Booking Conditions

This policy applies to all Himalayan Trails bookings except cases where the trip is sold within 30 days of trip departure date, in which case the policy for such trips applies. No employee, servant or agent of Himalayan Trails has authority to vary these conditions.

It is essential that the traveller reads and understand the conditions of booking, below. Please note that these conditions are subject to change and you must read and understand the current conditions prior to booking your trip.

Acceptance of Risk

Each traveller assumes the risk of injury to his/her person or property resulting from any of the inherent dangers and risks of adventure travel and may not recover from Himalayan Trails for any injury resulting from any of the inherent dangers and risks of the trip. This includes the failure of participants to act within their own abilities.

Each traveller has the responsibility for knowing the range of his/her own ability and to act within the limits of such ability.

Each traveller expressly accepts and assumes the risk of and all legal responsibility for any injury to person or property resulting from any of the inherent dangers and risks of adventure travel.

Each traveller has the duty to heed all warnings and to refrain from acting in a manner which may cause or contribute to the injury of themselves or others.

Each traveller much acknowledge that they are responsible for making themselves aware of the risks involved and of making their decisions accordingly.

Participation Agreement

Submitting the booking form signifies your agreement with the following statement:

“I understand that travelling with Himalayan Trails may involve risks (and rewards) above and beyond those encountered on a more conventional holiday. I understand that I am undertaking an adventure trip with some inherent dangers. I understand that I am travelling to geographical areas where, amongst other things, the standard of accommodation, transport, safety, hygiene, cleanliness, medical facilities, telecommunications and infrastructure development may not be of the standard I am used to at home or would find on a conventional holiday.

I have read and understood the Himalayan Trails information about the trip I am undertaking and have provided details of any pre-existing medical conditions I have to Himalayan Trails’ representatives.
I understand the risks and I fully assume responsibility for the risks of travel. I release Himalayan Trails from any liabilities connected to these risks to the maximum extent permitted by law.”


Each traveller must acknowledge that your travel on a Himalayan Trails trip requires a degree of flexibility, and understand that the trip’s route, accommodation and modes of transport are subject to change without prior notice due to local circumstances. We will always endeavour to provide replacement components of equal value.

Should Himalayan Trails deem it advisable to amend an itinerary for any reason, it may do so by shortening, varying or re-routing any trip. These changes are binding and additional expenses will be charged to you if the reason for any alteration is outside Himalayan Trails’ control.

Authority on Tour

While travelling with Himalayan Trails you agree to accept the authority of the tour leader at all times. You are aware that travel within a group may involve compromise to accommodate the diverse desires and physical abilities of group members. You understand that Himalayan Trails reserves the right to decline, accept, or retain any person as a member of the group at any time.

Himalayan Trails will not accept responsibility or liability for any traveller who contravenes any law or regulation of any country visited.

Third Party

You acknowledge that Himalayan Trails contracts with a network of companies, government agencies and individuals to assist in the running of its tours. To the best of Himalayan Trails’ knowledge, these third parties are qualified to perform the duties they are contracted to perform. However Himalayan Trails will not be held liable for any injury, damage, loss, delay or irregularity that may occur due to the behaviour of these third parties.

Passports and Visas

You must carry a valid passport and have obtained the appropriate visas when travelling with Himalayan Trails. Please ensure that your passport is valid for a minimum of 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas for your holiday. Himalayan Trails does not accept responsibility if you are refused entry to a country because you lack the correct visa documentation. The only exception to the above is in the case of Bhutan and Tibet for which countries Himalayan Trails makes all the visa arrangements.

For more information, please refer to the visa information provided to you by Himalayan Trails.

Accuracy of Information

Upon booking a trip each traveller must provide their name as written in their passport, as well as their correct passport number and expiration date.

Each traveller must provide Himalayan Trails with details of any medical or other conditions that may affect the trip.

Each traveller is responsible for notifying Himalayan Trails if airline tickets reserved in their name have incorrect details such as name spellings, designations, etc. Himalayan Trails will not be held responsible for replacement tickets if names or designations changed from the time of original booking.


Each traveller must acknowledge that the trip price does not cover the cost of insurance for the traveller.

Each traveller is responsible for purchasing and possessing his/her own personal travel and medical insurance. Insurance must cover personal accident, evacuation, medical expenses, emergency repatriation and personal liability costs and all other costs resulting from loss, damage or injury. It must also cover all the activities that you will be undertaking on the trip.

Travellers are also recommended to have insurance covering loss of luggage and personal effects, as well as cancellation, should unforeseen events make their trip not possible, or in the case that unforeseen events cause the guest to incur additional expenses, such in the case of delays, weather, strikes, political strife, etc. Himalayan Trails will not be held responsible for these additional expenses.

For more information, please refer to the insurance information provided to you by Himalayan Trails.

Use of Photographs

The traveller understands and accepts that all photographs taken by Himalayan Trails staff or given to Himalayan Trails by guests may be used in promotional materials for Himalayan Trails and our sister company Highlander Trekking and Expeditions unless otherwise requested by you, the traveller.

Late Changes

It may not be possible to make any amendments to your booking within 10 days of departure. However we will certainly try our best to help you!

Booking Amendments

If you wish to change your booking in any way, the following fees will apply:

  • If the booking amendment request is received by Himalayan Trails 60 days or more prior to your original tour’s departure – fee on application.
  • If the booking amendment request is received by Himalayan Trails within 60 days of your original tour’s departure – charges as per cancellation fees.
  • If, since the time of your original reservation, there has been any change in the price of the tour that you change your booking to, then the new tour price will apply to the new reservation.
  • Domestic flights are refundable at the discretion of the airline.

These fees are in addition to any charges levied by hotels, ground operators or airlines.

Unused Services

There are no refunds for unused services. Discounts can not be given if the client requests changes in program once deposit has been paid. I.e. missing a day of a multi-day trip does not result in a partial refund of trip price once the trip has been booked and initial deposit paid.

Cancellation by Himalayan Trails

Himalayan Trails reserves the right to cancel any tour departure before it is guaranteed to run. A tour is guaranteed to run once it has two fully paid travellers, unless minimum numbers state otherwise.

A proviso to this is that Himalayan Trails reserves the right to cancel any tour, including a guaranteed tour, due to terrorism, natural disasters, political instability or other external events which make it unviable for Himalayan Trails to operate our planned schedule. In such a case Himalayan Trails will, at their own discretion, refund the tour price only.

Cancellation by The Traveller

Cancellation fees apply to all cancelled reservations. The date of trip cancellation is the date on which the written notice of cancellation is received by Himalayan Trails.

Cancellation fees are as follows, per person:

  • 60 days or more prior to trip start date = loss of deposit
  • Between 30 and 59 days prior to trip start date = 50% of total booking cost
  • Less than 30 days prior to departure = 100% of total booking cost
  • Domestic flights are refundable at the discretion of the airline

No refund will be made if you voluntarily leave a trip for any reason after the trip has begun.

If you are involuntarily forced to leave a trip for any reason, then any refund will be at the discretion of Himalayan Trails.

No refund will be made for any accommodation, transport, sightseeing, meals or services not utilised.

Himalayan Trails is always happy to reschedule a traveller’s adventure date if needed. In fact, we prefer to reschedule a client for another trip date than have them entirely cancel their vacation.

Thank you for travelling with Himalayan Trails

We appreciate that you have chosen to travel with us and we pride ourselves on delivering the best service and attention to detail to make your trip truly amazing!