1) Eligibility & Booking Process

You must be at least 18 years old (or traveling with a legal guardian) and legally able to enter contracts. A booking is confirmed once we issue a written confirmation (email is sufficient) after receipt of the required deposit and completed forms (including a medical questionnaire and liability waiver).

Group sizes, guide-to-client ratios, and participation requirements vary by itinerary. We reserve the right to decline a booking if, in our reasonable opinion, safety or operational integrity would be compromised.

2) Payments, Cancellations & Refunds

Deposits & Balance

• A non-refundable deposit of 25% of the trip price is due at booking unless otherwise stated in your program details.
• The remaining balance is due 60 days before trip start. For expeditions requiring special permits or logistics, earlier deadlines may apply (stated in your invoice).

Client Cancellations

• ≥ 60 days before start: refund of amounts paid minus the 25% deposit and any non-recoverable supplier or permit costs.
• 30–59 days: 50% of total trip price is refundable (less non-recoverable costs).
• < 30 days: no refund.

No-Shows / Early Departure

No refund for no-shows, unused services, or early departure due to personal choice or failure to meet entry/permit requirements.

Changes by You

Change requests (dates, itinerary, participant names) are subject to availability and an administrative fee; additional costs charged by suppliers may apply.

Payment Methods

We accept commonly used electronic and card methods listed at checkout or on your invoice.

3) Pricing, Inclusions & Exclusions

Prices are quoted per person unless otherwise stated. Your trip confirmation will specify inclusions. Typical inclusions may be:

• Guiding services; local support staff; standard accommodation during the itinerary; transportation as specified.
• Standard trekking permits (e.g., TIMS) and national park or conservation area entry fees when listed in your confirmation.
• Group safety equipment as deemed appropriate by your guide.

Unless expressly included, prices exclude:

• International airfare; excess baggage; visa fees; vaccinations; personal travel & evacuation insurance.
• Personal equipment and clothing; optional side trips; tips; alcoholic beverages; meals not listed.
• Extra nights due to delays, weather, or itinerary changes not caused by our negligence.

We may correct obvious pricing errors. Currency fluctuations, permit fee revisions, or extraordinary logistics changes may necessitate price adjustments prior to final payment.

4) Assumption of Risk & Safety

Mountain travel, trekking at altitude, glacier and high-angle terrain, remote helicopter access, and travel in developing regions involve inherent risks including but not limited to altitude illness, falls, rock/icefall, crevasse hazards, avalanches, severe weather, equipment failure, animal encounters, navigation errors, food/water-borne illness, road/air transport incidents, limited medical care, political unrest, and natural disasters. By participating, you knowingly accept these risks.

Guides may modify plans at their discretion for safety or logistics. You agree to follow guide instructions and to use provided safety equipment properly.

5) Itinerary Changes, Delays & Force Majeure

Schedules in the Himalaya (including Lukla airstrip flights and remote helicopter operations) are frequently impacted by weather, air traffic, runway conditions, government orders, permit issuance, or other factors beyond our reasonable control. We are not liable for additional costs or losses arising from such delays.

“Force Majeure” means events beyond our reasonable control (e.g., severe weather, natural disasters, epidemics, war, civil unrest, strikes, government restrictions, border closures, airspace/airport disruptions). We may cancel, postpone, or alter an itinerary due to Force Majeure. Where we cancel before departure for Force Majeure, we will provide a credit or refund net of non-recoverable costs already incurred with third parties.

6) Health, Fitness & Insurance

• You are responsible for ensuring you are fit for your chosen itinerary and for obtaining medical advice regarding altitude exposure.
• Comprehensive insurance is mandatory for all high-altitude treks/expeditions and must cover emergency evacuation (including helicopter) and medical expenses at altitude.
• You authorize us and our partners to arrange emergency evacuation and medical care if deemed necessary; you are responsible for associated costs to the extent not covered by your insurance.
• Please disclose relevant medical conditions in advance. We may require a physician’s clearance.

7) Permits, Visas & Compliance

You must hold a valid passport and obtain required visas. For Nepal itineraries, you may require trekking permits (e.g., TIMS), national park or conservation area permits, and, for mountaineering, expedition permits issued by the Department of Tourism. We will advise permit needs and, where contracted, arrange permits on your behalf. Failure to meet entry, visa, or permit requirements is your responsibility.

You agree to comply with local laws, park regulations, and Leave No Trace principles. Conservation rules may restrict drone use, camping locations, or waste/latrine practices.

8) Equipment, Rentals & Personal Property

• Your personal gear must meet our minimum standards (gear list provided). We may refuse participation if gear is unsafe or inadequate.
• Rented or provided equipment must be returned in reasonable condition; you are responsible for loss or damage beyond normal wear.
• We are not responsible for loss, theft, or damage to personal property.

9) Participant Responsibilities & Behavior

• Act respectfully toward local communities, staff, and other participants. Harassment, discrimination, or unsafe conduct may result in removal from the trip without refund.
• Disclose any conditions (medical or otherwise) that could affect your or others’ safety.
• Observe weight limits for domestic flights, porters, or yak/dzo loads as directed.

10) Privacy & Data

We collect personal information you provide (e.g., contact details, passport data for permits, medical disclosures necessary for safety). We use this information to deliver the Services and to comply with legal/permit requirements. We may share necessary data with local partners strictly to perform the Services. For more details, see our separate Privacy Policy.

You consent to reasonable use of group images or video captured on trips for trip operations and, with your permission when required by law, for marketing. You may opt out by notifying us in writing.

11) Complaints & Dispute Resolution

Please raise any on-trip concerns immediately with your guide so we can attempt to resolve them. If unresolved, email us at
info@anhsherpaexped.com within 30 days of trip end with details and supporting information.

Informal Resolution; Mediation

The parties will first attempt in good faith to resolve disputes through informal discussions. If unresolved, the parties agree to non-binding mediation in Vermont, USA, before proceeding further.

Arbitration

Except for claims that may be brought in small-claims court, any dispute arising out of or relating to these Terms or the Services shall be finally resolved by confidential binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules in Burlington, Vermont. Each party bears its own costs; arbitrator fees are split unless the arbitrator decides otherwise. By booking, you waive the right to a jury trial and to participate in class actions.

12) Governing Law

These Terms are governed by the laws of the State of Vermont, USA, without regard to conflicts-of-law rules. Operational matters occurring in destination countries (e.g., Nepal) remain subject to applicable local laws and regulations.

13) Miscellaneous

• Severability: If any provision is unenforceable, the remaining provisions remain in effect.
• Assignment: We may assign our rights/obligations to qualified operators or partners as needed to deliver the Services.
• Entire Agreement: Your booking confirmation, trip dossier, waivers, and these Terms constitute the entire agreement and supersede prior representations.
• Updates: We may update these Terms from time to time; the version effective at the time of your booking applies unless changes are required by law or regulation.

14) Contact

Adventure at Natural Highlands SherpaTrek & Expeditions LLC
1 Baird St, Burlington, VT, 05401-5365, USA
+1 (802) 264-8632 · info@anhsherpaexped.com