To reserve any of our tours, the client must submit the deposit and his or her personal information to:
sales@hikingperutreks.com
The following information is required:
- Full Name of the travelers (as appears on passport)
- Date of Birth
- Nationality
- Passport Number
- Passport issue and expiry date
- Pre-existing medical conditions
By booking a trip with Arpay Hikes & Treks the client is fully aware and accepts these Booking Conditions, which constitutes the entire agreement between the client and Arpay Hikes & Treks.
Deposit and Payment
To ensure a booking with Arpay Hikes & Treks, the client must deposit US$ 300 per person, per trip. This deposit is non-refundable in case of cancellation. In case of late bookings (within 30 days of departure), the client must pay the total amount of the tour price at the time of booking. Bear in mind that different deposits amounts are required for customized trips and multi day itineraries which include hotels and other services.
For Independent Traveler (FITS) and for Groups, payment of the balance of the trip price must be paid to Arpay Hikes & Treks 30 days prior to the departure date. Please note that full payment may be required earlier in the event a service provider requires it. In case of non-payment of the balance by the due dates Arpay Hike & Treks will treat the booking as cancelled by the client.
Payment can be made by credit card, via PayPal (5% fee) or bank transfer. In case of bank transfer all transfer costs should be assumed by the client.
Cancellation Policy
The client may cancel the booking at any time and it must be done in writing. Cancellation charges will be applied, calculated from the day written notification is received by Arpay Hikes & Treks. In addition to the charges shown below, airlines and other suppliers may impose 100% cancellation charges.
The cancellation is accepted just in the moment the client receive a written notification from Arpay Hikes & Treks, with the charges the client must pay.
All deposits are non-refundable. Refunds of final payment will be honored as follows:
- 0 – 29 days prior to arrival: No refund (100% penalty)
- 30 – 59 days prior to arrival: 50% refund (50% penalty)
- 60 – 89 days prior to arrival: 75% refund (25% penalty)
Note that the Inca trail tour itself or as part of a package is non-refundable or transferable. The deposit you give is used to reserve space and once a space is booked it cannot be resold afterwards. The above terms and rules are demanded by the INC (National institute of Culture) and not by Arpay Hikes & Treks.
In case part of a booking is cancelled, the remaining party may have to pay additional charges (e.g. single room supplements).
The no presence of a passenger will give place to the total loss of the hired service and NO refund will be given. Likewise, if the hired services are cancelled during the tour itself, NO refund will be given.
A change of trip date or change of travel destinations will be treated as a cancellation and cancellation fees may apply.
If there is a last-minute purchase of a tour, and it is cancelled afterwards, it will NOT be refunded.
Certain services might be interrupted or even cancelled due to weather conditions or disturbances. These are out of the control of hotels, airlines, and other service suppliers. For that reason, NO refund will be given as a result of them since such interruptions and cancellations go beyond Arpay Hikes & Treks control.
Special Requests
Specific requests such as adjacent or connecting rooms, bedding requests, smoking or non-smoking rooms and special dietary needs should be advised at the time of booking. Please note that every effort will be made to secure your special request; however, they cannot be guaranteed.
Substitution of Client
If any member of your party is prevented from traveling, it may be possible to transfer the booking to another suitable 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 Arpay Hikes & Treks suppliers. Airlines may impose 100% cancellation charges and the cost of a new ticket.
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 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 the exclusion of that person from the tour in which case all monies paid will be forfeit.
Complaints
If the Client has a complaint about any of the tour arrangements he/she must bring it to the attention of the tour leader or other representative of Arpay Hikes & Treks at the time, so that they may use their best endeavors to rectify the situation. It is only if Arpay Hikes & Treks is made aware of any problem that there will be the opportunity to put things right. Failure to complain on the spot will extinguish or at least reduce the chance of the Client to claim compensation from Arpay Hikes & Treks. If the problem remains unsolved a complaint must be made in writing to Arpay Hikes & Treks within 28 days of the completion of the tour.
Responsibility
Arpay Hikes & Treks is a travel agency that works between the client and service providers, such as hotels, airlines, restaurants, among others. We will take all reasonable care in providing service to our clients. However, we cannot be responsible for illness, injury, loss of personal items, additional expenses, accidental delay, or other irregularities which may be caused either through willful or negligent acts or omissions made by the companies or individuals providing transportation, accommodation or other services related to the accomplishment of the tour.
Arpay Hikes & Treks is not responsible for unfavorable weather conditions, natural catastrophe, strikes, government restrictions or regulations that may occur before or during the tour; or for any delay or obstruction to the tour in any way. We also cannot be responsible for improper acts by clients or other third party.
We reserve the right to modify or cancel the tour itinerary, if necessary, due to any of the unforeseen conditions listed above and when the conditions are not favorable to the development of it. For example, when the airline or bus schedule changes or is cancelled, because of the weather or strikes. In such cases, Arpay Hikes & Treks will attempt to provide reasonable and alternative arrangements for the benefit of the client. Additional costs may apply.
It is the client’s responsibility to carry insurance to cover these types of events. We strongly recommend purchasing comprehensive travel insurance (including trip delay, trip cancellation, trip interruption, and baggage insurance) once a trip has been booked. Health, accident, and emergency evacuation insurance are also strongly recommended.
It is the responsibility of the client to have a valid passport, visa permits, and preventive medicines the client may need during the trip. We can help the client giving information about these matters but without any responsibility.
Passengers are expected to obey all local custom and drug laws and regulations. Failure to comply with these rules may result in the cancellation and termination of the services purchased without right to claim any compensation.
Flight Bookings
Flight tickets prices go according to availability and can be changed without previous notice. Once a deposit is paid on an airfare, it guarantees that a booking is being held for you, it DOES NOT GUARANTEE the fare. The fare can only be guaranteed when the flight booking has been paid in full and a ticket has been issued.
The flight schedules and flight numbers can be changed by the airline company anytime. Certain restrictions are applied, for instance, lost tickets cannot be refunded and they go under restrictions imposed by the airline company. Also, flight bookings cannot be transferred. Details of airlines are also subject to change. Arpay Hikes & Treks will endeavor to inform the Client as soon as possible in the event of any flight alteration.
Arpay Hikes & Treks is not responsible for any delay to your flight whether this delay is caused by adverse weather conditions, the action of air traffic controllers, airport authorities or local governments, the rescheduling of flight times by the airline, mechanical breakdown, strikes, industrial action or any other reason.