Read this agreement thoroughly and carefully before booking a trip with us.
The terms and conditions set forth in this agreement constitute the entire understanding and agreement between you the trip “Participant” and Inca Explorers with respect to any and all bookings, tours or transactions made with Inca Explorers
You may submit an enquiry to reserve space on a tour by email or via our website. A booking is not confirmed until you receive a final confirmation in writing from us.
Deposits and Final Payment:
A non-refundable deposit of US$100 per person is required at the time of booking. 50% – with 45 days and final payment upon arrival in Cusco due 29 days prior to departure. Any trips reserved 31 days or less prior to departure require payment in full upon booking.
Note: If it is for an Inca Trail Booking, the deposit has to be US$200.
Payments may be made by wire transfer. If you pay your deposit by wire, we cannot confirm your reservation until your payment has cleared the bank. All prices are in U.S. dollars and payments must be made in US dollars.
If final payment is not received when due, Inca Explorers reserves the right to treat your booking as canceled by you in which case the cancellation charges set out below will become payable.
Cancellations by You and Refunds:
To cancel your booking, you must submit your request to us in writing by email to your destination specialist. Your cancellation request will be confirmed when you receive wrien confirmation that your booking is cancelled. Your cancellation fee will be determined according to the terms outlined in the schedule below, based on the date we receive your wrien notification:
- From time of reservation until final payment due date: non-refundable deposit
- After final payment due date 100% of Land Cost
Initial trip deposits are strictly non-refundable under all circumstances.
No refunds will be provided for any unused portion of a tour once the tour begins, including if you leave a tour for any reason or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we strongly encourage you to purchase trip cancellation and interruption insurance.
Changes by You:
If you change your tour dates or alter your itinerary aer we confirm your tour, a change fee will be imposed. The type and scope of change dictates the amount of the change fee. Our outside suppliers, including hotels, oen impose additional fees or penalties for changes and cancellations. These are included in the change fee and may be substantial.
Cancellations or Changes by Us and Flexibility:
We reserve the right to cancel, alter or modify any tour without prior notice. You acknowledge that the amenities, accommodations, transportation, route, schedule, and itinerary may change without prior notice due to local circumstances or events, which may include mechanical breakdown, flight cancellations, illness, strikes, political disputes, weather, border crossing problems, medical emergencies and other unforeseeable factors. If, prior to departure, we make a significant change because of an unforeseen problem with a supplier (e.g., bankruptcy), we will, as soon as reasonably possible, notify you of available alternatives.
If we need to postpone a trip due to COVID-19 related travel restrictions imposed by our Government, your Destination Specialist will contact you with more information specific to your trip. You can choose between the following options*:
- Transfer to a future departure.
- 100% credit to use towards a future trip departing on or before December 31, 2022, less any penalties by hotels or local service providers that we are unable to recoup.
If we cancel, which is rare, a full refund will be issued to you less any airline ticket cancellation fees and nonrefundable deposits advanced to local suppliers. This refund will constitute full selement of claims you may have arising out of our cancellation. No refunds under this paragraph will be provided due to cancellations or changes due to Force Majeure.
No Refunds for Personal Expenses:
The price of the trip includes local ground transportation, local accommodations as indicated in the itinerary, meals as indicated in the itinerary, in some cases domestic and regional flights as indicated in the itinerary, guiding services as indicated in the itinerary, and most park entrance fees. Costs not included in the price are some meals as noted in the trip itinerary, so drinks and liquor, medical expenses, costs of hospitalization or evacuation, laundry, airport departure taxes, accommodations en route to the destination, visas, international airfares, gratuities, and insurance. This list is illustrative and not a complete list of every item not included. Please note that if a trip must be extended or an itinerary modified due to weather, road conditions, lack of transportation, political or civil disputes, medical emergency or other causes beyond our control, the associated costs including any non-recoverable costs are not included in the trip rates or refunds. In such circumstances it is your responsibility to pay directly for actual extra costs in the field (i.e. food, transport, accommodations, etc.).
This is another good reason to purchase travel insurance.
Inca Explorer acts only as an intermediary for the various independent suppliers that provide lodging, meals, transportation, sightseeing, activities or other goods and services connected with your tour (“Supplier” or “Suppliers”). You acknowledge that you are aware and clearly understand that these Suppliers are independent contractors, are not managed by Inca Explorers and are not agents or employees of Inca Explorers. A Supplier’s services are subject to the Supplier’s own terms and conditions and the local laws and regulations of Peru.
