Booking Terms & Conditions

These booking conditions apply to all our Holidays and govern your relationship with Va Expeditions. Please read them carefully before making a booking.

Introduction

Va Expeditions operates in regions where standards of accommodation, transportation and services vary according to the final location. However, we strive, with all care and skill, to provide the best service for our clients.

Your holiday package booking with us

These Booking Conditions, together with our Privacy Policy and any other written information we brought to your attention before we confirmed your booking, apply to your package holiday contract with Va Expeditions. Please read them carefully as they set out our respective rights and obligations and you will be bound by them. In these Booking conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. References to “us” and “our” refers to Va Expeditions.

Our acceptance of your deposit or payment, and the issuing of an invoice, forms a package holiday contract between us and the party leader (first named passenger) acting on behalf of all passengers in the party.

Making your booking

To make a booking with Va Expeditions you will need to contact the sales department or book online through the website where applicable. The party leader is deemed authorized to make the reservation on behalf of all persons on the booking and all named persons are deemed subject to the Booking Conditions. The party leader is responsible for making all payments on behalf of all the people on the booking.

Once we have received your booking and payments, we will confirm your holiday reservation by issuing a confirmation invoice to the party leader, subject to availability. Your booking will exist once we have issued your confirmation invoice. Please check this invoice a soon as you receive it and contact us immediately if any information appears to be incorrect or incomplete on the confirmation or any other document issued, as it may not be possible to make certain changes later on in the process without charging additional fees.

E-Brochure/Website accuracy

Although we make every effort to ensure the accuracy of the e-brochure information and pricing, regrettably errors do occasionally occur. You must therefore ensure you check the price and all other details of your chosen arrangements with us at the time of booking. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document within ten days of our sending it out. We will do our best to rectify any errors notified to us after this, but your must meet any costs involved in doing so.

Paying for your holiday

The deposit required will depend on the components you choose. Our “Standard Deposit” is 40% of the holiday cost per person, together with any necessary supplier payment (e.g., some airlines, transport providers or hotels will require full payment and/or non- refundable deposits at the time of booking and where possible your travel consultant will advise this at the point of booking. Some suppliers have contracts in which they have the right to demand full payment at the time of booking or at any other time before your departure, without notice. In this instance you may be required to pay a further deposit at short notice to secure flights, or the airline has the right to cancel your seats. Although a provisional reservation for a scheduled flight may be made on payment of a deposit, a confirmed booking cannot exist, neither can the price be guaranteed, until final nonrefundable payment for the ticket has been received and the ticket issued. All payments that are advised as being directly related to supplier payments made in advance of 90 Days before your departure date shall be deemed as a constituent element of the Deposit for booking cancellation calculation purposes. Should we facilitate the payment of a deposit payment over two or more payments, the deposit calculation for booking cancellation purposes shall be based on the “Standard Deposit”.

Your balance must be paid before the date specified on the travel confirmation which is normally no later than 45 Days before your departure date. If the balance is not paid in time, we shall retain your deposit. If we do not receive final payment by the due date, then we/the provider of the services in question reserve the right to treat your booking as cancelled by you and cancellation charges will be applicable as detailed in section 11 below.

On occasions, we may be asked by suppliers to make payment to them earlier than normal. Such requests may, for example, be made in order to secure accommodation and other services during periods of peak demand. Whilst suppliers may have no contractual right to make such request, failure to comply with them may result in the loss of confirmed arrangements. Where this situation arises, we reserve the right to ask you to make an Advance Payment within a stipulated period and prior to balance due date. We will of course endeavour to avoid doing so if we can.

Full payment will be required at the time of booking for all bookings made within 45 Days of departure.

Payment methods

Wire Transfer Terra Bank:

Registered company name: Valencia Travel Agency S.A.C
Registered company address: Portal de Panes 123 C.C. Ruiseñores of. 306 - 307 Cusco - Peru.
Company Number: 20490589857
Name of Director: Rene Hurtado Valencia

• Name of Beneficiary: Valencia Travel Agency S.A.C.
• Address of Beneficiary: Portal de Panes 123 C.C. Ruiseñores of. 306 -307 Cusco - Peru
• Bank Name: Terra Bank, N.A.
• Bank Address: 3191 Coral Way Miami Fl 33145
• ABA/Routing: 066012333
• SWIFT: TBNAUS33
• Account: #(U$D): 1297969406

Add approx. USD 15.00 to the amount you are sending to cover the transaction fee.

Payment with Credit Card

We accept Visa, MasterCard, American Express, Diners Club, payments can be done through our website. An additional charge of a 4% would be applied over the final amount of the tour as a result of using a credit card service and added to your bill. In case you need any assistance contact us to process your payment.

