International Trekking Members Application
page 1 of 4: Trip Registration Form
Please read and sign the following:
I agree that all of the information contained in this TRIP REGISTRATION form is true and correct.
YOUR NAME ……………………………………………………………
NAME OF TRIP & DEPARTURE DATE ……………………………………………………………
SIGNATURE ……………………………………………………………
Please print out, carefully read, and answer the following, then sign. Use a separate sheet of paper, if necessary. Himalayan
Expeditions, 30 Downfield Lodge, Downfield Road, Clifton, Bristol, BS8 2TQ, England. email: [email protected]
tel: Mobile +44 (0) 7810 375400, Please visit our web page: www.SummitTrek.com
Below is a list of items you need to send us in order to become a member of the team.
A. Items to be sent at this time [please indicate whether these are included with these papers]
1. Completed 4-part application: YES / NO
2. 10% deposit YES / NO / ALREADY SENT
B. Items due not less than 2 months prior to departure [please indicate whether these are included with these papers]
Remainder of the trip payment YES / NO
One passport sized photo which is a simple, very clear picture of your face, against a white YES / NO
background, sent as an email scan. You can take it yourself for free with your own digital camera or
smart phone. Please be sure to carry a couple of passport photos in your pocket when crossing foreign
borders, for visa and permit purposes.
Very good quality scan of passport identification pages (Your passport must be valid for 6 months after YES / NO
your expedition end date)
Arrival date, time, flight number and airline [Flight details supplied by your travel agent] YES / NO
Proof of travel insurance YES / NO
Proof of mountain rescue and repatriation insurance [additionally, Cancellation insurance is advised] YES / NO
Hotel Accommodation (where applicable) SINGLE ROOM / SHARING
Please fill out the application below. Please use another sheet of paper if necessary
1) Your surname as it appears on your passport (family, or last name):
2) Given names as they appear on your passport (first and middle names):
3) Nickname (the name you prefer to be called):
4) Gender (male, female, other):
5) Date and place of birth:
6) Nationality:
7) Current address (including country), e-mail address, telephone number (landline and mobile):
8) Permanent address, e-mail address, phone (landline and mobile), if different than current address:
9) Place of employment - company name, address, e-mail address, phone (landline and mobile):
10) Your occupation (job title):
11) Emergency notification name, relation, address, e-mail address, phone (landline and mobile). Must speak English and be
available 24 hours a day and able to wire funds in case of emergency:
12) Passport information:
a. Passport number:
b. Country of issue:
c. Place of issue:
d. Expiry date (Your passport must be valid for 6 months after your expedition end date):
13) Trekking and camping background (walking and camping experience, type of trip, locales, altitudes, seasons):
14) Please discuss fitness training plans and schedule, with types and amounts of exercise:
15) Where did you hear about our organization? If a friend referred you please mention their name and contact details, so that
we may send them a thank you gift.
16) What is your favourite trekking, outdoor shop in your area?
17) After you complete this trip, what future trips might you like to plan?
International Trekking Members Application
page 2 of 4: Participant Agreement, Release, Risk Acknowledgement
Please read carefully and sign. In consideration of the services of Himalayan Expeditions, their agents, owners, officers,
volunteers, participants, employees, and all other persons or entities acting in any capacity on their behalf (hereinafter
collectively referred to as "H.E."), I hereby agree to release and forever discharge H.E. on behalf of myself, my children, my
parents, my spouse, my siblings, my other relatives and/or dependants, my heirs, assigns, personal representative and estate
as follows:
1. I acknowledge that the trek, tour entails known and unanticipated risks, which could result in physical or emotional injury, paralysis,
death, or damage to myself, to property, or to third parties. These inherent risks are some of the elements that contribute to the
unique character of this activity. These same elements can be causes of loss of or damage to my equipment, accidental injury or
illness or, in extreme cases, permanent trauma or death. H.E. does not want to frighten me or reduce my enthusiasm for this activity,
but believes it is important for me to know in advance what to expect and to be informed of the inherent risks. I understand that such
risks cannot be eliminated and are an inherent part of the activity.
