Terms & Conditions

Regd. No. 269034/078/079 | PAN No. 610067756

SECTION 01

Welcome

Thank you for choosing Alpinist Climber Expeditions Pvt. Ltd. for your mountaineering, peak climbing, or trekking adventure in Nepal. These Terms and Conditions (“Terms of Use”) explain how bookings, payments, cancellations, and other important matters work between you and ACE.

Please read these Terms carefully before you book. By booking any expedition, peak climbing trip, or package with ACE, you confirm that you have read, understood, and agreed to these Terms in full. If you do not agree with any part of these Terms, please contact us before booking.

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About Alpinist Climber Expeditions

Alpinist Climber Expeditions Pvt. Ltd. is a registered expedition and mountaineering company based in Nepal (Regd. No. 269034/078/079, PAN No. 610067756). We plan and operate expeditions, peak climbing trips, and adventures across the Himalayan ranges of Nepal, including some of the highest mountains in the world.

We may update our website content, itineraries, pricing, and these Terms at any time. The most recent version of these Terms, published on our website, applies to your booking.

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Currency and Payment

We accept payment in Euros (€) and US Dollars (US$). The currency used depends on your location. Once you make your first payment, all later payments for the same trip must be made in that same currency.

You may pay by bank transfer or card. Please note that any bank charges or card processing fees are your responsibility.

SECTION 04

Booking Confirmation and Deposit

Your booking is confirmed once ACE issues you a written confirmation of your deposit. Deposit amounts are as follows:

•     Standard trips: 30% of the total trip cost.

•     Customized or private trips: 50% of the total trip cost, since these require more detailed planning.

•     Last-minute bookings: 100% of the total trip cost may be required in some cases.

The remaining balance is due upon your arrival in Kathmandu, unless we have agreed otherwise with you in writing.

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Minimum Group Size and Personalized Trips

Most of our standard group packages are designed to run with a minimum of 3 participants. If this minimum is not reached, we will contact you with the available options, which may include joining a different departure date, waiting for more members to join, or continuing with a personalized quotation built around your preferred group size.

You are always welcome to inquire about a private or customized departure, regardless of the number of people traveling with you.

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Changing Your Booking

If you wish to make changes to your trip, please notify us in writing as early as possible. Some changes may not be possible once permits, flights, or insurance have already been arranged.

If a government permit, flight ticket, or insurance policy has already been issued and cannot be cancelled or refunded, you will be responsible for that cost. You may also be responsible for any cancellation fees charged by airlines for tickets booked on your behalf.

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Cancellation Policy

We understand that plans can change. If you need to cancel your trip, please send us written notice, including your reason for cancelling. Refunds are calculated using the schedule below, based on how many days before departure we receive your written notice.

•     Any remaining unpaid balance is still due at the time of cancellation.

•     Costs already paid for climbing permits, insurance, and equipment allowances are non-refundable at any time, regardless of when you cancel.

•     Approved refunds are processed within a reasonable time, using the same payment method you used for your deposit, less any non-recoverable costs already incurred on your behalf.

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Force Majeure — Events Beyond Our Control

ACE is not responsible for delays, changes, or cancellations caused by events beyond our reasonable control. This includes, but is not limited to: natural disasters such as earthquakes, floods, landslides, or avalanches; epidemics or pandemics; war, terrorism, or civil unrest; strikes or transport disruptions; and restrictions imposed by any government or authority.

If such an event affects your trip, we will do our best to adjust the itinerary, offer reasonable alternatives, or reschedule where possible. Any additional costs caused by these events, including permits, transport, or accommodation, will be your responsibility — which is why comprehensive travel insurance is so important.

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Weather and Expedition Conditions

All ACE expeditions and treks take place in the Himalaya, where weather and mountain conditions are unpredictable and can change within hours. Your safety will always come before the planned itinerary.

If trails become unsafe, snow or ice conditions deteriorate, government authorities impose restrictions, or flights to mountain airstrips are delayed or cancelled because of weather, visibility, or wind, ACE may change the itinerary, delay the schedule, reroute the trip, or arrange alternative transportation whenever we consider it necessary. We make these decisions only for your safety, and our guides will always do their best to keep the spirit and objectives of your trip intact.

ACE is not responsible for any extra costs or losses that result from weather-related delays, including missed international flights. Because of this, we strongly recommend that you purchase comprehensive travel insurance before arriving in Nepal, covering trip interruption, flight delays, emergency evacuation, medical expenses, helicopter rescue, and trip cancellation.

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Health, Fitness, and Age Requirements

You must be at least 18 years old to join any ACE expedition, peak climbing trip, or high-altitude adventure, as these are extreme sports that carry serious physical risk.

Before your trip, you must provide a medical certificate from a licensed doctor confirming that you are physically and mentally fit for high-altitude trekking and mountaineering. We recommend submitting this certificate at least 30 days before departure.

ACE reserves the right to refuse participation, or to remove a participant from a trip already underway, without any refund beyond what is set out in our Cancellation Policy, if a valid medical certificate is not provided, or if a guide or medical professional reasonably believes that a participant's health condition puts the participant or the group at risk.

You must tell us about any pre-existing medical conditions, allergies, or disabilities at the time of booking, so that we can plan and prepare properly.

