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Booking Terms & Conditions

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Booking Terms & Conditions

 CORONAVIRUS (COVID-19) TERMS & CONDITIONS

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

 

After careful consideration, many countries have decided to apply travel or trade restrictions to countries where a COVID-19 outbreak has occurred. We are aware that most detection methods, at the output or at the input, are not a sufficient means to stop the spread. That is why we are committed to following all the recommended preventive measures in all our activities and advising all our passengers to do the same !!!

 

THE PERUVIAN GOVERNMENT DECIDED TO CLOSE THE BORDERS ON MARCH 15, 2020 AND THEY REMAINED CLOSED UNTIL EARLY OCTOBER 2020. It is for this measure that we have decided to apply the following conditions to change the date or cancel tours for those passengers affected by the measure.


It should be noted that other institutions in Cusco that provide the necessary services for the functioning of tourism, including air tickets, train tickets, entrances to tourist sites (e.g. Machu Picchu, Inca Trail and other tourist attractions of Peru), have taken measures to change the date of services offered, but not a total or partial refund of previously paid services due to high demand. Therefore, we advise our affected passengers to change the date of the purchased tour, as a full refund is not feasible. We are sorry for any inconvenience!

 

1) CHANGE OF DATES:

  • Passengers who were scheduled to begin their hikes, tours and travel packages between 15 MARCH and 5 OCTOBER 2020 can reschedule the beginning of the tours to a later date, but until 31 DECEMBER 2021!
  • Passengers with a scheduled start of their tours between 5 OCTOBER and 31 DECEMBER 2020, may postpone the start of their tours to a later date, but no later than 31 DECEMBER 2021! Important note: These cancellations ARE NOT ENTITLED TO ANY REFUND, ONLY A CHANGE OF DATE!
  • Passengers who change the start date of their booking of hikes, tours and travel packages that include the 4-day INCA TRAIL will be subject to AVAILABLE DATES AFTER 1 OCTOBER 1 2020, allowed by the Ministry of Culture! 
  • Passengers who change the start date of their booking of a tour that includes the 2-day INCA TRAIL will be subject to AVAILABLE DATES AFTER 1 OCTOBER 1 2020, allowed by the Ministry of Culture! 
  • If you decide to change the travel date due to caution, you will be provided with a future travel credit of 100% of the price paid for your trip, which includes services such as hotels, train tickets, local airline tickets, prepaid activities, entrance tickets for tourist attractions and transfers; but without air international tickets and insurance. The travel credit can be used on any Tierras Vivas tour that is scheduled to depart before 31 December 2021!

2) COVID-19 QUARANTINE:

If passengers are unable to travel due to being quarantined before traveling, placing in quarantine on arrival that affects the planned itinerary, or are unable to travel due to being infected by COVID-19:


We will give full travel credit for rescheduling the booking, valid through 2021! However, we are unable to cover additional expenses booked elsewhere, such as flights, land travel arrangements, etc. In this case, we are unable to give any refunds.

 

3) CANCELATIONS:

  • Passengers who cancel reservations for hikes, tours and travel packages scheduled between 15 MARCH - 31 MAY 2020, can RESCHEDULE the start of their trip to other dates until 31 DECEMBER 2021! Also, they will have the option of a REFUND, which in no case does not include a Machu Picchu ticket, Inca Trail permit, train tickets, airline tickets and bank transfer fees. The fixed refunds are set out in the below table.
  • Passengers who cancel reservations of their tour scheduled between 1 JUNE - 5 OCTOBER 2020, can RESCHEDULE the start of their trip to other dates until 31 DECEMBER 2021
            Expedition  Cancelation Penalty (In USD)
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 air tickets 740 per person*
Traditional tours that do not include Machu Picchu 20% of pre-payment

 

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

 

General Booking Terms & Conditions

Before booking a trip with us, please take the time to read and understand the following booking conditions. We strongly recommend that you also read the "Essential Info" section of your trip chosen before booking to make sure you understand the itinerary, travel style and physical demands of the trip. Should you have any queries, please use the "Request Information" form below.

