Terms and Conditions

TREK-KINGS TERMS & CONDITIONS

TRAVEL INSURANCE

Proof of travel insurance is mandatory before starting the trek. Standard policies often only cover medical evacuation to 4000m so make sure the policy you get covers trekking as an activity up to 6000m. Some policies require that you pay for evacuation in Nepal up front and will reimburse you when you get home and submit the documents. Evacuation can cost up to $5000 so make sure that your policy will actually pay for any expenses while you are traveling. You only need to be covered on the policy for the days you will actually be trekking. Trek-Kings strongly encourages you to call your insurance company and check specifics before you arrive in Nepal. We don't endorse any particular insurance company. If you are climbing one of the trekking peaks your policy will also need to cover "climbing" as an activity.

It does not happen often but if you are evacuated and want to make an insurance claim it's mandatory to get a hospital report in Nepal as soon as you get off the mountain. Often, trekkers with altitude sickness feel better once they get to a lower elevation, but it's important to get the proper medical documentation for claims. The hospital will charge you a fee of $150 for the medical report required by your insurance. You are responsible for any evacuation or medical bills that are incurred in Nepal. Most insurance companies will cover these costs for you before you leave the country, but some will want you to pay all costs out of pocket and then reimburse you. We suggest that you check your insurance policy and ensure that they will cover all costs upfront in the event of an evacuation.

Some insurance policies will cover trip interruptions. This type of policy is useful in the event your Lukla flight is canceled and you end up having to book a helicopter or even have to rebook your international flight. Our team will help you in obtaining any documentation requested by your insurance company.

Some options for insurance include: Global Rescue, WorldNomads, Bigcattravelinsurance.com, Allianz.com/en, ComparetheMarket, Squaremouth.com and Travelguard.com

Trek-Kings strongly encourages you to call your insurance company and check specifics before you arrive in Nepal. We don't endorse any particular insurance company.

Note: If you are a US customer and using WorldNomads they are now requiring guests to pay evacuation costs out-of pocket in Nepal.

Note: If you are climbing one of the trekking peaks your policy will also need to cover "climbing" as an activity.

FLIGHT DELAYS IN LUKLA & KATHMANDU

Weather conditions in the Himalayas can change rapidly and aviation schedules are not as reliable as you might expect. The flight between Kathmandu and Lukla where the Everest Base Camp trek starts is frequently delayed and maybe cancelled for the day or several days in succession. Lukla Flights may depart and return to Ramechhap instead of Kathmandu due to ongoing upgrades at Kathmandu Airport. Ramechhap airport is a 4 hour drive from Kathmandu. We will provide transport to and from the airport if this is required at no extra cost. In the event your flight is cancelled we will either rebook your flight for the following day or attempt to get you on a chartered helicopter. Guests are responsible for the extra costs of helicopter flights which might be $400 or more. If you end up taking a helicopter instead of your flight we will refund you $150 for the flight fare ($110 for Indian Nationals). Please collect the flight refund from the office in Kathmandu.

Here are some important points to keep in mind.

We will book your flight to Lukla soon after you pay the deposit for the trek and send us your passport details. Please send your details as soon as possible so we can book you on the earliest flight.

If your flight is cancelled due to bad weather we will rebook your ticket for the following day. When we rebook your ticket it's likely you will be on a lower priority flight during the peak trekking seasons. This is out of our control as the earlier morning flights will have already been booked months in advance.

The availability of helicopters depends on a number of factors including rescue requirements, prior booking commitments and weather. We will do our best to arrange a helicopter but keep in mind that various factors are out of our control.

Helicopter rates vary as a rule and increase when demand increases. Offers for helicopter flights displayed in the airport apply to advance bookings. The rates given by our team in Kathmandu may not always match what is offered locally on the mountain. Keep in mind that if an extra seat is available local staff in Lukla may attempt to sell the seat cheaper than we are offering. Extra seats if not sold immediately are basically a wasted asset so prices are always in flux.

If helicopters are limited in availability they may only be available to shuttle guests to Phaplu which is an airstrip in the valley below Lukla. We can arrange the jeep from Phaplu to Kathmandu. Be prepared for a 10 to 14 hours journey on rough roads. If you have extra time in Nepal you might be better waiting an extra day at Lukla for the weather to clear.

The Airlines and Helicopter companies often reroute planes and change confirmation details depending on conditions. Updates from our team reflect current conditions and plans frequently change.

EXTRA DAYS IN NEPAL

As flights to Lukla can at times be delayed for several days during periods of bad weather we suggest you add a couple of extra days at the end of your trek in case of any delays. Extra days should always be scheduled at the end of the trip and not the start. Here are the suggested numbers of extra days based on the trekking season. The suggested number of days is just a guideline and should be generally sufficient.

