Important Notice: Before booking any high-altitude activities such as trekking or expeditions in Nepal, clients are strongly advised to carefully review these Terms and Conditions.
Trekking and climbing involve inherent risks and specific considerations that can vary depending on the destination, weather, altitude, and other factors. By booking with Gmt Adventures clients acknowledge these risks and agree to comply with all terms outlined herein.
These Terms and Conditions outline the responsibilities and obligations of both Gmt Adventures and our clients. They are designed to ensure a transparent, well-organized, and professional trekking or climbing experience.
Please read these Terms and Conditions carefully before confirming your booking. By proceeding with a reservation, you acknowledge that trekking and mountaineering involve risks that cannot be fully eliminated, and that you agree to follow all guidelines, instructions, and requirements provided by our company.
1. Booking & Payments
Advanced Booking Requirement: Clients must book their trek or expedition three months in advance to allow sufficient time for necessary preparation, including permits, guide arrangements, and logistical planning.
Adjustment of Trek or Expedition Cost Due to Government Fees: The Client acknowledges that the total cost of the trip is based on current rates for government fees, permits, flights, accommodation, transportation, and other services.
- The Government of Nepal may increase royalty fees, permit fees, or other government-imposed charges for trekking or climbing at any time.
- Service providers, including but not limited to airlines, hotels, guides, porters, expedition leaders, may increase their rates prior to departure.
Any such increase, whether before or after the deposit is paid, will result in an adjustment to the total cost of the trip. The Client agrees to pay any additional charges arsing from these increases.
Deposit: A 30% deposit is required to secure your reservation. This deposit is non-refundable and nontransferable. It cannot be transferred to another departure date, season, or trip. The remaining balance of the trip cost is due in subsequent payments as outlined below.
Second Payment: 40% of the total trip cost is due 90 days prior to trip start date.
Final Payment: The remaining 30% of the total trip cost is due 60 days prior to trip start date.
Payment Methods: Payments can be made via bank transfer. Clients are responsible for any transfer fees. Failure to meet payment deadlines may result in cancellation of your reservation.
Bank Details: Bank account details and payment instructions will be provided after booking confirmation.
2. Cancellation & Non-Refundable Policy
All payments made as outlined in Section 1 (Deposit and Payment Schedule) are nonrefundable and non-transferable, regardless of the reason for cancellation.
Company-Initiated Cancellation: For safety, health, weather, or other operational reasons, we reserve the right to remove or refuse to participate to any client before or during the trip. No refunds or credits will be provided in such cases.
Once the Trip Begins: No refunds or credits will be issued for unused services, missed days, or portions of the trip. Clients are responsible for the full trip cost once the itinerary has commenced.
Late Booking: Late bookings may be accepted up to 30 days prior to the scheduled departure date. Late bookings may be accepted only if operationally feasible and may incur additional charges. Availability is limited; please confirm with our team before attempting a late booking.
Travel Insurance Recommendation: We strongly recommend that all clients obtain comprehensive travel insurance covering trip cancellations, delays, and other unforeseen circumstances.
3. Required Documentation:
Clients must submit a passport-sized photograph, a copy of their passport, and any necessary forms. For expeditions above 7000 meters, clients are also required to provide information regarding their high-altitude experience and previous mountaineering activities at the time of trip confirmation. Important: Gmt Adventures will not be held responsible for any issues arising from the client’s failure to submit required documentation within the specified timeframe.
4. Insurance and Travel Risks
Given the inherent risks associated with trekking and expedition activities, particularly in highaltitude environments, we require that clients have comprehensive travel insurance covering medical expenses, helicopter evacuations, and helicopter search and rescue operations.
Gmt Adventures will collect insurance information to assist in emergencies. While we coordinate with relevant rescue services and handle related paperwork, we assume no liability or financial responsibility for any costs not covered by the client’s insurance. Clients are responsible for all expenses not covered by their insurance provider.
Important: Air evacuation options may be limited or unavailable in some regions. While the company will provide support within local regulations, the ultimate responsibility for safety and well-being rests with the client.
5. Incomplete Trips
Clients will not be entitled to any compensation if they are unable to commence or complete the trek or expedition due to personal reasons, including but not limited to injury or illness. Additionally, in the event of a government-mandated permit revocation due to unforeseen circumstances such as natural disasters, Gmt Adventures will not be liable for any refunds or compensation.
6. Client Compliance and Authority
Clients must adhere to all local laws, regulations, and customs during their trip. The company bears no responsibility for clients engaging in any illegal activities. In the event of unlawful conduct, the company reserves the right to contact local authorities. Any legal consequences arising from a client’s actions are solely the client’s responsibility. The company is under no obligation to provide legal assistance or financial compensation in such circumstances.
The team leader or guide holds ultimate authority during the trek or expedition. These individuals are highly experienced, and their decisions prioritize the safety and well-being of all participants. Clients agree to follow their instructions without exception.
In the event of disputes or conflicts among clients, the company’s staff will attempt to mediate. The company is not responsible for any outcomes, losses, or legal consequences arising from disputes among clients.
7. Substitute Guides or Expedition Leader
In the event that the originally assigned guide or expedition leader is unavailable due to illness, emergency, or other unforeseen circumstance, Gmt Adventures will provide a substitute guide or expedition leader of similar experience and qualifications. This substitution does not entitle the client to any refund or compensation.
8. Itinerary Modifications and Additional Costs
While Gmt Adventures carefully designs all itineraries based on extensive local knowledge and industry experience, circumstances may require modifications.