2. The risks include, among other things: the hazards of walking on uneven terrain and slips and falls; the forces of nature, including
lightning, weather changes, earthquake and avalanche; the risks of exposure to insect bites and numerous diseases, digestive tract
infections and ailments; the risk of altitude and cold including hypothermia, acute mountain sickness, cerebral and pulmonary edema;
my own physical condition, and the physical exertion associated with this activity, all complicated by the potential lack of rescue,
including unavailability of light aircraft and no helicopter rescue. H.E. organizers, leaders, guides, and staff have difficult jobs to
perform. Guides, leaders and staff may not be present at anytime. When present, they seek safety, but they are not infallible. They
might be unaware of a participant's fitness, abilities, pre-existing conditions, or ill health. They might misjudge a participant's health or
illness, at anytime during the trek & tour. They might misjudge the weather, the elements, or the terrain. They may become
incapacitated or distracted. They may make errors of judgment, mistakes, or be negligent. They may give inadequate warnings or
instructions. Equipment being used may malfunction, wear-out, break, be lost, be inadequate, and be worn-out, poorly maintained, or
missing. I expressly agree and promise to accept and assume all of the risks existing in this activity. My participation in this activity is
purely voluntary, I am fully aware of the risks, and I elect to participate in spite of the risks.
3. I acknowledge that engaging in this activity may require a degree of skill and knowledge different than other activities and that I have
responsibilities as a participant. I acknowledge that the staff of H.E. has been available to talk to me extensively and more fully
explain to me the nature and physical, mental, and experiential demands of this activity and the inherent risks, hazards, and dangers
associated with this activity.
4. I certify that I am familiar with the dangers, hazards and risks incident to trekking as above. I accept and clearly understand that these
hazards and risks may result in personal injuries to myself and others and hereby expressly assume all of the above risks including;
the risks of acts or omissions of H.E. and do hereby expressly agree to hold H.E. harmless and defend H.E. against any and all
liability.
5. I understand that should I become ill and/or have to leave the expedition early for any reason, I will visit a doctor/hospital immediately,
before flying home, in the nearest town or city, and obtain a letter of medical advice describing my condition/symptoms and medical
reason for early departure. I will furnish a copy of said letter to H.E. immediately before my departure and I, myself will furnish a copy
of said letter to my insurers.
6. H.E. gives notice that they act only as agents for hotels, transportation companies, land operators and suppliers of travel services.
H.E assume no responsibility or liability in connection with the operation or service of any aircraft, motor vehicle, other conveyance,
restaurant, teahouse, inn, lodge or hotel which may be used wholly, or in part, for services to H.E, and its clients. H.E., its operators,
airlines and agents will not be responsible for any act, error, omission, nor for any injury, loss accident, delay, inconvenience,
irregularity or damage which may be occasioned by any cause whatsoever. This includes acts of nature, civil disturbance, crime,
terrorism, government restrictions, pandemic (Including Covid-19) or failure of any means of conveyance to adhere to published
schedule.
7. H.E strive to do their best to maintain proper health, hygiene, and sanitation standards, and insist their members and staff will also do
so. However, H.E assume no liability, and are not responsible for members and/or staff catching or spreading coronavirus (Covid-19)
or any disease.
8. I hereby voluntarily release, forever discharge, and agree to indemnify and hold harmless H.E. from any and all claims, demands, or
causes of action, which are in any way connected with my participation in this activity or my use of H.E.'s equipment or facilities,
including any such claims which allege negligent acts or omissions of H.E.
9. I hereby voluntarily release, forever discharge, and agree to indemnify and hold harmless H.E. and any of its assigns or other
delegated persons from any and all claims, demands, or causes of action, which are in any way connected with the use of my image,
words, voice, video or likeness which are in any way connected with my participation in this activity, in any electronic,
electromagnetic, digital, photographic, print, sound, or audio-visual format in regards to advertising, promotions, marketing,
cybercasts, literature, newspaper/journal articles, television, documentary films and video, radio, recordings, websites, email, social
media and/or any other use which H.E. deems fit.
10. Should H.E. or anyone acting on their behalf, be required to incur attorney's fees and costs to enforce this agreement, I agree to
indemnify and hold them harmless for all such fees and costs.
11. In consideration of the services furnished me, and to be furnished me as a member of this trekking expedition, I hereby release H.E.
and all the members of the trekking expedition from any and all damages, injuries, losses, or any cause of action which may result in
me, my legal representatives, heirs, or others purporting to exercise statutory or other rights arising out of, or in connection with this
expedition. And I hereby assume each and every damage incident to my participation, and agree to indemnify and hold harmless H.E.
and all members of the expedition against any sums which they, or any of them may be subject to pay in consequence of any claim or
demand by or through me, or resulting from my being a member of this trek. By signing this document I acknowledge that if anyone is
hurt or property is damaged or any financial or other loss occurs before, during, or after my participation in this activity, I may be found
by a court of law to have waived my right to maintain a lawsuit against H.E. on the basis of any claim from which I have released them
herein.
