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Terms & Conditions

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Sagarmatha Explorers Trekking Terms & Conditions

Passports, Visas & Entry Requirements

Proper travel documentation is essential for all international expeditions with Sagarmatha Explorers, including journeys to Nepal, Tanzania, Russia, Tibet/China, and other destinations.

Passport Requirements

Your passport must be valid for a minimum of 6 months from your date of travel
Your passport should contain sufficient blank pages for visas and immigration stamps
Participants are responsible for ensuring their passport condition and validity before departure

Visa & Entry Requirements

Visa rules and entry requirements vary depending on nationality and destination country. Participants are responsible for obtaining the required visas, permits, vaccinations, and travel documents applicable to their expedition.

This may include:

Nepal Visa
Tanzania Visa
Russia Visa
Tibet/China Group Permits & Visa
Travel insurance documentation
Vaccination or health declarations (if applicable)

Important Notes

Visa fees, embassy charges, and processing costs are generally not included in expedition pricing unless specifically mentioned
Visa rules and immigration policies may change without prior notice
Participants are advised to verify the latest requirements with the respective embassy or official immigration website before travel
We strongly recommend carrying some cash in major currency (USD preferred in many destinations) for visa-on-arrival or immigration payments where applicable

Expedition Support

The Sagarmatha Explorers team will assist participants with guidance and documentation support wherever possible; however, final responsibility for obtaining valid travel documents and visas remains with the participant.

Mandatory Travel Insurance

At Sagarmatha Explorers, safety and responsible adventure remain our highest priority. Comprehensive travel insurance is mandatory for all expeditions and trekking programs. Participants must submit a copy of their insurance policy before departure.

Your insurance policy must specifically cover:

High-altitude trekking and expeditions
Emergency medical treatment
Helicopter evacuation (for Nepal expeditions)
Rescue and evacuation services
Trip interruption and delays
Trekking coverage up to the expedition altitude

Recommended minimum coverage:

Everest Base Camp (EBC): up to 5,600m
Annapurna Base Camp (ABC): up to 4,500m
Mount Kilimanjaro: up to 6,000m
Mount Elbrus: mountaineering coverage up to 6,500m

For Mount Elbrus and technical climbs, the policy must include coverage for:

mountaineering
alpine climbing
snow/ice activities (if applicable)

Emergency Evacuation & Financial Responsibility

In the event of illness, injury, altitude-related complications, weather disruption, or emergency evacuation, all associated costs remain the responsibility of the participant.

This may include:

helicopter evacuation
rescue logistics
medical treatment
hospital charges
additional hotel or transport expenses
international flight changes

Helicopter evacuations in Nepal can exceed USD 5,000 depending on weather and location.

Sagarmatha Explorers will assist in coordinating emergency support and logistics wherever possible; however, we do not directly provide evacuation or medical services.

Medical Documentation

If medical treatment or evacuation occurs, participants are responsible for obtaining all required hospital and medical reports needed for insurance claims.

Insurance providers may reject claims if documentation is incomplete or delayed.

By accessing this website, you agree:

To use it only for lawful purposes.
Not to misuse, disrupt, or interfere with its functionality.
Not to engage in fraudulent activities or attempt unauthorized access.

We reserve the right to restrict or terminate access for users who violate these terms.

Weather, Delays & Itinerary Changes

Mountain expeditions are highly dependent on weather, flight operations, local conditions, and participant health.

Flights to Lukla, Kilimanjaro operations, Elbrus cable systems, road transport, or mountain access may experience delays or changes beyond our control.

Participants are strongly advised to purchase insurance that includes:

trip interruption
flight cancellation
weather delays
missed international connections

All content on this website—including text, images, graphics, and logos—is the exclusive property of the company and protected by copyright and intellectual property laws.

You may not reproduce, distribute, or alter any content without prior written permission.

Insurance Provider Responsibility

Sagarmatha Explorers does not act as an insurance agent and does not recommend any single insurance provider.

Participants are fully responsible for:

understanding their policy coverage
verifying altitude limits
confirming trekking/mountaineering inclusion
ensuring emergency evacuation coverage
Travelers commonly use providers such as Global Rescue, WorldNomads, Allianz, asc360 or Travel Guard. We strongly encourage you to call your insurer to confirm specific altitude and activity limits before you arrive in Nepal.

We strongly recommend contacting your insurer directly before travel to confirm all expedition-related coverage details.

