A. Booking your Trip
B. The Reservation Contract
- A reservation is deemed accepted and becomes binding upon receipt of the required deposit by Machu Travel Peru. From that date, a legally enforceable contract is established between Machu Travel Peru and the Client.
- This contract is made between Machu Travel Peru and the Client, which includes all individuals listed on the reservation form. The individual who signs or submits the reservation form represents and warrants that they have the full legal authority to act on behalf of all persons named therein. By doing so, the signatory confirms that all such individuals have been informed of, have read, and fully accept these Terms and Conditions.
C. Trip Deposit
Due to the customized nature of our trip planning process, an initial deposit amounting to 50% of the total tour package cost is required within three (3) days following itinerary approval. Payment of the deposit can be made either by bank transfer to the account specified by Machu Travel Peru or via credit card. Trip preparations will only be confirmed upon receipt of the initial deposit.
The remaining balance is due no later than ninety (90) days prior to the scheduled departure date and must be paid via bank transfer, wire transfer to the account specified by Machu Travel Peru, or by credit card. If the booking is made within eighty-nine (89) days of the departure date, full payment must be made within five (5) days following itinerary approval.
A delay in the payment of the remaining balance may result in changes to the initial travel arrangements due to the availability of tickets, services, and other factors. In extreme cases, such a delay may lead to the cancellation of the trip.
Our prices do not include the Peruvian sales tax (IGV). Guests who are exempt from this tax must comply with the applicable legal requirements. To obtain an IGV exemption, visitors must provide documentation proving their eligibility under relevant international treaties ratified by Peru, such as a valid passport, driver’s license, or national identity card. Please note that individuals who have been present in Peru for more than 60 calendar days are no longer eligible for the IGV exemption. Additionally, please ensure that all identification documents are clearly legible.
D. Changes By The Client
Any modification to the original reservation must be requested and confirmed by the person who signed the reservation form. Any amendments to the itinerary requested by the Client after the confirmed Travel Program has been issued by Machu Travel shall incur a change fee of USD 35.00 per person, in addition to any extra costs or surcharges imposed by our suppliers as a consequence of such modifications.
While Machu Travel will make every reasonable effort to accommodate requested changes or additional services, such modifications are subject to availability and cannot be guaranteed.
E. Rescheduling By The Client
All requests to reschedule the original reservation must be submitted no later than 45 days prior to the scheduled arrival date and must be confirmed by the person who signed the reservation form. A rescheduling fee of USD 300.00 per person will apply, in addition to any supplementary costs or surcharges incurred or imposed by our suppliers as a result of the requested changes. This administrative fee is non-refundable.
For specific entrance tickets such as Machu Picchu, Huayna Picchu, or the Inca Trail, it will be necessary to repurchase the tickets, as they are non-transferable and strictly subject to availability.
Regarding airline tickets, any changes to the date or passenger name will be subject to an administrative fee of USD 18.00 per person, plus any additional charges applied by the airline. This administrative fee is non-refundable.
Requests received after the 45-day period will be subject to the applicable cancellation and refund policies outlined in these Terms and Conditions.
F. Substitution Of The Client
If a member of the travel party is unable to participate in the trip, the reservation may be transferred to another suitable individual, provided that written notice is submitted no less than 45 days prior to the scheduled arrival date. An administrative fee of USD 300.00 per person will apply, in addition to any costs or penalties imposed by Machu Travel Peru’s suppliers. This administrative fee is non-refundable.
In cases involving specific entrance tickets, such as those for Machu Picchu, Huayna Picchu, or the Inca Trail, new tickets must be purchased, as they are non-transferable and subject to availability.
For airline tickets, any change of date or passenger name will incur an administrative fee of USD 18.00 per person, plus any applicable charges assessed by the airline. This fee is non-refundable.
G. Cancellation / Refunds
- Cancellations made 60 days or more prior to the tour start date: The amount paid may be refunded less non-refundable costs, including: tickets to Machu Picchu, Inca Trail Tickets, train tickets, and an administrative fee of USD 200 per person. In the case of airline tickets already issued and paid for in the initial change, only 20% of their value will be reimbursed.
- Cancellations made between 59 and 31 days prior to the tour start date: The amount paid may be refunded, less the non-refundable costs, which include: tickets to Machu Picchu, Inca Trail tickets, train tickets, hotel reservation fees, domestic airline tickets, and an administrative fee of USD 300 per person.
