America’s Himalayan specialists. Baltimore-based. Kathmandu-owned. Since 1992.
Guided tours across the Himalayas, Africa, and South America, operated by our own team and trusted partners, booked through our US office in Baltimore.
Group Treks | Peak Climbs & Expeditions | Cultural Tours | Private & Tailor-Made Journeys
Effective April 21, 2026 onwards
For more than three decades, Himalayan Glacier has guided travelers into some of the most extraordinary places on earth — from the Khumbu and Annapurna to Kilimanjaro, the Sacred Valley, and the Himalayan kingdoms of Bhutan and Tibet. The document that follows sets out the terms that govern our relationship with you as a traveler. We have written it to be clear, fair, and readable, because an adventure begins with trust.
Please read these Booking Terms and Conditions carefully before you confirm your booking. They describe what you can expect from us, what we expect from you, and how we handle the situations — planned and unplanned — that come with adventure travel.
AT A GLANCE
Throughout these Terms, the following defined terms carry the meanings below.
References to writing or written communication include email. Headings are for convenience only and do not affect interpretation. The singular includes the plural and vice versa. Where a clause imposes a shorter or longer time period for Peak Climbs, Tailor-Made Trips, or Group Treks, the specific provision controls over any general provision.
A contract between you and HG forms only when we send you written confirmation.
When you submit a booking request through our website, telephone, or through an authorized representative, your request is provisional until HG issues a written Booking Confirmation by email. A binding contract comes into existence only when you have paid the applicable deposit in full and HG has sent the Booking Confirmation. Any acknowledgement email sent before that point is not a confirmation.
HG and its authorized agents reserve the right to decline any booking in our sole discretion.
By making a booking, the Lead Traveler represents and warrants, on behalf of every person named on the booking, that each such person:
You must review your Booking Confirmation promptly upon receipt and notify HG of any incorrect or incomplete information — including the spelling of names, which must exactly match the traveler’s passport — within 72 hours. HG is not responsible for costs arising from information errors not reported within this window.
Bookings received within 30 days of a Group Trek or Tour start date, or within 60 days of any other trip (Tailor-Made, Private, Peak Climbs, Expeditions, Tibet trips, and Kailash Mansarovar Yatra), are “late bookings.” For late bookings, full payment is required at the time of booking, and the contract between you and HG forms when that payment is received. Late bookings may carry additional costs for expedited permit processing, private departures, or supplier surcharges, which we will disclose before accepting your payment.
We strongly recommend that you do not book international flights or make other non-refundable arrangements for a late booking until you have received our written Booking Confirmation. HG has no liability for flights or other arrangements you book before receiving our Booking Confirmation if availability is not confirmed.
Clear deposit rules, transparent timelines, accepted payment methods.
To confirm your reservation, a deposit of 25% of the total trip cost per person is due at the time of booking, unless a different amount is stated in your trip-specific quotation. All deposits are non-refundable in cash regardless of when or why you cancel, and regardless of the reason for cancellation (including change of plans, illness, work conflicts, or force majeure events affecting you personally). The deposit is instead preserved as a Lifetime Deposit Credit on the terms set out in Section 4, which you can apply toward a future HG trip for yourself or an immediate family member.
The only circumstances in which HG will refund the deposit in cash are: (a) where HG proposes a price increase exceeding 8% and you elect to cancel under Section 6.3; (b) where HG cancels your trip for reasons other than Force Majeure, your breach, or your non-payment, under Section 9.4; or (c) where HG, in its sole discretion, approves a compassionate cash refund under Section 7.4.
The final balance of your trip cost, including any applicable surcharges disclosed under Section 6, is due as follows:
If HG does not receive the final balance by the applicable deadline, we reserve the right to treat the booking as cancelled by you, and the cancellation charges in Section 7 will apply. We will send at least two written reminders before exercising this right.
All prices are quoted in United States dollars (USD) by default. HG accepts the following payment methods:
Credit card payments may be subject to a processing fee disclosed at checkout. Payments by check are deemed received only when they clear our bank account.
If you request a quotation in a currency other than USD, the amount will be calculated using HG’s then-current internal exchange rate. Exchange-rate fluctuations between quotation and payment are not grounds for adjustment except under Section 6.