Tibet: Mt Kailash Parikrama

Any increase in permit fees, government taxes, visa charges, airfare, fuel surcharge, or logistics/transportation cost between Kathmandu–Tibet–Kathmandu must be borne by the participant.
The rate is based on the contract with FEC and the Ministry of Foreign Affairs, China, as of 2025. Any price revisions made by FEC or the Ministry of Foreign Affairs for 2026 will be applicable accordingly.
Additional expenses may arise due to natural calamities, political situations, border restrictions, weather conditions, flight delays/cancellations, or personal illness.
Expenses related to evacuation, rescue operations, medical treatment, hospitalization, or emergency transport due to injury, altitude sickness, or health issues shall be borne by the participant.
Additional hotel/lodge/night stay charges will apply if the Yatra is extended due to weather, road blockage, political situations, flight delays, or any unforeseen circumstances.
Any request for early return, route change, helicopter evacuation, or trip modification will incur additional charges. No refund will be applicable for unused trekking/mountain days, accommodations, or services.
Sagarmatha Explorers shall not be held responsible for additional expenses arising from circumstances beyond operational control.

Nepal: Himalayan Flight Operations & Logistics

Weather in the Himalayas can change rapidly, and flight schedules in Nepal are often affected by visibility, wind, and mountain weather conditions. Flights between Kathmandu and Lukla or Ramechhap to Lukla may experience delays or cancellations, sometimes for multiple consecutive days.

At Sagarmatha Explorers, we closely monitor all aviation updates and coordinate continuously with airlines to support participants throughout the journey.

During peak trekking seasons (mid-March to mid-November), Lukla flights may operate from Ramechhap Airport instead of Kathmandu. Ramechhap is approximately a 5–7 hour drive from Kathmandu, and Sagarmatha Explorers arranges the required shuttle transfers when applicable.

Lukla Flight booking/rebooking Process: Our Sagarmatha Explorers team books Lukla flights immediately after receiving your booking confirmation and passport details to secure the earliest possible departure. In case of delays or cancellations, our operations team continuously works with airlines to rebook participants on the next available flights. Please note that during peak trekking seasons, rebooked passengers may receive lower-priority flight allocations, as early morning slots are often reserved well in advance. These flight scheduling decisions are controlled solely by the airlines and aviation authorities.

Nepal: Helicopter Alternative

If flights are delayed or grounded due to weather conditions, the Sagarmatha Explorers team will attempt to coordinate shared or charter helicopter options wherever possible. Additional helicopter costs remain the responsibility of the participant. Shared helicopter arrangements typically start from USD 650 per person, though pricing may vary depending on weather conditions, operational demand, rescue priorities, and aircraft availability. If a helicopter is used instead of the scheduled Lukla flight, applicable airline flight credits or adjustments will be processed as per airline policies. Please note that helicopter pricing in the Everest region is highly dynamic, and rates shared by our Kathmandu operations team may differ from last-minute availability offered directly at the airport by third-party operators.

Nepal: Buffer Days & Flexible Travel Planning

Due to unpredictable Himalayan weather and possible Lukla flight delays, we strongly recommend keeping 1–2 buffer days after your trek before your international departure. These additional days provide flexibility in case of weather-related scheduling changes and help avoid stress around onward international flights.

If additional stay arrangements are required in Kathmandu, the Sagarmatha Explorers team can assist in coordinating extra hotel nights at our preferred partner hotels, subject to availability and additional cost. Our operations team remains available throughout the journey to help manage any required adjustments and ensure a smooth transition between the mountains and the city.

Additional Expenses & Expedition Exclusions

While Sagarmatha Explorers expeditions are designed to be as inclusive and seamless as possible, we recommend carrying approximately USD 500–600 for personal expenses, gratuities, emergency situations, and incidental costs during the journey. Participants are also advised to keep access to emergency funds via cash or international card in case weather-related flight disruptions require alternative transport such as helicopter arrangements.

