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Himalayan Outdoor Project

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terms & conditions with cancellation policy

We believe in clarity, not complicated legal language.

Terms & Conditions

Simple rules. Clear expectations. Built for real adventure.

Last updated: April 2026

We believe in clarity, not complicated legal language. This document explains exactly how our trips operate clearly, transparently, and professionally. By booking with Himalayan Outdoor Project (HOP), you agree to the following terms:

 

BOOKING AND PAYMENT

Proper planning is essential for a safe and successful expedition.

Payment Structure:

  • 30% deposit – required to confirm booking
  • 30% second payment – due 30 days before departure
  • 40% final payment – due before arrival

Important Conditions:

  • Bookings should be made at least 2–3 months in advance
  • Clients are responsible for all bank and transfer fees
  • HOP is not responsible for incorrect transfers or banking errors

cancellation policy

All expeditions require early investment in permits, logistics and staffing.
For this reason, the following cancellation charges apply:

Cancellation Timeline:

  • 45 days or more before departure
    → 30% of total cost charged (deposit retained)
  • 25–44 days before departure
    → 40%–50% of total cost charged
  • 1–24 days before departure
    → 60%–70% of total cost charged
  • Less than 24 hours before departure / No show / After trip begins
    → 100% of total cost charged (no refund)

Additional Notes:

  • Refunds exclude processing fees and non-recoverable costs
  • In some cases, partial credit may be offered for future trips

Travel insurance is strongly recommended. Additional policies are listed below. 

Late Booking
  • Bookings may be accepted up to 10 days before departure
  • Subject to availability and operational feasibility
  • Additional charges may apply
  • Not available for all expeditions

Clients must provide the following before departure:

  • Valid passport copy
  • Passport-size photograph
  • Completed booking and liability forms

For high-altitude expeditions (above 7000m):

  • Proof of previous mountaineering experience

Failure to provide required documents may result in delays or cancellation.
HOP is not responsible for issues caused by incomplete documentation.

All clients must carry valid travel insurance covering:

  • Medical treatment
  • Emergency evacuation and rescue
  • Personal accident
  • Trip cancellation/interruption

Important:

  • HOP will assist in emergency coordination
  • HOP does not cover medical, evacuation, or insurance-related costs

No refunds or compensation will be provided if a trip is not completed due to:

  • Personal choice
  • Illness or injury
  • Altitude-related conditions
  • Weather or natural events
  • Government restrictions or permit issues

All trips are professionally guided and operated under strict safety protocols.

  • The expedition leader holds full authority at all times
  • All safety decisions are final and binding
  • Clients must follow all instructions given by guides and staff

Failure to comply may result in removal from the trip without refund.

Expedition conditions may require changes.

  • HOP reserves the right to modify itineraries for safety or operational reasons
  • All reasonable efforts will be made to inform clients in advance
  • Client-requested changes may result in additional charges

If a trip ends earlier than scheduled:

  • No refunds will be provided for unused services

If a client leaves the trip before completion:

  • No refunds apply
  • Additional logistical costs may be charged
  • Bookings are strictly non-transferable
  • Exceptions may be considered only with prior written approval
  • Delays due to weather, airline issues, or external factors are beyond HOP control
  • No compensation will be provided for such delays
  • Assistance will be offered where possible, but additional costs may apply
  • Additional accommodation due to personal decisions will be at the client’s expense
  • Costs resulting from company-caused delays will be covered by HOP
  • Meals may vary depending on location and availability

Clients acknowledge that:

  • Expeditions take place in remote and challenging environments
  • Facilities may be limited
  • Conditions may change rapidly

This is an inherent part of high-altitude and outdoor adventure travel.

  • All equipment provided must be returned in good condition
  • Clients are responsible for any loss or damage
  • Replacement costs will be charged accordingly
  • HOP may request permission to use photos and videos for promotional purposes
  • Client consent will be obtained where required
  • Personal privacy will be respected
  • Individuals under 16 years may participate in trekking only with a legal guardian
  • High-altitude mountaineering is not permitted for minors

Activities such as:

  • Paragliding
  • Skiing
  • Drone operations

Require:

  • Prior approval
  • Compliance with local laws and regulations

All associated costs and legal responsibilities are borne by the client.

  • Requests for changes must be submitted at least 2 weeks before departure
  • Some costs may be non-refundable
  • Additional charges may apply

HOP operates with a clear and professional approach:

  • Thorough preparation
  • Transparent communication
  • Strong safety standards
  • Respect for client commitment

Clients are expected to engage with the same level of responsibility.

Contact

For any questions regarding these terms:

Email: info@himalayanoutdoorproject.com
Phone: +977-9841537160