We know plans change. Your deposit stays with you.
Because every deposit is non-refundable in cash (see Section 3.1), HG preserves the full value of your deposit as a “Lifetime Deposit Credit” for your future use, subject to the following:
How to modify a booking after it is confirmed.
Requests for changes to your booking — including travel dates, itinerary, trip type, traveler names, or room configuration — must be submitted to HG in writing to no**********@**************er.com. We will use reasonable efforts to accommodate the change, but we cannot guarantee that every request can be fulfilled.
If HG can accommodate your change:
Subject to supplier agreement (including airlines and permit authorities), you may transfer your booking to another eligible person who accepts these Terms, up to 30 days before the trip start date (60 days for all non-Group trips). A transfer fee of $150 per person applies, plus any irrecoverable supplier costs. Both the transferring and receiving travelers are jointly liable for the full trip cost.
Once your trip has started, no refund is due for unused accommodation, transport, meals, sightseeing, or other services, regardless of the reason. Depending on the circumstances, your travel insurance may provide coverage for trip curtailment — we encourage you to pursue claims directly with your insurer.
We will honor the price on your Booking Confirmation with narrow exceptions.
The price of your trip is the price stated on your Booking Confirmation. We reserve the right to correct obvious errors in published pricing (including website pricing) before issuing a Booking Confirmation.
HG may pass through a price increase after your Booking Confirmation only if the increase is the direct result of a change in:
No price increase will be passed through within 30 days of the trip start date.
If a proposed price increase exceeds 8% of the original trip cost (excluding insurance premiums, amendment charges, and optional add-ons), you may choose, within 14 days of receiving written notice of the increase, to:
If you do not respond within 14 days, you will be deemed to have accepted the price change.
If a verified price decrease applies to your booking under Section 6.2, we will refund the difference less a $100 administration fee per booking.
Your deposit is always non-refundable. Cancellation charges on the balance reflect our irrecoverable costs and apply as liquidated damages, not as a penalty.
Because HG commits to non-refundable supplier costs — flights, permits, lodges, staff — in advance of your trip, cancellations close to departure result in losses we cannot recover. Two rules apply to every cancellation:
Cancellation must be made in writing to no**********@**************er.com and is effective on the date HG receives it. In the tables below, the “balance” means the total trip cost less the 25% deposit.
| Days Before Trip Start | Treatment of Deposit and Balance |
|---|---|
| 61+ days | Deposit retained as Lifetime Deposit Credit; balance refunded in full |
| 31 – 60 days | Deposit retained as Lifetime Deposit Credit; 50% of balance retained, 50% refunded in cash |
| 15 – 30 days | Deposit retained as Lifetime Deposit Credit; 75% of balance retained, 25% refunded in cash |
| 0 – 14 days | Deposit retained as Lifetime Deposit Credit; 100% of balance retained; no cash refund except as provided in Sections 14 and 15 |
This section applies to every HG trip that is not a scheduled Group Trek or Tour, including Tailor-Made Trips, Private Trips, Peak Climbs, Expeditions, Tibet trips, and the Kailash Mansarovar Yatra.
| Days Before Trip Start | Treatment of Deposit and Balance |
|---|---|
| 91+ days | Deposit retained as Lifetime Deposit Credit; balance refunded in full |
| 61 – 90 days | Deposit retained as Lifetime Deposit Credit; 50% of balance retained, 50% refunded in cash |
| 31 – 60 days | Deposit retained as Lifetime Deposit Credit; 75% of balance retained, 25% refunded in cash |
| 0 – 30 days | Deposit retained as Lifetime Deposit Credit; 100% of balance retained; no cash refund except as provided in Sections 14 and 15 |
For Peak Climbs, Expeditions, and Tibet/Kailash trips, HG pays substantial non-refundable fees to third parties well in advance of departure — including peak climbing permits issued by the Nepal Department of Tourism, Tibet Tourism Bureau permits, Kilimanjaro national park and rescue fees, and similar government or regional authority charges. Where HG has paid such non-refundable fees on your behalf before your cancellation, those fees will be passed through to you in addition to the cancellation charges in Section 7.2. HG will document the pass-through amount on request and will make reasonable efforts to recover the fees from the issuing authority; any recovered amounts will be refunded to you.
