Nepal Hiking Team implements a comprehensive Sustainable Procurement Policy to ensure that our adventure tourism operations preserve the fragile Himalayan environment, support local mountain economies, and uphold rigorous ethical standards. As a leading trekking and tour operator in Nepal, we recognize that every purchase, from trekking gear and office supplies to teahouse accommodations, has a direct ecological and social footprint. By embedding sustainability directly into our supply chain, we aim to eliminate short-term, exploitative practices and instead drive long-term value for both travelers and local communities.
Purpose
The way we buy matters.
Every product and service used by Nepal Hiking Team comes with a cost beyond its price. A purchase can support a local producer, create work in a community, reduce waste, conserve resources, or place unnecessary pressure on people and the environment.
This policy sets out how we make purchasing decisions across our operations. We consider sustainability alongside quality, safety, suitability, availability, legal requirements, reliability, and cost.
Our objective is practical. We want our purchasing to support Nepalese businesses, reduce unnecessary consumption, protect natural and cultural resources, and encourage responsible practices throughout our supply chain.
Scope
This policy applies to procurement for our office, trekking and expedition operations, tours, guest services, and other business activities.
It covers the purchase of food and beverages, accommodation and hospitality services, transportation and logistics, trekking and expedition equipment, office supplies, cleaning and maintenance products, construction and maintenance materials, guest-use products, promotional materials, gifts, merchandise, and other goods and services purchased by or on behalf of Nepal Hiking Team.
Anyone involved in purchasing, supplier selection, contract management, or procurement decisions is responsible for applying this policy.
Sustainable Purchasing Principles
We do not judge a purchase only by its price.
Before choosing a product or service, we consider where it comes from, who provides it, what it is made from, how long it will last, how it will be transported, what resources it uses, and what happens when it is no longer needed.
Where practical, we favour products and services that are locally produced, responsibly sourced, durable, reusable, repairable, recyclable, resource efficient, and supplied with limited packaging.
We also consider whether a product has credible sustainability certification or other reliable evidence to support responsible sourcing and production.
Procurement Decision Framework
Our approach is to avoid, reduce, reuse, repair, refurbish, recycle, and then purchase.
A new purchase should not be the first response when an existing item can meet the need.
Staff should first consider whether an existing product can be reused, repaired, shared, refurbished, or adapted. When a new purchase is necessary, we consider its full life rather than looking only at the initial cost.
Durability, repairability, maintenance, operating costs, resource use, packaging, transport, environmental impact, social impact, and disposal should be considered where relevant.
Local and Nepalese Procurement
We prefer to buy from Nepalese businesses and local suppliers wherever they can meet our requirements.
This is especially important in the places where we trek and operate. Purchasing locally can keep more tourism income within the country, support local employment, and strengthen businesses that are part of the communities we visit.
We therefore look for local options when purchasing food, accommodation, transportation, trekking supplies, maintenance services, handicrafts, office supplies, and other operational needs.
Local sourcing is not chosen at the expense of safety, hygiene, quality, legal compliance, technical suitability, availability, or guest welfare.
Responsible Supplier Selection
Our relationship with a supplier begins with more than a quotation.
Where relevant, we consider how a supplier treats its workers, manages waste, uses resources, sources its products, complies with the law, and contributes to the local economy.
For important or higher-risk purchases, we may ask suppliers for additional information about their products, sourcing, labour practices, environmental measures, certifications, or other relevant matters.
Where appropriate, these expectations may form part of supplier discussions, quotations, agreements, contracts, or renewal decisions.
We expect suppliers working with Nepal Hiking Team to be open about their practices and to work with us when improvements are needed.
Packaging
We seek to reduce packaging wherever it serves no useful purpose.
We prefer products supplied with minimal packaging and, where practical, packaging that can be reused, recycled, or appropriately composted.
Bulk purchasing may be used when it reduces unnecessary packaging or transport without creating excess stock, spoilage, or waste.
We do not request additional packaging simply for convenience.
Single-Use Products
We are committed to reducing avoidable disposable products across our offices and field operations.
Where a reusable or refillable option is practical, it should be considered before a single-use alternative.
The right choice depends on the situation. Hygiene, safety, durability, practicality, water use, cleaning requirements, and the overall environmental impact must all be considered.
Food and Beverage Procurement
Food is an important part of our trekking and tourism operations, and our purchasing decisions affect both local producers and the amount of waste generated.
Where practical, we prefer locally produced, seasonal, responsibly sourced, and Nepalese food products.
Purchasing should reflect actual operational requirements. We avoid unnecessary over-ordering and pay attention to storage, preparation, and distribution so that food is not wasted through poor planning or handling.
Where a suitable local product is available, choosing it can support producers while reducing unnecessary transport.
Energy-Efficient Procurement
When purchasing equipment, appliances, lighting, vehicles, or other products that consume energy, we consider how much energy they use and how they perform over their useful life.
