Terms and Conditions

Package Prices

Package cost is the cost quoted for any of the trips and all the cost inclusions & exclusions are listed out on the trip quote. Your package prices are mainly based on ground costs, airfares and exchange rates. Index Adventure attempts to not increase trip prices (in full or part), but sometimes increase in price is outside its control. We have the full right to change your tour prices without any prior notice at any time before and including the departure date. The changes may be for various reasons such as exchange rate fluctuations, increased fuel prices, airfares, airport charges, seasonal price change etc.

Booking and Payment (NEPAL TRIPS)

You can book through our website or through third-party platforms. Either works.

All our prices run in USD. Paying in your local currency? We use Nepal's Central Bank exchange rate on the day your payment comes through. Simple and straightforward.

To hold your spot, you either complete the online booking or fill out a manual form. Just email us and we'll send the form over. Either way, a 20% deposit of the total trip cost locks in your booking.That 20% deposit is NON-REFUNDABLE. Full stop

The remaining balance gets settled at your pre-trip meeting when you land in Nepal. But honestly, plenty of people prefer to just pay it beforehand by card or bank transfer. Both options work fine for us.

Booking (Bhutan and Tibet Trips)

Same booking process here. Online or manual form, your call. For Bhutan and Tibet though, the deposit is 50% of the total trip cost.

That 50% deposit is NON-REFUNDABLE. No wiggle room there.

The remaining balance must be paid in USD, either by card or bank transfer, at least 20 days before your departure date. Don't leave it to the last minute.

Cancellation and Refund Policy (Nepal Trips)

Need to cancel? Send written notice by email. That notice needs to reach us at least 20 days before your departure date. Verbal cancellations don't count. Written only.

Cancel 20 or more days out and we deduct 20% of the total trip price. We refund the rest. But if you've only paid the deposit at that point, that deposit is gone completely. Non-refundable.

Cancel with less than 20 days' notice? That's a 100% charge. No refund at all. I know that sounds harsh, but the reality is that costs get committed well in advance for these kinds of trips. If you need to file an insurance claim because of the cancellation, we'll put together all the documentation your insurer needs. Receipts, letters, everything.

Cancellation and Refund Policy (Bhutan and Tibet Trips)

For Bhutan and Tibet, your written cancellation notice needs to come through at least 30 days before departure. Same rule: written email only, and we process it only after formal approval.

Cancel 30 or more days before departure and we deduct 50% of the total trip price. Whatever's left gets refunded. If the 50% deposit is all you've paid at that point, that's fully non-refundable. You walk away with nothing from that deposit.

Cancel with less than 20 days' notice and everything you've paid stays with us. Full charge, no refund. Need insurance documentation? We've got you covered. We'll pull together whatever paperwork your insurer asks for.

Rescheduling Your Nepal Trip

Life gets complicated. We understand that. If you need to move your Nepal trip, send a written email explaining why, and get it to us at least 20 days before your original departure date. Moving to an earlier date instead of pushing back? Same thing. Written notice, at least 20 days before that new earlier date.

Here's the part to factor in early: rescheduling, postponing, preponing, or transferring your booking to someone else all carry a fee of USD 200 per person. Flat fee, no exceptions. And if you're transferring the trip to another person, finding that person is entirely on you. Index Adventure doesn't track anyone down for you.

Rescheduling Your Bhutan and Tibet Trip

Same principle for Bhutan and Tibet. Written email, at least 30 days before your scheduled departure. Shifting to an earlier date? 30 days' written notice before that new departure too.

The rescheduling fee for these trips is USD 500 per person. It's higher than Nepal trips, so plan accordingly. And again, if you're transferring your booking to someone else, finding that replacement traveler is completely your responsibility.

Incomplete Trip

If you don't finish the trip for any reason whatsoever, Index Adventure won't refund meals, accommodation, or any other services that went unused. You don't complete it, you don't get money back for what you skipped.

And if you break the law during the trip and get forced to leave the destination or the country as a result? Same outcome. No refunds, no compensation. The consequences of your actions fall entirely on you.