If you fail to arrive at the designated trip start location without having given HG at least 72 hours’ prior written notice, no refund, rescheduling, or credit is available. The deposit is retained by HG but is not preserved as a Lifetime Deposit Credit in a no-show scenario.
In cases of death, terminal illness, or comparable catastrophic personal circumstance affecting a Traveler or an immediate family member, HG will, in its sole discretion and on a case-by-case basis, consider a cash refund of the deposit and/or amounts that would otherwise be retained from the balance. We may require documentation such as a death certificate, a physician’s letter, or equivalent evidence. Approval under this section is discretionary, not a right, and does not limit your protections under Section 14 (Force Majeure) or under your travel insurance.
For the Kailash Mansarovar Yatra and similar trips where operation depends on government or regional authority approvals beyond HG’s control (including Tibet/China visa and permit issuance), the following applies in addition to Section 7.2:
If you choose to leave a trip before its scheduled end for personal reasons, or if you are removed from the trip under Section 13.4, no refund is due for unused services (accommodation, meals, transportation, guide services, permits, or flights). HG is not liable for expenses you incur returning home early. Your travel insurance may cover trip curtailment; we recommend contacting your insurer directly.
Flexibility is the nature of adventure travel; we commit to clear communication when plans must change.
Adventure travel inherently requires flexibility. “Minor changes” — such as a shift in the order of daily activities, a change in accommodation to one of the same or higher standard, or an adjustment to outbound or return flights by less than 12 hours — do not entitle you to cancel or to compensation. We will notify you of minor changes as soon as reasonably practicable.
A “significant change” is a change that we reasonably expect to have a major impact on your trip, such as:
If HG makes a significant change before the trip starts and the change is not the result of Force Majeure, you may, within 14 days of our written notice, choose to:
If we do not hear from you within 14 days, we will assume you accept the changed arrangements.
Every HG booking is 100% guaranteed to operate once your Booking Confirmation has been issued. We do not cancel Group Treks, Tours, Peak Climbs, Expeditions, or Tailor-Made Trips for failure to reach a minimum group size — even if you are the only booked traveler. This guarantee is one of our core commitments and is not qualified by supplier, staffing, or pricing considerations on our side.
Narrow exception — Luxury Kailash Mansarovar Yatra: The Luxury Kailash Mansarovar Yatra is the single exception to the guaranteed-departure rule. Because of the significant operational constraints of the Tibet/China permit system, the logistical complexity of Kailash region support at luxury service levels, and regional authority requirements that make private or very small group departures economically and operationally infeasible, the Luxury Kailash Mansarovar Yatra requires a minimum group size, which HG will disclose to you in writing at the time of booking. If the minimum is not reached by the applicable cutoff date (also disclosed at booking), HG may, at our option, (a) offer you an alternative Kailash Yatra departure with comparable itinerary, (b) offer a non-luxury Kailash Yatra itinerary with refund of the price difference, or (c) cancel the specific departure. If we cancel for failure to reach the minimum, you will receive a full cash refund of all amounts paid, including the deposit, or a Lifetime Deposit Credit for the full amount, at your election. This exception applies only to the Luxury Kailash Yatra and not to the standard Kailash Yatra or any other HG trip.
For the avoidance of doubt, this Section 9.3 addresses only group-size-driven cancellations by HG. Permit-authority or government cancellations of the Kailash Yatra (whether standard or luxury) remain governed by Section 7.5, and Force Majeure events remain governed by Section 14.
If HG cancels your trip for reasons other than your breach, your refusal to pay, or Force Majeure, you may elect, within 14 days of our written notice:
Except as expressly provided in this Section 9, HG is not liable for consequential damages arising from a cancellation, including non-refundable airfare, visa fees, immunizations, or personal equipment purchases. We strongly encourage comprehensive travel insurance.
Once the trip has begun, the trip leader has final authority on daily routing, pace, and activities, and may alter the itinerary based on weather, altitude, group condition, safety concerns, local conditions, or directions from local authorities. Where HG is unable to provide a significant proportion of the arrangements after departure, we will — where possible — make alternative arrangements at no extra charge and provide an appropriate refund if those arrangements are of lower standard. Where an alternative is not possible because of Force Majeure, Section 14 applies.