 

Our Contract

All bookings are made through Tierras Vivas Travel E.I.R.L, RUC (company registration number): 20527976597, a tour operator and travel agency (further in the text "we"/"us"). By booking a trip with us, you are deemed to have agreed to these Booking Conditions (which constitute the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are the services stated on your invoice with booking confirmation. 

 

Your Details

In order to confirm your travel arrangements, you must provide all the required details along with a tour price deposit. The necessary details vary depending on the route; they include but are not limited to, your full passport name, date of birth, nationality, passport number, passport issue and expiration date, and any pre-existing medical conditions that you have and that may affect your ability to complete your travel arrangements. For some more demanding trips, we also require the completion and submission of a self-assessment form. Failure to provide the required details may result in additional charges or non-refundable cancellations.

 

Acceptance of Booking and Payment

You can book online and we accept your booking. Once booked, our Booking Department sends you an email along with a booking confirmation invoice. (Please check your spam folder too.) A contract between us will be concluded from the date of the confirmation invoice, or if you book a tour within 2 days before its departure, the contract will be in place as soon as we accept your 100% payment.

 

Payment details can be found on the booking confirmation invoice. If your deposit (or 100% payment in the case of a reservation 2 days before the tour departure) is not paid by the due date, we reserve the right to consider your reservation as canceled!

 

Deposit Requirement

A 50% deposit is required per person and per trip, in order for your booking to be confirmed. The due balance can be paid in cash upon arrival in Cusco city.

If your reservation is made within 2 days prior to the departure date, 100% of the total amount is due at the time of booking. 

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

 

Due Balance (Local Payment)

Most of our adventure tours include a due balance (we also call it a "local payment"). This amount is the final payment for the tour. Local payments facilitate the flow of funds to the Peruvian cities we travel to, go locally to the services we pay for, and also help reduce the overall cost of the trip. This helps Tierras Vivas keep our prices competitive and you save money like this as well! 

 

Local payment (due balance) needs to be made to your Tour Guide/Leader or another Tierras Vivas Representative on arrival or at a briefing in cash in the required currency. Information on the local payment amount can be found on our website or in your travel documents and invoice. If you want to pay by credit or debit card, you will need to add a bank transfer fee. 

 

Prices and Surcharges

As we publish our prices well in advance, we may occasionally face significant cost increases due to factors beyond our control. For this reason, we reserve the right to impose surcharges (or reduce prices) up to one month before the departure date due to increased admission, fares or other transportation costs, taxes if required by government action, or others. Any surcharge or price drop will be fully explained and justified by Tierras Vivas prior to implementation. If any surcharge leads to an increase of more than 10% of the cost of the program, the client may cancel the reservation, which must be made at least one month before the date of departure, and will receive a refund reduced only by the expenses already incurred.

 

Risk-Taking

Some Tierras Vivas itineraries have been designed to provide participants with exposure to the true nature of the environment visited. They, therefore, involve an element of personal risk and exposure to a potential risk that could result in physical or emotional injury, paralysis, death or damage to the client, his/her property or third parties. The client understands that such risks cannot be simply ruled out without compromising the basic qualities of the activity and therefore assumes them as part of the tour. The client declares that he is aware of his health and physical conditions and that s/he has consciously decided to take the above risks. The client excludes Tierras Vivas from any liability associated with any accident or injury that may occur in connection with the client's health, physical condition or otherwise.

 

Authority on the Tour

The decision of the Guide or another Tierras Vivas (further "the company") representative will always be final in all matters that could jeopardize the safety and well-being of the tour group. The client must always strictly comply with the laws, customs, foreign exchange and drug regulations of Peru. If the client does not comply with the above, or if s/he disrupts the well-being of the group, the Guide or another representative of the company may order the client to leave the tour without a 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 them. Any information or advice on visas, vaccinations, weather, clothing, baggage, special equipment, etc. are given by Tierras Vivas in good faith but without responsibility on the part of the company. 

 

Factors Beyond the Company's Control (Force Majeure)

The company will endeavor to minimize the impact of matters beyond its control, but cannot accept any responsibility for such matters, which include political disputes, border closures, visa refusals, protests, delayed flights, unpredictable weather, landslides, etc. The client agrees to accept all additional costs derived from these factors. 