- Cancellations made 30 days or fewer before the tour start date: The reservation will be treated as a No-Show, and no refund will be provided. For this reason, Machu Travel Peru strongly recommends purchasing comprehensive travel insurance at the time of booking. Upon request, we will provide a travel insurance support letter to facilitate any claim procedures with your insurance provider.
- Partial Group Cancellations: If one or more members of a group cancels, the remaining travelers may be required to assume additional costs, such as single room supplements or other group rate adjustments due to under-occupancy.
- Refund Process Timing and Fees: Any refund, if applicable, will be processed no earlier than 30 days after the originally scheduled travel date. Machu Travel Peru will issue the refund excluding any transaction fees, taxes, or bank charges incurred during the refund process.
- Travel Insurance Disclaimer:
Machu Travel Peru does not provide travel insurance. Participation in any of our programs does not imply coverage by travel insurance. We strongly encourage clients to purchase a travel insurance policy independently at the time of booking. Travel insurance may cover cancellations due to personal or family emergencies, as well as emergency medical expenses and evacuation coverage.
Please note: As of September 4, 2017, Ecuadorian law mandates that all visitors carry valid medical insurance for the duration of their stay; failure to comply may result in denial of entry. For this reason, we emphasize the necessity of high-quality travel insurance for trips to Peru, Ecuador, and Bolivia. - Submission of Insurance Documentation: Clients are required to send a scanned copy of their travel insurance policy no later than 15 days prior to the start of the trip. Failure to provide this documentation may limit our ability to provide certain services. Having valid travel insurance benefits both the Client and Machu Travel Peru, ensuring your experience is safe, supported, and worry-free.
H. Changes And Cancellations By Machu Travel Peru
While Machu Travel Peru will make every effort to operate all tours as advertised, by signing this contract, the Client acknowledges that it may be necessary or advisable to alter or modify the tour itinerary or its content due to prevailing local conditions. Machu Travel Peru reserves the right to cancel or change any facilities, services, or prices (including flights, accommodation, or other arrangements) at any time and replace them with alternatives of comparable monetary value without compensation, and shall not be held responsible for any loss of enjoyment resulting from these changes.
If a significant change is required at the time of booking, the Client will be informed immediately. A significant change is considered to be one that affects at least one of every three full days of the itinerary or that significantly alters the nature of the overall product. If a significant change occurs after booking, Machu Travel Peru will inform the Client as soon as possible.
Machu Travel Peru has extensive experience in the tourism industry and understands that unforeseen situations can occur. Therefore, in the event of a pandemic, terrorism, earthquakes, political, social, or other local, national, or international issues, we will be happy to assist you in changing your travel dates for a future trip, applying a re-quotation in accordance with the rules outlined in the “Cancellations/Refunds” section. Machu Travel Peru does not offer cash refunds in the event of unpredictable situations.
I. Conditions For Nazca Lines Overflight
- If the passenger fails to present themselves at the designated time before their flight departure, the seat will be made available to the airline operator and may be offered to another passenger. The corresponding penalty will apply.
- It is essential that the passenger personally present themselves at the aerodrome on the date of their overflight with their original and valid passport and/or identification document, as well as the paid tickets in physical or digital format.
- In the event of a flight cancellation due to adverse weather conditions, we will offer alternative travel dates based on seat availability. Please note that no refunds will be issued.
- In the event of a delay caused by factors outside our control, such as delays in departure or arrival by the airline operator Aerodiana, we will not be held responsible for any inconvenience caused to your itinerary as a result of such delays or alterations.
- Passengers will not be permitted to board if:
- They are intoxicated or under the influence of alcohol, drugs, or other narcotics.
- Their physical or medical condition is deemed incompatible with the flight.
- They are carrying weapons, ammunition, explosives, flammable substances, or any other items that may pose a risk to the safety of passengers or cargo.
- They possess items that are deemed inappropriate for transport due to their size, weight, or other characteristics, or items that may cause discomfort to others.