Western Union

You can pay by Western Union at their office (they have offices internationally) or online (www.westernunion.com):

Receiver’s first name: Rene
Receiver’s last name: Hurtado Valencia
City/Town: Cusco Country: Peru

P.S: In the “message” space on the Western Union form, please write the name of your tour and your arrival date. Once you have made the transaction, please send us the tracking number (MTCN code).

The price of your holiday

Unless otherwise stated, all prices on our website are based on two people sharing a twin- or double-bedded room, there will normally be supplements for single travelers and sometimes there are reductions for three or more people sharing a room. Exact prices can only be confirmed by one of our travel advisors creating a tailor-made quote for you.
We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holiday. We can change your holiday price after you have booked, only in certain circumstances:

Changes in the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources, the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation feed at ports and airports, or exchange rates mean that the price of your travel arrangements may change after you have booked. However, there will be no change within the 7 days of your departure.

Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your trip due to contractual and other protection in place.

Contract between the Client and Va Expeditions

To secure a booking with Va expeditions, the Client must deposit 40% of the entire cost of the trip. All domestic and international flights must be paid 100% in advance to secure spaces. Cruise bookings are subject to a special deposit policy depending on the boat. This deposit is non-refundable. Clients booking by telephone or email will be deemed to have read the booking conditions.

A booking is accepted and becomes definite from the date that Va Expeditions has received the deposit from the Client. It is at this point that a binding contract between Va Expeditions and the Client comes into existence.

The contract is made between Va Expeditions and the Client, which includes all persons named on the booking form. The person signing the booking form warrants that he/she has full authority on behalf of all the persons whose names appear thereon and confirms that all such persons are fully aware of and accept these conditions.

Travel Information & Documents

Thirty (30) days prior travel departure you will receive an invoice with all important information relevant to your holiday package. We strongly advise that you check the details carefully and read the included information.

Recheck all tickets, final itineraries, detailed travel information and a list of passenger names.

Travel Insurance

It is a condition of this contract that it is your responsibility to ensure that adequate insurance cover is activated at or before the point of confirming your booking. You must take out an insurance policy in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; another expenses. You much ensure that your policy specifically includes Corona Virus (Covid-19) ralted Cover, Disruption Cover (sometimes sold as an optional extra) and if relevant Cruise Connection Cover. If you fail to travel with sufficient and comprehensive insurance cover, we will not be liable for any losses in respect of which insurance cover would otherwise have been available. It is your responsibility to ensure you have appropriate and adequate travel insurance. In the event of that your holiday is shortened for whatever reason, we will require confirmation in writing from your Insurer of the outcome of an insurance claim on the curtailment claim before any request for compensation or refund shall be considered.

If you change your booking

If, after our confirmation invoice has been issued, you wish to change your travel arrangements, for example your chosen departure date or accommodation, we will do our outmost to make these changes, but it may not always be possible and where possible there may be costs associated with the changes. Any request for changes to be made must be in writing from the person who made the booking or by e-mail address given to us at the time of booking, in case that any of these changes implies an extra cost you will be notified about the price, payment will be required in prior to be able to confirm the changes, also your approval for the changes are mandatory prior to the trip in order to proceed with the requested modifications.

Changes by us

It is a term of your booking that we are able to make changes to any aspect of your booking. If the change is insignificant, we will ensure that you are notified about it, wherever possible. Examples of insignificant changes include alterations of your outward/return flights by less than 12 hours within 60 days of departures of less than 25 hours outside of 60 days before departure, changes to aircraft type, change of accommodation to another of the same or higher standard, substituting tour and tailor-made itinerary overnight locations and sightseeing for similar substitutions, substituting a tour or cruise provider to another of the same or superior quality, change of carriers, change from a direct to an indirect service due to airline schedule changes where any layover on the indirect route is no more than 6 hours. Please not that no compensation is payable in respect of such changes and no other claims for compensation or expenses will be considered. In extreme circumstances where an event is outside of our control – for example, but not limited to, an airline cancelling a flight and we change your booking to an alternative flight to the same destinations from any departure airport within 200 miles of the original departure, such a change will not be a significant one entitling you to cancel without payment of the normal cancellation charges.

If circumstances are such that we are forced to make significant changes to your holiday, we will immediately contact you to discuss your preferences.

Significant changes would include flight time changes of more than 25 hours, downgrading of a hotel making up the majority of your holiday if booked. In such circumstances, you will be given the option to accept the changes and any resulting change in price or opt for a cancellation and partial refund.