 

Responsibility

The company is not liable for any damage or loss if the non-performance of the contract would be:

1) Attributable to the client.

2) Attributable to a third party that is not associated with the provision of the contracted services, 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 been taken.

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

5) Due to an event that the company could not have foreseen or prevented with all care. Any liability is limited to the full price paid for the tour. In any case, the company expressly excludes all liability for indirect or consequential loss or expense, including loss of profit.

 

Claims and Complaints

If the client has a complaint about the company, s/he must first inform the Tour Guide/the company representative during the trip so that the guide/representative can try to rectify the situation. Any further complaint must be sent to the company in writing within 7 days of the end of the tour. I declare that I have had ample opportunity to read this entire document, that I have read and understood it and agree to be bound by their terms.

 

Inclusions

The total price of your trip includes:

  • All accommodation as listed in the Essential Info section of each tour.
  • All transport mentioned in the Essential Info.
  • Sightseeing listed in the Essential Info.
  • Meals mentioned in the Essential Info.
  • The services of a group leader as described in the Essential Info.

Exclusions

The total price of your trip does not include:

  • Visa and passport fees.
  • Travel insurance.
  • International or local (national) flights unless specified in the Essential Info section of each tour.
  • Airport transfers, taxes and excess baggage charges unless specified in the Essential Info.
  • Meals other than those specified in the Essential Info.
  • Optional activities and any personal expenses.

Optional Activities

Optional third party activities that are not included in the tour price and are not part of the tour or this contract. You agree that any assistance provided by your group leader or local representative in arranging optional activities does not make us liable for them. The contract for the provision of this activity will be between you and the 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 USD 200,000 for each of the categories of coverage. We also strongly recommend it covers cancellation, curtailment, personal liability, loss of luggage and personal assets. 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 must let us know before the trip whether you are satisfied with the level of insurance we have arranged.

 

Cancellations

  • If your tour includes an Inca Trail, the deposit is non-refundable since it is used for the immediate purchase of Inca Trail permits, Machu Picchu tickets, Porter expenses, Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person, or tour (according to the Inca Trail and Machu Picchu Regulations)! 
  • Tierras Vivas must be informed of any changes or cancellations to your trek as soon as you become aware of them, either by e-mail or fax, so that we do not incur expenses not covered by the deposit.
  • City Tour and a Sacred Valley Tour can be canceled with a 100% deposit refund up to 15 days prior to the tour; 50% up to a week before the tour, 25% refund less than 5 days before the tour and there will be a 100% loss of the deposit in case the cancellation is made less than 48 hours in advance. Once the final balance has been paid, we will not be able to refund in case of cancellation! However, there will be parts of the route that you can still use such as a Machu Picchu ticket, a train ticket, a bus ticket. In the case of the Inca Trail, Porter's service cannot be canceled either.
  • Upon request, we can also provide a claim letter to your insurance company

 

Inca Trail Booking Terms & Conditions

 

The cancellation or change of the itinerary caused by force majeure is any event that Tierras Vivas could not have foreseen, avoided, or resolved, even with all due care. This includes events such as war or its threat, riots, civil disputes, terrorist activity, industrial disputes, illness, disasters or adverse weather conditions, fire, or all similar events beyond our control. In this case, Tierras Vivas does not accept liability and reserves the right to change, postpone, or even cancel the trip (this is, of course, the last option!).

 

Factors Beyond the Company's Control (Force Majeure)

In the event of a protest/strike, which is not uncommon in Cusco City, it may be necessary to leave the city a day or 2 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.

 

Risk-Taking

By booking any of our adventure treks (e.g. Inca Trail to Machu Picchu, Salkantay, Ausangate, Choquekirao, Lares, Vilcabamba, Ausangate, Cachicata Trek, etc.), you assume the risks associated with them. These might be personal risks and exposure to a potential risk that could result in physical or emotional injury, paralysis, death or damage to the client, his/her property or third parties. The client understands that such risks cannot be simply ruled out without compromising the basic qualities of the activity and therefore assumes them as part of the trek. The client declares that s/he is aware of her/his health and physical conditions and that s/he has consciously decided to take the above risks. The client excludes Tierras Vivas from any liability associated with any accident or injury that may occur in connection with the client's health, physical condition, or otherwise.