- Machu Travel Peru assumes no responsibility for any health risks that may be suffered by the passenger as a result of the overflight, should the passenger fail to inform us of any pre-existing medical conditions in a timely manner. This includes, but is not limited to, symptoms such as dizziness or nausea resulting from the maneuvers performed by the aircraft. Furthermore, Machu Travel Peru disclaims any liability for disorders, accidents, or other adverse events that may arise as a consequence of such health conditions.
- The pilot reserves the right to disembark or prevent the boarding of any passenger deemed to pose a threat to the safety of the flight. This authority extends to any passenger whose behavior or condition is considered unsafe for the operation of the flight.
- Passengers are advised not to include valuables (such as money, jewelry, etc.), fragile items, or items that are prone to damage in their luggage. Machu Travel Peru shall not be liable for any loss, theft, or damage to such items during the flight or otherwise. No compensation will be provided for such losses or damages.
- In the event of loss of tickets, the operating airline Aerodiana and Machu Travel Peru shall not be obligated to refund the amount paid or issue replacement tickets.
J. Conditions Of Our Partners – Iquitos Cruises – Galapagos Ecuador
J.1. Travel Deposit
Due to the nature of our travel development process, an initial deposit of 50% of the total tour package cost is required within three (3) days following itinerary approval. This deposit may be paid via bank transfer to the account specified by us, or by credit card. Travel arrangements will be confirmed upon receipt of this initial deposit.
The remaining balance is due no later than ninety (90) days prior to the start of the trip and must be paid via bank transfer or wire to the designated account, or by credit card. If the booking is made less than eighty-nine (89) days prior to the travel date, full payment must be made within five (5) days following itinerary approval.
J.2 Cancellations – Iquitos Cruises – Galapagos Ecuador
Cancellations made one hundred sixty (160) days or more prior to the cruise departure date are eligible for a full refund of all deposits paid up to that time, minus a non-refundable service fee of USD 1,000.00 per person.
Cancellations made between one hundred fifty-nine (159) and ninety-one (91) days prior to departure will result in all deposits paid being non-refundable.
Finally, cancellations made within ninety (90) days of the cruise departure will be treated as a No-Show, and no deposits or full payments will be refunded.
J.3 Charter Policies Of Our Partners – Iquitos Cruises – Galapagos Ecuador
- For charter bookings, an initial deposit of fifty percent (50%) of the total package cost is required at the time of booking. The remaining balance must be paid no later than ninety (90) days prior to the departure date.
- For charter reservations, all deposits are strictly non-refundable under any circumstances.
- In the following case of “Force Majeure”, the Charterer shall have the right to reschedule the trip at no additional cost: an outbreak of an infectious or contagious disease/virus that is officially declared a global epidemic or pandemic by the World Health Organization, and that directly affects the Charterer’s ability to reach and embark on the vessel. The Charterer shall make every reasonable effort to reschedule the trip within twelve (12) months from the original departure date.
Important: Charter Policies – Conditions Of Our Partner – Delfin Amazon Cruises – Iquitos
- At the time of booking, a deposit of USD 50,000.00 is required to confirm reservations for 6-night (6N) and 7-night (7N) programs. For 3-night (3N) and 4-night (4N) programs, a deposit of USD 30,000.00 is required. In both cases, the remaining balance must be paid no later than ninety (90) days prior to the scheduled departure date.
- In all cases, deposits are strictly non-refundable.
K. Surcharges
L. Local Laws
All participants in tours operated by Machu Travel Peru are expected to comply with the laws and regulations of the countries visited. Any failure to do so will release Machu Travel Peru from all obligations it might otherwise have under these booking conditions.
M. Illness Or Disability
Any person suffering from an illness or disability, or undergoing treatment for any physical or medical condition, must disclose the true nature of such condition at the time of booking and arrange for the administration of any medication or treatment that may be required during the tour. Failure to make such a disclosure will constitute a breach of these booking conditions and may result in exclusion from the tour, in which case all monies paid will be forfeited.
If the chosen travel package includes a cruise, excursion, or boat transfer of any kind, the Client must indicate at the time of booking if they are unable to swim. This will not prevent the Client from participating in the tour, but will allow Machu Travel Peru to take additional safety precautions where necessary.
