Reservation Policies

How to make a booking

If you would like to make a reservation of our programs, please go directly to the Booking Online section of this website.

  1. Once you have chosen your tour, please read the Booking Terms & Conditions, as your booking is subject to these terms.
  2. Then fill out and submit the Reservation Form that you will find in the Booking Online section of this website.
  3. In a maximum of two working days, you will receive an email from one of our travel consultants confirming or denying your booking.
  4. In case your reservation is confirmed, a money deposit will be requested to secure your reservation.
  5. Once we confirm the deposit reception, your booking is confirmed. A Service Confirmation Form will be sent to you including all the details of your program.

In case you have any doubts, queries or require additional information, please contact us, we will be very glad to assist you. Your request will be answered by return mail within a maximum of 2 working days.

 

Booking Procedures

Once you have chosen the tour or tourist program of your preference, you will proceed to read the terms and conditions of this document prior to confirming your Reservation. Keep in mind that once INKA TRAILS ADVENTURE gets your reservation and deposit, we will proceed to respond via email the confirmation of your reservation, so that we also accept all the terms and conditions described below.


Procedures for Reservations

Once you have chosen the tour or tourist program, you will proceed to read the terms and conditions of this document, prior to confirming your Reservation. Keep in mind that once INKA TRAILS ADVENTURE receives your reservation and deposit, will confirm your reservation, therefore, all the terms and conditions described below are also accepted.

Personal Information for Reservations

At the time of confirm the reservation, the client must provide their personal data, which are required by the Peruvian State Offices, in order to issue permits and visit tickets to Machupicchu, Inka Trail to Machupicchu, National Parks, or Nature Reserves.

  • Full Name
  • Passport Number
  • Date of Birth
  • Nationality

Payment / Deposit

To confirm a reservation, INKA TRAILS ADVENTURE requests a minimum deposit of 50% of the total value of the tour or program. Optionally the client can make a greater deposit or 100%. The balance of the program must be paid before the date of the contracted service, date that we indicate when confirming your reservation.

Cancellation by Us

INKA TRAILS ADVENTURE reserves the right to cancel a tour or program in case any of the following circumstances occur:

  • The client has not paid the balance (as indicated in the reservation) before the date of the service. In this case, the client will not have any right to the refund of the deposit that he advanced at the time of his reservation.
  • Force majeure: Impossibility to operate the tour or program, due to unusual or unforeseen circumstances outside INKA TRAILS ADVENTURE’s control. Which could be, cancellation or delays in departures or flights arrivals, or other contracted transport, technical problems in transport, weather conditions, strikes, riots, decisions by State Governments or Tourist Organizations altering the itinerary, shorter time of stay in a city, or closure of roads at scheduled destinations.

In such case, INKA TRAILS ADVENTURE will propose viable solutions to operate the program or offer you similar alternatives. If any of the circumstances listed above occur during the course of the tour, we will make every reasonable effort to provide you with the booked program arrangements, but you must understand that changes may occur that will be previously informed, in case these require an additional payment, they will be paid by the client. Please note that INKA TRAILS ADVENTURE will not be liable to reimburse additional expenses undertaken by the client in modifications made, or others that are not of direct responsibility.

Alterations by You

If the client requests modifications in the travel programs that were confirmed in their reservation, these will be made without any extra payment, as long as these changes are not significant.

If the client requests any amendments to the initial travel arrangements once a booking is confirmed, no amendment fee will be payable unless the program changes its nature significantly. Upon request of additional services such as train tickets, domestic airfare, etc. If amendments are requested after the commencement of the tour, INKA TRAILS ADVENTURE will do its best to implement them, but we cannot guarantee that it will be possible. In the event of such an amendment being made, the client will be liable for any charges that may be levied for the previously booked service and for any costs incurred by INKA TRAILS ADVENTURE in attempting to secure any change in the tourist program.

Cancellation by You

In case of cancellation by the client, this should be notified to INKA TRAILS ADVENTURE in writing by email or web platform. Please note that the cancellation penalty is 30% of the total price of the reservation made, which will cover operating expenses.

For Traditional and Custom Programs:

If the notification of cancellation is received in a time greater than 30 days of the service, the client will only lose 30%. For notifications received within 30 days prior to the date for service, the cancellation charges are as follows:

30 to 21 days: 50% of the program price

20 to 11 days: 75% of the program price

10 to the day of departure 100% of the price of the program

For treks, expeditions and adventure:

If the notification of cancellation is received in a time greater than 30 days from the attention of the service; the customer will only lose 30%. For notifications received within 30 days prior to the date for service, the cancellation charges are as follows:

30 to 16 days: 75% of the program price

15 to Departure Day: 100% of the program price

(*) In this case, the client must know that, once the contracted service has been canceled, INKA TRAILS ADVENTURE, will proceed to cancel the contracted services to third parties (walking permit, tickets to Machupicchu, train ticket, bus tickets, transportation, among others that correspond to the chosen service), which in many cases have penalties. Therefore, if there is a change in the client’s decision, and you want to resume the services of the company, you will have to make the full payment of the program again, if it is still available.

