Terms & Conditions
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IMPORTANT: Please note we are unable to accept any bookings without ALL of the passport information.
Note: Passport must be valid for more than six months in order to visit Peru.
1. DEPOSITS AND PAYMENT POLICY:
- We require a deposit per person for all Bookings:
. US$ 200 for all of our trek packages up to 7 days/6 nights.
. US$ 400 for all of our tour packages up to 10 days/9 nights.
. US$ 600 for all of our tour packages over 10 days/9 nights, and less than 14 days/13 nights.
. US$ 800 for all of our tour packages over 14 days/13 nights.
. US$ 1,100 for all of our tour packages over 20 days/19 nights.
EXAMPLE Payment Schedule:
At time of reservation: $ 200.
2-5 days prior to departure: Total balance.
At the same time, you have the option to pay the Total Amount at the time of reservation.
For all Tours & Treks the balance must be paid in full; maximum 2 days prior to starting the program, pay either in cash, via PayPal, Visa or Western Union. Failure to pay the trek balance will result in tour cancellation and forfeiture of your deposit.
For student discounts we require a copy of a valid ISIC student card. In the event that we don't receive the scanned copy of the card along with your reservation form, we will process your reservation at an adult price.
Accepted Payment Methods:
We accept all major credit card payments, including Visa, MasterCard, Discover and American Express. You will proceed with your payment through our secure server and our PayPal Payment System.
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.
The Company shall not be liable for any damage or loss if the failure to carry out the contract is:
- Attributable to the client.
- Attributable to a third-party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
- 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.
- Due to political disputes, general strike or total shutdown, unforeseeable climate or other matters of a similar nature and any other "Force Majeure".
- 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.
Trip Member's Responsibility:
Trip members have the responsibility to select a trip appropriate to their abilities and interests. In order to assist you, we grade each trip with a Trip Grading. We are also happy to discuss the trip with you, as well as provide you with names of past participants who can discuss their experience with you. Trip members are held responsible for being in sufficient good health to undertake the trip. Trip members are responsible for preparing for the trip by studying the itinerary and pre-departure information packets sent by Qeros Tours Peru and for bringing the appropriate clothing and equipment as advised therein.
Acceptance of Risk:
Qeros Tours Peru itineraries have been designed to provide participants with an exposure to the true nature of the environment visited and therefore involves an element of personal risk and exposure to potential hazards over and above those associated with normal "package" holidays. The client acknowledges that the nature of the tour is adventurous and that such activities may involve a significant amount of personal risk.
It is the client's responsibility for obtaining sufficient personal travel insurance. The client is willing to accept full responsibility for insurance up to the limits that the client may require. This insurance must cover personal accident, medical expenses, air ambulance, loss of effects, repatriation costs and all other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to the client.
All the programs are carefully planned, however, due to operational reasons, it may be necessary to change the order of the different activities or the route specified in the itinerary. These changes are not usual to happen, nonetheless, the itinerary should be considered as a basic guide of the program.
Factors outside Company's control on Inca Trail Operations:
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, general strike or total shutdown, unforeseeable climate, roadblocks, landslides on the Inca Trail, problems with the railway between Aguas Calientes and Cusco, delayed trains, etc. In order to avoid strike action which has been planned on certain days, the group may have to depart for the Inca Trail in the evening before the planned trek departure date. Qeros Tours Peru will not be responsible for any costs associated with unused or partly-used accommodation services due to this earlier-than-planned departure. Failure to agree to depart at this earlier time will be considered a trek cancellation by the client. If all or part of the Inca Trail or Machu Picchu is closed due to force majeure then Qeros Tours Peru will do its best to provide an alternative trek itinerary of similar value. Unfortunately, the trek deposit will not be refunded to clients if the trek is cancelled due to force majeure although Qeros Tours Peru will provide clients with suitable documentation so that clients can claim a refund from their insurance companies.
Limitation of Liability in our Peru tours:
These paragraphs (together with the Release of Liability section of the Application Form) define our responsibility with respect to all our trips. PLEASE, READ IT CAREFULLY. Payment of your deposit represents your acceptance of the following terms and conditions:
Qeros Tours Peru gives notice that services provided in connection with its itineraries, including transportation, hotel accommodations, restaurants and other services are purchased from various independent suppliers who are not affiliated with Qeros Tours Peru in any way. Although, we endeavor to choose the best suppliers available, Qeros Tours Peru has no right to control their operations and therefore makes these travel arrangements upon the express condition that Qeros Tours Peru and its own agents and employees, shall not be liable for any delay, mishap, inconvenience, extra expenses, irregularity, bodily injury or death to person, or damage to property, occasioned through the conduct or default of any company or individual engaged in providing these services. Each of these passenger conveyance companies, tour companies, hotels, restaurants, etc., is subject to the laws of the state or country where the service is provided.