Trek Start Dates from: Sept 10th to May 10th - 2 Extra Days

Trek Start Dates from: May 10th to June 1st and Sept 1st to Sept 10th - 3 Extra Days

Trek Start Dates from: June 1st to June 15th and from Aug 10th to Aug 30th - 4 Extra Days

Let us know on your departure date and we can arrange extra hotel nights in Kathmandu for $89 per/night. You can pay this to the hotel directly.

EXTRA COSTS AND EXCLUSIONS

Our trekking packages are all inclusive but we suggest that you budget between $300 and $400 for extra expenditures on your trek including tips. We also suggest you plan on having extra funds available in cash or on a credit card in case you need to book a helicopter in the event your flight is cancelled.

Unforeseen cost due to flight cancellation, weather conditions etc. You are responsible for extra hotel nights and meals in Kathmandu or Lukla that are a result of flight delays.

Nepal entry visa.

Sleeping Bag Rental $20 and down Jacket $15 if needed.

All the meals are included on the trek but we only include breakfast while you are in Kathmandu.

We suggest a tip for the guide and porter after the trek - Plan on approximately 10% of the price of your trek.

We don't include drinking water on the trek which you can buy a number of places for between $1 and $3 a bottle (it gets more expensive towards base camp). A better solution is to buy water tablets in Kathmandu for around $2 and treat the water (your guide can help you find the good places to fill your water bottle).

The other things not included on the trek are like Wifi, charging batteries and hot showers. Wifi is available in some tea houses for $3 to $5 an hour. Hot Showers are also available in a few of the tea houses for between $4 and $6. Charging electronic devices is possible in the tea houses and charging costs between $1 and $3 an hour.

DELAYED LUGGAGE ON ARRIVAL

If your luggage is delayed getting to Kathmandu and you have to start the trek we can help make arrangements to retrieve your luggage and get it to you on the mountain. Make sure to fill out the lost luggage form at the airport before leaving and get the receipt. You also need to make sure to grant permission to the Trek-Kings team to collect the luggage on your behalf.

In general we will send one of our team to the airport to find your luggage which usually arrives on the next flight but sometimes can be delayed longer. Once we get your luggage we will get it on the Lukla flight the following day and then hire a porter so that it can catch up with you on the trek. Additional costs will apply and are dependent on your location on the trek. Extra costs may be reimbursable by your insurance. This is an add on service and we will do our best to get you your luggage but keep in mind we are not responsible for delays caused by the airlines.

HOTEL ACCOMMODATION IN KATHMANDU

We include two night hotel nights in Kathmandu with most of our trekking packages (please review the specific inclusions related to your trek). We normally use the Ramada Hotel which is centrally located in Thamel, the tourist district of Kathmandu. If the Ramada is not available on a given night we will book you at a different hotel of similar quality.

If you book extra hotel nights directly through Trek-Kings we charge the following room rates:

$89 for a single room

$99 for a double room

$139 for a triple room

The rates we offer are fixed and might be higher or lower than what you can book online. You will need to inform us before you arrive if you will require any extra nights and we will update your invoice as needed. We will not charge you for unused hotel nights in the event of scheduling changes as long as you have coordinated the booking through Trek-Kings. Please note that if you book on your own you are responsible for coordinating any changes to your reservation with the hotel.

We do book all rooms in advance but flight cancellation and scheduling changes related to your group or other groups require some flexibility. If a room is not available for you at the Ramada after the trek we will arrange your accommodation at a hotel of similar quality in Thamel and arrange for the transfer of your luggage at no additional cost. You will need to be patient and give us a few hours to transfer your luggage once you arrive in Kathmandu.

You are always welcome to book extra hotel nights on your own. We always use the Ramada Hotel as our first choice and you can book extra nights online for either before or after the trek using the following link on booking.com (Hotel Ramada).

ACCLIMATIZATION & SICKNESS

Our itineraries are designed to allow for adequate acclimatization time although everyone reacts to altitude differently. The best means to acclimatize is to decrease your rate of ascent and spend more time on the mountain.

If you become ill on the trek or have serious symptoms of altitude sickness but want to continue up the mountain please contact us by phone/email or ask your guide to contact our office in Kathmandu to make arrangements. Note, that it often takes several days to meet-up with another group or match you with a new guide so please plan on having at least 3 extra days in Nepal or the ability to change your international flights. Our policies in the Everest Region are as follows:

During peak season we often have groups coming up the mountain every couple of days so its easy enough to wait a day or two at one of the tea houses and join the next group after you recover. A porter or assistant guide will wait with you at the tea house and will be available should you need any assistance. If you are doing the Gokyo and Everest Trek you may need to switch and just do the Everest Base Camp Trek. We charge $75 for extra days on the mountain beyond your original schedule.