Acceptance of Risk

Some of INKA TRAILS ADVENTURE’s itineraries have been designed to offer the participant an experience in direct contact with nature, in geographic spaces where there are often no medical centers for immediate attention.

The client understands that during the time in which the activity or the tourism program is developed, elements of personal risk and potential exposure to dangers may occur, which could result in accidents or illnesses such as: physical or emotional injuries, paralysis, death, or damage to the client property or other parties.

The client understands that such risks simply cannot be eliminated, since they are part of the risks involved in the scheduled activity, in addition, the client accepts that he knows his physical and health condition, and with knowledge of it, he decides to assume the risks. Therefore, when the reservation is confirmed, the client agrees to assume all the risks involved in the activity and accepts that INKA TRAILS ADVENTURE, and its employees, will be excluded from any liability related to any accident, physical injury or other incident mentioned above that may occur.

 

Authority on Tour

At all times, the decision of the company’s guide or representative will be final in 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

It is the responsibility of the individual traveler to secure the proper documentation prior to joining the program. The client must be in possession of a valid passport with at least six-month validity from the date of entry and all visas required for the whole of the journey. 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.

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. 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, strikes, war, civil disturbances, natural disasters, government actions, mechanical failures or any acts of God, among others. The client accepts to assume all extra costs derived by any of these factors.

INKA TRAILS ADVENTURE, directly operates part of the services included in a program but also makes arrangements with airlines, hotels, individual services, strategic partners and other independent parties to provide you with the travel services you purchase. We do take all reasonable steps to ensure that organizations providing services maintain our quality standards. However, these parties are independent suppliers over whom we have no direct full control.

INKA TRAILS ADVENTURE can therefore not accept liability for negligence of the staff of these organizations. The participant waives any claim against INKA TRAILS ADVENTURE, for any damage to or loss of property, injury or death due to any act or negligence of any airlines, surface transportation company, hotels or any person rendering any of the services or accommodations included.

INKA TRAILS ADVENTURE cannot be held responsible for any claim, losses, damages or delay of baggage or other properties, inconvenience, loss of enjoyment, upset and disappointment, distress or frustrations, whether physical or mental, resulting from the act or omission of any party providing the services. In the event of any service being withdrawn by any of our suppliers, INKA TRAILS ADVENTURE shall have no responsibility beyond refunding all monies paid by the participant for that service.

When you travel with an airline, the conditions of carriage of that airline will apply. These conditions are the subject of international agreements and may limit or exclude liability. INKA TRAILS ADVENTURE is not liable for any expenses or consequences resulting from flight delays, cancellations or missed connections, and such expenses shall be borne by the client.

 

Claims and Complaints

If a client has a complaint against the company the client must first inform the tour conductor, 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. After this period of 7 days, no claim of any kind will be accepted.

Venue for all claims or disputes shall be exclusively in Cusco, Peru, whose courts, using Peruvian Law, shall have exclusive jurisdiction. Damage claims against INKA TRAILS ADVENTURE shall be limited to the value of the particular item in dispute. Any liability is limited to the full price paid for the tour. In all cases the company specifically excludes all liability for indirect, incidental or consequential loss or expense including loss of profits.

INKA TRAILS ADVENTURE assumes responsibility for representations it makes, but not for those made by others and including, but not limited to, any employee of INKA TRAILS ADVENTURE or any independent travel agent.

Payment for reservations on any INKA TRAILS ADVENTURE program or tour shall constitute consent to all the provisions in the Booking Terms & Conditions set out herein and is binding on all tour and travel participants.

 

Participant Agreement

All our clients who book an adventure program, after reading this document, accept the following terms. And this is accepted in all its content, once the contracted service is confirmed:

  1. By signing this document, I am aware that the program I am going to undertake has been designed to provide participants with an exposure to the true nature of the environment visited. It therefore involves an element of personal risk and exposure to potential hazards. I understand that such risks simply cannot be eliminated by Inka trails Adventure therefore, I assume them as part of the development of the tourist program. My participation in this activity is purely voluntary and I choose to participate with the knowledge of the risks involved.
  2. I understand that individual adventure activities may require me to take part in continuous, moderate exercise for several hours. I accept that I am aware of my health condition and that, under the knowledge of this, I believe that I am capable of participating in this program. I undertake to inform Inka Trails Adventure staff of any medical conditions that I feel they should be aware of. I also undertake to inform Inka Trails Adventure staff of any factors that may affect my, or anyone else’s safety.
  3. I exclude the operating agency from any responsibility linked to any accident or injury that may occur associated to my health or physical condition. I also agree that the operating agency shall have no liability regarding the adequacy of medical care and supplies that may be provided.

I understand that this document is not a disclaimer and in no way affects the ‘duty of care’ that Inka Trails Adventure must demonstrate. 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.