12. If any portion of this agreement is unenforceable, the remaining portions shall remain in full force and effect.
I have had sufficient opportunity to read this entire document entitled PARTICIPANT AGREEMENT, RELEASE, RISK
ACKNOWLEDGEMENT STATEMENT. I have read and understood it, and I agree to be bound by its terms.
I am aware that this is a release of liability, a legally binding and enforceable contract between myself and H.E.
Signature of participant:_______________
Print Full Name______________.
Today's Date:______.
Name, Date, and Type of Trip:______________________________________.
International Trekking Members Application
page 3 of 4: Terms and Conditions of Booking
Please Read Carefully and Sign. Thank You.
PAYMENT DETAILS (please fill in the following payment details):
Trip Name:
Total cost for trip:
Amount being submitted with this application:
How much remaining to be paid:
Date the remainder will be paid:
Please submit your payment and all completed forms now. An initial 10% deposit is required and is refundable in accordance with the terms
below. Final completion of payment is due two months prior to departure. Participants whose balances are not received by the 60-day deadline
as stated above risk forfeiture of their place on the expedition. If your bank is located in the UK, you may make your cheque payable to
Himalayan Expeditions and post it, with the completed application materials, to: Himalayan Expeditions - 30 Downfield Lodge, Downfield Road,
Clifton, Bristol, BS8 2TQ, England.
Please note that all prices are fixed in $USD and we reserve the right to ensure payments in alternative currencies convert to the $ amount in
full.
If your bank is located outside of the UK, we are able to accept your cheque, however please allow an extra 60 days for our bank to clear your
cheque. You will therefore be required to send us your cheque 4 months prior to departure. If you are not able to work within this time frame,
please consider credit card payment or using bank-to-bank wire transfer. We can provide bank transfer details via email.
If you wish, we are able to take your credit card details and charge your card. In that case, please send: 1) Type of card: Visa, Amex,
Mastercard, Discover; 2) Card number; 3) Expiration date; 4) Card security code: 3 digits on back of Visa, 4 on front of Amex; 5) Name as it
appears on the card; 6) Billing address for the card; 7) Email address; 8) Telephone number.
Please send these details to us via email to [email protected] (perhaps safer to divide this information into two emails) or via phone or post
when you are ready to pay. When sending your details, would you please include the name of the trip, month and year of the trip, and amount
you wish to pay, ie: "refundable deposit" or "full-payment", etcetera. Thank you.
In case you wish to use Paypal, our Paypal address is [email protected]
CANCELLATION AND REFUND POLICY: In the event of cancellation of the trip prior to departure by H.E. you will receive a 100% refund. If
you cancel your trip membership 60 or more days before scheduled departure, you will receive a 75% refund. Cancellation 30 to 59 days
before scheduled departure will result in a 50% refund. Cancellation 14 to 29 days before scheduled departure will result in a 25% refund. There
will be no refund for cancellation within 13 days prior to the trip. If you do not wish to incur cancelation penalties, it may be possible for H.E. to
hold your payment for a future trip in which case you will not incur any cancellation penalty. Refunds may take up to 90 days from the trip end
date to process. Due to the nature and heavy costs of government permits, and the harsh “no-refund” policies of third-world tour operators and
government trekking offices, Himalayan Expeditions must adhere to this stringent refund policy. (H.E. reserves the right to change the price of,
cancel or withdraw any expedition for any reason whatsoever prior to departure, or during the trip. After departure, H.E. reserves the right to
alter or omit any part of the itinerary, to substitute hotels or leaders, to change any means of conveyance without notice and without allowance
of refund, with liability for increased costs (if any) borne by the expedition members. H.E. reserves the right to accept or reject any person as an
expedition member or leader at any time, for any reason whatsoever.)
