Once you have chosen your program, please read our Terms and Conditions as your booking is subject to the terms listed below. A contract is entered into once Pachamama Explorers receives your reservation form and deposit and has accepted and confirmed your booking.
Pre-Payments/Deposits and Balances
An appropriate pre-payment/deposit is required at the time of reservation. We will email you an Invoice detailing the services you are reserving, the pre-payment/deposit required and payment methods.
We utilise Paypal for online credit card transactions and have the option of Bank Wire facilities. Kindly note that for transactions over $3000 we prefer to utilise our bank wire option due to high fees associated with Paypal. Pachamama Explorers will assume Peruvian bank taxes and transfer costs but all country of origin taxes and bank transfer costs are accountable to the client.
Balances are due 60 days prior to departure. In the case of bookings made within 60 days of departure, the full amount of the program must be paid at the moment of the booking.
Our cancellation charges are as follows:
- Before 60 days : Pre-Payment/Deposit or Retainer Fee (whichever is relevant to the particular reservation per notes below)
- 31-60 days : 50% loss
- 16-30 days : 75% loss
- 15 days : 100% loss
Cancellations received Fridays for tour departures that weekend (Saturday, Sunday or Monday) will be treated as day of departure cancellation. We cannot give any allowance or refund for meals, rooms, excursions, etc. not taken, when these are included in the price of the tour. No refund can be made on lost, mislaid or destroyed travel tickets or vouchers.
If reserving a full program that contains a variety of services, we reserve the right to maintain or ask for a retainer/administration fee in the event the client cancels before the cancellation table comes into effect if we have already administered several bookings on the clients confirmation of the reservation which are non-refundable with a third party supplier such as rail companies, hotels, entrance permits, airlines and so forth. The retainer/administration fee is US$100 per person. This is not applicable to bookings solely related to our Trek programs. We will try our best to help you recover costs wherever possible, but we cannot guarantee the reimbursement of any funds for trips cancelled 30 days or fewer before original travel date.
In the event of a cancellation on any of our Trek Programs, please note that deposits are non-refundable. Many services that we acquire from Third Parties, ie Entrance Permits/Train Tickets are not refundable once purchased and therefore we are not able to offer refunds once we have made such purchases.
Once a trip has started, Pachamama Explorers will not be able to offer refunds for any unused portion of the trip.
In case part of a booking is cancelled, the remaining passenger may have to pay additional charges (e.g.single room supplements or under occupancy).
Cancellation of Flights: If your flights were purchased under the Economical Fares then please note that these are Non-Refundable / Non-Transferable / Non-Changeable. This is the conditions of LAN Airlines.
Cancellations and Changes made by Pachamama Explorers
While we will endeavor to operate all tours as quoted, it may prove necessary or advisable to vary or modify an itinerary or its contents, due to prevailing local conditions. We reserve the right at any time to cancel or change any of the facilities, services or prices (including flights, accommodation or other arrangements) and to substitute alternative arrangements of comparable monetary value without compensation and accepts no liability for loss of enjoyment as a result of these changes.
If a major change is known to us, our passengers will be told at the time of the booking
If a major change becomes necessary after booking we will inform our passengers as soon as is reasonably possible.
Pachamama Explorers reserves the right to increase the tour cost to take into account of the following items: government action, currency fluctuations, transportation costs (including the cost of fuel), food increases, airport charges and increase in scheduled air fares or any other increase that is beyond our control.
Pachamama Explorers will not be liable for any charges in the event of a change beyond their control to the departure time or date of a tour, flight or other form of transport.
Postponement of Trips
If postponing a trip from one calendar year to the next, please be aware that certain prices may increase according to the different policies of our various providers. We do our best to keep increases to a minimum and avoid penalties wherever possible in order to help our clients.
An administration fee of US$50 per booking and any non-refundable expenses incurred is applicable to all refunds given if administration services were implemented by Pachamama Explorers upon the confirmation of the reservation by the client.
Paypal payments: Please note that Paypal charges us fees to receive funds – we cover these fees in our prices, however should you require a refund, Paypal does not refund fees. Fees will therefore be deducted from the refund amount.