Comprehensive travel insurance is a condition of participation — not optional.
Every Traveler must carry comprehensive travel insurance that covers, at a minimum:
You must submit proof of insurance (policy certificate, insurer name, policy number, and 24-hour emergency contact) to HG no later than 14 days before the trip start date, and carry a copy with you throughout the trip. If you cannot provide proof of insurance at trip start, HG may require you to obtain a policy locally before we allow you to continue, or may deny participation with no refund.
In mountain environments, conditions can deteriorate rapidly. HG reserves the right to initiate an emergency evacuation, including by helicopter, based on the professional judgment of the trip leader and, where available, the expedition medical officer — without waiting for pre-authorization from your insurer. HG is not liable for the cost of evacuations undertaken in good faith for Traveler safety. You agree that any evacuation, medical, or related costs advanced by HG on your behalf will be reimbursed by you or by your insurer, and you authorize HG to charge the payment method on file for reasonable evacuation costs up to USD $10,000, with any excess invoiced separately.
Signing a waiver of insurance, self-insuring, or relying on a health insurance plan that does not meet the criteria above does not satisfy this requirement. HG does not sell insurance; we recommend consulting a licensed travel insurance broker familiar with adventure travel and high-altitude coverage.
Be honest with us about your health; it is the single most important safety measure.
HG trips vary in physical demand from moderate walking to technical mountaineering at extreme altitude. The difficulty and daily demands of each trip are described on the trip-specific page of our website and in your trip dossier. You are responsible for preparing physically and mentally for the trip you have booked. If you are unsure whether a trip is suitable for you, contact your Destination Specialist before booking.
You must disclose to HG in writing, before booking is confirmed, any pre-existing medical condition, disability, mental health condition, allergy, or dietary restriction that could reasonably affect your ability to participate safely or the arrangements of others. Examples include cardiovascular disease, respiratory disease, diabetes, epilepsy, pregnancy, recent surgery, severe allergies, and any history of altitude-related illness.
We will evaluate each disclosure individually and, where appropriate, may require:
If your health or a Traveler’s health changes materially after booking, notify HG immediately in writing. Depending on the nature and timing of the change, standard cancellation terms (Section 7) may apply, and we recommend contacting your travel insurer at the same time.
If HG later discovers a pre-existing condition that was not disclosed at booking and that materially affects participation, safety, or the trip arrangements of others, we may cancel your participation at any point, including during the trip, with cancellation charges under Section 7 applying and no refund of unused services.
You are solely responsible for ensuring that you hold:
HG may assist with the application for certain permits (notably the Tibet/China permit, which in most cases must be handled by the in-country operator). Except for such assistance expressly confirmed in writing, HG has no responsibility for visa or permit procurement, denial, or delay. If you are denied boarding, entry, or onward travel due to inadequate documentation, standard cancellation terms apply.
You agree to comply with all applicable laws, regulations, and customs of each destination country, and with any vaccination, quarantine, or entry requirement in effect at the time of travel. Failure to comply that results in cancellation is subject to Section 7.
Adventure travel is exhilarating because it is real. With it comes real risk.
You acknowledge that HG trips take place in remote, mountainous, high-altitude, and wilderness environments where medical facilities may be hours or days away, rescue may be delayed by weather, and communication may be limited. Inherent risks include but are not limited to:
By participating in an HG trip, you knowingly and voluntarily assume all such risks, whether or not described here, and accept responsibility for any loss, injury, or damage that may result, to the maximum extent permitted by Maryland law and by the law of the destination country.
Every Traveler (or, for a minor, the parent or legal guardian) must sign a separate Participation Agreement and Release before the trip starts. That document supplements, and does not replace, these Terms.
While on the trip, you agree to:
The trip leader may, in consultation with the medical officer where available, require you to leave the trip if, in their reasonable judgment:
Removal under this section is not a cancellation by HG. No refund is due for unused services, and you are responsible for all costs of returning home.
When events beyond anyone’s control disrupt travel.
