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Booking terms & conditions

Home / Before You Go / Booking terms & conditions

Please take the time to read and understand the conditions of booking set out below prior to booking a trip with us. We strongly recommend that you also read the "Essential Info" relating to your trip prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking.

 

Our contract

All bookings are made with Tierras Vivas Travel E.I.R.L (RUC: 20527976597 / Peruvian Government - Tour Operators) (us/we). By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.

 

Deposit requirement

You are required to pay the 50% pre-payment, this is per person per trip for your booking to be confirmed. If your booking is made within 2 days of the departure date then the full amount is payable at the time of booking. The remaining balance can be paid in cash upon your arrival.

 

Please note that bank transfer fees are already included in the price of the first payment!

 

Acceptance of booking and payments

You can book online and we accept your booking, Once booked our booking deparment will send a email and it issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice or if you book within 2 days of departure the contract will exist when we accept your payment.

Please refer to your booking confirmation invoice for details regarding payments. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.

 

In case you did not find in your email, visit your SPAM IMBOX.

 

Local Payment or Due Balance

Most of our Adventures tours involves a local payment. This amount is the final payment for your tour. Paying locally facilitates the flow of funds into cities of Peru that we travel through, goes towards services we pay locally for, and also helps to reduce the overall price of the tour. This helps Tierras Vivas Tour Operator keep our prices competitive and in-turn, pass our costs savings on to you.

 

Payment is to be made to your leader or Tierras Vivas representative upon arrival or after the briefing in cash the requested currency. Please see our website or your trip documents and invoice for the local payment amount.

 

In case you want to pay by credit or debit card, you will need to add the commission bank transfer fee 

  

Your details

In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. On some more demanding trips we also require you to complete and forward a Self-Assessment form. Failure to provide requested details may result in additional charges or non-refundable cancellation of your trip.

 

CORONAVIRUS (COVID-19) TERMS & CONDITIONS

Regarding the latest updates and questions about travel and reservations, we would like to share the following information with you:


After careful consideration, many countries decided to apply travel or trade restrictions to countries experiencing COVID-19 outbreaks. We are aware that most detection methods, at the exit or at the entrance, are not sufficient means to stop the spread. That is why we are committed to following all recommended prevention practices in all of our activities and advising all of our passengers to do the same.


In Peru, the GOVERNMENT HAS DECIDED TO CLOSE THE BORDERS FROM MARCH 15, 2020 FOR A PERIOD OF 15 DAYS (FLEXIBLE TO EXTENSION). It is for this measure that we have decided to apply the following terms and conditions of date change or cancellation of tours for those passengers who will be affected by this measure.


It should be noted that the other institutions in Cusco, which provide the necessary services for the development of tourism, including air tickets, train tickets, entrances to tourist sites (Machu Picchu, Inca Trail and other tourist attractions in Peru), have taken As a measure, the date change of the services offered, but not the total or partial refund of the services previously paid due to high demand. That is why we advise our affected passengers to change the date of their purchased tour, since the full refund of the payment is not feasible.

 

IMPORTANT NOTE: Take into account that the tours scheduled from 1st of June, 2020 will not undergo any date changes and can be carried out normally. Only in the event that the passenger requests the change of date, a new departure date may be enabled until December 31, 2021 and subject to availability. 

  • CHANGE OF DATES:

Passengers who change the starting date of their reservation for hikes, tours and travel packages scheduled from 15th OF MARCH – 31st OF MAY, 2020, can reschedule the start of their expedition for other dates until 31ST OF DECEMBER, 2021.

 

Passengers who change the starting date of their reservation for hikes, tours and travel packages scheduled from 1ST OF JUNE – 31st OF DECEMBER, 2020, may reschedule the start of their expedition for other dates until on 31st of December, 2021. These cancellations are NOT ENTITLED TO ANY REFUND, ONLY CHANGE OF DATE.

