising out of or relating to the booking services provided by Base Camp Hikes shall be governed by the laws of Nepal, with the courts of Kathmandu, Nepal having exclusive jurisdiction. Nothing in this clause limits any non-excludable right of a consumer resident in India to bring a complaint before the consumer fora established under Indian law.
• Payment processing: any dispute arising out of or relating to the processing of online card payments by Travel Payment Solutions LLC shall be governed by the laws of the State of Utah, USA and resolved exclusively by binding arbitration administered in Salt Lake County, Utah, under the rules of a recognized arbitration provider, with judgment on the award enterable in any court of competent jurisdiction. Travel Payment Solutions LLC is an express intended third-party beneficiary of these Terms and may enforce clause 7.6 and this clause 7.7 directly.

7.8 Severability. If any provision of these Terms is held invalid or unenforceable, it will be limited to the minimum extent necessary, and the remaining provisions will continue in full force.

7.9 Changes to These Terms. We may update these Terms at any time; updates apply to bookings made after they are posted. By paying a deposit, you accept the Terms as they stand at that time, and those Terms continue to govern your booking.

8Accuracy of Information and Corrections

8.1 A General Guide. The trek, peak, destination and attraction pages on this website are written to help you plan. Mountain conditions, permit rules, fees, flight schedules, road access and security advisories change, sometimes at short notice, so a page may be out of date even when it was correct when written. Please confirm permit rules, prices, dates and current conditions with your Adventure Specialist before you book or travel.

8.2 Your Booking Prevails. If anything on a general page differs from your written itinerary, quotation or invoice, the itinerary, quotation or invoice we have confirmed to you applies.

8.3 Photos. Photographs on the website are illustrative. A photo may show a nearby place, another season or another route rather than the exact spot named on the page, and the credit shown with a photo is the photographer’s own. This does not change what your package includes.

8.4 Tell Us About a Mistake. If you find a fact that looks wrong or out of date, or a photo that does not match its page, please tell us through our contact page and include the address of the page and what should change. We review each report and correct the page where we confirm the error. We cannot promise a fixed time, but we aim to act on confirmed errors promptly. A request to remove a photo of you is handled under clause 7.4.