Terms and Conditions

These terms and conditions establish a legally binding agreement between Waypoint Himalaya and the Client, which is you, regarding all travel services we provide. By confirming a booking with us, you agree that you have carefully read, understood, and accepted these terms.

Reservation & Payment Details:

Bookings can be made through our official website or through verified third-party platforms.

All prices are quoted in USD.If payment is made in another currency, the conversion will be based on the official exchange rate set by central bank which is Nepal Rastra Bank on the transaction date.

To secure your reservation, you are required to complete the online booking process or submit a booking form provided by our team. Pay a deposit of 30% of the total trip cost.

The remaining balance must be settled during the pre-trip meeting upon your arrival. Alternatively, you can complete the full payment in advance via credit card or bank transfer for added convenience. 

The 30% deposit is non-refundable under all circumstances.

Last-Minute Reservation Policy:

For trips within Nepal, Waypoint Himalaya accepts last-minute bookings up to 7 days before the departure date, subject to availability. In such cases, clients are required to make full payment at the time of booking to confirm their reservation.
Note: All last-minute bookings are strictly non-refundable, and no cancellations or changes will be eligible for a refund once the payment has been made.

Payment Methods: 

We offer the following convenient payment options for all trips:

Direct Bank Transfer (Wire Transfer)

Clients may choose to make payments via direct bank transfer. Our bank account details will be provided upon request via email.

Please note that the client must cover all bank transfer charges or intermediary fees.

Credit Card Payment

We accept major credit cards, including VISA, Mastercard, and American Express.

A 4% processing fee applies to all credit card payments.

Cash Payment

We accept cash payments in major currencies, including USD, EUR, GBP, AUD, and CAD.
Kindly ensure that all banknotes are:
New, clean, and undamaged
In higher denominations (preferably $50 and $100 notes)
USD bills issued before the 2009 series are not accepted

Cancellation & Refund Policy:

To cancel your booking, you must send a written cancellation request via email at least 21 days before the scheduled departure date. Cancellations are valid only once received and acknowledged by Waypoint Himalaya.
If you cancel your trip 21 days or more before departure, a 30% cancellation fee of the total trip cost will be deducted, and the remaining balance (if any) will be refunded. If only the 30% deposit has been paid, please note that this deposit is strictly non-refundable.
For cancellations made less than 21 days before departure, a 100% cancellation charge will apply, and no refund will be issued under any circumstances.
If you need to claim travel insurance, we will be happy to provide the necessary supporting documents, including payment receipts, to assist with your claim.

Trip Rescheduling Policy:

If you wish to modify your travel dates for Nepal, a written request must be sent via email at least 21 days before your original departure date, along with the reason for the change.
In case you are rescheduling to an earlier departure date, you must also notify us in writing at least 21 days before the new intended departure date, subject to availability.
Please note that a non-refundable administrative fee of USD 200 per person applies in the following cases:
Postponing your trip
Preponing your trip
Rescheduling to different dates
Transferring your booking to another person
If you choose to transfer your booking, it is the client’s responsibility to arrange a suitable replacement participant.

Passport & Visa Requirements:

To enter Nepal, all travelers must hold a valid passport with at least 6 months of validity remaining from the date of return.
A Nepal visa can be obtained in the following ways:
From a Nepalese Embassy or Consulate in your home country
Upon arrival at Tribhuvan International Airport, Kathmandu
Please note that the visa cost is the client’s responsibility.
For convenience, you  may also apply for the Nepal Tourist Visa online before arrival. The online form can be completed on the official Department of Immigration website.
Important guidelines:
The online visa application is valid for only 15 days, so it should be completed at least 15 days before arrival in Nepal.
After submission, you will receive a confirmation receipt via email.
This receipt must be printed and carried with you.
It must be presented to immigration authorities upon arrival in Nepal.

Unforeseen Circumstances & Itinerary Changes:

All trips we operate are conducted in accordance with the relevant country’s rules and regulations. However, we cannot be held responsible for any changes, delays, or modifications to itineraries caused by circumstances beyond our control.
Such situations may include, but are not limited to:
Government policy changes or restrictions
Political instability or local unrest
Extreme weather conditions
Pandemics or health-related emergencies
Natural disasters such as earthquakes, landslides, floods, snowfall, or avalanches
Road blockages or transportation failures
Flight delays or cancellations
Health conditions of the client

Any additional costs arising from such unforeseen events shall be the responsibility of the client. We strongly recommend that all travelers obtain comprehensive travel insurance before joining any trip.