Where suitable, we prefer efficient products that can be maintained or repaired, have a reasonable service life, and reduce unnecessary energy consumption.
Lower-emission alternatives should also be considered when they are suitable for the way we operate.
Water-Efficient Procurement
Water use matters when we choose products, equipment, and services.
Where water consumption is relevant, we prefer options that use water efficiently and continue to perform effectively without unnecessary consumption.
We consider water use, maintenance, reuse, operating efficiency, and the availability of better alternatives.
Our procurement decisions should not create unnecessary pressure on local water resources or contribute to water pollution.
Chemicals and Hazardous Products
We take care when purchasing products that can affect people or the environment.
Cleaning products, maintenance chemicals, pest-control products, and similar materials should be selected with consideration for human health, environmental effects, safe handling, storage, transport, and disposal.
Where a safer alternative can perform the same job, it should be considered first.
We do not knowingly purchase products containing substances prohibited under applicable environmental or sustainability requirements.
Wildlife and Biodiversity Protection
The natural environment is central to the destinations in which we work. Our purchasing must never contribute to the exploitation of threatened or protected species.
We do not knowingly purchase products made from threatened or protected wildlife, animal parts, protected plants, illegal timber, coral, ivory, skins, shells, or other protected natural materials.
When a product contains wild-sourced or natural material, staff must consider where it came from, whether it was obtained legally, and whether its collection could harm biodiversity.
Where there is uncertainty about the source or legality of a product, it should not be purchased.
CITES and Protected Species
Nepal Hiking Team complies with applicable national and international requirements concerning protected species and wildlife trade, including relevant CITES requirements.
Staff must not rely only on verbal assurances when a product may contain wildlife, protected plant material, or another regulated natural resource.
Where permits, certificates, or other legal documents are required, those documents must be obtained and retained before purchase.
We do not proceed with a purchase when the origin, legality, or conservation status of a regulated product cannot be adequately established.
Invasive Species
We do not knowingly purchase, introduce, or distribute invasive plant or animal species.
When procurement involves plants, seeds, biological materials, or other products that may carry an invasive-species risk, staff should consider the species, source, legality, environmental risk, and applicable import, transport, and quarantine requirements.
Human Rights and Ethical Sourcing
We expect responsible treatment of people throughout our supply chain.
Nepal Hiking Team will not knowingly procure goods or services connected with forced labour, human trafficking, child exploitation, severe labour exploitation, or other serious human-rights abuses.
Where appropriate, suppliers may be asked for information about working conditions, labour practices, production, and sourcing.
Where credible concerns arise, we may request corrective action, suspend purchasing, or seek another supplier.
Refrigeration and Cooling Equipment
When purchasing refrigeration, air-conditioning, or similar equipment, we consider both energy performance and the environmental impact of the refrigerant used.
We do not knowingly purchase equipment containing refrigerants subject to applicable phase-out requirements where a compliant and suitable alternative is reasonably available.
Personal-Care Products
Where personal-care products are purchased for staff, guests, or operations, we prefer products with lower environmental impact.
Where practical, we avoid products containing plastic microbeads or ingredients identified under applicable sustainability requirements as harmful to aquatic or marine biodiversity.
Packaging, refill options, responsible sourcing, and disposal should also be considered where relevant.
Office Procurement
Our office purchasing should reflect the same standards we apply in the field.
Where practical, we prefer recycled or responsibly sourced paper, refillable stationery, durable equipment, energy-efficient electronics, reusable supplies, and products supplied with limited packaging.
Digital communication should be used in place of unnecessary printing wherever practical.
Trekking and Expedition Equipment
Trekking and expedition equipment must first meet the safety and performance requirements of our operations.
Once those requirements are met, we consider durability, repairability, useful life, maintenance, reuse, material use, replacement needs, and disposal.
We do not replace functional equipment simply because a newer product is available. Where it is safe and practical, repair, maintenance, reuse, or refurbishment should come first.
Transport and Logistics Procurement
Transport decisions must work in the real conditions in which we operate.
When selecting transport and logistics services, we consider local sourcing, vehicle efficiency, shared transport, route planning, reduced empty journeys, and lower-emission options where practical.
These considerations must always be balanced with guest safety, mountain conditions, route access, weather, equipment requirements, and emergency needs.
Accommodation and Tourism Services
The sustainability of our operations also depends on the businesses and service providers we work with.
When selecting accommodation and other tourism service providers, we consider their approach to waste, water, energy, disposable plastics, local employment, responsible sourcing, community relationships, cultural respect, and legal compliance.
Where suitable options exist, we prefer providers that demonstrate responsible environmental and social practices.
Gifts, Merchandise and Souvenirs
What we give to guests, partners, and others should reflect the standards we apply to the rest of our business.
Where practical, we prefer products made in Nepal, locally designed or produced, useful, durable, responsibly sourced, reusable, or made by local artisans and small businesses.