 

Passengers who change the starting date of their reservation for hikes, tours and travel packages that include the INCA TRAIL 4 DAYS will be subject to dates AFTER 1ST OF OCTOBER, 2020 AND SUBJECT TO AVAILABILITY that the Ministry of Culture enables for this permit.

 

Passengers who change the starting date of their reservation for hikes, tours and travel packages that include the INCA TRAIL 2 DAYS will be subject to dates AFTER 1ST OF JUNE, 2020 AND SUBJECT TO AVAILABILITY that the Ministry of Culture enables for this permit.

 

If you decide to change your travel date due to precaution, you will be provided with a future travel credit valued of 100% of the price paid for your tour that include services: hotels, train tickets, plane tickets, pre-paid activities, entrance tickets for tourist attractions, and transfers; but excluding airfare and insurance. This travel can be applied toward any Tierras Vivas tour scheduled to depart before 31th December 2021.

  • MEDICAL IMPOSITION:

If the passengers are unable to travel due to being quarantined before traveling, put in quarantine on arrival and it has an effect in the planned itinerary, or unable to travel due to being infected by COVID-19:
We will give full credit for rescheduling the booking, valid through 2021. However, we are unable to cover for additional expenses booked elsewhere, such as flights, land arrangements, etc. We are unable to give any monetary refund for these cases.

  • CANCELATIONS:

Passengers who cancel their reservation for hikes, tours and travel packages scheduled from 15TH OF MARCH – 31ST OF MAY, 2020, may RESCHEDULE the start of their expedition for other dates from 1ST OF JUNE, 2020 UNTIL 31ST OF DECEMBER, 2021. Additionally, they will have the option of ACCESSING A REFUND, which does not include the ticket to Machu Picchu, entrance to the Inca Trail, Train tickets, air tickets respectively, and the bank transfer fee in all the cases. The established refund amounts are presented in the following table:

$260 per person*

 

            Expedition  Cancelation Penalty
Inca Trail 4 Days $300 per person*
Inca Trail 2 Days with camping $260 per person*
Inca Trail 2 Days $210 per person*
Alternative Treks to Machu Picchu $200 per person*
Tours to Machu Picchu (Full Day, Overnight, etc) $150 per person*
Machu Picchu Travel Packages that include plane tickets $740 per person*
Traditional Tours that does not include Machu Picchu 20% of pre-payment

 

*The refund will be pay to the client's credit card, the deposit will be made after 1st of June,2020.

 

REFUND DOES NOT APPLY FOR CANCELLATIONS OF TOURS SCHEDULED FROM 1st OF JUNE, 2020 UNTIL DECEMBER 31st, 2020, JUST CHANGE OF DATE.

 

Booking terms & conditions

  • PRICES AND SURCHARGES

As we publish our prices well in advance, we may occasionally be faced with significant cost increases due to factors over which we have no control. As such we reserve the right to impose surcharges (or price decreases) up to one month before departure due to increases in entrance fees, train fares or other transport costs, taxes, if government action should require us to do so or others. Any surcharge or price decrease will be fully explained and justified by Tierras Vivas before implementation. If any surcharge results in an increase of more than 10% of the program cost the client may cancel the booking and obtain a full refund less expenses already incurred, provided the cancellation is made with at least one month prior to departure date. 

  • ACCEPTANCE OF RISK

Some of Tierras Vivas's itineraries have been designed to provide participants with an exposure to the true nature of the environment visited. They therefore involve an element of personal risk and exposure to potential, which could result in physical or emotional injury, paralysis, death, or damage to the client, his/her property or to third parties. The client understands that such risks simply cannot be eliminated without jeopardizing the essential qualities of the activity and therefore assumes them as part of the tour. The client accepts that he/she is aware of his physical and health condition and that, under the knowledge of this he/she decides to undertake the above-mentioned risks. The client excludes Tierras Vivas from any responsibility linked to any accident or injury that may occur associated to the clients' health, physical condition or other. 