Risk & Liability Acknowledgment:

Participation in adventure travel involves inherent risks, including, but not limited to, personal injury, illness, death, or loss/damage to personal belongings. These risks may arise from high-altitude trekking, physical exertion, natural forces, transportation issues, and remote travel conditions.
While we take all reasonable measures to ensure your safety and well-being, it is not possible to eliminate all risks.
By booking with us, you acknowledge and accept these risks and agree that Waypoint Himalaya, its staff, guides, and representatives shall not be held liable for any injury, loss, or damage incurred during the trip.

Travel Insurance Requirement:

Travel insurance is mandatory for all clients traveling with us.
Your insurance policy must cover at a minimum:
Medical emergencies and hospitalization
High-altitude trekking risks
Emergency evacuation, including helicopter rescue
Trip cancellation or interruption
Flight delays or cancellations
Natural disasters
Loss or theft of baggage and personal belongings
Repatriation expenses

It is the client’s responsibility to ensure full coverage. We will not be responsible for any expenses not covered by your insurance policy.

Domestic Flights & Helicopter Evacuation:

Flight delays and cancellations are common in the Himalayan regions due to unpredictable weather and limited visibility.
We strongly recommend that clients plan at least 1–2 extra buffer days, especially for Everest region treks, to avoid missing international connections.
In case of flight cancellations (e.g., Lukla or similar routes), a shared charter helicopter may be required (up to 5 passengers per flight). Helicopters may operate in conditions where aircraft cannot.
Important notes:
Helicopter costs are the responsibility of the client
Estimated cost: minimum USD 600 per person (one way)
Helicopter services are separate from regular flights
Travel insurance may cover these costs depending on your policy
We will provide supporting documents for insurance claims

Trip Changes & Pricing Adjustments:

If your trip is disrupted due to unforeseen circumstances, we will offer:
An alternative trip of equal value, or
The option to reschedule your journey
If you choose to reschedule:
You must pay for services already utilized
The client must cover any difference in trip cost
Most trips are based on double occupancy. If a partner is unavailable, a single supplement will apply and will be communicated at the time of booking.
Waypoint Himalaya reserves the right to update trip prices when necessary.

Health & Fitness Responsibility:

High-altitude trekking requires a reasonable level of physical fitness and mental readiness. We strongly advise all travelers to undergo a medical check-up before participating.
If you have any medical conditions, disabilities, or health concerns, you must inform us at the time of booking.
Please note:
Walking times in itineraries are average estimates only
Actual trekking duration may vary based on individual fitness and conditions

Minimum Age Requirement:

Participants under 16 years of age must be accompanied by a parent or legal guardian at all times.

Privacy Policy:

We respect your privacy and are committed to protecting your personal information. Any data shared with us during booking or communication will remain strictly confidential and will not be shared with third parties without consent, except when required by law.

Media & Publicity Consent:

By joining our trips, clients grant Waypoint Himalaya permission to use photographs, videos, or other media captured during the journey for promotional, marketing, or advertising purposes across digital and print platforms.
This usage may occur without further approval or compensation.

Complaints & Feedback:

We aim to deliver high-quality experiences. If you have any concerns during your trip, please inform our team immediately so we can resolve the issue promptly and effectively.

Acceptance of Terms:

By booking directly with Waypoint Himalaya, you agree to these terms and conditions. If you book through a third-party platform or agent, you will also be subject to their additional terms, in addition to ours.

Participant Conduct Policy:

We reserve the right to terminate a client’s participation if their behavior is deemed unsafe, disruptive, or illegal. This includes:
Harassment or distress to others
Property damage
Illegal activities
In such cases:
Immediate removal from the trip may occur
No refunds or compensation will be provided
Any additional costs or damages will be the client’s responsibility
The company’s decision will be final

Governing Law & Jurisdiction:

Waypoint Himalaya is based in Kathmandu, Nepal. Nepal's laws govern these terms.
Any disputes arising shall fall under the jurisdiction of the courts of Kathmandu, Nepal, including:
District Court
High Court
Supreme Court of Nepal
No legal proceedings shall be initiated in foreign jurisdictions.