Qeros Tours Peru shall not be liable for:
(a) expenses, such as additional hotel nights and meals not specified in the individual trip itineraries, but which may be required to get to or from a trip start or end; (b) expenses due to the delay of a trip for any reason (e.g. bad weather, trail conditions, landslides, flooding, sickness or any other contingency for which Qeros Tours Peru cannot make provision; (c) expenses incurred in recovering luggage lost by airlines, belongings left behind on a trip, or in shipping purchases or other goods home from abroad; (d) bodily injury or property damage for any reason, including but not limited to Acts-of-God, weather, quarantines, strikes, civil disturbance, theft, default, changes in government regulations, terrorism, war or failure of conveyance to arrive or depart as scheduled, etc., over which Qeros Tours Peru has no control. The right is reserved to substitute both trip leaders and hotels from those listed in the catalog, as well as reverse the order of places to be visited and make reasonable changes in the itinerary where deemed advisable for the comfort and well being of the passengers.
Qeros Tours Peru reserves the right to take photographic or film records of any of its trips, and may use any such records for promotional and/or commercial purposes.
Qeros Tours Peru reserves the right to decline to accept (or to restrain from further participation) any person it judges to be incapable of meeting the rigors and requirements of participating in the tour activities, or any person whose actions or deportment it judges unsuitable for group travel. A refund based on the cost of any unused land services already paid for is the limit of Qeros Tours Peru's responsibility in such a case.
Claims and Complaints:
If a client has a complaint against the company, the client must first inform the Tour 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.
The client must be in possession of a valid passport (valid for more than six months) 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.
We will buy your Inca Trail trek permit using the passport numbers that you send us with your trek booking application. You must bring these same passports with you to Cusco and take them on the Inca Trail. If the number in your passport is different from the number on the trek permit, the government authorities will not allow you to start the trek and you will not be entitled for a refund.
The Inca Trail permit is non-transferable:
Once we have made a trek or tour reservation with the government authorities, we cannot then change any details of the reservation (your name, passport number or departure date). If you have to cancel your trek booking government authorities will not let us fill your cancelled spaces with other clients.
If the personal information provided for the Inca trail permit is not accurate and the permit has to be re-issued, a US $ 10.= fee will apply.
If the traveler abandons the excursion during the length of the program as a decision made by himself, no reimbursement will be applicable.
Cancellation of a Trek & Tour by the Client:
Please note that the trek or tour deposit is non-refundable. The deposit is used to reserve space within the group. Once we have made a trek or tour reservation with the government authorities, we cannot then change any details of the reservation (your name, passport number or departure date). If you have to cancel your trek booking, the government authorities will not let us fill your cancelled spaces with other clients, we just have to depart with a smaller less-economic group. The Trek Permit and the Machu Picchu permit once purchased are non-refundable & non-transferable.
Trek or Tour cancellations two days prior to trek or tour departure after having paid the trek or tour deposit: Loss of Trek or Tour deposit. All other payments will be refunded in full. Note that if the trek balance is not received two days prior to the trek departure then the trek will be deemed to have been cancelled and the deposit cannot be returned. Once we have bought the trek permits it should be noted that we cannot then substitute other trekkers in your place if you have to cancel. The Inca Trail trek permit, bus ticket and train ticket will not be returned.
Trek cancellation two days before trek departure and prior to actual trek departure (once you have paid for the trek in full): The unused Inca Trail trek permit will be returned as well as the train ticket from Aguas Calientes to Ollantaytambo and the bus ticket from Machu Picchu down to Aguas Calientes. If you hired the services of a third porter we cannot refund your payment and the porter will continue on the Inca Trail as originally contracted to do so. If you have hired a sleeping bag we will refund this amount in full.
Once you have started the Inca Trail (once you board the bus in the morning) we can only return your train ticket from Aguas Calientes to Ollantaytambo and your bus ticket from Machu Picchu down to Aguas Calientes. We cannot make any cash refunds. Failure to be able to continue with the trek will be treated as a cancellation. Any costs associated with returning to Cusco or returning to Aguas Calientes and then continuing to Ollantaytambo and then onto Cusco must be met by yourselves. These costs include all transport costs.
The Salkantay trek/Other alternative Treks & Tours/Booking deposits/Cancellations:
The Client may cancel the Package & Tour bookings at any time provided that the cancellation is communicated to Qeros Tours Peru in writing. Cancellation charges will be applied as shown below, calculated from the day written notification is received by Qeros Tours Peru. All reservations cancelled less 10 days prior to the departure date of the tour are subject to a cancellation fee:
Becomes non-refundable once you receive confirmation of accommodation in Aguas Calientes. For all other treks and tours the deposit becomes non-refundable once hotels, airfare and/or trek have been confirmed.
In the event of any trek cancellation, Qeros Tours Peru will be happy to cooperate providing any necessary documentation to enable a legitimate insurance claim.
Cancellation of trek by Qeros Tours Peru:
It should be noted Qeros Tours Peru is a professional, responsible tour operator with an excellent reputation for quality and service. We have no intention of cancelling any of our clients trek reservations.