Unforeseen Circumstances Disclaimer

ALL INDEX ADVENTURE TRIPS IN NEPAL, BHUTAN, AND TIBET RUN IN FULL COMPLIANCE WITH EACH COUNTRY'S REGULATIONS. BUT INDEX ADVENTURE CANNOT BE HELD RESPONSIBLE FOR ITINERARY CHANGES CAUSED BY THINGS COMPLETELY OUTSIDE OUR CONTROL.

And honestly, this is just the reality of traveling in the Himalayas. Things shift fast up there. Weather closes in, governments change rules overnight, roads wash out. The kind of events we're talking about include last-minute government policy changes, local political developments, government restrictions, bad weather, pandemics, a client's own health situation, unexpected incidents, road closures, flight delays or cancellations, and natural disasters like earthquakes, landslides, floods, snowfall, or avalanches.

Any extra costs that come out of those situations are yours to handle. Emergency accommodation, alternative transport, extra nights. That's on you. Which is exactly why comprehensive travel insurance isn't a suggestion. It's a necessity.

Acceptannce of Risk and Responsibilities

BOOKING A TRIP WITH INDEX ADVENTURE MEANS ACCEPTING THAT REAL RISKS EXIST. THOSE RISKS INCLUDE BUT AREN'T LIMITED TO PERSONAL INJURY, ILLNESS, DEATH, AND PROPERTY DAMAGE. THEY CAN COME FROM THE TRAVEL ITSELF, PHYSICAL EXERTION, HIGH-ALTITUDE CONDITIONS, FORCES OF NATURE, AND TRANSPORTATION FAILURES.

Index Adventure takes every reasonable step to keep you safe throughout the trip. But some risks in remote, high-altitude mountain environments simply can't be removed. It's a bit like hiking a ridge in unpredictable weather. Precautions help. The risk doesn't disappear. By booking with us, you're acknowledging these risks exist and agreeing that Index Adventure, its guides, staff, and agents aren't liable for any injury, death, or personal property loss that happens during the trip.

Passport & Nepal Visas

Your passport needs at least 6 months of validity remaining beyond your return date. Not your departure date. Your return date. Check that before you book.

You can get your Nepalese visa from your local Nepalese Consulate before you fly, or grab it on arrival at Kathmandu Airport. Both work. But the cost of that visa is yours to cover. For the full breakdown of what to expect, check the official Nepalese Tourist Visa information online.

Here's something practical: fill out the visa application form online before you travel. It's valid for 15 days, so don't do it too far in advance. Fill it out within 15 days of your arrival date. You'll get a receipt by email after submitting. Print it. Bring it. Immigration will ask for it when you land.

For more info, please visit our Nepal Visa section.

Note: The resident of countries like Nigeria, Ghana, Afghanistan, Zimbabwe, Somalia, Cameroon, Swaziland, Iraq, Ethiopia, Liberia, Palestine do not get a visa in the entry point of Nepal.

Travel Insurance

Not optional. Mandatory. Every client must carry valid travel insurance before any trip with Index Adventure starts.

And not just basic coverage either. Your policy needs to handle weather-related delays, personal injuries, death, medical expenses, repatriation, helicopter rescue, air ambulance services, trip cancellations, natural disasters, baggage theft, and loss of gear and equipment. That's the minimum.

You're personally responsible for checking that your policy actually covers all of that. Index Adventure won't pay for any costs that fall outside your coverage. So read your policy before you travel. Actually read it.

Index Adventure has paid for insurance for all the workforce (trekking guides, travel guides, porters, Sherpas, and driver) in MetLife Insurance.

Domestic Flight Delay / Cancellation / Extra Costs

Flight delays and cancellations happen regularly in mountain regions. Lukla is notorious for it. Limited visibility, sudden weather changes. It's just the nature of flying into remote airstrips. Index Adventure isn't responsible for any extra costs or disruptions that come from those delays.

From what I've seen, the travelers who struggle most are the ones with no buffer days in their schedule. Build in at least 1 to 2 extra days, especially for Everest region treks. A grounded Lukla flight can spiral quickly into a missed international connection if you haven't left yourself any room.

