Sublime Trails Cancellation and Refund Policy

At Sublime Trails, we understand that travel plans can change. Our cancellation policy is designed to be clear and fair while allowing us to cover the costs we commit to your journey in advance, including permits, accommodation, transportation, domestic flights, guides, porters, and other services.

1. Cancellation by the Traveller

Here is how it works:

If you need to cancel your trip, please notify us in writing by email or through your booking contact.

The applicable refund will be calculated based on the date we receive your cancellation request.

Refund Amount
When you cancel before your trip starts    Refund % of total cost 
 60 days or more before departure  90% of the total amount
 15 to 59 days before departure  80% of the total amount
 0 to 14 days before departure  70% of the total amount

2. Changing or Postponing Your Trip

If you cannot travel on your original dates, you may request to postpone or change your trip instead of cancelling it.

Where possible, Sublime Trails will try to accommodate date changes without treating the booking as a cancellation.

Any additional costs resulting from the change may apply, including:

  • Flight change fees
  • Accommodation charges
  • Permit reissuance or amendment fees
  • Transportation costs
  • Guide and porter rescheduling costs
  • Seasonal or itinerary price differences
  • Other third-party charges

Date changes are subject to availability and local regulations.

3. Cancellation or Changes by Sublime Trails

Sometimes things happen that are completely outside our control, such as big storms, earthquakes, road closures, government restrictions, or serious safety concerns. In those rare cases, we may need to change or cancel your trip.

If that happens, we will do one of the following:

  • Try to reschedule your trip to a new date
  • Offer a credit you can use for a future trip
  • Refund whatever money we can recover from our suppliers

We will always work with you to find the best solution we can.

4. Weather, Flight Delays and Mountain Conditions

Nepal's mountains can be unpredictable. Bad weather can delay or cancel:

  • Domestic flights
  • Helicopter rides
  • Road travel
  • Parts of the trek itself

Where possible, Sublime Trails will assist with alternative arrangements.

Additional costs arising from weather or operational disruptions are generally the responsibility of the traveler unless otherwise agreed in writing.

For trekking itineraries, we may recommend itinerary adjustments when necessary for safety, weather, acclimatization, or trail conditions.

5. Helicopter Services

Helicopters depend heavily on weather and mountain conditions. There are two important situations you should know about:

If the helicopter cannot take off at all:
If a helicopter cannot fly in the first place due to weather or other reasons outside our control, we will help arrange the next available option for you. Any refund will depend on the helicopter company's own rules and whether the flight was already committed or not.

If the helicopter takes off but cannot land at the planned location:
Sometimes a helicopter can take off successfully but still be unable to land at the planned destination due to conditions like strong winds, low clouds, poor visibility, or unsafe terrain. In these moments, the decision rests entirely with the pilot, and that call is final because it is made for everyone's safety.

If the helicopter flew but could not land at your intended location for these reasons, any refund will depend entirely on the helicopter service provider's own policy. Sublime Trails has no control over their terms in such situations. Mountain flying carries these risks, which is why having good travel insurance before you fly is so important.

6. No-Show, Late Arrival or Early Departure

No refund will normally be provided if a traveler:

  • Does not arrive for the trip
  • Arrives too late to join the scheduled itinerary
  • Leaves the trip voluntarily before completion
  • Decides not to participate in part of the itinerary
  • Is unable to continue because of personal reasons

Any recoverable third-party costs will be considered where applicable.

If you need to leave a trek early because of illness, injury, or another emergency, Sublime Trails will assist with reasonable arrangements where possible. Additional transportation, accommodation, evacuation, or medical expenses may apply.

7. Cancellation Due to Illness or Injury

Our standard cancellation rules still apply if illness or injury stops you from traveling.

This is exactly why travel insurance is so important. A good policy can cover the money you would otherwise lose due to a cancellation.

8. Major Events Beyond Our Control

If a major event makes travel impossible, such as a pandemic, earthquake, flood, war, or border closure, Sublime Trails cannot be held responsible for those losses. However, here is what you can expect:

If the trip has not started yet, our regular cancellation and refund policy applies. If the event happens while you are already on the trip, we will refund the amount for any services that were not yet used. In both cases, we will do our best to recover whatever funds we can from our suppliers on your behalf.

9. How Long Does a Refund Take?

Once your refund amount is confirmed:

  • We process it within 15 business days
  • Your bank or card provider may take additional time after that
  • Small fees for bank transfers or currency conversion may be deducted where they apply

10. Travel Insurance

We strongly recommend buying travel insurance before your trip. For trekking in Nepal, please make sure your policy covers:

  • Trip cancellation
  • Trip interruption
  • Medical treatment
  • Emergency helicopter evacuation
  • Flight delays
  • Lost or delayed bags
  • High altitude trekking (check the maximum altitude your policy covers)

Travel insurance can save you thousands of dollars if something goes wrong.

11. Special Trips With Different Rules

Some trips have their own cancellation rules. These will be clearly explained to you before you book.

Expeditions and mountaineering trips: 30% of the trip cost is always kept, no matter when you cancel

Helicopter tours​​​​​​: No fee if cancelled due to weather. If YOU cancel, 10% of the cost is kept. No time limit applies.

Tibet trips: 50% of the trip cost is always kept

Bhutan trips: 50% of the trip cost is always kept

12. Need to Cancel or Change? Talk to Us First!

If you need to cancel, postpone, or modify your journey, please contact Sublime Trails as soon as possible.

The earlier you contact us, the more opportunities we may have to recover or reschedule services and minimize your cancellation costs.

Sublime Trails: We are with you every step of the way.