We do not knowingly purchase or promote products made from threatened wildlife, protected species, illegally obtained natural materials, or unlawfully obtained cultural objects.
Our Forbidden Souvenirs Policy provides additional guidance on these products and materials.
Certifications and Sustainability Claims
Credible sustainability certification can provide useful information when selecting a product or supplier.
Where a relevant certification exists, we may consider it as part of the procurement decision. Certifications should be current, relevant to the product or service, and issued by a credible standard-setting or verification organisation.
Where no certification exists, other reliable evidence may be considered.
We do not treat an environmental or social claim as proof of responsible practice without reasonable supporting evidence where verification is necessary.
Supplier Communication
We communicate relevant sustainability expectations to suppliers and service providers where appropriate.
Depending on the supplier and the nature of the purchase, this may include expectations around responsible sourcing, labour practices, environmental management, packaging, waste, biodiversity, legal compliance, product origin, and transparency.
Our aim is not only to choose better suppliers. It is also to encourage better practices within the suppliers we already work with.
Procurement Records
Procurement records should provide a clear record of important purchasing decisions.
Depending on the purchase, relevant records may include quotations, invoices, supplier information, supplier assessments, certifications, product specifications, sustainability information, legal documents, exceptions, and corrective actions.
Records must be maintained according to our internal record-keeping requirements.
Monitoring
We periodically review our procurement practices to understand whether this policy is being applied and where improvements are needed.
Where reliable information is available, monitoring may include local purchasing, sustainable product purchases, reusable product use, single-use product reduction, packaging reduction, energy-efficient equipment, supplier sustainability information, responsible food sourcing, and procurement-related corrective actions.
Monitoring should be proportionate to the importance and nature of the procurement activity.
Procurement Targets
We will set practical procurement objectives as our data, operations, and supplier network develop.
These may include increasing local procurement, reducing unnecessary packaging, reducing single-use products, increasing reusable products, improving supplier information, reducing procurement-related waste, and increasing responsible food sourcing.
Targets should be realistic, measurable where possible, and reviewed periodically.
Staff Responsibilities
Employees involved in procurement are expected to apply this policy to their work.
They are responsible for identifying the actual need, considering alternatives, choosing responsible options where practical, avoiding prohibited purchases, requesting relevant supplier information when necessary, maintaining appropriate records, and reporting concerns.
Managers are responsible for supporting implementation within their areas of work.
Supplier Responsibilities
Suppliers and contractors working with Nepal Hiking Team are expected to comply with applicable laws and regulations, provide accurate information, respect workers and communities, follow relevant environmental requirements, and avoid illegal or harmful sourcing.
They should cooperate with reasonable requests for sustainability information and corrective action.
Where significant or repeated non-compliance occurs, Nepal Hiking Team may review or reconsider the supplier relationship.
Exceptions
There will be situations where the most sustainable option is not available or cannot reasonably be used.
An exception may be necessary because of safety, legal requirements, emergency conditions, hygiene, technical specifications, remote operating conditions, guest welfare, lack of suitable alternatives, or other legitimate operational needs.
In such cases, staff should select the most responsible practical option and document significant exceptions where appropriate.
Non-Compliance
Any suspected breach of this policy should be brought to the attention of the relevant manager or management representative.
Depending on the circumstances, Nepal Hiking Team may request additional information, introduce corrective measures, provide staff guidance or training, review the supplier, replace a product, suspend procurement, or reconsider the supplier relationship.
Serious or repeated non-compliance may require management review.
Training and Awareness
Employees whose responsibilities include purchasing or supplier management should understand this policy and how it applies to their work.
Training and internal communication should cover responsible purchasing, prohibited products and practices, wildlife and biodiversity protection, supplier considerations, packaging reduction, single-use product reduction, and procurement records.
New staff with procurement responsibilities should be introduced to the policy as part of their role.
Management Responsibility
Management is responsible for approving this policy, providing appropriate support and resources, reviewing procurement performance, addressing significant concerns, and approving changes to the policy.
Management also ensures that employees with procurement responsibilities understand the standards expected of them.
Review and Continuous Improvement
This policy will be reviewed at least every two years and earlier when circumstances require.
The review will consider changes in law, sustainability standards, Travelife requirements, NHT operations, supplier performance, procurement data, staff feedback, emerging environmental and social risks, and the availability of better alternatives.
Where the review identifies a better way of purchasing, that learning should be reflected in future decisions.
Policy Commitment
We want the money we spend to do more than secure a product or service.
Wherever practical, our purchasing should support local businesses, respect workers, reduce waste, protect natural resources, and strengthen the places where we operate.
Nepal Hiking Team will continue to improve the way it buys, source responsibly, work openly with suppliers, and make purchasing decisions that reflect the kind of tourism we want to practice.
Responsible procurement is part of responsible tourism.
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