Please note the following items are generally not included in the standard expedition package unless specifically mentioned:

Additional hotel stays, meals, or personal expenses in Kathmandu or Lukla caused by weather delays or flight cancellations
Nepal entry visa fees
Personal trekking gear and equipment rentals such as down jackets, sleeping bags, trekking poles, or crampons (where applicable)
Lunches and dinners in Kathmandu unless specifically mentioned in the itinerary
Suggested tips/gratuities for guides, assistant guides, porters, drivers, and support staff
Bottled drinking water, snacks, beverages, bakery items, and personal purchases during the trek
Independent teahouse services such as Wi-Fi, hot showers, laundry, and electronic device charging, which are payable directly at the lodges
Personal travel insurance, medical expenses, evacuation costs, or helicopter upgrades due to weather conditions

Sagarmatha Explorers will assist participants wherever possible with local coordination, gear rentals, and mountain logistics to help ensure a smooth, safe, and comfortable expedition experience.

Delayed Luggage Support

Sometimes the adventure begins even before reaching the mountains. If your luggage is delayed upon arrival in Kathmandu, the Sagarmatha Explorers team will assist you in coordinating the required logistics so you can remain focused on your expedition.

Mandatory Airport Procedures

To help us support you efficiently, it is important that you complete the following steps before leaving the airport:

File an official delayed or lost luggage report with the airline and collect a physical copy of the claim receipt
Provide written authorization allowing the Sagarmatha Explorers local operations team to coordinate luggage collection on your behalf once located

Luggage Retrieval & Mountain Coordination

Once the airline locates your baggage, our local operations team will assist in coordinating retrieval and transportation wherever possible. Depending on your trek location, this may include:

Coordinating luggage transport on a later flight to Lukla
Arranging porter support to deliver the luggage further along the trekking route
Coordinating local transportation and logistics between airports, hotels, and trekking points

Additional Costs & Responsibility

Additional charges related to airport retrieval, excess flight baggage, porter support, or mountain delivery logistics will be the responsibility of the participant. Costs vary depending on the expedition location and delivery requirements.

We strongly recommend keeping all receipts related to delayed baggage expenses, as these are often claimable under the baggage delay section of your travel insurance policy.

Important Disclaimer

Sagarmatha Explorers will make every reasonable effort to assist participants in recovering and transporting delayed luggage; however, baggage handling, airline operations, customs processes, and delivery timelines remain under the control of third-party airlines and airport authorities.

Accommodations

Our expedition packages generally include accommodation as specified in the itinerary for Nepal, Tanzania, Russia, or other expedition destinations.

Additional Hotel Nights For participants wishing to extend their stay before or after the expedition, the Sagarmatha Explorers team can assist in coordinating additional hotel nights through our preferred hotel partners, subject to availability and additional cost.

Booking extra nights through our team provides greater flexibility during mountain travel, especially in situations involving weather delays, flight changes, or expedition schedule adjustments.

Peak Season Hotel Operations: During peak trekking and expedition seasons, hotels in Kathmandu and mountain regions often operate at full occupancy. In case of hotel changes or room adjustments, our local operations team will assist in coordinating luggage transfers and local logistics wherever possible.

We request your patience, as these arrangements may require additional coordination time depending on availability and operational conditions.

Independent Hotel Bookings: Participants are always welcome to arrange accommodations independently. However, if bookings are made separately, participants will be fully responsible for managing any hotel changes, cancellations, extensions, or related costs caused by expedition delays, weather conditions, or flight disruptions.

Sagarmatha Explorers will continue to assist wherever possible to help ensure a smooth and comfortable travel experience.

High-Altitude Safety & Acclimatization

Expert Itinerary Design

At Sagarmatha Explorers, our itineraries are carefully designed with proper acclimatization and gradual altitude gain to support safe high-altitude travel. However, every individual responds differently to altitude, regardless of age or fitness level. The safest approach is steady ascent, adequate hydration, proper rest, and allowing the body enough time to naturally adapt to changing elevations.

Experienced Mountain Leadership

All expeditions are led by experienced mountain guides and high-altitude support teams with extensive real-world experience in managing Himalayan and high-altitude trekking conditions.

Safety & Health Monitoring

Our guides regularly monitor participants for signs of Acute Mountain Sickness (AMS) and altitude-related symptoms throughout the journey
Pulse oximeters are carried during the expedition to monitor oxygen saturation levels when required
Guides are trained in high-altitude safety, emergency response, and mountain evacuation protocols

Guide Authority & Safety Decisions

Participant safety always remains the highest priority. If a guide determines that continuing ascent is unsafe due to AMS symptoms, health concerns, weather conditions, or physical condition, the guide’s decision will be final.

In situations involving worsening AMS or altitude-related illness, the expedition team may arrange immediate descent, helicopter evacuation, vehicle transfer, or hotel support depending on the location and severity of the condition.

