Booking Conditions

Terms & Conditions

Please take the time to read and understand the conditions of booking outlined below prior to completing the booking process.

By booking a tour or package with Visit South America you acknowledge that you have read, understand and agree to be bound by these Terms. If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept these Terms on behalf of the other participants in your party.

1. BOOKING CONTRACT

After receiving a written confirmation or receipt of the applicable deposit amount, the contract exists and is considered a confirmed booking between you and Visit South America. Please check your confirmation carefully and report any incorrect or incomplete information us. Also, please ensure that names are exactly as stated in the relevant passport.

You must be at least 18 years of age to make a booking.

2. VALIDITY

All dates, itineraries and prices of tours are subject to change at any time and the current price will be quoted and confirmed at the time of booking, subject to any surcharges that may be levied in accordance these Terms.

You acknowledge that you are responsible for keeping up to date on the specific details of your booking and any other products or services, including, but not limited to checking the Visit South America website at least 72 hours prior to departure as minor changes may have been made after the time of booking.

3. DEPOSIT

You are required to pay a non-refundable deposit of $250 per person per trip for your booking to be confirmed or a deposit of 50% if lower than $250. If your booking is made within 30 of the departure date then the full amount is payable at the time of booking.  Please note that different deposits amounts are required for selected trips including but not limited to custom itineraries.

4. FINAL PAYMENT & ACCEPTANCE OF BOOKING

Visit South America will send the participant confirmation details of final payment required for any booking. Payment of the balance of the price for any products or services booked and custom-tailored products or services is due 45 days before the departure date of the first product or service included in the applicable booking. If full payment is not received by the applicable due date, Visit South America may, at its sole discretion, change the rate payable for the booking, or treat the booking as cancelled and retain the deposit paid on booking as a cancellation fee. If a booking is made less than 45 days before the departure date of the first product included in the applicable booking, then the full amount must be paid at the time of booking, unless otherwise stated. If, for any product or service booked, payment terms differ from those outlined in this section, the applicable terms will be communicated to you prior to booking and will also be detailed on the applicable invoice.

5. PRICES, SURCHARGES AND TAXES

Tour prices are subject to change at any time, before or after booking confirmation, up to 30 days before departure of any product or services offered by Visit South America. Tours are priced and advertised exclusive of applicable sales taxes. Once a confirmation invoice has been issued by the Visit South America, we reserve the right to impose surcharges on any products or services booked for variable reasons arising from increases in transportation costs, local operator costs, currency and exchange fluctuations, increases in taxes, or government action which should impact the price of any certain products or services. Visit South America will take full responsibility for any increase of 2% of the original price paid for the products or services. Visit South America will provide notice to you as soon as reasonably possible for any surcharge mentioned above. However, If the price increase is greater than 10% of the original price of the certain products or services (excluding add-ons, insurance and taxes), you may choose to one of the following:

(a) cancel the applicable booking without incurring any penalty; or

(b) accept the change of price.

Notification of decision must be made to Visit South Americawithin 14 days of receipt of notice of the increase or you will be deemed to have accepted the price change and will be liable for payment of the increase.

Visit South America may offer reduced pricing or flash sales on certain products or services. Any price reduction applies only to new bookings. Bookings where payment of at least a deposit has been received by Visit South America are not entitled to reduced pricing.

6. DETAILS REQUIRED FOR BOOKING

Visit South America requires specific information to confirm your travel arrangements which will be requested with the final payment. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Photo copies of passports may also be required for verification purposes. Failure to provide requested details may result in additional charges or non-refundable cancellation of your trip. Visit South America will not be held responsible for any fees you incur as a result of errors, omissions, inaccuracies, late, misplaced or otherwise incomplete information you have provided.

7. AIRFARE

Tour prices do not include international or other airfare unless expressly mentioned in the custom PDF itinerary or tour descriptions. Visit South America will quote the best price available for the travel dates requested at the time the quote is prepared. Quotes provide an estimate only and are not a firm price commitment by Visit South America or the applicable air carrier(s).

Visit South America is not responsible for changes in flight times and does not provide alerts regarding tickets, flight status, or delays. Visit South America acts only as a sales agent for the applicable air carrier. Please refer to the air carrier’s terms and conditions for complete information including applicable cancellation terms.

8. CANCELLATION BY PARTICIPANT

The participant may cancel their booking by notifying Visit South America. Any cancellation fees will be determined to the date on which notice of cancellation is received by Visit South America.

Cancellation of a Tour:

(a) Cancellation received 60 days or more before departure of tour date: The minimum deposit of $250 will be held and kept as a credit applicable to any other tour in the future.

(b) Cancellation received 59-30 days before departure of first product or service in relevant booking: The minimum deposit of $250 will be kept and an amount equal to 50% of the remainder of the payments left to be made by Visit South America will be refunded.

