Booking Conditions

Reservations:

We accept bookings by e-mail together with a deposit of 30% of the total package price per person paid into our bank account. Once we have received your reservation details and the deposit payments then your confirmation will be sent to you, which will include: confirmation of your trip; pre-departure information; and a receipt for the payment received. Last minute bookings should be paid in FULL. All reservations must include the necessary information below (It is the client’s responsibility that all the personal and flight information is correct):

Please complete and send the following details for each traveler:

Name (as written in your passport):
Passport number:
Date of birth:
Nationality:
Home address:
Work address:
Home phone number:
Work Phone number:
Mobile number:
Emergency contact for duration in Peru:
Contact phone number:
Contact email:

Each client has to send his/her personal information correctly. Aitaperu is not responsible for erroneous data and any difficulties, cancellations or additional charges that may arise.

To coordinate your transfers in Lima we also need to know your international flight details:

Arrival date:
Arrival time:
Flight Company:
Flight-number:
Departure date:
Departure time:
Flight Company:
Flight-number:

Each client is responsible for sending the correct arrival and departure times of his/her national and international flights to Aitaperu in order to arrange their transfers.
Any errors in booking data or incorrect information of arrivals are the responsbility of the client.

Large Groups (8 or more passengers):

Please send a preliminary list of all the passengers in the group at least 60 days before the arrival and the final list 45 days before the arrival.

Individuals:

Please send a list of all the passengers at the time of making your reservations. RESERVATION CHANGES Any changes in reservation details (number of passengers, tours, passport numbers) must be done at least 45 days prior to departure.

Payment (Groups):

A deposit of 50% must be received at the time of booking. The remaining balance must be paid 60 days before arrival.
All payments for groups are to be made to our bank account of BCP in Peru via wire transfer. All wire transfer costs are at the expense of the buyer.

Payment (Individuals):

A pre-payment of 30% must be received at the time of booking. The complete payment of the program must be done 60 days before arrival. If the reservation is made less than 60 days before trip departure then the total price must be paid at the time of booking.

If the payment is NOT received within 48 hours of making the reservation then we reserve the right to cancel your reservation.

Prices:
Prices are in USD $ and per person. Prices are subject to changes without previous notification. All prices will be confirmed in your confirmation of reservation.

Prices do not include:

Domestic and International flights
Any travel visa expenses
Tips
Any additional services
Airport taxes
Excess luggage
Personal expenses
Insurance – We recommend to all passengers to have travel insurance.

Reservations of flights:

Reservations of international and domestic flights are subject to 100% payment immediately upon confirmation of reservations.
Cancellations of airline tickets are according to the cancellation policies of the specific airline you will use for your flights. In case of cancellation or flight changes, Aitaperu will charge USD $25.00 for each ticket for administration costs.

Last minute bookings
Last minute bookings can be accepted under the conditions that hotels, trains, flights, tours and hikes can be altered and will depend on availability.

Cancelations
Aitaperu accept only written cancelations. Email your cancellation including your full name and date of travel and the reservation code of your tour.
If you do not receive our confirmation within 48 hours, call our office to make sure your cancelation was received. We will apply the terms of cancelation based on the date that we received your written cancelation.

Cancelations made between booking and 61 days before arrival incurs a loss of 20% of the total price.
Cancelations made 60 to 45 days before arrival incurs a loss of 30% of the total price.
Cancelations made 44 to 15 days before arrival incurs a loss of 70% of the total price.
Cancelation made 14 to 0 days before arrival incurs a loss of 100% of the total price.
A ‘no-show’ incurs a loss of 100% of the total price.
Cancelations of flights: Once payment is received, airline tickets will be purchased and are fully non-refundable. Aitaperu will charge USD $ 50.00 administration costs for any ticket change, additionaly to any costs charged by the airline.