Emergency Logistics & Expenses

Any additional expenses related to emergency evacuation, helicopter rescue, extra hotel stays, medical treatment, transport, or logistical support remain the responsibility of the participant and must be settled directly before departure from the hotel, hospital, or local service provider unless covered by insurance.

Sagarmatha Explorers will fully assist participants in coordinating emergency logistics and support wherever possible to ensure safe evacuation and mountain exit procedures.

Fitness, Preparation & Mountain Readiness

High-altitude trekking is physically demanding and requires proper preparation before entering the mountains. At Sagarmatha Explorers, we strongly recommend that all participants prepare for multiple days of trekking/expeditions involving 5–9 hours of walking across varied mountain terrain and changing weather conditions.

Our philosophy is simple: slow, steady, and consistent progress. In the mountains, every participant is encouraged to walk at their own comfortable pace to support safe acclimatization and an enjoyable expedition experience.

Guided Support on the Mountain

To support participants with different fitness levels and trekking speeds, Sagarmatha Explorers maintains a strong guide-to-participant support structure during expeditions.

Larger groups may include assistant guides and additional support staff
Faster participants may move ahead with designated support when appropriate
Lead guides generally remain with participants requiring a slower or more comfortable pace
Our approach ensures personalized attention, safety monitoring, and a smoother trekking experience for everyone

Health, Fitness & Medical Responsibility

By joining the expedition, participants acknowledge and agree that:

They are physically capable of participating in a high-altitude trek or expedition
Any existing medical conditions, surgeries, medications, or health concerns have been disclosed before the journey
A medical consultation is strongly recommended before undertaking any high-altitude expedition
The decision of the expedition guide regarding participant safety, health, acclimatization, or continuation on the mountain will remain final

Personal Gear & Equipment

Proper trekking equipment is essential for safety and comfort in the mountains.

Participants are responsible for bringing or renting suitable personal equipment including:

trekking shoes
clothing layers
sleeping bags
backpacks
personal medications
expedition essentials

Even when renting equipment locally, participants are responsible for checking the condition, sizing, and suitability of all gear before the expedition begins.

Sagarmatha Preparation Philosophy

At Sagarmatha Explorers, we believe preparation is one of the most important parts of a successful expedition. Through structured guidance, fitness preparation, gear support, and mountain readiness sessions, we help first-timers and experienced trekkers prepare physically and mentally for the journey ahead.

Early Exit & Unused Services

If a participant chooses or is required to leave the expedition early due to health, personal reasons, altitude issues, or any other circumstance, no refund will be provided for unused services, trek days, accommodations, meals, flights, permits, guides, or logistics already arranged.
Operational costs for guides, porters, hotels, transport, permits, and support teams are committed in advance and remain payable throughout the expedition.
If an early return is required, the Sagarmatha Explorers team will assist in coordinating return logistics wherever possible.
Any additional expenses including helicopter evacuation, transport changes, extra hotel nights, meals, or flight modifications will remain the responsibility of the participant.
Participants may contact their travel insurance provider for possible reimbursement under applicable medical interruption or unused trip coverage policies.

Currency & Exchange Rates

Expedition pricing may be displayed in USD, INR, CNY, TZS, RUB or other applicable currencies depending on the destination and departure batch.
For online payments, the final exchange rate and any foreign transaction charges are determined solely by your bank, card issuer, or payment provider. Sagarmatha Explorers has no control over these conversion rates or additional banking fees.
If payments are made in an alternative currency, the applicable conversion will be calculated based on prevailing market exchange rates at the time of transaction.
Due to currency fluctuations, fuel surcharges, government taxes, permit revisions, or operational cost changes, expedition pricing may be subject to revision before final balance payment.

We strive to provide current and reliable content. However:

We do not guarantee completeness, accuracy, or availability at all times.
We are not responsible for errors, outdated content, or technical glitches.
All content is subject to change without notice.

Participant Conduct & Expedition Safety Policy

At Sagarmatha Explorers, we are committed to maintaining a safe, respectful, and positive environment for all participants, guides, porters, drivers, and support staff throughout the expedition.

To protect the well-being and safety of the group, Sagarmatha Explorers reserves the right to refuse participation or remove any participant from the expedition, trek, or associated program at any stage of the journey.

