Effective Date: January 1, 2026
Before you Book
At ULA Explorers (hereafter referred to as “ULA”) we strive to make your travel experiences seamless and safe. To ensure clarity and transparency, we ask all customers to carefully review our Terms & Conditions before making any bookings. These guidelines help protect both your interests and ours. Providing a framework for a smooth journey from planning to adventure. If you have any questions or need clarification, our team is here to assist you. Please reach out via:
email at hello@ula.com.pe
Phone +1 302 353 1962
When booking for yourself or on behalf of others, you confirm that you have the authority to accept and agree to these Terms on their behalf. By completing a reservation or participating in a tour or related service with ULA, you acknowledge that you have read, understood, and agreed to these Terms & Conditions. We appreciate your trust and look forward to helping you on your adventure with confidence and peace of mind.
Table of Content
- Travel Agreement
- Fees & Payments
- Booking Modifications
- Substitutions & Transfers
- Cancellation Policy
- Trip Deferral
- ULA Modifications or Cancellations
- Additional Charges
- Entry & Vaccination Requirements
- Traveler Health, Eligibility & Wellbeing
- Compliance with Local Regulations
- Travel Insurance
- Resolving Concerns
- Air Travel Arrangements
- Scope of Liability
1. Travel Agreement
To confirm a reservation with ULA, the traveler is required to pay a deposit of 20% of the total trip cost. All flights, whether domestic or international, must be paid in full (100%) at the time of booking in order to secure the reservation. Certain trips, such as treks, may have specific deposit requirements to cover entrance permits, while cruise bookings are subject to the individual deposit policies of each vessel. Please note that all deposits are non-refundable. Travelers who make a booking by telephone, email, or WhatsApp will be considered to have read and accepted these Terms & Conditions.
A booking is confirmed and becomes binding once ULA has received the required deposit from the traveler. At this point, a legally enforceable contract between ULA and the traveler comes into existence. This contract applies to all individuals named on the booking form. The person completing and signing the booking form warrants that they have full authority to act on behalf of all travelers listed and confirms that all such travelers have read, understood, and accepted these Terms & Conditions. Travelers confirm that all information provided on the booking form is accurate and complete, including names, contact details, and any special requirements, and accept responsibility for any consequences resulting from incorrect or incomplete information. By submitting a booking, the traveler acknowledges and agrees that they are entering into this agreement on behalf of themselves and all other participants named.
2. Fees & Payments
The remaining balance of your trip must be paid to ULA at least 45 days before the start of your journey. Certain trips, such as cruises or specific treks, may have different payment schedules, which will be communicated at the time of booking. If the balance is not received by the due date, ULA reserves the right to cancel the reservation. Any additional costs incurred due to late payment are the responsibility of the traveler. For bookings made within 45 days of the trip start date, the full package price must be paid in a single payment at the time of booking.
Payments can be made via bank transfer, Revolut, direct deposit, or credit card. For any bank or wire transfers, travelers are responsible for covering any associated fees or charges.
All prices are quoted in US Dollars. If you choose to pay in another currency, such as Pounds, Euros, or Australian Dollars, the equivalent amount will be calculated using the prevailing exchange rate at the time of payment. Exchange rates can fluctuate, and in rare cases this may result in a slight difference in the final amount payable. We will notify you of any adjustments due to currency fluctuations, and you agree to settle any changes within 12 days of being informed. Once full payment is received, no further increases due to currency movements will apply.
The prices quoted do not include applicable national or local sales taxes, such as Peru’s IGV (General Sales Tax). Certain travelers may be eligible for tax exemptions if they meet the legal requirements of the country they are visiting. For example, in Peru, visitors may qualify for IGV exemption by confirming their foreign status with valid identification, such as a passport, driver’s license, or national ID card. Travelers who have been in the country for more than 60 days are generally not eligible for this exemption. All documents submitted for tax purposes should be clear, legible, and of high quality.
For larger groups, generally consisting of more than 8 travelers, or for private charters and specially quoted trips, alternative payment schedules may apply to secure accommodations and reservations. In these cases, the full balance is typically due at least 70 days prior to the trip start date, unless otherwise agreed at the time of booking.
3. Booking Modifications
Any changes to a confirmed booking must be requested and approved by the traveler who signed the Terms & Conditions. This ensures that all modifications are authorized by the person responsible for the booking.
If changes are made after ULA has issued the finalized Travel Program, a processing fee of US$20 may apply. In addition, travelers are responsible for any additional costs or charges incurred by our suppliers, including hotels, cruise operators, airlines, or tour providers, as a result of the amendment.
While ULA will make every reasonable effort to accommodate requested changes and additional requests, availability cannot be guaranteed. All modifications are subject to the constraints of suppliers, accommodations, and operators, which are beyond our control.
For larger groups (generally more than 8 travelers), private charters, or specially quoted trips, alternative change procedures and payment schedules may apply. Any modifications for these bookings must be communicated in advance, and the full balance is typically required at least 55 days prior to the trip start date, unless otherwise agreed at the time of booking.