N. Client Complaints
O. Flight Bookings
P. Our Responsibility
Important Note:
In the event that a passenger voluntarily requests to cancel a trip or tour package for any reason, they must notify us of their decision via email. The passenger should be fully certain of their decision, taking into account the cancellation deadlines and penalties outlined in points 1, 2, and 3 of this Cancellation/Refunds section. Once a Tour Package is canceled, it cannot be reinstated under any circumstances. Therefore, a travel advisor from Machu Travel Peru will send an email to the passenger requesting them to reconsider their decision. Based on the passenger’s final response, Machu Travel Peru will either maintain or definitively cancel the Tour Package. Once again, we strongly recommend that the passenger obtain travel insurance independently. Such insurance may provide coverage in these circumstances.
Trip Preparation
A. Travel Documents
It is your responsibility to obtain the appropriate documents, including passports, visas, tourist cards, and any required vaccinations for the country or countries you will be visiting. Those traveling with minors must contact their international airline to determine the necessary requirements for traveling with minors. Therefore, minors under the age of 18 must be accompanied by one of their parents, a legal guardian, or an adult relative with the proper documentation.
Please note the following: We will use the passport information you provide in your reservation form to book hotels, flights, and the Inca Trail (when applicable). If you have changed or renewed your passport, please ensure you bring both the old and new passports. If it is not possible to bring both, you must notify us of the new passport number at least ninety (90) days prior to your trip to avoid any confusion with your bookings.
B. Health Requirements
It is the Client’s sole responsibility to consult their local health authority or relevant government health agencies regarding required or recommended vaccinations for entry into the countries included in the itinerary. Additional information may be obtained from official sources, such as the U.S. Centers for Disease Control and Prevention (www.cdc.gov/travel).
Certain vaccinations may take up to one (1) month to become fully effective, and specific destinations may require documented proof of vaccination or a signed waiver upon entry. It is the Client’s responsibility to ensure timely compliance with such health-related requirements prior to travel.
Furthermore, the Client must disclose any pre-existing medical conditions, allergies, or physical limitations that could affect their ability to safely participate in the travel program. Failure to provide such information may result in denial of service or removal from the tour without refund.
How It Works
A. Traveling In Latin America
The Client acknowledges that the laws, customs, practices, and infrastructure in Latin American countries may differ significantly from those in their country of residence. While Machu Travel Peru consistently strives to maintain a high standard of service and selects the best available accommodations, transportation, meals, and services in each destination, travel to high-altitude or remote jungle regions may involve challenging conditions.
Such conditions may include inclement weather, limited emergency or medical facilities, basic transportation standards, or underdeveloped tourist infrastructure. These factors may cause occasional discomfort, itinerary changes, or delays, even with the most careful planning.
By confirming participation in a Machu Travel Peru program, the Client accepts full responsibility for themselves and for any accompanying minors. The Client agrees not to hold Machu Travel Peru liable for inconvenience, injury, illness, delay, or disruption caused by natural disasters, adverse weather, terrorism, criminal acts, strikes, civil unrest, mechanical failures, transportation delays, or other events beyond the control of Machu Travel Peru.
Machu Travel Peru shall not be held responsible for any additional hotel nights or incidental expenses incurred due to such events. Furthermore, Machu Travel Peru accepts no liability for the loss, theft, or damage of personal luggage or belongings at any point during the trip.
B. Limitation Of Liability And Waiver
Machu Travel Peru does not own, operate, control, supervise, or manage any of the transportation providers, ground operators, accommodations, food services, goods, or related travel services provided. Therefore, Machu Travel Peru is not responsible for any injury, damage, loss, inconvenience, irregularity, or delay resulting directly or indirectly from acts of God, detentions, quarantines, civil disturbances, criminal activity, government regulations, or any other circumstances beyond its control. For this reason, it is essential that the tour participant inform us of any unusual circumstances that may affect the normal development of their trip so that we may jointly address and resolve any issues.
Machu Travel Peru assumes no liability for any loss of or damage to luggage or personal belongings during the provision of services. Luggage and any personal items carried by the participant remain under their custody and responsibility at all times.
Machu Travel Peru reserves the right to remove from the tour, accommodations, or any included travel services any person who, based on substantiated and serious grounds, whether moral or disciplinary in nature, disrupts the peace or proper functioning of the service. In such a case, the participant will only be entitled to transportation back to the original pick-up location. Furthermore, Machu Travel Peru will not be held liable for any legal or other consequences arising from the conduct of the participant as described above.