Cancelation policies for the 2 and 4 day Inca Trail programs:
NOTE: This cancelation policy applies for the 2- and 4-day Inca Trail programs:

Cancelations of Inca trail and other treks:
Aitaperu needs to buy non-transferable/non-refundable Inca trail permits for clients but also trek-staff (porters, cooks, chefs and guides) therefore our cancelation policy for the Inca Trail is as follows:

Cancelations made between booking and 31 days before departure incurs a loss of 50% of total price.
Cancelations made 30 to 15 days before arrival, incurs a loss of 75% of the total price.
Cancelations made 14 to 0 days before departure incurs a loss of 100% of the total price.
A ‘no-show’ incurs a loss of 100% of the total price.

Changes and Refunds

Passengers, who voluntarily give up any service included in the program will not receive any kind of refund.
Aitaperu reserves the right to alter the program.
Changes to existing reservations, for whatever cause, incur a $50 administration fee per person plus any additional supplier fees. This includes name changes* and removal of any services such as optional tours and transfers.
Name changes to airline reservations are subject to full cancellation and rebooking.

Airline Name Changes:

Any name change including minor spelling corrections may require airline reservations to be canceled and rebooked. Reservations are subject to current availability and pricing at the time of rebooking. Penalties according to the airlines policies.
Aitaperu will charge USD $ 50.00 administration cost for any ticket change
Late Payment

If there is any outstanding balance by the Final Payment Due date listed on your invoice, all travel services will be subject to automatic cancellation.
A service reinstatement fee of $50 will be added to your invoice and must be paid in advance in order to apply for reconfirmation of services.

Insurance
We DO NOT provide any travel insurance. It is the client’s responsibility to obtain adequate personal travel insurance before coming to Peru.
The insurance must include personal accident, medical expenses, air ambulance, loss of personal effects, repatriation costs and any other expenses which may arise as a result of loss, damage, injury or inconvenience to the client.
We STRONGLY recommend to include coverage in case you need to cancel your holiday.
If you are planning to participate in any activity considered “risky” by the insurance company e.g. trekking, climbing, rafting, etc. – make sure that these are included in your Policy. Please bring a copy of the Policy Document with you.
If a client is taken ill we will do all that is necessary to get them the proper treatment, including evacuation from the mountain and hospitalization if necessary BUT THESE COSTS WILL HAVE TO BE ASSUMED BY THE INDIVIDUAL CLIENT.

Medical

You MUST be in general good health to join any of our trips. Our tour leaders and Guides are authorised to disqualify any client who they believe is unfit for the demands of the trip – In this instance Refunds WILL NOT be given. Aitaperu provides a comprehensive First Aid Kit for each trip, however it is the responsibility of each client to bring whatever specific medications they need. We will also send you a suggested Personal First Aid Kit list with your pre-departure information.

Minimum number of Passengers

In the case we are not be able to reach the minimum of 4 people for the 4-day Inca Trail we will still buy the Inca trail permits and your group will be operated by Aitaperu guides. The only difference in service is that transport and meals are shared with the other operators.

Return train to Cusco

The Expedition train leaves Aguas Calientes at 16:43 hrs and arrives at Poroy (20 minutes from Cusco) at 20:13 hrs (Times are approximate) The Expedition service no longer runs direct to Cusco central and a transfer is required from Poroy to Cusco city centre. We provide you with a transfer from Poroy station to your hotel.
In high season the trains become fully booked and therefore we might have to reserve the Expedition train for a different time and which only runs to Ollantaytambo after which you will continue to Cusco centre by bus (included in the price). Private transport to Cusco to your hotel is available as upgrade at additional cost.

Visit our office

Unless we have previously arranged to meet you, you will need to visit us at our office once you arrive to Cusco. We will need to go through certain details with you and also take the details of your hotel/hostel in Cusco.

Customers doing a trek

If you are doing a trek with Aitaperu then you will need to pay the final balance 2 or 3 days before the trek departure. Aitaperu reserves the right to cancel your trek if you fail to come in to the office.

Trip Changes

Aitaperu reserves the right to make changes to any program itinerary or to cancel a trip if the safety of our Clients or Staff is at risk. In this case a refund of all unused payments will be made.