4. Substitutions & Transfers
If a traveler is unable to participate in a booked trip, it may be possible to transfer their reservation to another qualified individual. To request a substitution, written notice must be provided to ULA at least 15 days before the scheduled trip start date, unless otherwise agreed. A processing fee of US$20 may apply for the substitution, in addition to any additional costs incurred from suppliers, accommodations, cruise operators, airlines, or other service providers as a result of the change. Travelers should note that certain experiences or tickets, such as permits for treks like the Inca Trail, may not be transferable and would need to be purchased again, subject to availability. Airfares are also subject to the specific terms and conditions of the airline and may not be transferable.
All substitute travelers must meet the same eligibility requirements as the original participant, including age, fitness, health, and documentation standards, and are bound by the same Terms & Conditions as the original booking. Substitutions requested less than 15 days before the trip start date may be accepted at ULA’s discretion and may incur additional fees. All substitute travelers must provide valid identification and any required travel documents. ULA is not responsible for any costs, delays, or refusals arising from supplier, permit, or airline restrictions. If the substitution results in any difference in trip pricing (for example, changes in room type, add-ons, or flights), the additional amount must be settled prior to travel.
5. Booking Cancellation Policy
Travelers may cancel their booking at any time by providing written notice to ULA. All deposits paid to secure a reservation are non-refundable, except where otherwise specified. Certain services, including flights, cruises, some train journeys, and permits for special experiences such as the Inca Trail, are non-refundable due to supplier, operator, or airline policies. For all other bookings, cancellations made less than 45 days before the scheduled trip start date will incur the following cancellation fees:
| Notice period before arrival | Cancellation Fee (%) |
|---|---|
| 25-45 Days | 40% |
| 10-24 Days | 70% |
| 10 Days or Less | 100% |
All cancellation fees are in addition to any third-party costs or supplier charges that may arise as a result of the cancellation. Travelers are encouraged to arrange travel insurance to cover unforeseen cancellations and associated costs. For larger groups (typically 8 or more travelers) or specially quoted trips, alternative cancellation terms may apply. If only part of a booking is cancelled, the remaining travelers will be responsible for covering any additional costs that arise as a result of the cancellation. This may include prepaid meals and catering, the services of guides and porters, accommodation, transportation, entrance fees, activity bookings, permits, or any other non-refundable arrangements that were made specifically for the cancelled participant. The group organizer agrees to cover these costs in full, regardless of the reason for the cancellation.
6. Trip Deferral
Travelers may request to defer their trip by providing written notice to ULA at least 25 days before the original trip start date. Deferral allows the traveler to apply the value of their booking as a travel credit for a future trip within 12 months of the original arrival date. Travelers are not required to select new travel dates at the time of deferral, though we recommend doing so as early as possible to ensure availability. Certain accommodations, tours, or special services may require advance reservations due to limited capacity or high demand, and availability cannot be guaranteed. Any costs or price differences for the rescheduled trip, including upgrades, seasonal pricing, or additional services, must be settled before travel. Travel credit is non-transferable to other individuals and may only be applied to the traveler(s) on the original booking.
| Notice period before arrival | Cancellation Fee (%) |
|---|---|
| 25 Days | 0% |
| 24 Days or Less | Based on timing of request |
If your itinerary includes restricted services such as the Inca Trail, postponement will require the purchase of new entry permits, in addition to any applicable deferral fees. ULA is not responsible for increases in permit, ticket, or supplier costs that may occur from one year to the next. Airline tickets, both international and domestic, are not covered under ULA's postponement terms. Any changes or cancellations to flights will follow the respective airline’s policies. Similarly, hotels, cruises, and trains may apply their own postponement conditions, which may result in extra charges or limited availability. Entrance tickets for Machu Picchu, the Inca Trail, and other regulated sites are strictly subject to government or supplier rules and are non-transferable once issued. For larger groups (generally 8 or more travelers) or for tailor-made/special quotes, alternative postponement deadlines or conditions may apply. Postponements can typically be requested for travel within one year of the original arrival date; however, confirmation is always subject to availability and third-party supplier terms.
7. ULA Modifications or Cancellations
ULA strives to operate all trips exactly as advertised. However, travelers acknowledge that unforeseen circumstances may require adjustments to the itinerary or services. ULA reserves the right to cancel, alter, or substitute services, prices, transportation, accommodations, flights, cruises, activities, or any other arrangements, and to provide alternatives of comparable or higher value where possible. Such modifications may be made without compensation, and ULA shall not be held liable for any perceived reduction in trip enjoyment resulting from these changes.
Minor adjustments — such as changes to the sequence of activities, substitutions of hotels with a comparable standard, or modifications to departure/arrival times within reasonable limits — do not qualify as “major changes” and do not entitle the traveler to compensation.