Unacceptable Conduct

The following behaviors may result in immediate removal from the expedition:

Physical or verbal abuse toward participants, guides, porters, drivers, hotel staff, or local teams
Disruptive, aggressive, or unsafe behavior affecting group safety or harmony
Excessive alcohol consumption or use of illegal substances during the expedition
Refusal to follow guide instructions, safety protocols, or expedition discipline
Any behavior that puts the participant, team members, or expedition operations at risk

Consequences of Removal

If a participant is removed from the expedition due to misconduct or violation of safety policies:

No refund or expedition credit will be provided for unused services
All additional expenses related to early return, transport, accommodation, flight changes, or evacuation will remain the responsibility of the participant

Respect for the Mountain Team

Our guides, porters, drivers, Sherpas, and local support teams are an integral part of every successful expedition. We request all participants to treat fellow trekkers and mountain staff with professionalism, kindness, and mutual respect throughout the journey.Legal Entity & Liability Disclosure

Sagarmatha Explorers is an India-based adventure travel and expedition company operating from Pune, Maharashtra. All expedition coordination, participant preparation, communication, and booking management are conducted by Sagarmatha Explorers and its authorized operational partners in the respective countries of operation.

Legal Entity & Liability Disclosure

Operational Responsibility

All treks, expeditions, climbing programs, transport, accommodation, guides, porters, airlines, helicopter services, hotels, local logistics, and ground operations are managed through authorized local operators, vendors, and service providers in Nepal, Tanzania, Russia, Tibet/China, and other expedition destinations.

Sagarmatha Explorers acts as an expedition organizer and coordination platform and does not directly own or operate airlines, helicopters, hotels, transport companies, medical facilities, or third-party adventure service providers.

Limitation of Liability

By joining the expedition, participants acknowledge and accept that adventure travel and high-altitude trekking involve inherent risks, including but not limited to:

altitude sickness
injury or illness
weather disruptions
transportation delays
natural hazards
political or operational changes
evacuation situations

Sagarmatha Explorers, its team members, guides, representatives, and operational partners shall not be held liable for any injury, illness, loss, accident, delay, property damage, financial loss, or unforeseen circumstance arising during or related to the expedition, except where required under applicable Indian law.

Third-Party Services

Any flights, helicopter services, hotels, transport providers, visa agencies, insurance companies, or local operators involved during the expedition remain independent third-party service providers. Their operations, schedules, policies, and liabilities remain governed by their respective terms and local regulations.

Participant Responsibility

Participants are responsible for:

maintaining valid travel documents
securing appropriate travel insurance
following guide instructions and safety protocols
understanding the risks associated with high-altitude expeditions and adventure travel

By confirming the booking, the participant acknowledges acceptance of these expedition terms, safety protocols, and operational conditions.

Governing Law & Acceptance of Terms

By submitting a booking deposit or confirming participation in any expedition with Sagarmatha Explorers, the participant acknowledges that they have read, understood, and agreed to these Terms & Conditions in full. This constitutes a legally binding agreement between the participant and Sagarmatha Explorers regarding expedition coordination, preparation, and related services.

All expeditions, treks, climbing programs, and adventure activities are subject to the laws and regulations applicable in the respective country of operation, including Nepal, Tanzania, Russia, Tibet/China, and India.

Any disputes, claims, or legal matters arising in connection with bookings, payments, participation, or expedition services shall be subject to the jurisdiction of the competent courts of Pune, Maharashtra, India, unless otherwise required by applicable local laws of the expedition destination.

Policy Updates

Sagarmatha Explorers reserves the right to update, modify, or revise these Terms & Conditions at any time to reflect operational requirements, government regulations, safety standards, pricing revisions, or expedition policies. Updated terms become effective immediately upon publication on our website or official communication channels.

Communication & Support

Transparency and responsible guidance remain central to our expedition philosophy. Participants are encouraged to contact the Sagarmatha Explorers team for any clarification regarding expedition policies, preparation, safety protocols, logistics, or booking terms before confirming participation.

External Links

This site may contain links to external websites for convenience.
We do not control or endorse these third-party sites and are not responsible for their content, accuracy, or privacy practices.

Termination of Use

We reserve the right to suspend or permanently terminate access to the website if a user violates any of these terms.

Changes to These Terms

We may update these terms from time to time.
Changes will be posted on this page, and continued use of the website signifies your acceptance of the updated terms.

Contact Us

If you have any questions or concerns regarding these Terms & Conditions, please contact us directly.