“Force Majeure” means any event or circumstance beyond HG’s reasonable control, including but not limited to:
If a Force Majeure event prevents HG from operating your trip substantially as planned, before the trip start date, HG will offer you:
If a Force Majeure event arises after the trip has started and requires HG to curtail, re-route, or terminate the trip, HG will — where safe and reasonable — continue to provide or substitute services at no additional charge. HG is not liable for refunds, compensation, or consequential costs (including changed flights, extended accommodation, or missed onward arrangements) arising from Force Majeure. Your travel insurance is your primary protection for these events.
You are responsible for reviewing U.S. State Department travel advisories, or the equivalent of your home country, for every destination on your itinerary. Advisories recommending against travel may constitute Force Majeure under this section; however, elevated advisory levels alone do not automatically trigger cancellation, and HG will assess each situation case-by-case with safety as the priority.
Scope of HG’s responsibility, and limits required by the nature of adventure travel.
HG accepts responsibility for trip services directly provided by us or our employees, to the extent such services are not performed with reasonable skill and care. For services provided by independent third-party suppliers — including airlines, hotels, teahouse lodges, in-country operators, porters, yak or mule operators, and ground transportation providers — HG acts as the coordinator and booking agent, and those services are governed by the terms and conditions of the respective supplier, which may limit their liability under applicable international conventions (including the Montreal Convention for airlines).
HG is not liable for loss, injury, damage, delay, or expense arising from:
To the maximum extent permitted by Maryland law, HG’s aggregate liability to you for any claim arising out of or relating to a trip, whether in contract, tort, statute, or otherwise, is limited to the total amount you paid to HG for the affected trip. This cap does not apply to liability that cannot be limited under Maryland law, including liability for death or personal injury caused by HG’s gross negligence or willful misconduct.
HG is not liable for indirect, consequential, incidental, special, punitive, or exemplary damages, including lost wages, lost vacation time, lost enjoyment, non-refundable airfare, visa fees, gear purchases, or emotional distress, regardless of the theory of liability and regardless of whether HG was advised of the possibility of such damages.
Any claim you wish to bring against HG must be brought within one (1) year of the date on which the claim arose, or it is waived and barred. This period is the maximum permitted by Maryland law for contractual shortening of limitations.
If something goes wrong, tell us right away — most issues can be fixed on the ground.
If you have a concern during your trip, raise it with your trip leader or local guide immediately. Most issues can be resolved on the spot. If the trip leader cannot resolve the concern, contact HG’s Baltimore office by telephone at +1-410-307-0007 or by email to no**********@**************er.com as soon as practicable.
If your complaint is not resolved on the trip, you must send a formal written complaint by email to no**********@**************er.com within 28 days of the trip’s end date, including your booking reference, specific facts, dates, and any supporting documentation or photographs. HG will acknowledge receipt within 5 business days and provide a substantive response within 30 business days.
Failure to raise a concern during the trip, and to submit a written complaint within 28 days of trip end, may impair HG’s ability to investigate, address the concern, and recover from suppliers, and may affect your rights under this contract.
If you book an HG trip through a third-party marketplace, aggregator, or reseller — including TourRadar, Bookmundi, Viator, Travelzoo, or similar — your booking is governed by both these Terms and the terms and conditions of that third party. Where the two conflict, the terms governing payment, refunds, and cancellations of the originating third-party platform will generally apply to the amount paid to them, and these Terms will apply to the conduct and operation of the trip itself. HG has no authority to refund amounts paid to a third-party platform; refund requests must be made to that platform directly.
Trip packages won through free-trip giveaways, referral rewards, contests, or promotional discounts are subject to the terms of the specific promotion, which may differ from the standard trip package. Common conditions include:
HG trip leaders and accompanying media personnel may photograph or record video during the trip for marketing, educational, and archival use. By participating in the trip, you grant HG a non-exclusive, royalty-free, worldwide, perpetual license to use such photographs and video featuring you for these purposes. If you prefer not to appear in HG marketing content, please notify your trip leader at the start of the trip and send a written opt-out to no**********@**************er.com; we will respect your preference.
Photographs and videos you take personally remain your property. We ask that you respect the privacy, dignity, and cultural norms of local communities and fellow travelers when taking photographs, especially in religious settings, during ceremonies, and of children.