Cancellations by you

You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be received by email. As we begin to incur costs from the date your booking is confirmed, we must levy cancellation charges to cover the charges passed on to us by our suppliers. Any insurance premium included in the booking is not refundable following an initial 14 day cooling off period. Cancellation charges payable by you are as indicated in the grid below.

Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

Cancellations by us

Very rarely it is necessary to cancel holiday/flight arrangements and we reserve the right in ur absolute discretion to do so. However, we will not cancel after the date the final balance of your holiday falls due unless your default in payment or we are forced to do so as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care such as those mentioned in the important note below. If we do cancel (other than due to your default in payment)

Force Majeure

We regret that we cannot accept liability or pay any compensation where your package holiday is cancelled, curtailed, delayed or in any way changed or where the performance or prompt performance of our contractual obligations is prevented or affected in whole or part as a result of unavoidable and extraordinary circumstances beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken and amounting to 'Force Majeure'. Force Majeure does not constitute either change or cancellation by us and should be covered by your travel insurance. Such circumstances include but are not limited to, war, the threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks and pandemics, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers, closed or congested airports, hurricanes, earthquakes, volcanic eruptions, tsunamis, and other actual or potential severe weather conditions.

Credit Notes & Travel Discount Vouchers

In circumstances where a Credit Note or a Travel Discount Voucher is issued by us, its validity will be for a defined time period as specified at the time of issue. Credit notes and Vouchers are strictly non-transferable and non-redeemable for a monetary refund at any point. Where the usage terms of a Credit Note are tied to a specific supplier, those terms will be communicated at the time of its issue.

Our Liability to You

You must inform us immediately of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate compensation. We will not be liable where any failure to perform or improper performance of the travel services is due to:
(I) you or another member of your party
(II) a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable;
(III) unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of the cost of your travel arrangements. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking. Our liability will also be limited in accordance with and/or in an identical manner to
a) The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking.

Under law in the central and South American countries we operate, you have certain rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details will be publicized at airports and available from airlines. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in these booking conditions. If any payments to you are due from us, any payment made to you by the airline or any other service provider will be deducted.

Important* this entire Section 15 does not apply to any separate contracts that you may enter into for excursions or other activities whilst on holiday.

Complaints Procedure

If you have a complaint about any of the services included in your holiday, you must inform the representative agent without undue delay.

If it is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at Va Expeditions, Portal de Panes 123 C.C. Ruiseñores of. 306 -307 Cusco - Peru. Please give your booking reference and all other relevant information. Please keep your letter concise and to the point. If you fail to follow the requirement to report your complaint, otherwise we will have been deprived of the opportunity to investigate and rectify it and this may affect your rights under this booking.

Accommodation & additional travel services

Hotel room configuration

There is often confusion over the terminology used for bed arrangements (eg single, double, twin) in hotel rooms, and this can vary considerable from country to country. If you have specific requirement please do make this clear to your Sales specialist. We will endeavor to confirm your preferred configuration wherever possible but please note that all rooms are allocated at the discretion of the hotel and cannot be guaranteed.

The hotel classifications given in our brochures, custom itineraries and fact sheets are for guidance only. They are not based on any national or international classification system, rather they are the opinions of our staff and are quite subjective.

Resort Fees

Certain Hotels and Resorts levy guests directly in resort with fees for the use of various facilities. We have, where possible, detailed these fees on the website. However, we have no control over these charges and as such they must be paid by the customer directly to the hotel.

Departure Taxes

We make every effort to include all taxes in the price of our holidays. However certain countries impose a local departure tax at the airport. These taxes are not included in the price of your holiday and must be paid for locally by the passenger. Where these taxes are known by us in advance this will be notified in the documentation sent to the customer.

Excursions

Excursions or other tours that you may choose to book or pay for that are not booked with us whilst you are on holiday, are not part of your package holiday provided by us. For any excursion or other tour that you book whilst on holiday, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator. In some countries, we contract with independent representatives to look after your welfare. However, their role is to deal with any issues you have whilst on holiday and to look after your general welfare. They are not authorized by us to sell anything to you on our behalf, nor have we sanctioned any advice they may give you. Please, therefore, note if you choose to accept any excursions or other activities from them, you do so solely at your own risk.

Additional Assistance

If you’re in difficulty whilst on holiday and ask us or our representative agent to help, we will provide appropriate assistance, in particular by providing information on health services, local authorities and consular assistance; and helping you to find alternative arrangements and any necessary phone calls/emails. You must pay any costs we, or our representative agent, incur, if the difficulty is your fault.