  • AUTHORITY ON TOUR

At all times the decision of the company's guide or representative will be final on all matters likely to endanger the safety and well being of the tour group. The client must at all times strictly comply with the laws, customs, and foreign exchange and drug regulations of Peru. Should the client fail to comply with the above, or should the client interfere with the well being of the group then the guide or company representative may order the client to leave the tour without recourse to any refund. 

  • TRAVEL DOCUMENTS

The client must be in possession of a valid passport and all visas required for the whole of the journey and the client accepts responsibility for obtaining the same. Any information or advice given by the company on visas, vaccinations, climate, clothing, baggage, special equipment, etc is given in good faith but without responsibility on the part of the company. 

  • FACTORS OUTSIDE THE COMPANY'S CONTROL (FORCE MAJEURE)

The company will do its best to minimize the effects of matters outside its control, but cannot accept any liability for these matters which include political disputes, border closures, refusals of visas, industrial action, delayed flights, unforeseeable climate, landslides, etc. The client accepts to assume all extra costs derived by any of these factors. 

  • RESPONSIBILITY

The company shall not be liable for any damage or loss if the failure to carry out the contract is:

1) Attributable to the client

2) Attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable

3) Due to unforeseen and unusual circumstances beyond the company's control, the consequences of which could not have been avoided even if all due care had to be exercised

4) Due to political disputes, industrial action, climate or other matters of a similar nature and any other force majeure

5) Due to an event, which the company, even with all due care could not foresee or forestall. Any liability is limited to the full price paid for the tour. In all cases the company specifically excludes all liability for indirect or consequential loss or expense including loss of profits. 

  • CLAIMS AND COMPLAINTS

If a client has a complaint against the company the client must first inform the trek guide or company representative while on the tour in order that the guide/representative can attempt to rectify the matter. Any further complaint must be put in writing to the company within 7 days of the end of the tour. I have had sufficient opportunity to read this entire document. I have read and understood it, and I agree to be bound by its terms.

 

Inclusions

The land price of your trip includes:

  • All accommodation as listed in the Essential Trip Information
  • All transport listed in the Essential Trip Information
  • Sightseeing and meals as listed in the Essential Trip Information
  • The services of a group leader as described in the Essential Trip Information

Exclusions

The land price of your trip does not include:

  • International or internal flights unless specified
  • Specified in the Essential Trip Information
  • Airport transfers, taxes and excess baggage charges unless specified
  • Meals other than those specified in the Essential Trip Information
  • Visa and passport fees
  • Travel insurance
  • Optional activities and all personal expenses

Optional activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.

 

Travel insurance

Travel insurance is mandatory for all our travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance on the first day of your trip; you will not be able to join the trip without it. If you obtain travel insurance through us you acknowledge that you are satisfied with the level of insurance we have arranged.

 

Inca Trail Booking Terms & Conditions

 

Cancellation or change of the Itinerary caused by a force majeure:

This is any event that Tierras Vivas could not solve, even with all due care, foresee or avoid. This covers events such as war or threat, riot, civil strife, terrorist activity, industrial dispute, disease, disaster or adverse weather conditions, fire or all similar events beyond our control. In this case, Tierras Vivas will not accept liability and reserves the right to change, postpone or even cancel the trip (this is the last option of course!).

 

Increments in Case of Protests, Strikes (Force Majeure):

In the event of a protest / strike, which is not uncommon in Cusco, it may be necessary to leave a day or even 2 days earlier than scheduled so that we are able to comply with other services. In this case, an increment will be charged to cover costs incurred.

 

Risks:

By booking any of our adventure trips (Inca Trail to Machu Picchu, Salkantay, Ausangate, Choquekirao, Lares, Vilcabamba, Ausangate, Cachicata trek etc.) you assume the risks associated with them. For theseTierras Vivas accepts no responsibility.

 

About Inca Trail Campsites:

Please note: Campsites may change (be different from those stated in the website) depending on booking time and availability, weather conditions or on restrictions undertaken for safety reasons by the Peruvian Goverment.