Modifications to your Booking
Any modifications to the original booking must be confirmed in writing via email. Any costs or charges, which we incur or which are incurred or levied by our service providers as a result of the modification, will be charged to the passenger. Whilst every reasonable effort will be made to accommodate changes and additional requests, availability cannot be guaranteed. We cannot guarantee reservations in the same hotels if changes are made after confirmation.
Substitution of a Passenger
If any member of a party is prevented from travelling, it may be possible to transfer the booking to another person provided that written notice is given at least 30 days prior to departure. An administration fee of US$50 will be levied plus any costs imposed by ourselves or our service providers. Airlines may impose 100% cancellation charges and the cost of a new ticket.
Please note that if you are booking an Inca Trail for which an official permit is required, we are not able to substitute passengers per the regulations of the Institute of National Culture (INC). An entire new permit has to be obtained and no refund is given on the cancelled permit.
We do not provide or include an accident or travel insurance policy in our cost and therefore strongly recommend that you acquire personal travel insurance for your vacation. Insurance needs to be purchased in the country of your residence to be valid. Trip cancellation insurance reimburses you for non-refundable air and land costs should you have to cancel your trip due to personal or family emergency. Emergency medical evacuation insurance and emergency medical expense coverage are also strongly recommended. We are happy to provide insurance letters for claim purposes.
Kindly note that should any passenger of ours become ill or incapacitated, we do our level best to take care of him or her by getting a qualified doctor or immediate medical attention. In these cases, the extra costs are assumed by the individual client, including hospitalization if necessary. In the case of accident and/or necessary emergency evacuation, all costs are assumed by the individual client.
Passports, Visas and Vaccinations
It is the responsibility of the Passenger to be in possession of a valid passport, visa permits, proof of inoculations and preventive medicines as may be required for the duration of the tour. Information about these matters or related items is given in good faith but without responsibility on the part of ourselves. Please check with your local travel clinic for up to date information on recommended vaccinations.
All participants in tours operated by Pachamama Explorers are expected to obey the laws and regulations of the countries visited and any failure to do so will relieve Pachamama Explorers of all obligations that they may otherwise have under these booking conditions.
Age, Fitness and Participation
All Passengers are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their choice. Persons over 60 years of age will be advised to obtain medical evidence of fitness to travel on the chosen itinerary. No unaccompanied minors (those under 18 years of age) can be accepted on tours operated by ourselves, however older teenagers may be considered provided they are accompanied by a parent or guardian who accepts full responsibility for them. We reserve the absolute right to decline a booking at our discretion. If, in the opinion of such person, the health or conduct of a Passenger before or after departure appears likely to endanger the safe, comfortable or happy progress of a tour, the Passenger may be excluded from all or part of the tour. In case of ill health we will make such arrangements as it deems fit and recover the costs thereof from the Passenger.
Illness or Disability
Anyone suffering from illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication and/or other treatment which may be required during the tour. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the tour in which case all monies paid will be forfeited.
Pachamama Explorers is not responsible for force majeure – this is war, threat of war, riots, civil strife, industrial dispute, terrorist activities, natural or disaster, fire or adverse weather conditions, technical or maintenance problems with transport, changes imposed by cancellation or rescheduling of flights by an airline, the alteration of airline or aircraft type, or other similar events beyond the control of ourselves.
If a Passenger has a complaint about any of the tour arrangements he/she must bring it to the attention of the Guide or a representative of Pachamama Explorers at the time so that we/guide may endeavor to rectify the situation. We can only rectify problems if we are made aware of such problems. Failure to complain immediately will prejudice the Passengers right to claim compensation. Should the problem remain unsolved a complaint must be made in writing to ourselves within no more than 14 days of the completion of the vacation.
Pachamama Explorers reserves the right to modify or withdraw any travel arrangements when deemed necessary, in the best interest of the clients. We reserve the right to refuse, accept, or retain any person as a member of one of our trips.
Pachamama Explorers is not responsible for injury, sickness, damage, loss, additional expenses, accidental delay or other irregularities which may be caused either through willful or negligent acts or omissions on the part of companies or individuals providing or engaged in transportation, accommodation or other services related to the accomplishment of the tour, or through natural disasters or acts of nature.