During the off season the option to join another group may not exist. In this case you will need to walk down to Namche with either a porter or your assistant guide and we will arrange a private trekking guide to meet your new adjusted schedule. One benefit of hiking down to Namche is you will have more time to properly acclimatize and when you hike back up are unlikely to experience any problems. Arranging a new guide is only possible between Nov 15th and Feb 15th and we charge an additional $350 for this service on top of any charges for the extra days on the mountain beyond your original schedule.

We will handle all the changes in your Lukla flights if your schedule is changed at no extra cost, but your flight priority might be lower than it was with your original ticket.

If you are trekking in the Annapurna region please have your guide contact our office in Kathmandu and we will do our best to make arrangements. Similar conditions and extra charges apply for these treks.

All of our guides have practical experience in dealing with the symptoms of AMS and are Wilderness First Aid Certified. They also carry pulse oximeters to measure your blood oxygen level. Please respect the decision of your guide if he deems it unsafe for you to continue trekking.

FITNESS

Trekking in Nepal is strenuous and challenging. We suggest that everyone joining our treks be comfortably hike all day. Treks consist of 6 to 9 hours of daily walking. We do encourage everyone to take a slow pace. Our larger groups will have multiple assistant guides so if some trekkers want a different pace they can trek ahead of the group and the lead guide will generally stay with the slowest members in the group.

SOLO TRAVELERS

We generally don't charge solo travelers any extra fees. Solo travelers can expect their own hotel room in Kathmandu but will need to share a room with other group members during the trek. If availability allows we will arrange private rooms on the trek as well upon request. Solo travelers who are not joining one of our group treks or end up being the only person booked for a specific fixed departure group trek will be charged an extra $30 a day for a porter. We will inform you of the extra fee before your arrival in Nepal.

GUARANTEED DEPOSITS

You can be assured that when you place a deposit it's secured for your future trip. If your travel plans change simply let us know and we can change your dates or if you prefer even apply your deposit to a different destination that we serve such as Patagonia or Tanzania. Your deposit will never expire and can be applied towards any of our adventures.

Please inform us of any changes at least 14 days in advance. In the event that your trip changes due to last minute events such as flight changes please notify us as soon as possible so we can do our best to assist you.

Guests are responsible for any increases in price between the time they originally booked and the new trekking date.

If you don't contact us and you don't show up for your trip your deposit is not refundable.

CANCELLATION POLICIES

We will reschedule you at no extra charge if your travel dates change, but please provide at least 6 weeks advance notice. All booking deposits are 100% refundable for 30 days from the time of booking. No refunds on deposits will be given after 30 days. We book all hotels and tours in advance so are unable to give refunds. Our general advice is that if you need to change plans please alert us as quickly as possible.

We will allow you to reschedule your trek multiple times free of cost. Guests are responsible for any increases in price between the time they originally booked and the new trekking date.

It is possible that a trek may be cancelled in the event of a natural disaster, civil unrest, epidemic, airport closures, travel advisory or other unforeseen events beyond our control. If this happens we will work with you to reschedule the trek date at no extra cost. Our normal refund policy on deposits still applies in this situation. If you have any concerns we suggest you take a travel insurance policy that covers this type of trip interruption and or cancellation.

Note: Only the deposit portion of payments is nonrefundable. Any additional payments may be refundable depending on the specific package. The above policy is only valid for Non-Indian Nationals.

EARLY TERMINATION OF A TREK

It is sometimes the case that trekkers finish ahead of schedule or they end up stopping a trek early for health or personal reasons. If this is the case please understand that we do not offer any refunds for unused days on the trek. Our costs are the same as we have an obligation to pay our guides and porters for the time they have committed.

CURRENCY

All trip costs are shown in USD. If you pay online your credit card company will determine the actual exchange rate. If you are paying a remaining balance in local currency we will calculate the amount based on current exchange rates as per the website - xe.com.

PASSPORTS AND VISAS (NEPAL)

The following are applicable visa fees upon entering Nepal. These are best paid in cash in a major currency (the visa desk may be able to accept a credit card but don't count on it). Your passport must contain a blank page and needs to have at least 6 months validity on the date you are entering Nepal. Check this as soon as you book your trek. It's no fun to figure this out at the last minute.

US Dollars 30 or other convertible foreign currency equivalent thereto for 15 days

US Dollars 50 or other convertible foreign currency equivalent thereto for 30 days

US Dollars 125 or other convertible foreign currency equivalent thereto for 90 days

If you have more questions don't hesitate to ask us or you can reference the official publication from the Nepal Visa Office.

REFUSAL OF SERVICE

We reserve the right to refuse service either in Kathmandu or on the trek. Fighting, heavy drinking, verbal abuse of others in the group or of our guides or staff is unacceptable and is grounds for us to end our services at any time. Please be respectful to our staff and to other trekkers in the groups.

ACCEPTANCE OF TERMS

When you make a deposit you accept our terms of service. We reserve the right to make changes to our terms of service as needed. If you have any questions about any of our policies please do not hesitate to ask.