 

Inca Trail Campsites

Please note: Campsites may change (it means they might be different to those stated on the website) depending on booking time and availability, weather conditions, or restrictions undertaken for safety reasons by the Peruvian Government.

 

Acceptance of Booking and Payment

The most important fact about the Inca Trail is that it must be booked well in advance! You can book this hike online and we accept your booking. Once booked, our Booking Department sends you an email along with a booking confirmation invoice. (Please check your spam folder too.) A contract between us will be concluded from the date of the confirmation invoicePayment details can be found on the booking confirmation invoice. 

 

During the booking process, please confirm if you want to climb Huayna Picchu (a 45-minute climb above the Machu Picchu citadel) or Machu Picchu Mountain (a climb of 1 hour and a half to take some panoramic pictures of the Inca citadel) as this needs to be specified in advance too! Each mountain climb is an extra USD 85.00 per person. There are two time-slots: 7 - 8 am or 10 – 11 am. It also needs to be specified, although you need to be flexible to either time. 

 

Deposit Requirement

We require a 50% deposit per person along with your personal details (i.e. full name and surname, passport number, gender, nationality, date of birth) in order for your booking to be confirmed. The due balance can be paid in cash upon arrival in Cusco city. Please note that bank transfer fees are already included in the price of the first payment!

 

Deposit is used for the immediate purchase of Inca Trail permits, Machu Picchu tickets, Porter expenses, Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person or tour (according to the Inca Trail and Machu Picchu Regulations)! For this reason, the deposit is non-refundable!!!

 

Due Balance (Local Payment)

Local payment (due balance) needs to be made to your Tour Guide/Leader or another Tierras Vivas Representative on arrival or at a briefing in cash in the required currency. Information on the local payment amount can be found on our website or in your travel documents and invoice. If you want to pay by credit or debit card, you will need to add a bank transfer fee. 

 

Inca Trail Alternatives

There is a variety of so-called Alternative Treks to Machu Picchu. Let's name a few: Huchuy Qosqo, Lares Trek, Salkantay Trek, Cachicata Trek, etc). These treks also require a prior confirmation in case you prefer to ascent Huayna Picchu (a 45-minute climb above the Machu Picchu citadel) or Machu Picchu Mountain (a climb of 1 hour and a half to take some panoramic pictures of the Inca citadel). Each mountain climb is an extra USD 85.00 per person. There are two time-slots: 7 - 8 am or 10 – 11 am. It also needs to be specified, although you need to be flexible at either time. 

 

Important note: Prices of these treks are based on double room accommodation (it relates to the last night of the treks). If you prefer a single room, an additional USD 35.00 will be charged to you. The same price applied if there is no one else to share a double room with or if you are travel alone.

 

Cancellations

  • The deposit is non-refundable since it is used for the immediate purchase of Inca Trail permits, Machu Picchu tickets, Porter expenses, Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person, or tour (according to the Inca Trail and Machu Picchu Regulations)! 
  • Tierras Vivas must be informed of any changes or cancellations to your trek as soon as you become aware of them, either by e-mail or fax, so that we do not incur expenses not covered by the deposit.
  • Once the final balance has been paid, we will not be able to refund in case of cancellation! However, there will be parts of the route that you can still use such as a Machu Picchu ticket, a train ticket, a bus ticket. Porter's service cannot be canceled either.
  • Upon request, we can also provide a claim letter to your insurance company

Important Information

  • We strongly suggest staying at high altitude (above 3,000 metres - in Cusco or elsewhere at high altitude) for 3 to 4 days before setting out on the Inca Trail (or another trek). The reason is to minimize the effects of possible altitude sickness. You can also help your body to get acclimatized by drinking plenty of fluids, adding a little more sugar to beverages, consuming carbohydrate-rich meals, avoiding cigarettes and alcohol. The best local remedy is to drink a coca leave tea (an ancient and traditional way of treating soroche). A medicine called Diamox or Soroche Pills might be helpful too.
  • We advise you to arrive in Cusco 48 hours or more before the departure of the trek, as in the event of strikes or other events beyond our control, we may have to leave earlier than planned (see Force Majeure above).

 

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