Terms & Conditions
Your journey means everything to us. At Dudhkunda Adventure Treks, we don’t just organize trips—we create meaningful Himalayan experiences that stay with you long after you return home. These Terms & Conditions are written in simple, honest language so you fully understand how we operate, what you can expect from us, and what we kindly request from you before joining any of our adventures.
Please read everything carefully before confirming your booking. Once your trip is confirmed, these terms form an agreement between you and Dudhkunda Adventure Treks.
1) Booking Confirmation & What We Need From You
To confirm your booking with us, we require a few essential details so we can properly prepare your adventure in Nepal, Tibet, or other destinations we operate in. This includes a clear scanned copy of your passport (photo page) and a deposit of 20% of the total trip cost.
Once we receive both your deposit and your travel details, your booking is officially confirmed. From that moment, we immediately begin arranging your permits, accommodation, transportation, guide assignments, and any domestic flights required for your itinerary. Everything is handled carefully in advance to ensure your journey runs smoothly from start to finish.
The remaining balance is normally payable upon arrival in Kathmandu before your trip begins, unless we have agreed otherwise in writing during the booking process. For certain remote or special region trips, different payment arrangements may apply depending on local regulations or operational requirements, which we will clearly explain at the time of confirmation.
2) Deposit & Booking Policy
The deposit is an important part of securing your place on a trip. It allows us to confirm services in advance with our local partners, including hotels, trekking permits, guides, porters, transportation providers, and other logistical arrangements.
Please understand that the 20% deposit is non-refundable once paid. This is because many of the services we book on your behalf require advance payments that cannot be recovered if plans change. In the event of cancellation, the deposit is treated as a cancellation fee and helps cover the pre-arranged commitments already made in your name.
We always recommend that travelers are certain of their travel dates before making a deposit, or consider travel insurance that covers trip cancellation.
3) Payment Methods
We aim to make payment simple and secure for all our clients around the world. We currently accept bank transfers and selected digital payment options. If you prefer to pay by credit or debit card, we can also guide you through a secure payment gateway depending on availability at the time of booking.
A) Bank Transfer (Preferred Method)
Bank transfers remain the most commonly used and reliable method for international payments.
Account details and instructions will be shared at the time of booking confirmation. After completing your transfer, we kindly request that you send us the transaction receipt or reference number by email so we can quickly verify and confirm your payment.
Please note that all bank charges, intermediary fees, or transfer costs must be covered by the sender.
B) Credit/Debit Card Payments
For your convenience, we also offer card payment options through secure online gateways. A processing fee of approximately 3.5% applies to all card transactions. This fee is charged by payment processors and not by us, and it helps maintain secure international transactions.
4) Last-Minute Bookings
We understand that travel plans can sometimes happen spontaneously. While we recommend booking in advance, we do our best to accommodate last-minute requests whenever possible.
For Nepal-based treks and tours, bookings can often be arranged even a few days before departure, depending on availability of permits, guides, and accommodation. However, during peak trekking seasons, availability may become limited, especially for popular routes, domestic flights, and remote region permits.
For Tibet or restricted regions, advance booking is strongly recommended due to longer permit processing times and government approvals. In such cases, last-minute arrangements may not always be possible.
5) Changes & Date Postponement
We understand that plans can change, and flexibility is important when traveling. If you need to postpone your trip, we kindly ask you to inform us as early as possible in writing.
We will always try our best to reschedule your trip to a new date that works for you, and any payments you have already made will be adjusted toward your new booking. We do not charge any additional postponement fees from our side, because we value long-term relationships over rigid policies.
However, please note that third-party providers such as airlines, hotels, or transport operators may charge change fees or fare differences. If such costs arise, they will need to be covered by the traveler.
6) Cancellation & Refund Policy
We understand that cancellations may sometimes be unavoidable, but because we make advance arrangements on your behalf, our cancellation policy is structured to reflect operational realities.
If you cancel after confirming your booking, the 20% deposit remains non-refundable.
If you have paid more than the deposit amount, we will retain the deposit and refund the remaining balance according to the cancellation timeline. Refunds are processed through the original payment method whenever possible, though processing times may vary depending on banks and payment providers.
Refund structure for total trip cost:
- 30 to 40 days before departure: 70% refund
- 15 to 30 days before departure: 50% refund
- 7 to 15 days before departure: 30% refund
- Less than 7 days before departure: No refund
7) Travel Insurance (Mandatory)
Travel insurance is compulsory for all our clients. This is essential for your safety in the Himalayas and ensures that you are protected in case of emergencies.
Your insurance policy must include coverage for emergency medical treatment, high-altitude trekking, evacuation (including helicopter rescue if required), trip cancellation, loss of baggage, and personal accidents. It should also cover disruptions caused by natural disasters or unexpected travel interruptions.
You are required to carry a copy of your insurance details with you during your trip. We strongly recommend choosing a reliable provider that understands adventure travel in remote regions.
8) Safety, Responsibility & Health Disclosure
Adventure travel in Nepal involves natural risks, including altitude changes, weather variations, and remote terrain. While we take every precaution to ensure your safety, certain risks are inherent in trekking and mountain travel.
We commit to providing trained guides, careful planning, safety briefings, and continuous support throughout your journey. At the same time, we request that all travelers act responsibly, follow guide instructions, and respect local safety guidelines.
It is your responsibility to inform us of any pre-existing medical conditions before the trip begins. Failure to follow safety instructions or leaving a group early may result in additional costs for transportation or logistics, which must be borne by the traveler.
9) Delays, Weather & Uncontrollable Events
In mountain regions, travel conditions can change unexpectedly due to weather, natural events, flight delays, or government restrictions. These situations are part of Himalayan travel and sometimes unavoidable.
We always do our best to adjust itineraries and provide alternatives when such situations occur. However, additional costs caused by delays—such as extra accommodation, meals, or transportation—are generally the responsibility of the traveler.
We strongly recommend keeping at least 1–2 buffer days in your travel plan for domestic flights and trekking schedules, as weather conditions can affect timings in mountainous regions.
10) Trip Interruptions
No refunds are provided for unused services if a trip is shortened or interrupted due to personal reasons, health conditions, late arrival, missed flights, or decisions made by the traveler.
We will always try to assist with arrangements where possible, but any additional costs arising from changes will need to be covered by the traveler.
11) Conduct & Respect During Travel
We welcome travelers from all backgrounds and expect respectful behavior toward local communities, guides, staff, and fellow travelers. Respect for local culture, traditions, and the environment is an important part of traveling in Nepal.
Any behavior that violates local laws or causes disruption may result in removal from the trip without refund. Fortunately, such situations are extremely rare, as most travelers embrace the spirit of responsible travel.
12) Third-Party Bookings
These Terms & Conditions apply only to bookings made directly with Dudhkunda Adventure Treks. If you book through third-party agencies, online platforms, or local partners, their individual terms and policies will also apply. We recommend carefully reviewing those conditions before confirming your booking.
A Final Word
We have designed these terms to be fair, transparent, and respectful to both travelers and our operational team. Our goal is not just to organize treks, but to build trust, create unforgettable experiences, and ensure clarity at every step of your journey.
If anything in these terms is unclear, we encourage you to contact us anytime. We are always happy to explain further because we believe good communication is the foundation of a great travel experience.
We look forward to welcoming you to Nepal and sharing the beauty of the Himalayas with you.