Inca Explorers will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of its obligations under this agreement to the extent that any such delay or nonperformance is due to any Force Majeure. “Force majeure” means any event or circumstances which Inca Explorers or the supplier of the services in question could not foresee or avoid. Such events and circumstances may include, but are not limited to: acts of God, actual or threatened, war, insurrection, riots, strikes, civil action, decisions by governments or governing authority, technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation, adverse weather conditions, fire and all similar events outside our control.
If Inca Explorers and/or any of its Suppliers are affected by Force Majeure, they shall be entitled to, and may in their sole discretion, vary or cancel any itinerary or arrangement in relation to the tour.
The tour price does not include travel insurance. We strongly recommend that all of our travelers purchase comprehensive travel insurance that includes coverage for trip cancellation or interruption, cancel for any reason, medical expense, emergency evacuation/repatriation, and baggage. Travel insurance can help protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption (due to a covered reason such as injury or illness before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections, and baggage loss. Families traveling together, in particular, can benefit from travel insurance, due to the high investment in the trip and the increased risk of one person’s illness resulting in the entire trip being canceled.
Declining travel insurance could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without insurance, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without adequate insurance coverage, we will not be liable for any of your losses howsoever arising, for which insurance cover would otherwise have been available.
Passports and Visas:
You are responsible for ensuring that all necessary travel documents are valid and effective and in your possession for the entire tour. Passports are required for all U.S. citizens traveling abroad and should be valid for at least 6 months aer your date of return. We suggest you apply for or renew a passport early. Other required documents may include visas, permits, and vaccination certificates. You assume complete and full responsibility for checking and verifying any and all passport, visa, vaccination, or other entry requirements. You are also solely responsible for any adverse consequences resulting from incomplete or defective documentation. While we may provide information or advice on maers such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.
IMPORTANT: All the tickets included in your holiday package are only issued with your name and passport number and, once booked, they are non-changeable and non-transferable. If you happen to renew your passport between booking and arriving to your destination you have to bring both passports, the old and new one. For trips that include the Inca Trail, you will be asked to identify yourself with the original passport and register your entry in the corresponding security checkpoints and controls of the Ministry of Culture of Peru.
It is your responsibility to ensure that you hold the correct and valid documents. If you fail to do so you will have to cover all the expenses related to the purchase of new tickets if available.
Health Requirements and Medical Care:
Our tours are physically active, with varying levels of demands and fitness requirements depending on the specific itinerary. By signing this agreement, you represent that you do not have any physical or other conditions that would create a hazard for you or other Participants or affect other people’s enjoyment of the tour. If you have a physical condition, dietary restrictions, or other conditions that will require special aention during the tour, you must inform us in writing when the booking is made. We reserve the right in our sole discretion to accept, decline, or remove anyone from a tour (at departure or during the tour) who we judge to be incapable of meeting the tour’s physical demands.
Inca Explorers assumes no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the tour.
Code of Conduct:
The objective of this code of conduct is to promote ethical behavior and responsible practices, as a traveler with Inca Explorers, you commit to:
- Respect everyone in the group, including fellow travelers, the guide, support crew and local inhabitants avoiding at all cost any discriminatory comments.
- Be thankful and respectful to the ground staff.
- Respect the guide’s decisions acknowledging he is prepared to identify all risks during the trip or adventure and to make the best decisions in the interest everyone involved.
As a respectful traveler choosing to travel with us you commit to
- Keep noise levels down. Yelling or talking loudly should be reserved for emergencies only.
- Leave plants, animals, rocks or other items alone, so that others can appreciate them. Do not take them as souvenirs.
- Respect and contribute to the preservation of archaeological sites and Inca remains.
- Carry all trash generated in your bag. Always ask your guide to instruct you where the garbage disposals are found.
- Avoid using single-use plastic boles. The best way to do this is by using a refi-llable canteen, or hydration pack instead of purchasing plastic water bottles.
Acknowledge that if you do not follow the guide’s safety instructions or do not respect the code of conduct, you may be removed from the activity and will not be reimbursed.
If you have a complaint during your tour, you must promptly notify Inca Explorers or your tour guide of the problem so that they can atempt to remedy the situation. Failure to do so while you are on the tour will extinguish or reduce your ability to claim compensation from Inca Explorers. Further, if you atempt to address the problem on your own without using this notice procedure, you assume responsibility for any added costs you may incur and forfeit any potential refunds.
Note*: To report a complaint during your tour, you can contact Inca Explorers / or your field coordinator or Destination Specialist during the office hours: 9:00 am – 5:00 pm. If you need contact us outside of office hours, please call the emergency number, which will be provided in your pre-departure information.
Updating of Terms and Conditions:
Inca Explorers reserves the right to update and/or alter these terms and conditions at any time. It is your responsibility to be familiar with these terms and conditions.