 

Making a Reservation and payment of deposit:

Deposit sent is use for by Inca Trail Tickets , Machu Picchu Tickets , Porter expenses Wayna Picchu Tickets (if is applicable) and is Non-Refundable nor transferable to any other date, person or tour (According to Inca Trail and Machu Picchu Regulations).

We request a $350 non-refundable deposit per person along with your personal details (full name, passport number, gender, nationality, DOB).

The deposit (Non-refundable) amount is:

 

Classic Inca Trails: The 50% of total cost for any of our Classic Inca Trail (2 days, 4 days, 5 days, 7 days).

Or US$ 400 per person for any Classic Inca Trail + Huayna Picchu or Machu Picchu climbing.

 

Please NOTE: If booking Huayna Picchu or Machu Picchu mountain climbing (USD 80 extra) a 9% Pay Pal fee must be paid for this (USD 5).

Please confirm if you want to climb Huayna Picchu or Machu Picchu as they need to be booked well in advance too; this is US$85.00 per person there are 2 time sessions: 7 - 8am or 10 – 11am – this also needs to be specified although you need to be flexible to either time. Please note, if you get the permits for either extra climbings you will probably have to miss/skip the Machu Picchu guided tour.

 

Alternative Inca Trails:

50% of total cost for any of our Alternative Treks to Machu Picchu (Huchuy Qosqo, Lares, Salkantay, Cachicata, etc ). Or 50% of total cost of the tour + USD 40 per person for any of our Alternative Treks to Machu Picchu (Huchuy Qosqo, Lares, Salkantay, Cachicata, etc ) + Huayna Picchu or Machu Picchu climbing.

Please confirm if you want to climb Huayna Picchu (the 45 minute climb near Machu Picchu site) or Machu Picchu as they need to be booked well in advance too; there are 2 time sessions: 7 - 8am or 10 – 11am – this also needs to be specified although you need to be flexible to either time. Please note, if you get the permits for either extra climbings you will probably have to miss/skip the Machu Picchu guided tour.

IMPORTANT: Price is based on a DOUBLE room accomodation. An aditional USD 35.00 will be charged for a Single Room if there's no one else to share a double room with or if you are travelling alone.

 

Cancellations:

Deposit sent is use for by Inca Trail Tickets , Machu Picchu Tickets , Porter expenses Huayna Picchu Tickets (if is applicable) and is Non-Refundable nor transferable to any other date, person or tour (According to Inca Trail and Machu Picchu Regulations). Tierras Vivas must be notified of any changes or cancellations to your trip as soon as you are aware of them, via e-mail or fax so that we do not incur expenses not covered by deposit. City Tours and Sacred Valley Tours can be cancelled with a 100% refund up to 15 days before the tour starts; 50% up to a week, 25% lose of deposit less than 5 days and 100% lose of deposit if cancellation is made with les than 48 of notice. Once final balance has been paid, we will not be able to refund your trek payment in the case of cancellations. There will, however, be parts of your trip that you are able to use (Machu Picchu entrance fee, 1 train ticket, 1 bus ticket). A claim letter for your insurance company can also be provided by us upon request. Porter service hired can Not be cancelled (a fee is paid for booking this service).

 

Important Information:

We strongly suggest staying at high altitude (above 3000 metres - in Cusco or another high altitude city) for 3 to 4 days (minimum) before undertaking the trip. This is in order to minimize the effects of possible altitude sickness. Also, you can help your body acclimatize by drinking plenty of liquids, adding a bit more sugar to your drinks, eating food rich in carbohydrates, avoiding cigarettes and alcohol and drinking coca (ancient traditional leaf) tea. Diamox can also be helpful - please ask your doctor about this.

We recommend you arrive in Cusco 48 hours or more before trek departure as we may need to leave earlier than scheduled in case of strikes or other events out of our control (see Force Majeure above).

 

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