Introduction
Dharma Adventures is committed to the highest standards of health, safety and welfare for our staff and guests. We comply with all applicable Nepalese (and host-country) laws and regulations on occupational safety and health, and we maintain a proactive-safety culture.
We dedicate the necessary resources – training, equipment, and management support to ensure safe working practices, prevent health risks, and protect the environment. All employees, from guides to management, are expected to take responsibility for personal safety.
In line with our core values of safety and hygiene, our on-ground team is first-aid trained, affiliated with the Red Cross, and our vehicles are equipped with essential safety gear. We provide 24/7 emergency support, responding to inquiries within 24 hours, and maintain a round-the-clock emergency contact for travelers.
Our main commitments include:
- Safe Work Practices:
Enforcing procedures and training so all work, i.e. office and on-field, is executed safely.
- Hazard Prevention:
Identifying and eliminating or controlling health risks (physical hazards, disease vectors, etc.) before they can cause any harm.
- Facilities and Environment:
Ensuring good ventilation, comfortable temperature and lighting, adequate space and clean facilities such as restrooms, kitchen, drinking water, etc. for all employees.
- Employee Involvement:
We provide ongoing health, safety, and hygiene training for all employees.
1. Roles and Responsibilities
1.1 Management:
- Define safety policies.
- Allocate resources.
- Ensure compliance.
- Review incidents.
- Approve safety audits.
1.2 Supervisors/ Guides / Field Leaders:
- Stop or modify activities if conditions are unsafe.
- Ensure guests comply with safety instructions and equipment requirements.
- Conduct situational assessments.
- Inspect PPE and equipment.
- Report hazards and incidents.
- Lead emergency response.
1.3 Employees and Staff:
- Follow safety procedures.
- Participate in training.
- Immediately report any illness, injury, or unsafe conditions.
- Refrain from giving medical advice or treatment beyond basic first aid training.
- Promote a safe workplace.
1.4 Guests:
- Disclose relevant medical conditions before traveling.
- Follow guidelines provided by guides.
- Wear safety equipment.
- Report hazards or health issues.
- Maintain situational awareness.
2. Office Safety
- Providing fully stocked first aid kits in the workplace and vehicles.
- Maintain indoor temperatures (Winter: 16–24°C; Summer: 16–20°C) with good ventilation.
- Maintaining bright, even lighting and keeping all work areas clean and hygienic.
- Allowing at least 11 cubic meters of air space per person and arranging ergonomic workstations suited to each employee’s tasks.
- Storing files, supplies, and equipment securely on shelves or in cabinets to prevent falling objects.
- Fitting doors and windows with safety catches (where necessary), and secure locks to prevent accidental slams, and security.
- Providing adequate kitchen and washing facilities, clean drinking water, tea, and coffee. We also ensure the restrooms and kitchen are cleaned regularly and stocked with handwash and fresh towels.
- Allowing regular breaks and offering a suitable lounge area to relax.
- Requiring all employees to use seat belts in company vehicles and to wear helmets on motorcycles or bicycles. Our drivers are professionally trained; vehicles are kept in top condition and meet all safety regulations.
- Conduct period inspections of fire extinguishers at office premises and in all company vehicles to ensure they are maintained in operational condition.
- Ensure emergency first aid kits are checked regularly and replenished as required.
3. Risk Assessment and Hazard Identification
3.1 All tours, activities, and workplace environments must undergo systematic risk assessments:
Step 1: Identify Hazards
- Physical Hazards
- Slips
- Falls
- Terrain
- Altitude
- Environmental Hazards
- Weather
- Wildlife
- Rivers, etc.
- Cultural/Social Hazards
- Local regulations
- Protests and riots
- Local customs and behaviors
- Health Hazards
- Diseases
- Food borne illnesses
- Chemicals
- Altitude Sickness
- Digital Hazards
- Data leak
- Privacy Issues.
Step 2: Evaluate Risks
- The likelihood and severity of risks are to be rated as either Low, Medium, or High.
Step 3: Implement Measures
- Elimination
- Substitution
- Engineering controls
- Administrative Measures
- PPE
Step 4: Communicate
- Verbal or written safety briefings to employees and guests.
- Signage at camps, hotels, and activity sites if required.
Step 5: Review
- After each incident, reports are to be documented in the Incident Report Form and shared with the management.
4. Hazards and Risk Prevention
All employees are trained to recognize workplace hazards and must follow safe practices. Key measures include:
- Avoid unnecessary heavy lifting or carrying.
- Inform employees about any chemicals or substances used in cleaning agents through labeling and inventory data sheets. Staff handling such chemicals receive training in safe handling and storage of chemicals. Ventilation and spill-control measures are in place for hazardous materials.
- Hazardous chemicals are stored by trained staff properly in the storage area. Avoid cleaning materials that contain strong smells that may cause irritation to employees on the company’s premises.
- Assessing work tasks to avoid repetitive strain and musculoskeletal injuries (e.g. providing adjustable chairs and computer equipment).
- Storing flammable liquids safely, regularly inspecting fire extinguishers and alarms, and ensuring compliance with fire codes.
- Ensuring all electrical installations and appliances are installed/maintained by qualified personnel; regular checks to prevent overloading or damaged wiring.
- Minimizing exposure to high noise and preventing exposure to hazardous radiation sources.
- Minimizing workplace pollution and waste. Recycling bins and safe disposal procedures are provided to protect health and the environment.