(c) Cancellation less than 30 days before departure of first product or service in relevant booking: 100% of trip paid will be kept by Visit South America.

9. CANCELLATION BY VISIT SOUTH AMERICA

Visit South America may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary.

If a tour is cancelled by Visit South America, the participant can transfer amounts paid to an alternate departure date or receive a full refund.  In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.

10. AGE REQUIREMENTS

Anyone under the age of 18 on the date of first travel is considered to be a minor. Minors must always be accompanied by an adult. One adult may accompany up to two minors. Unless otherwise indicated in the tour description or customized PDF itinerary by Visit South America, the minimum age for minors traveling on any Tour is 12 years old.

All bookings with a minor are subject to review and approval by Visit South America. If the consent of a parent, guardian or any other person is required by applicable law for any minor to travel, the accompanying adult is responsible for securing all consents, documentation and ensuring that they and the minor(s) meet all legal requirements to travel, to enter into and depart from applicable countries and regions.  Visit South America does not provide care services for minors and expressly disclaims any responsibility for chaperoning or controlling any minor(s).

11. TRAVEL DOCUMENTS

The participant must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which the participant will visit during your trip. Participant passport’s must be valid for 6 months beyond the duration of the trip and accepts responsibility to ensure the possession of the correct visas, permits and certificates for your trip. Visit South America is not responsible if you are refused entry to a country due to incorrect passport, visa or other travel documentation.

12. FLEXIBILITY

The participant acknowledges that the nature of our products and tours requires flexibility and acknowledges that they will permit reasonable alterations to services or itineraries by Visit South America. The schedules, routes, accommodations, activities, and mode of transportation are subject to change without notice due to unforeseeable circumstances or events outside the control of Visit South America. No reimbursements, discounts or refunds will be issued for services that are missed or unused after departure that are not fault to Visit South America.

13. CHANGE OF ITINERARY

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary.

Before Departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances, the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itineraries such as visas, vaccinations or non-refundable flights.

14. ACCEPTANCE OF RISK

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.

15. LIMITATION OF LIABILITY

Visit South America makes arrangements with accommodation providers, activity providers, airlines, cruise lines, coach companies, transfer operators, shore excursion operators, tour and local guides, and other independent parties (“Third Party Suppliers”) to provide you with some or all of the components of your booking. Third Party Suppliers may also engage the services of local operators and sub-contractors. Although the Tour Operator takes all reasonable care in selecting Third Party Suppliers, Visit South America is unable to control Third Party Suppliers, does not supervise Third Party Suppliers and therefore cannot be responsible for their acts or omissions. Any services provided by Third Party Suppliers are subject to the terms and conditions imposed by these Third Party Suppliers and their liability is limited by their tariffs, conditions of carriage, tickets and vouchers and international conventions and agreements that govern the provision of their services. These may limit or exclude liability of the Third Party Supplier. You acknowledge that Third Party Suppliers operate in compliance with the applicable laws of the countries in which they operate and Visit South America does not warrant that any Third Party Supplier is in compliance with the laws of your country of residence or any other jurisdiction.

Visit South America is not liable and will not assume responsibility for any claims, losses, damages, costs or expenses arising out of inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of any party other than the Tour Operator and its employees.

Visit South America is not liable for the acts or omissions, whether negligent or otherwise, of Third Party Suppliers or any independent contractors.

16. OPTIONAL ACTIVITIES

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.

18. VIS MAJOR

Visit South America will not be liable in any way for death, bodily injury, illness, damage, delay or other loss or detriment to person or property, or financial costs both direct and indirect incurred, or for the Tour Operator failure to commence, perform or complete any duty owed to you if such death, delay, bodily injury (including emotional distress or injury), illness, damage or other loss or detriment to person or property is caused by Act of God, war or war like operations, mechanical breakdowns, terrorist activities or threat thereof, civil commotions, labor difficulties, interference by authorities, political disturbance, howsoever and where so ever any of the same may arise or be caused, riot, insurrection and government restraint, fire, extreme weather or any other cause whatsoever beyond the reasonable control of the Tour Operator; or an event which the Tour Operator or the Third Party Supplier of services, even with all due care, could not foresee any and all of which, individually and collectively, constitute “Force Majeure”

19. VIDEOS, PHOTOS, & MARKERTING

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes.

20. CLAIMS & COMPLAINTS

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

21. SEVERABILITY

If any provision of these Terms is so broad as to be unenforceable, such provision will be interpreted to be only so broad as is enforceable. The invalidity or unenforceability of any provision hereof will in no way affect the validity or enforceability of any other provision.

22. APPLICABLE LAW

The laws of Los Angeles, California govern these Booking Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Los Angeles, California.

21. PRIVACY POLICY

Any personal information that we collect about you may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip. We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website).

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