1. Purpose

This Booking Policy outlines the terms and conditions governing reservations made with Inca Roca Travel (“the Company”) for tours, travel packages, trekking expeditions, transportation services, accommodations, and other travel-related services.

By making a reservation, the client acknowledges and agrees to the terms set forth in this Booking Policy.

2. Reservation Process

Reservations may be made through:

• The Company’s website
• Email communication
• Telephone contact
• Authorized travel agents
• Official social media channels
• In-person bookings

A reservation request does not guarantee availability until confirmation has been issued by Inca Roca Travel.

3. Booking Confirmation

A booking is considered confirmed only when:

• The required deposit or full payment has been received.
• All requested passenger information has been submitted.
• Availability has been verified.
• The Company has issued a written confirmation via email or another official communication channel.

Clients are encouraged to review all booking details immediately upon receipt of confirmation.

4. Information Required for Reservations

Clients must provide accurate and complete information, including but not limited to:

• Full legal name (exactly as shown on passport or identification document)
• Nationality
• Passport number
• Date of birth
• Contact information
• Emergency contact details
• Special dietary requirements
• Medical conditions relevant to travel

The Company shall not be responsible for any costs, delays, or losses resulting from inaccurate or incomplete information provided by the client.

5. Passport and Travel Documentation

All clients are responsible for ensuring that they possess:

• A valid passport
• Required visas
• Travel permits
• Health documentation where applicable
• Any other documents required by local authorities

The Company is not responsible for denied entry, missed departures, or additional expenses resulting from insufficient travel documentation.

6. Availability of Services

All reservations are subject to availability at the time of confirmation.

Availability may be limited for:

• Machu Picchu entrance tickets
• Inca Trail permits
• Train tickets
• Domestic flights
• Hotels
• Special events and seasonal tours

Clients are advised to book as early as possible to secure availability.

7. Special Services and Requests

Special requests such as:

• Dietary requirements
• Hotel upgrades
• Private transportation
• Accessibility accommodations
• Special celebrations

must be communicated at the time of booking.

While the Company will make reasonable efforts to accommodate such requests, fulfillment cannot be guaranteed unless expressly confirmed in writing.

8. Reservation Modifications

Requests to modify confirmed reservations must be submitted in writing.

Changes may include:

• Travel dates
• Passenger information
• Tour services
• Accommodation selections
• Transportation arrangements

All modifications are subject to:

• Availability
• Supplier approval
• Applicable administrative fees
• Additional costs imposed by third-party providers

Certain services, including government-issued permits and entrance tickets, may not be modified once issued.

9. Group Reservations

For group bookings:

• A designated group leader may act as the primary contact.
• The group leader is responsible for providing accurate information for all participants.
• Payment schedules may differ from individual reservations.
• Group-specific conditions may apply and will be communicated during the booking process.

10. Reservation Deadlines

Certain services require advance booking due to limited availability.

Recommended booking periods include:

Machu Picchu Tours

• At least 2 to 6 months in advance.

Inca Trail Treks

• At least 4 to 8 months in advance.

Peak Travel Seasons

• Reservations should be made as early as possible to secure preferred services and accommodations.

Failure to reserve in advance may result in limited options or unavailable services.

11. Reservation Cancellation

Cancellation requests must be submitted in writing via email.

Cancellation terms, fees, and refund eligibility are governed by the Company’s Cancellation Policy and the conditions imposed by service providers.

Certain services may be non-refundable and non-transferable, including:

• Machu Picchu entrance tickets
• Inca Trail permits
• Train tickets
• Airline tickets
• Government-issued permits

12. Supplier Conditions

Some services are provided by independent third-party suppliers, including:

• Hotels
• Transportation providers
• Airlines
• Train operators
• Local tourism operators

Reservations remain subject to the terms and conditions established by those suppliers.

The Company shall not be responsible for supplier-imposed restrictions, modifications, or cancellations beyond its control.

13. Force Majeure

Inca Roca Travel shall not be liable for reservation changes, delays, interruptions, or cancellations resulting from circumstances beyond its reasonable control, including:

• Natural disasters
• Severe weather conditions
• Strikes
• Political unrest
• Public health emergencies
• Government restrictions
• Transportation disruptions

The Company reserves the right to adjust itineraries when necessary for operational or safety reasons.

14. Reservation Accuracy

Clients are responsible for carefully reviewing all booking confirmations and travel documents.

Any discrepancies must be reported to the Company within 72 hours of receiving the booking confirmation.

Failure to notify the Company within this period may limit available correction options.

15. Right to Refuse Service

Inca Roca Travel reserves the right to refuse or cancel reservations when:

• False information has been provided.
• Required payments have not been received.
• A client engages in abusive, threatening, or unlawful conduct.
• Safety concerns arise for staff, guides, suppliers, or other travelers.

16. Governing Law

This Booking Policy shall be governed and interpreted in accordance with the laws of the Republic of Peru.

Any dispute arising from this Policy shall be subject to the exclusive jurisdiction of the competent courts of Peru.