Terms & Condition

Nepal New Generation Trek & Adventure is a Private Limited Company under the laws of Nepal Government and accepts your reservation/booking under the following terms and conditions. Before confirming the trip through our organization trekkers, travelers, mountaineers, and adventure enthusiasts should know the following terms and conditions of Nepal New Generation Trek & Adventure. We encourage you to read them carefully.

 

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. Basecamphikes 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

Basecamphikes 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.

 

 

Travel Restrictions

We advise all guests to check current conditions with their embassy and Nepal immigration. Before planning to come to Nepal please consider that regulations may change quickly and that it's possible you may be required to quarantine for up to 10 days or longer. If you test positive for Covid that you may be required to quarantine for an extended period. All of our trekking packages include a set number of hotel nights and extra nights for quarantine requirements and covid testing are not included. It's also possible that if Covid restrictions are tightened that international flights in and out of the country may be cancelled (as well as domestic flights to Lukla). We suggest booking a flexible flight ticket so that you can change your departure date if needed. Some patience, flexibility and extra time is going to be required to get to Everest Base Camp. We are not responsible for changes in policy or the enforcement of such policies. We will make every effort to ensure your trip in Nepal runs smoothly.

 

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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 ($40/night) and meals in Kathmandu or Lukla that are a result of flight delays.
  • Nepal entry visa ($40 USD).
  • 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 Basecamphikes 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 Kathmandu View Hotel which is centrally located in Thamel, the tourist district of Kathmandu. If the Kathmandu View Hotel 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 us 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.

 

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:
 

  1. 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.
  2. 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.
     
  3. 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 or Langtang regions 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.

 

PAYMENT POLICY

The trip price is quoted in US$. The payment can be made in ‘hard currency’ at the current published rate against the US$. The payment can be made in US$ cash or Visa or Master Card or Union Pay or AMEX or JCB or SCT or Maestro in which case the payment will be calculated and shown in Nepali rupees at the current rate against the US$. There is a surcharge of 3.5% against card payment. A deposit payment of 25% of the trip cost (NON-REFUNDABLE) is required at the time of booking or no later than 10 days before departure date. Your place on any trip will not be guaranteed or held unless the deposit is paid. Balance of payment or full payment is required 7 day prior to the trip departure.

CANCELLATION POLICIES

Cancellation by Client
In case of my cancellation, 75% of total agreed cost is refundable only when notice of my cancellation is clearly given and recorded by the Agent no less than 7 full days prior to the departure from Kathmandu. Otherwise no payment is refundable. Transfer to an alternative departure date will be charged US$ 50 per person. Last minute cancellation and absence at departure will not be refunded.

Under no circumstance will there be a refund of any kind if you don’t notify us and don’t show up on the trip departure date or if I leave the trip after the trip has started for any reasons, voluntary or involuntary.

Cancellation by Agent
I accept that Nepal New Generation Trek & Adventure reserves the right to cancel any trip without prior notice for any reasons deemed appropriate by them. In such a case I will receive full refund in local currency at the current rate against the currency I paid.

Trip Alteration or Termination by Reasons Beyond Control
I understood that my itineraries may be affected by reasons beyond control of Nepal New Generation Trek & Adventure, in such event, I accept that Nepal New Generation Trek & Adventure has the right to alter my itineraries or cut short my trip for the purpose of my own safety at Nepal New Generation Trek & Adventure full discretion. In such event, I shall not hold Nepal New Generation Trek & Adventure liable in anyway to refund any money.

 

PERSONNEL AFFIRMATION AND AGENT’S RISK DISCLOSURE

I am aware that the mountain trek or expedition, jungle tour, traveling in mountain terrain, on rivers and in forests, whitewater rafting, traveling by aircraft, car, coach, jeep, boat, canoe, raft, elephant, donkey, bicycle, or any other means of transport or any other portion of the journey or vacation under the aforementioned arrangements contains following, but not limited to risks of accident or illness caused by or resulting in the following:

  • Accidents or illness in remote regions with little or no medical facilities and/ or without means of speedy communication and/ or evacuation;
  • Illness caused by Client’s inherent health condition or natural illness;
  • Accidents caused by the forces of nature;
  • Accidents caused by my own ignorance;
  • Accidents caused by reasons beyond control of Nepal New Generation Trek & Adventure.