In cases where flights to or from Lukla get cancelled or delayed badly enough that a helicopter becomes the only practical option, that helicopter gets shared among up to five passengers. The cost falls entirely on the clients. Index Adventure doesn't cover it. Keep at least USD 550 - 1000 per person available as a buffer for a one-way helicopter flight. That's a minimum, not a guarantee of the final price.

And importantly, helicopter flights are on top of your domestic airplane ticket. Not a replacement for it. If your travel insurance is comprehensive, you can likely claim those expenses back. We'll put together all the documentation you need, including receipts and a letter from Index Adventure and the airline, to help that claim go through smoothly.

Changes to Your Trip and Pricing Due to Unforeseen Events

If something completely outside our control forces a cancellation or major change to your trip, Index Adventure will sort out an alternative trip of equal value. Or if you'd rather, you can choose to reschedule.

When rescheduling, the cost of services you've already used from your original booking gets factored into what's owed. And if the new departure you're moving to costs more than your original trip, you pay the difference. Simple as that.

Most of our packages run on double occupancy. Basically, the price assumes you're sharing a room. No travel partner? A single room supplement applies. We'll flag that clearly at booking so there are no surprises later.

One more thing: Index Adventure reserves the right to adjust trip prices in our marketing materials at any time.

Health and Fitness Condition

The traveler must be in good health and decent physical condition. You must let us know if you have any medical problems before you depart. We usually organize our trips in remote areas where you may not have normal medical services or hospital facilities. Evacuation can be prolonged, difficult and expensive if it’s required. Please note that medical and evacuation expenses will be the accountable to the traveler.

Tour Leader Authority

When you signed our booking form, it highlights your agreement to accept the authority of the trip leader, who represents Index Adventure. The leader’s to the conduct, itinerary, and objectives of the tour will be ultimate. If the leader finds your behavior or physical condition unsafe to the safety, health, and well-being of other group members, you may be requested to leave the trip. You won’t be entitled to any refund for unused services if the leader makes this decision.

Children | Students

Any participant under 16 must travel with a parent or legal guardian throughout the trip. No exceptions.

Privacy

Index Adventure takes your personal data seriously. Whatever information you share during the booking process gets used only to manage your trip. We don't share it. We don't sell it. We don't use it for anything else. Your information stays confidential, full stop.

Publicity

BY JOINING AN INDEX ADVENTURE TRIP, YOU GRANT INDEX ADVENTURE THE FULL AND IRREVOCABLE RIGHT TO USE, REPRODUCE, AND DISTRIBUTE ANY PHOTOS, VIDEOS, OR OTHER IMAGES OF YOU TAKEN DURING THE TRIP. THIS COVERS PUBLICITY, PROMOTION, ADVERTISING, AND ANY OTHER COMMERCIAL OR NON-COMMERCIAL PURPOSE, ACROSS ANY MEDIA THAT EXISTS NOW OR GETS CREATED IN THE FUTURE. NO FURTHER CONSENT IS NEEDED FROM YOU AND NO COMPENSATION WILL BE PROVIDED.

Participant Behavior Policy

Index Adventure can remove you from a trip immediately if your behavior crosses a line. Causing distress to other travelers, damaging property, breaking the law. Any of those qualify. If that happens, you leave. Right away. No refund, no compensation for unused services. And any costs or damages that came from your behavior are yours to deal with. Index Adventure's call on these situations is final. There's no appeal process.

Complaints

Index Adventure will consider any complaint whereby written notice is given to us within 15 days of the end of the trip.

Jurisdiction

The contract between Index Adventure and you shall be subject to the laws of Nepal under the jurisdiction of the government of Nepal. Any disputes that come up get handled exclusively by the Kathmandu District Court, the Patan High Court, or the Supreme Court in Kathmandu. No legal proceedings happen in foreign countries. Both parties agree to that from the start. Those Kathmandu courts are the only place any claim or dispute connected to these terms gets addressed.