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Travel Insurance

Travel insurance is not included in our trip price, but it is required for every ACE trip, and arranging it is your responsibility. Your policy must be valid for the full length of your trip and should cover:

•     Medical expenses and hospital treatment

•     Emergency and helicopter evacuation

•     High-altitude illness and accidents

•     Trip cancellation, curtailment, and delay

•     Lost, damaged, or delayed baggage

Unless your insurance company agrees in advance to pay evacuation or rescue costs directly, these costs must be paid in cash in Nepal at the time of the emergency. Please make sure your policy covers every activity you will take part in during your trip.

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Understanding and Accepting the Risks

Mountaineering, peak climbing, and high-altitude trekking are adventure activities that involve real, and sometimes serious, risks. By booking a trip with ACE, you confirm that you understand and voluntarily accept these risks, which may include (but are not limited to):

•     Difficult or unstable terrain, rockfall, icefall, or avalanches

•     Altitude-related illness, including acute mountain sickness, high-altitude pulmonary or cerebral edema, frostbite, and hypothermia

•     Sudden and severe changes in weather

•     Equipment failure

•     Limited access to emergency medical services in remote areas

•     Wildlife encounters and insect bites

No expedition or trekking outcome, including summit success, can ever be guaranteed. You choose to join an ACE trip freely, with an understanding of these risks.

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Release of Liability and Indemnity

In consideration of being allowed to participate in an ACE trip, you agree to release ACE, its owners, staff, guides, climbing Sherpas, and representatives from claims, liabilities, and expenses arising from the ordinary risks of mountaineering and trekking described in these Terms, and to indemnify ACE against claims connected to your participation — except where the loss is directly caused by ACE's own proven negligence or willful misconduct.

This clause does not remove your right to make a claim for injury or loss that is directly caused by our negligence.

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Consent to Emergency Medical Treatment

In a medical emergency, if you are unable to give consent yourself, you agree that our guides or expedition leaders may arrange necessary medical treatment or evacuation on your behalf, acting in your best interest and based on the professional advice available at the time. All related costs remain your responsibility, as described in the Travel Insurance section above.

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Your Responsibilities

•     Carry a valid passport (valid for at least 6 months) and obtain the correct visa for Nepal.

•     Arrange comprehensive travel insurance covering the activities you will take part in.

•     Book flights with a flexible schedule, since travel in the Himalaya can be delayed or disrupted.

•     Disclose any medical conditions, allergies, or disabilities at the time of booking.

•     Follow the instructions of your guide and expedition staff at all times, especially those related to safety.

•     Cover the cost of any extra services you request beyond what is included in your package.

•     Cover any personal expenses, or extra costs from an extended stay, caused by natural events, strikes, political unrest, or other events outside our control.

•     Respect local communities, culture, and the natural environment, and follow Leave No Trace principles during your trip.

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Our Responsibilities

•     Provide all services listed in the Cost Inclusions section of your package.

•     Introduce you to your guides, climbing Sherpas, and support staff.

•     Arrange food, lodging, and accommodation to the best of our ability throughout your trip.

•     Listen to and address any safety concerns you raise during your trip.

•     Act promptly to arrange help in the event of an emergency.

•     Employ experienced, properly paid guides and staff, and treat them fairly.

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Photos, Videos, and Marketing

We love sharing the adventures of our clients. Unless you tell us otherwise, ACE may use photographs and videos of you taken during your trip for our website, social media, brochures, and other marketing materials, at no cost to us.

If you would prefer that we do not use your image in this way, simply let us know in writing before or during your trip, and we will respect your choice.

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Complaints

If something isn't right during your trip, please tell your guide or expedition leader immediately, so that we have the best chance to fix the problem while you are still in the field, before the conclusion of your trip.

Complaints raised after your trip has ended, or after we have parted ways, are much harder for us to investigate properly and resolve fairly.

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Privacy

As part of booking your trip and arranging permits, we need to collect certain personal information from you. We take reasonable steps to keep this information secure, and we do not share it for any purpose beyond providing your trip and meeting our legal obligations.

For full details on how we collect, use, and protect your personal information, please see our separate Privacy Policy on our website.

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Limits on Our Liability

ACE is responsible for the services described in your itinerary that we provide directly. Where we arrange services from independent third parties, such as airlines, domestic flight operators, teahouses, or hotels, we select them carefully, but we are not responsible for their acts, omissions, or failures, except where required by Nepalese law.

ACE is not liable for any indirect or consequential loss connected to your trip.

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Governing Law and Jurisdiction

These Terms, and any dispute arising from them or from your trip with ACE, are governed by the laws of Nepal. Any such dispute will be subject to the exclusive jurisdiction of the courts of Nepal.

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If a Clause Cannot Be Enforced

If any part of these Terms is found to be invalid or unenforceable by a court, the rest of these Terms will remain in full effect.

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Changes to These Terms

We may update these Terms from time to time to reflect changes in our services or in the law. The version published on our website at the time of your booking applies to your trip. We recommend reviewing these Terms again before you travel.

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Contact Us

If you have any questions about these Terms or your booking, please reach out to us:

PHONE / WHATSAPP

+977 9843314253

EMAIL

info@alpinistclimberexpeditions.com

WEBSITE

https://alpinistclimberexpeditions.com

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Acceptance of These Terms

By paying a deposit, confirming a booking, or joining an ACE trip, you confirm that you have read, understood, and agreed to these Terms and Conditions in full.