Unforeseen Events: Circumstances beyond our control, including but not limited to adverse weather conditions, natural disasters, political unrest, transportation delays, or government restrictions, may necessitate changes to the itinerary or schedule. Any additional costs that arise from these changes are the responsibility of the client.
Client-Induced Factors: Delays, equipment damage, requests for extra services, or other client-related issues will result in additional charges beyond the agreed trip price. Any services not included in the original itinerary — such as extra nights in lodges or hotels, meals, or transportation — are the financial responsibility of the client, regardless of the reason.
Optional Modifications: Clients may request itinerary adjustments before or during the trip. These can only be accommodated if operationally feasible and must be agreed upon in advance, with all related costs payable by the client.
Safety and Operational Feasibility: All adjustments, whether due to unforeseen events or client requests, will be made in the interest of safety and operational feasibility. The company and its guides retain the authority to make final decisions to protect clients and ensure the smooth operation of the trip.
9. Early Completion of Schedule
If a trip concludes earlier than planned due to including but not limited to client pace, weather, or logistical changes, no refunds will be issues for unused portions of the itinerary (see Section 2). Any additional services or nights required due to early completion remain the financial responsibility of the client.
10. Early Trip Termination
If a client chooses or is required to end their trip before the scheduled completion — for any reason, including personal decisions, health issues, or other unforeseen circumstances — the client will be responsible for all additional charges incurred. These charges cover the logistical costs of adjusting arrangements, including the return of guides and porters, accommodations, transportation, and other operational requirements. This process may take one to two days, depending on circumstances.
11. Non-Transferability of Services
All services provided by Gmt Adventures are strictly non-transferable. Once a booking is confirmed under a specific client’s name, it cannot be reassigned or used by another person.
This includes, but is not limited to:
- Accommodations
- Flights
- Permits
- Transport
- Guiding services
- Any other logistics related to the trip
For example, if a client chooses not to use a particular service (e.g., a hotel stay or transportation), it cannot be claimed or used by someone else. Similarly, services paid for by one client cannot be transferred or substituted for any third party.
12. Flight Cancellations
In the event of flight cancellations, for domestic or company-arranged flights, the company will assist with accommodations or alternative transport, but clients are responsible for all costs unless the cancellation is caused by the company. For international flights, clients are responsible for all costs, while the company will assist with arrangements but is not responsible for compensation.
13. Overnight Stays & Meals
In the event an overnight stay is required due to client circumstances, flight cancellations, or other factors outside the company’s control, clients are responsible for all associated accommodation and meal expenses. If the overnight stay is caused by the company’s actions, the company will cover the cost of accommodations.
14. Agreement of Services
Trekking and expedition destinations often present challenging conditions far removed from modern conveniences. In some instances, clients may not receive exactly what they expect, even if they are willing to pay for it. Gmt Adventures strives to provide the highest level of service, but unexpected events may occasionally arise where we are unable to meet specific expectations. We appreciate clients’ understanding and flexibility in adapting to such situations. Most importantly, clients must have a clear comprehension of the potential challenges and limitations associated with their chosen itinerary before booking. By confirming a booking, clients acknowledge and agree to these conditions.
15. Meals
We provide meals using the best available hotels, tea-houses, lodges, and experienced cooks at basecamp and higher camps. Clients acknowledge that meal options may be limited by local availability and may differ from personal preferences. The company is not liable for any dissatisfaction, inconvenience, or dietary limitations. Clients are expected to follow the guide’s recommendations regarding menu selection.
16. Equipment and Provided Gear
If Gmt Adventures provides any materials, gear, or equipment, whether owned by the company or sourced elsewhere, the client is responsible for returning all items to the company’s designated representative upon completion of the trip, expedition, or trek. Clients are liable for any loss, theft, or damage caused by negligence or misuse. Compensation will be charged based on the replacement or repair cost of the item, as reasonably determined by the company. The company is not responsible for injuries, losses, or damages resulting from the use of provided equipment, except as required by applicable law.
17. Publicity and Media Consent
By participating in a trip with Gmt Adventures, clients grant the company a non-exclusive, royalty-free, worldwide license to use any photographs or videos captured during the trip, including those voluntarily shared by clients, for marketing, promotional, or educational purposes. Client privacy will be respected, and personally identifying information will not be shared without explicit consent.
18. Minors
In accordance with Nepal Government regulations, individuals under sixteen (16) years of age are not permitted to climb mountain peaks. Trekking activities may be undertaken by minors only under the supervision of their parent or legal guardian. All clients below sixteen (16) must be accompanied by a parent or legal guardian for the duration of the trip. The company assumes no responsibility for minors participating without proper supervision.
19. Extra Activities
Clients must notify Gmt Adventures in advance of any additional activities they wish to undertake, such as skiing, drone flights, paragliding, or waving large flags. Some activities may require special permits or incur additional fees imposed by the Government of Nepal or other authorities.
Undertaking any extra activities without prior notification may violate local regulations and result in legal consequences and additional costs, for which the client is solely responsible. If informed beforehand, Gmt Adventures will assist in obtaining necessary permits and complying with relevant procedures. However, the company cannot guarantee that all permits will be obtainable.
20. Modifications / Changes in Itinerary
Clients who wish to modify their itinerary must notify Gmt Adventures in writing at least two weeks prior to the scheduled departure date. Modifications may be subject to the company’s cancellation and change policies (see Sections 2 and 10).
Clients will be responsible for any costs associated with non-refundable items, including but not limited to government permits, travel tickets, hotel bookings, guides, porters, or insurance. Additionally, clients are liable for any cancellation fees incurred for airfares or other services purchased on their behalf.