ITINERARY CHANGES: H.E. reserve the right to change itinerary before or during the trip. In case of finishing early for any reason, members
might return earlier, and H.E. will not pay for unused itinerary days, nor additional trip, nor flight costs nor accommodation
TRAVEL AND RESCUE INSURANCE. The participant certifies that adequate insurance has been obtained to cover any injury or damage or
financial or other loss participant may cause or suffer while participating in all aspects of the trekking expedition, including travel, rescue, life,
health, trip interruption and cancellation. Participant further certifies that there are no medical or physical conditions which could interfere with
participant’s safety in this activity. Participants are strongly advised to purchase trip interruption and cancellation insurance.
PARTICIPANT RESPONSIBILITIES: Trip participants are responsible for their own well-being. This includes good health and strong physical
condition. Participants joining an expedition may be required to obtain a physician's release prior to departure. All members are responsible for:
having the skills and knowledge required for each trek, knowing all pre-departure information, preparing proper equipment, clothing, snack-
energy food, visas, insurance, inoculations, flights, acting in a safety conscious, team-spirited, considerate manner toward all group members
and with respect for each country's customs, environment, and people, and conforming to basic standards of personal and group hygiene (to
minimize the risk of traveler's diseases, and pollution of the environment). Like it or not, we are guests of the governments of the nations we
visit. Participants are not allowed to engage in any acts involving physical nor provocative contact, nor any political discussions nor political
actions with the local, associated, nor governing populace. If you are required to quarantine upon arrival in your destination (or origin) country,
H.E will not cover the costs of this period including hotel, food, medical tests & procedures etc.
AIRLINE RESPONSIBILITY:. Participants are responsible for arranging their own air transportation to and from the starting location of the
expedition. In the event H.E. uses local air transportation during the expedition, the air carrier’s responsibilities shall be defined by the laws,
rules and regulations of the country in which it operates. Please be advised that generally such nations provide fewer remedies to passengers
than most international jurisdictions provide.
If any portion of this agreement is unenforceable, the remaining portions shall remain in full force and effect.
I fully understand and do agree to all of the statements and conditions contained in the TERMS AND CONDITIONS OF
BOOKING as detailed in this document.
Signature of participant:_______________
Print full name______________.
Today's date:______.
Name of trip and departure date of trip:______________________________________
International Trekking Members Application
page 4 of 4: Medical Information
Read, Complete and Sign. Use a separate sheet of paper, if necessary.
It is important that you FULLY DISCLOSE any medical conditions, disabilities, prior accidents/conditions,
medications (attach a separate sheet if necessary).
1. Have you ever experienced any form of altitude illness? [ ] No [ ] Yes. If so, please describe symptoms,
rate-of-ascent, altitude, medication and recovery procedures:
2. Please list any/all limitations or medical conditions and health concerns that may restrict your ability to trek
on this trip?(i.e.: "Previous Injury", "Prior Surgery", "Asthma", "Pregnancy", "Diabetes", "Heart Condition", "Epilepsy", "High
Blood Pressure", "Depression", "Anxiety".) Note to those persons with health concerns: We do not discriminate based on medical
conditions, disabilities, nor upon health issues.
Do you have any such conditions? [ ] No [ ] Yes. Please describe:
3. Do you have arm, shoulder, back, neck, hip, knee, or ankle problems? [ ] No [ ] Yes. Please describe:
4. List completely any/all medications you will be taking on this trip and the medical conditions requiring them:
5. List any/all allergies to food and/or medication:
6. Dietary restrictions (specify): [ ] None [ ]Vegetarian [ ] Other:
7. Height:________ Weight:________
8. [ ] Smoker. [ ] Nonsmoker
9. Do you wear corrective lenses (contact lens wearers must bring prescription glasses in case of
emergency)? [ ] No [ ] Yes
10. Are you familiar with standard first-aid and current Cardio-Pulmonary Resuscitation (CPR) techniques? [ ]
No [ ] Yes, Please describe training/source of knowledge:
11. Are you familiar with altitude sickness, high altitude pulmonary edema, high altitude cerebral edema, and
recognition of their symptoms, prevention, and treatment? [ ] No [ ] Yes, Please describe
training/source of knowledge:
Signature of participant:_______________
Print full name_____________.
Today's date:______.
Name of trip and departure date of trip:______________________________________.
Himalayan Expeditions
30 Downfield Lodge, Downfield Road, Clifton, Bristol, BS8 2TQ, England.
email: [email protected]
tel: Mobile - +44 (0) 7810 375400,
Web page: www.SummitTrek.com
