These Terms and Conditions constitute the entire legally binding agreement between Andean Bear Journeys («the Company,» «we,» «us,» or «our») and the client («the Client,» «you,» or «your»), including all passengers listed under the booking. By making a deposit or any payment, you expressly accept these Terms.

1. Booking Requirements & Passports

To secure a booking, the Client must provide accurate and complete personal details as they appear on their passports.

• Passport Validity: Passports must be valid for at least 185 days from the date of departure. The Client is entirely responsible for obtaining all necessary visas, permits, and vaccination certificates.

• Student Discounts: Applicable only for students under 24 years old who hold a valid, legally recognized Student ID/Visa at the time of booking.

• Special Requirements: Any dietary restrictions, allergies, or medical conditions must be declared during registration.

2. Deposits, Payments, and Balances

• Booking Deposit: A non-refundable deposit of $200 per person is required to secure any reservation.

• Payment Fees: Direct online payments or credit card payments follow standard gateway rates. Payments processed via PayPal are subject to a 10% administrative fee.

• Balance Due: The remaining balance must be paid in full at least 1 day prior to the scheduled trip departure. Failure to pay the balance on time grants Andean Bear Journeys the right to cancel the booking without any refund of the initial deposit. No passenger may start a tour without full payment and complete documentation.

3. Room Configurations & Solo Travelers

All accommodations (hotels, lodges, glamping, or tents) are priced based on double occupancy. We will attempt to match solo travelers willing to share a room. If a roommate cannot be assigned, the mandatory single supplement fee specified in the itinerary will apply.

4. Cancellations, Modifications, and No-Shows by the Client

All cancellation requests must be submitted explicitly in writing. Because we secure third-party non-refundable services immediately (such as Machu Picchu entrance permits and train tickets), the following penalty scales apply:

• 91 days or more before departure: The deposit is returned minus a $50 per person administrative fee and any non-refundable deposits already paid to hotels, airlines, or local providers.

• 31 to 60 days before departure: A penalty of 50% of the total trip cost applies.

• 30 days or less before departure (or No-Show): A penalty of 100% of the total trip cost applies. No partial or full refunds will be issued for unused hotel rooms, meals, trekking permits, or transit services.

• Changes Requested by the Client: Modifications to itineraries or dates made 30 to 60 days before departure incur a $30 fee per change. Changes made 15 to 29 days before departure incur a $50 fee. No modifications are permitted within 14 days of departure.

5. Third-Party Limitations (Airlines, Trains, and Providers)

Andean Bear Journeys acts exclusively as an agent and executive intermediary regarding third-party services. We do not own, manage, or operate airlines, train companies (Perurail/Incarail), or hotels.

• Airlines & Trains: We are not responsible for flight or train cancellations, administrative errors, schedule changes, luggage delays, or re-assigned seats/wagons. Any claims regarding these matters must be handled directly with the specific transport provider.

• Price Fluctuations: We reserve the right to apply surcharges due to government actions, tax increases, currency variations, or sudden hikes in fuel/transportation fees. Conversely, if operational costs drop significantly, the savings will be credited to the client.

6. Force Majeure, Delays, and Alterations

• Force Majeure: Andean Bear Journeys is not liable for itinerary disruptions, delays, cancellations, or extra expenses caused by events beyond our direct control. This includes weather anomalies, river levels, road blockages, strikes, civil unrest, quarantine, or sudden changes in National Park regulations. Any incidental costs resulting from these events must be covered by the Client.

• Changes by the Company: We reserve the right to make reasonable alterations to itineraries to ensure the safety, comfort, and well-being of our passengers. If significant changes occur after a deposit is paid, the Client will be notified immediately.

7. Tour Authority, Health, and Safety

• On-Tour Authority: The decision of our tour leader or representative is final regarding any matter affecting the safety, health, or collective dynamic of the group.

• Code of Conduct: Clients must adhere to local regulations and social norms. If a client disrupts the well-being of the group or engages in illegal activities, they may be ordered to leave the tour immediately without any right to a refund.

• Physical Fitness: It is the Client’s responsibility to evaluate their physical fitness for high-altitude activities. If a passenger falls ill or is injured, we will assist in coordinating the best available medical care, but all medical costs remain the sole responsibility of the Client.

8. Mandatory Travel Insurance & Limitation of Liability

• Insurance Requirement: All passengers must hold a comprehensive personal travel insurance policy. This insurance must cover personal accidents, emergency medical expenses, medical evacuation (including high-altitude rescue), loss or damage of baggage, and trip cancellation. Proof of coverage must be provided to the Company upon request.

• Limitation of Liability: To the maximum extent permitted by Peruvian law, Andean Bear Journeys shall not be held liable for indirect, incidental, or consequential damages (including physical injury or emotional trauma) arising out of standard operations, negligence of third parties, or inherent risks of adventure travel. Our maximum liability under any circumstance is limited to the total amount paid by the Client for the specific trip.

9. Dispute Resolution, Arbitration, and Severability

• Mandatory Arbitration: Any dispute or claim arising from this contract, our website, or the execution of our services that cannot be settled amicably shall be resolved exclusively through mandatory legal arbitration under Peruvian law in the city of Cusco, Peru.

• Severability: If any provision of these Terms is deemed invalid or unenforceable by a legal authority, it will not affect the validity and enforceability of the remaining clauses.

✍️ CUSTOMER ACKNOWLEDGMENT, RISK ASSUMPTION & RELEASE

By signing below or submitting payment, I acknowledge that I am voluntarily participating in this itinerary with full knowledge of the inherent risks of adventure travel (including high altitude, remote locations, and natural forces). I agree to be responsible for my own well-being and release Andean Bear Journeys from liability to the maximum extent permitted by law.

Passenger 1 Signature & Date                                                           Passenger 2 Signature & Date

(For Minors) I certify that I am the parent or legal guardian of the minor(s) traveling on this journey, and I explicitly accept these terms on their behalf.

                                                   Parent/Guardian Signature & Date