Information Accuracy

In the event of any conflict or inconsistencies between the Booking Conditions and anything stated by a member of staff, or elsewhere, these booking conditions shall prevail. We have made every effort to ensure that all the information we provide is correct at the time of giving it. However, you will appreciate that we do not own the accommodation, airlines and other facilities that you will be using. Although we have described these as accurately as possible, we cannot be held responsible for any other subsequent alterations made. There may be occasions, particularly in low season, when some facilities may temporarily be withdrawn. If we receive prior notification of these, we will inform you. Services provided by staff overseas, if applicable, are subject to local regulations and staff availability.

Personal Conduct While Travelling

We reserve the right to terminate without notice the holiday arrangements of any customer whose behavior is such that it is likely, in our opinion or that of any airline pilot, hotel management, or any other person in charge, to cause distress, danger, damage or annoyance to any of our other clients, employees, any third party or to property or if you are or appear to be unfit to travel by reason of intoxicating liquor, misuse of drugs or otherwise. In these circumstances, our responsibility for your journey or holiday, including any return flights thereupon ceases. Full cancellation charges will apply and no refunds will be given. Furthermore, we shall then be under no obligation whatsoever to pay you any compensation or meet any costs or expenses you may incur as a result

Seating Requests

If you have any special requests, please inform us at the time of booking. Although we will endeavour to meet any such requests, we regret we cannot guarantee to do so. Special requests include hotel room positioning and any pre-seating arrangements on aircraft. Please note that Airlines do restrict the number of seats that may be pre-allocated and your travel consultant will be able to advise you of this at the time of booking. Airlines reserve the right to move your seating even if pre-allocated by us. Most Airlines have a policy of seating families together, but this may mean your party is split up, or across aisles. We cannot accept any liability for dissatisfaction with seating as this is completely out of our control.

Delays, Missed Transport Arrangements and Other Travel Information

If you or any other member of your party misses your flight or other transport arrangement, it is cancelled or you are subject to a delay of over 3 hours for any reason, you must contact us and the airline or other transport supplier concerned immediately. If you or any member of your party misses any section(leg) of a flight, the remaining sections (legs) of your flight may automatically be cancelled by the airline without notice or compensation. Subject to the other terms of these conditions, we will not be liable for any costs, fees or charges you incur in the above circumstances.

Special Assistance

We are not a holiday company that specializes in dealing with people requiring specialized assistance, but we will do our utmost to help any special requirements you may have. Before making a booking, we will need to know if you have any medical/physical/mobility needs which might affect how and if we can deliver all your chosen holiday services. These needs may affect your flight, transfers or the suitability of your chosen accommodation or other aspects of your holiday.

We therefore ask, that you advise us of any special needs/requirements to us in writing before making a reservation. Please note that this will not guarantee your needs will be met. It will however enable us to check the suitability of your chosen holiday based on the information supplied by you. We cannot be held liable if you fail to tell us about any special requirements that may affect the quality of your holiday, or if we are forced to cancel/curtail your holiday due to your failure to tell us all relevant information prior to travel.

Flights

Flight Times

The flight timings quoted are correct at the time of your booking but are subject to change. Latest timings will be shown on your final itinerary, but we always recommend you check the Airline's website 48 hours before travel and when you check in on-line. You must, in addition, ensure you read and observe the instructions sent with your tickets for reconfirming your return flight.
Generally, you will need to reconfirm by telephoning the airline or the airport two working days before the date of your return flight. We will not accept any liability for any increased costs or amendments to any arrangements you have due to a flight timing change.

Flight Routing

The difference between a direct flight and a non-stop flight can cause confusion. To clarify, on a direct flight no change of aircraft is scheduled but touchdowns will be made enroute to refuel or to board or disembark passengers. On non-stop flights no change of aircraft is required and no stops are made enroute. All Airlines reserve the right to re-route their aircraft without due notice and change the Aircraft type. Should the Aircraft type be changed, this may have an impact on your seating allocation.

Internal flights

Smaller local airlines are more likely to change their schedule at short notice. We will endeavor to inform you of any changes in advance of travelling but this may not always be possible.

Check-in

Generally, you will need to check in at least three hours before departure. If you fail to do so by the minimum time, you are likely to be refused admission to the flight. In the event of your being refused admission to any flight or destination, or country, on return by the airline or any government authority, we will not be under any liability to you and will not be able to assist you. In the event of our being able to make alternative travel arrangements for you, you will be responsible for meeting all costs involved. Most Airlines now offer an on-line check-in service which you can use 24 hours before your flight. You will still need to be at the Airport 3 hours before your flight to use the bag drop service at check in. We will send you details with your tickets and advise you to use this to ensure your seating is confirmed. At airports where emigration pre-clearance is required, it recommended you arrive at least 4 hours prior to departure. Hotel check-in is usually permitted from 3pm on the day of arrival. Earlier check-in can often be requested in good time prior to travel, is usually chargeable and may be equivalent to an extra night fee.