5. Client Safety Assessment and Management
The safety and well-being of our guests is paramount. We conduct thorough risk assessments on every tour, activity and partner service, applying the principle of “careful examination of what could cause people harm.” Our protocols include:
Regular Risk Reviews:
- All teams periodically review identified hazards (trail conditions, political/social unrest, weather) and maintain contingency plans.
- Warning signs and safety briefings are provided whenever needed (e.g. altitude warnings, river crossings, wildlife areas).
- Guests must be continuously monitored for signs of illness, fatigue, altitude sickness, or distress.
- Pre-Trip Information:
- Travelers are to be advised on necessary precautions (vaccinations, altitude acclimatization, dietary restrictions, cultural precautions, and personal fitness) before departure.
- We recommend travel vaccinations (e.g. hepatitis, typhoid, malaria prophylaxis if applicable) and require disclosure of any medical conditions.
- Travel Insurance:
- All guests must have comprehensive travel/health insurance. We encourage purchase of a policy covering medical emergencies, evacuation and trip cancellations for booking with us.
- Trekking travelers are specifically required to include helicopter/air evacuation coverage. 24-hour medical evacuation and doctor-on-call services can be arranged if medically required for insured clients.
- Dharma Adventures does not provide medical diagnosis or treatment and acts only as a facilitator in emergencies.
Hotels and Accommodations:
- We are partnered with reputable luxury accommodation. We verify that hotels maintain proper hygiene and food safety measures. Local restaurants and caterers are expected to comply with food safety standards; any pattern of foodborne illness is reported and remedied.
- Audit hotel facilities for safety (leakage, accident prone objects, well-lit stairways) and confirm staff are trained in emergency response (fire, earthquake).
- Guides must report any serious safety or hygiene concerns observed at accommodation immediately to the office.
- Any accommodation identified with safety hazards must not be used and guests must be relocated immediately to an appropriate alternative accommodation.
Transportation Safety:
- We require all vehicles used on our tours to be regularly maintained with documented service records. Every week check garna checklist cha
- Drivers hold proper licenses and specialized permits if needed. Before every journey, drivers conduct pre-trip vehicle inspections and report any defects.
- Maintenance schedules are strictly followed. We insist on seat belts being used for all passengers and drivers. Many of our Drivers are also certified in first aid.
- For motorcycle or bicycle tours, helmets are mandatory.
- Clients are always accompanied by our vehicle, guide and driver.
- First aid kits and fire extinguishers are available in all vehicles.
Altitude and Climate:
- For high-altitude treks, implement gradual ascent schedules and mandatory acclimatization stops. Guides monitor groups for acute mountain sickness symptoms and have oxygen and first aid on hand. Clients are reminded to stay hydrated and report any symptoms early.
- Guests showing symptoms of altitude sickness such as headache, nausea, loss of appetite, mild shortness of breath with exertion, sleep disturbance, breathing irregularity, dizziness or light – headedness, weakness, swelling of hands and feet, lethargy, malaise etc. must not be forced to continue. Descent or evacuation must be arranged if symptoms worsen or do not improve.
- To reduce the risk of altitude sickness, guests must be encouraged to maintain adequate hydration by drinking water regularly and avoiding dehydration. Fluid intake should be slow and frequent. Guests should also be advised to eat sufficient food in small, regular portions throughout the day.
- Guides must inform the office immediately if altitude-related issues arise.
- In hot or sunny conditions, we urge the use of sun protection and frequent water breaks. In insect-prone areas, we advise clients to cover exposed skin and use insect repellent.
Equipment and Gear:
- For adventure activities (rafting, climbing, biking, etc.), we use quality safety gear (life jackets, harnesses, helmets) that meet international standards. Guides are certified and trained in equipment checks. Guests receive briefings on proper gear use and behavior (e.g. lifejacket fitting, safety lines).
Emergency Preparedness:
- All guides must be familiar with the emergency procedures outlined in TOUR DIRECTORS & GUIDE HANDBOOK as well as DA.BD.SOP00X EMERGENCY PROCEDURE.
- Emergency response action must prioritize life safety over property or schedule.
- Written emergency procedures exist for key situations: medical emergencies, natural disasters, or civil unrest e.t.c. – Banaunuparney list. – Documents needed.
- In the event of a medical emergency in Pokhara, guests shall be referred to Charak Hospital. In Kathmandu, multiple accredited hospitals are available and will be selected based on the nature and urgency of the medical condition. However, when traveling outside of Kathmandu, keep a list of recommended hospitals and their contact details readily available.
- In case of any medical emergency or natural disaster, respond calmly and efficiently. The health and safety of our guests is our topmost priority. Never attempt to diagnose or treat a guest. Always assess the situation objectively and refer them to a qualified doctor or hospital when needed. Ask the guest if they would like to be taken to a hospital and facilitate this without delay.
- Maintain a professional yet compassionate approach. It is important to show concern and care without overstepping boundaries. Always ensure a certain level of professional distance. Do not appear cold or disconnected but remain respectful and appropriate.
- Never enter a guest’s room alone. Always bring along a hotel staff member, especially if the guest is unwell or vulnerable. This protects both the guest and you.
- Guides must never give or suggest any kind of medical advice to guests under any circumstance. Your role is to assist, not to prescribe. Handle emergencies with the utmost care. Always act cautiously, respectfully, and with empathy.
- Once the situation has been stabilized, inform the office immediately and request any support required. Also, notify the respective file handler as soon as possible.
6. Continuous Improvement
- Annual audits to be conducted of office, transportation, activity and sightseeing areas and adventure activities.
- Analysis of incident trends and client feedback.
- Update to safety policy based on findings.