Limited Responsibility

Aitaperu is not responsible for additional expenses caused by loss, theft, injury, damage, accident, malfunctions, cancellations, delays or any other unforeseen events. Please note that itineraries are subject to change or cancelation due to unforeseen and unusual events beyond the company’s control including weather conditions, flight delays, buses & train problems, political disputes or similar. We will do our best in these circumstances to re-accommodate you to your best interests. All such losses or expenses will be the responsibility of the customer – we therefore recommend having Insurance with cover for any of the events mentioned above. Any unused activities or benefits, which are included in your package, are non-refundable.

Changes by Aitaperu
Aitaperu reserves the right to change prices at any time of flights, accommodations and tours or other arrangements.

IMPORTANT NOTES

Personal documents Passport, visa, health requirements and travel insurance is responsibility of the client. Aitaperu recommends obtaining travel insurance against cancellation and medical coverage.

Taxes Rates are listed in American Dollars and include taxes and service charges for Non-residents in Peru. Peruvian passengers are only required to pay 18% taxes on hotel accommodation.

Money On arrival in Peru it is a good idea to exchange American dollars so that you have Nuevo soles. Although most places accept both US dollars and Nuevo soles it is better to have local currency. It is also important to know that in most exchange houses do not accept even the slightest damaged or marked US dollar bills.

Health advisory Machu Picchu is at high altitude, between 2600mtrs (8,500ft) and 2900mtrs (9,500ft) and the visit requires medium to sometimes-active physical activity. Participants should be fit and in good condition to participate and visit the Sanctuary. Aitaperu recommends consulting your physician in case you have any doubts about your health before traveling to Peru.

Tips for altitude Cusco is at a high altitude of approximately 3600mtrs (11,811 ft). It is important to have a medical check before coming to Peru – consult your doctor about altitude sickness pills. On arrival to Peru it is important to take 2 days to acclimatize and to rest on the first day as much as possible, eat lightly and drink 2 liters of water or electrolyte drinks like Gatorade. If you are short of breath and feel signs of altitude sickness ask your hotel receptionist to provide oxygen. Having 15 minutes of oxygen makes a big difference. Sleeping with a couple of cushions under your head also helps.

Seat Belts Under the Peruvian law 027-2006-MTC Front seat passengers must be wear their seat belts at all times. Aitaperu strongly recommends that all passengers wear their seat belts at all times were possible. Aitaperu and associates are not responsible for verbally suggesting the application of seat belts. It is passenger’s responsibility.

Peru Rail

Luggage Policies & Identity Requirements Peru Rail changed its policies regarding luggage: 01 bag or backpack must not exceed 5kg/11pounds or 62 inches/157cm (length + height + width). This means you should bring along a small backpack to Machu Picchu. You can leave your main luggage at your hotel or at our Cusco office. We have noticed that it is possible to exceed the mentioned weight and measures at some degree, but it is not possible to bring large suitcases. Aitaperu can provide duffle bags at no cost, which are to be returned after using and which can also be purchased at $ 20.00 each.

All luggage exceeding the dimensions described above, can be transported on a luggage car available at:
Ollantaytambo – Machu Picchu train 501: Dep.: 08:53hs Arr.: 10:23hs
Machu Picchu – Ollantaytambo train 504: Dep.: 16:22hs Arr.: 18:01hs

Up to 10Kg – NO CHARGE From 11 kg US$ 1.80 (including taxes) per kg
Storage at Ollantaytambo: – Monday to Sunday 07:00hs to 19:00hs – Service Price: US$ 5.00 including tax (per day or less), per bag.

With the growing importance of security worldwide within the transport sector, as of April 15th, 2007 Peru Rail will require that each passenger boarding a train service must submit their train ticket or identity card (original) or photocopy. Without this the passenger will not be able to board the train (SUNAT Resolution 156-2003-SUNAT, Tributary Code). For passengers’ safety, Peru Rail reserves the right to verify these documents on board, or through the police if deemed necessary (Law 28366).