Luggage

We cannot accept responsibility for any loss or damage or delay to your luggage unless directly caused by the negligence of one of our employees. All Airlines have a lost/damaged bag policy and you will have to make any claims directly with them.

Conditions Of Suppliers

Please note that the relevant carrier's conditions will apply in the case of all air or sea travel some of which may limit or exclude the Carrier's liability to you, often in accordance with international conventions. Please further note that, by our contract with you, we do not enter into an agreement for carriage by air but rather we only undertake to reserve seats on board one of the airlines mentioned on our websites or in our brochure or such other airlines as may be substituted. Please refer to the conditions of contract and important notices for scheduled air services below. Both the outward and return portions of your ticket must be used. If you do not use the outward portion, you will not be allowed to utilize the return portion. If you miss or do not use your outbound journey, you must contact us for advice on your return journey.

Infants and Children

To be classed as an infant in accordance with the Air Navigation Regulations, a child must be under 2 at the date of return travel. At present, an infant is permitted to travel on an adult's lap or, if between 6 months and 2 years old at the date of return travel, in a car seat. If travelling in a car seat, the infant will occupy its own seat and will therefore be liable to pay a child's price for that seat. Any car seat used must be approved by the airline and it is your responsibility to ensure that your particular seat is acceptable. Please therefore check this point with us at the time of booking. To be classed as a child in accordance with the Air Navigation Regulations, the child must be under 12 years of age. However, some Airlines and Hotels may vary this.

Data Protection

The booking information that you provide to us will be passed on only to the relevant suppliers of your travel arrangements or other persons necessary for the provision of your travel arrangements. The information may therefore be provided to public authorities such as customs or immigration if required by them, or as required by law. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary and religious requirements. Certain information may also be passed on to security or credit checking companies. In making this booking, you consent to this information being passed on to the relevant persons. We comply with all legislation currently applicable for the Data Protection Act. However, should you wish not to receive promotional material from us, please email us info@vaexpeditions.com or telephone us on +51 979 706 464 please see our Privacy & Cookies Policy for full information regarding the way in which we use and store your personal data.

Use of Images/Videos and Photographic Data

Va Expeditions fully appreciates the unique experiences of our passengers and we may use the photos taken during their trips to share their travel experiences with others. However, under no circumstances will these photos be used for commercial purposes, in compliance with Peruvian and North American regulations regarding the legality of information sharing. We completely respect the privacy and rights of our passengers, and any use of their photos will only be done with their consent. If you have any worries or concerns regarding the use of your photos, please contact us, and we will address your request in accordance with the applicable regulations. At Va Expeditions, we strive to provide our passengers with an unforgettable and enjoyable travel experience while adhering to all legal and ethical guidelines, so please be safe in the knowledge that we will only use images, videos, or photos of your trip in Peru with your full consent.

Health Requirements

It is essential that you visit your travel clinic well in advance of travel, preferably at least six weeks ahead, to make sure that you have taken all the necessary health precautions. Some vaccinations require more thank one visit with a period of weeks between injections, and some may be incompatible with certain medicines or medical conditions. It is therefore important that your own individual medical history is considered.

High altitude

Your itinerary may include sections where the altitude exceeds 10,000 feet (3,048 meters). If you suffer from circulation, heart or respiratory problems we advise that you consult with your doctor before confirming your booking.

Passport, Visa and Immigration Requirements

Your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. Failure or inability to obtain all required visas, passport or immigration requirements for whatever reason does not entitle you to cancel without paying the applicable cancellation charges.

It is your responsibility to ensure all of your party holds a valid passport at the time of travel. Most countries insist on up to 6 months validity after your return date.

You must make sure you have all the necessary valid visa, travel and health documents to comply with the requirements of the country you are visiting.

We will not accept any liability for refused boarding of Aircraft, or refused entry to a country due to incorrect Visa clearance. Some countries including United States of America and Australia require an electronic visa to be completed prior to travel. It is your responsibility to complete this and again we accept no responsibility if you do not complete accurately.

Visa / Transit Visa requirements

It is compulsory for anyone travelling to or transferring through some countries to hold a valid visa, transit visa or visa waiver which must be applied for in good time prior to travel in case your application is denied or delayed.

Security

Opportunistic crime such as bag-snatching and pick-pocketing is unfortunately a fact of life in many destinations. Use your common sense when walking around, make use of hotel safes where available, and leave all but essential valuables at home. We suggest carrying a photocopy of your passport separately from the original document, purely as a back-up.