HG collects and uses your personal data — including name, passport information, contact details, payment information, emergency contact, dietary and medical information — to operate your booking, communicate with you, comply with legal requirements, and improve our services. Our handling of personal data is described in our Privacy Policy at www.himalayanglacier.com/privacy-policy. Where you reside in a jurisdiction with specific privacy laws (including the European Union’s General Data Protection Regulation, the United Kingdom’s Data Protection Act, or U.S. state privacy laws such as the California Consumer Privacy Act), you have additional rights described in the Privacy Policy.
How we resolve the rare disputes that can’t be settled informally.
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the laws of the State of Maryland, United States, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.
Before initiating arbitration, the parties agree to make a good-faith attempt to resolve any dispute through direct written discussion for a period of at least 60 days, beginning on the date one party notifies the other in writing of the dispute. Most disputes can be resolved at this stage.
Any dispute not resolved under Section 21.2 will be resolved exclusively by confidential binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules and, where applicable, the Consumer Arbitration Rules. Arbitration will take place in Baltimore, Maryland, before a single arbitrator mutually agreed by the parties or, failing agreement within 30 days, appointed by the AAA. The arbitrator’s decision is final and enforceable in any court of competent jurisdiction.
Each party bears its own attorneys’ fees and costs, except that the arbitrator may award fees and costs to the prevailing party to the extent permitted by Maryland law. For consumer disputes, HG will pay the AAA’s filing, administrative, and arbitrator fees as required by the AAA Consumer Arbitration Rules.
To the maximum extent permitted by law, you and HG each agree that any dispute will be brought in the party’s individual capacity and not as a plaintiff or class member in any purported class, collective, or representative proceeding. The arbitrator has no authority to consolidate claims or preside over any form of class or representative proceeding.
Notwithstanding the above, either party may bring an individual action in the Small Claims Court of Baltimore City, Maryland (or the equivalent court in the plaintiff’s jurisdiction) for claims within that court’s jurisdictional limit.
Either party may seek injunctive relief in a court of competent jurisdiction to prevent irreparable harm, including to protect intellectual property or confidential information, pending arbitration.
These Terms, the Booking Confirmation, the Participation Agreement and Release, the trip-specific dossier, and our Privacy Policy together constitute the entire agreement between you and HG regarding the trip and supersede all prior or contemporaneous communications, representations, and agreements.
If any provision of these Terms is held invalid or unenforceable, that provision will be modified to the minimum extent necessary to make it valid, or if that is not possible, severed; the remainder of the Terms will continue in full force.
HG’s failure to enforce any provision is not a waiver of our right to enforce that provision later.
You may not assign or transfer these Terms without HG’s prior written consent, except as permitted under Section 5.3. HG may assign its rights and obligations under these Terms to an affiliate or successor.
Written notices from you to HG must be sent to no**********@**************er.com or to Himalayan Glacier Adventures, LLC, Baltimore, MD, USA. Written notices from HG to you will be sent to the email address on your booking. Notices are deemed received on the business day sent, if sent before 5:00 p.m. Eastern Time, otherwise on the next business day.
HG may amend these Terms at any time to reflect changes in applicable law, regulation, or industry practice. The version of the Terms in effect on the date of your Booking Confirmation governs your trip, except where a later amendment is required by law.
No person other than you and HG has any rights under these Terms. HG’s in-country affiliates, suppliers, guides, and staff are not third-party beneficiaries, except that the release and indemnification provisions of Sections 13 and 15 apply to them as intended beneficiaries of those provisions.
Sections 10, 13, 14, 15, 16, 19, 20, 21, and 22 survive the completion, cancellation, or termination of your trip.
These Terms are written in English. Translations are provided for convenience only. In the event of a conflict between the English version and any translation, the English version controls.
By clicking “I Agree” on our online booking form, paying the deposit, or otherwise confirming the booking in writing, the Lead Traveler acknowledges, on behalf of every Traveler on the booking, that:
the information they have provided to HG about health, fitness, and travel documentation is accurate and complete.
For HG bookings requiring signature (Peak Climbs, Expeditions, or by HG request):
Lead Traveler:
Full Name of Traveler: ________________________________________________________________
(Please Print Clearly)
Signature of Participant: ___________________________________________
Date: ______________________
Booking Booking Reference Number: ______________________
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