Cancellation of trek due to failure to purchase your Inca Trail trek permit:
If in the event that Qeros Tours Peru has to cancel your trek due to failure or inability to purchase your trek permit, we will notify you by email as soon as we become aware of such matters. We will hold your deposit payment for your collection in our office in Cusco. If you are unable to come to the office we will return it to you by PayPal or Western Union less the transfer charges related with sending it to you.
Cancellation of trek due to matters outside of the control of Qeros Tours Peru:
If in the event that Qeros Tours Peru has to cancel your trek due to force majeure, Qeros Tours Peru will do its best to offer an alternative 4-day trek of similar value in place of the Inca Trail to Machu Picchu. If Qeros Tours Peru is unable to offer an alternative trek (a strike or roadblock prevents the group from leaving Cusco) then we will refund only the proportion of the cost of the trek that has not already been spent or committed to operating the trek. The amount spent or committed to operating the trek could include, but not limited to, entrances fees, train tickets, guide and porter wages, contracted buses, perishable goods, etc. You will have to reclaim the remaining proportion on your travel insurance. Unfortunately, the trek deposit will not be refunded to clients if the trek is cancelled due to force majeure although Qeros Tours Peru will provide clients with suitable documentation so that clients can claim a refund from their insurance companies.
Prices & 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 2 days before departure due to increases in Inca Trail trek permits (entrance fee), unfavorable exchange rates, increases in train fares or other transport costs, taxes, or if government action should require us to do so.
Our Inca Trail trek prices are based upon the following third-party costs which are outside of our control:
- Inca Trail entrance fee is 300 Peruvian Soles (S/. 254 + S/. 46 sales tax) which is about US$ 117 and 42 Peruvian Soles for each of our porters. The price paid for the entrance fee is clearly marked on the trek permit. The Peruvian Government has not indicated that it will increase the costs of the Inca Trail entrance fee in 2013, although there always remains this possibility. Note: Since the exchange rate fluctuates daily, the above amounts are only an example.
- Included in the price of the trek is the return on the train from Aguas Calientes to Ollantaytambo. We purchase tickets in the Expedition service tourist train which currently costs US$ 34 per person. (Details of the service & prices can be checked on the PeruRail website: www.perurail.com). The PeruRail website states that they reserve the right to change the price at anytime. There is also the possibility that PeruRail will no longer sell a one-way ticket and will only sell return tickets Ollantaytambo - Aguas Calientes - Ollantaytambo. If this is the case, it is possible that the price of the ticket could double ! However, this is unlikely. We will try to do everything in our control to keep the price of the ticket to as low as possible but clients must be prepared for such increases in the train ticket prices. PeruRail currently runs a monopoly service so we don't have an alternative (PeruRail is 50% owned by Orient Express, a British company posing as Chilean one which is registered in Bermuda and listed in the NY Stocks Exchange). The price paid for the train ticket is clearly marked on the ticket.
- Local sales taxes known as IGV are included in the price of the Inca Trail trek. The current IGV rate is 18%. It is not anticipated that this rate will increase during 2013.
- If any of the third-party costs listed above change to increase the cost of the trek we will immediately update the trek price listed on our website.
- VistaDome or Hiram Bingham (HB) Train upgrade may be necessary in busy seasons based on availability at an additional cost to you.
Due to political and cultural differences, as well as generally tougher physical conditions, travel to the areas we visit involves risks other than those we take in our daily lives. It is important clients make themselves aware of the risks involved, and are responsible for making their travel plans accordingly.
As a complementary service, we book accommodations for our customers while in Peru. Since we are not the final provider of the service, we need to pay for our customers accommodation 15 days prior to arrival date. Once we pay for a room, we do not get refunds for cancellations. If you have to book a room through us and you need to cancel your room, please notify us about this fact via e-mail at least 15 days prior to your arrival date; otherwise, you will need to pay for the room that we have already paid for you.
Accommodations are based on double occupancy. A single supplement is paid by participants who specifically request single accommodations, subject to availability. If you are traveling alone and wish to share accommodations, we will try to match you with a roommate. However, if a roommate is not available, the forced single supplement will be charged, which is 50% of the regular single supplement unless otherwise noted in the detailed itinerary.
Equipment Rental & Damage Fees:
The renter is responsible for safeguarding and properly caring for the equipment rented and can be charged up to the full replacement cost for any item that is damaged, lost or stolen. The renter is obligated to return all equipment no later than the stated due date. Partial returns will not be accepted. Severity of damages and associated fees will be determined by Inca Trail Reservation staff on all equipment. Damages may include: lost, bent or broken poles. Damage Fees: Hiking Poles $ 35,00.
Qeros Tours Peru (Travel Agency Specialist Tour Operator in Peru)
At all times your contract will be with Qeros Tours Peru. The name Qeros Tours Peru refers to either Qeros Tours Peru SRL and Licensed Tour Operator.
Peruvian Law requires Legal sellers of travel. This business has a registration as a seller of travel does constitute approval by the Peruvian Tourism Ministry. RUC: 20490547186.
Qeros Tours Peru SRL Ltd., # 10 Ejercito Avenue – Cusco-Peru. Email: info.qerostours.com