Terms and Conditions – Mother Earth Treks
This document outlines the Terms and Conditions that govern your travel experience with Mother Earth Treks. By confirming a booking, you enter into a contractual agreement with us. Please read the following points carefully, as they define your rights and obligations as a traveler using our services.
1. Booking Deposit
To confirm any reservation, a non-refundable deposit is required. The amount is USD 300 for most multi-day treks and packages, and USD 90 for single-day excursions. Submission of the deposit signifies acceptance of all terms and conditions as stated herein.
2. Pricing Confidentiality
All rates provided by Mother Earth Treks are strictly confidential and are intended for personal use only. You agree not to share or distribute pricing information to third parties except to members of your travel group who are included in the reservation. Any disclosure without prior written authorization from our office will be considered a breach of agreement.
3. Reservation Confirmation
After we receive your deposit, your booking will be processed, and you’ll be issued a confirmation email. This email includes your official itinerary and a PDF version of these terms. At that point, your reservation is considered confirmed and binding.
4. Cancellation Policy
Cancellations are subject to penalties based on the timing of your notice:
● If canceled within 14 days of the tour start date, 100% of the total tour cost is non-refundable.
● If canceled 21 days before the tour, 80% of the total cost is retained.
These penalties apply regardless of the reason for cancellation. By finalizing your booking, you acknowledge and accept this policy.
5. Unforeseen Circumstances (Non-COVID Related)
Should a cancellation arise due to unexpected events beyond your control (excluding COVID-19 disruptions), Mother Earth Treks will make every reasonable effort to either reschedule your participation or coordinate alternative services. We will also attempt to adjust arrangements made with third-party providers—such as train tickets, accommodations, or entrance fees—subject to their own policies. Any resulting additional costs are the traveler’s responsibility.
6. Travel Insurance
We highly recommend that all guests obtain valid travel insurance. Although not mandatory, it provides protection in the event of unforeseen emergencies. Please submit proof of coverage no later than three (3) days prior to the start of your tour. While our team is trained to handle emergency situations, Mother Earth Treks is not liable for personal injury, loss, or damage during the trip.
7. Payments and Processing Fees
● A 4.5% processing fee applies to all initial deposits, covering third-party payment platform charges (e.g., PayPal).
● An 8% surcharge is added to the remaining balances paid by credit card.
● All credit card payments must be finalized at least 30 days before the tour begins.
● Any credit card payments made within 30 days of your departure are subject to an additional 10% late payment fee.
● Cash payments are strongly preferred and must be completed no later than 2 days before your tour starts. Cash allows us to coordinate operations more efficiently, especially in rural areas.
● If paying in cash is not feasible, we will provide a credit card authorization form to ensure payment is secured.
8. Sacred Valley Stays
Before your trek, all outstanding balances must be paid upon arrival in Cusco if you are staying in the Sacred Valley region (e.g., Ollantaytambo or Urubamba). Please note that we do not offer courier services to collect payments outside the city. Ensuring your payment reaches us on time is your responsibility.
9. Baggage and Porter Regulations
Clients who hire an extra porter (7 kg for a half porter or 14 kg for a full porter) must not exceed the allotted weight limit. Bags will be weighed prior to departure. Exceeding your weight allowance will result in a USD 120 surcharge, which applies only to the individual responsible for the excess.
10. Data Protection and Privacy
Mother Earth Treks is committed to safeguarding your personal information. We do not share your data with any third-party organizations, whether governmental or private unless it is strictly necessary for the delivery of services related to your booking.