If a major change is identified before booking confirmation, travelers will be notified promptly. A “major change” refers to an alteration that affects at least one-third of the planned trip, or one that substantially alters its overall character. If such a change arises after confirmation, ULA will inform travelers as soon as practicable. In these situations, travelers may choose to accept the revised arrangements, transfer their booking to an alternative trip (subject to availability), or cancel and receive a full refund of monies paid to ULA Explorers.
This option does not apply if the change results from force majeure — circumstances beyond ULA’s reasonable control. These include, but are not limited to, civil strikes, industrial disputes, terrorism, war, riots, pandemics, government imposed restrictions, natural or nuclear disasters, fires, adverse weather conditions, technical or operational issues with transport, airline cancellations or rescheduling, or comparable events. In such cases, ULA will make every effort to recover refundable amounts from third-party suppliers but cannot guarantee reimbursement beyond what is successfully recovered.
Travelers acknowledge that certain elements of their trip are delivered by independent suppliers (airlines, hotels, cruise operators, transport providers, etc.), whose own terms and conditions apply. ULA is not responsible for changes, cancellations, or service failures directly caused by these suppliers, but will assist travelers in seeking reasonable solutions where possible. ULA may also contract local partners or subcontractors to deliver services, and travelers accept that their terms and liability limits will apply. No compensation or refund will be provided where itinerary changes or service interruptions are caused by the traveler’s own actions, including but not limited to missed flights, incomplete travel documents, or failure to arrive on time for scheduled services.
In all cases, ULA’s liability is limited to the amounts received for the affected booking. The company is not responsible for incidental or additional expenses incurred by travelers outside of the booking, such as independently purchased flights, accommodation, visas, or insurance.
8. Additional Charges
In the event that the total cost of a trip increases after booking due to factors beyond the control of ULA — such as changes in supplier pricing, taxes, or government fees — ULA will absorb increases up to 3% of the total package price. Any increase exceeding this threshold will be passed on to the traveler as an additional charge, which must be paid prior to the start of the trip.
Price adjustments may arise from accommodation or service provider rates, transportation costs including fuel surcharges, government-imposed taxes, fees, or levies, or currency fluctuations impacting supplier charges. Travelers will be notified of any applicable additional charges promptly, and payment will be required to maintain the reservation. Failure to settle such charges may result in cancellation of the booking, with the deposit or prior payments retained according to the Terms & Conditions.
9. Entry & Vaccination Requirements
It is the responsibility of each traveler to ensure they hold a valid passport, visa(s), and any other required travel documentation for their trip. Passports must generally remain valid for at least six months beyond the date of return, and the traveler must verify all entry and exit requirements for the countries included in the itinerary. The names on passports, visas, flight tickets, and other travel documents must match exactly; any costs resulting from discrepancies or the need for reissuance will be borne by the traveler. Travelers are also responsible for securing any necessary visas, permits, or other authorizations prior to travel. ULA cannot be held liable if a traveler is refused entry or exit by border control authorities due to incomplete, inaccurate, or invalid documentation, or failure to comply with immigration regulations.
It is the traveler’s sole responsibility to obtain all recommended vaccinations, medications, and preventive treatments well in advance of departure. While ULA may share general information provided in good faith, travelers must consult qualified medical professionals and official government or health authority websites for up-to-date guidance. Requirements and advisories may change at short notice, and any additional costs incurred are the traveler’s responsibility.
ULA Explorers will not be held responsible for losses, costs, or disruptions to travel plans arising from missing or incorrect documentation, denied boarding, refusal of entry, unmet vaccination or health requirements, or failure to comply with government-imposed restrictions, including those related to pandemics or other public health emergencies.
10. Traveler Heath, Eligibility & Wellbeing
All travelers booking with ULA confirm that they are physically and mentally fit to participate in the chosen itinerary and activities. It is the responsibility of each traveler to assess their own health and ensure that they meet the physical requirements of the trip prior to booking. Travelers with pre-existing medical conditions, disabilities, or ongoing treatments must disclose these at the time of booking so that ULA can determine whether reasonable adjustments can be made. Any failure to disclose relevant health information may result in exclusion from all or part of the trip, with no entitlement to refund.
Travelers are strongly advised to consult with a qualified physician before departure, particularly if they have any underlying health concerns, are taking regular medication, or are planning to participate in strenuous or high-altitude activities. It is the traveler’s responsibility to arrange for sufficient supplies of personal medication and to ensure that they are carried legally and safely throughout the journey.
For certain itineraries involving cruises, water transfers, or excursions, travelers who cannot swim must inform ULA at the time of booking. This does not automatically prevent participation but allows appropriate safety measures to be taken.
ULA reserves the right to refuse a booking at its absolute discretion where it is believed that a traveler’s health, conduct, or fitness may pose a risk to themselves, other travelers, staff, or the overall enjoyment of the group. During the trip, travelers are expected to comply with the authority and directions of ULA representatives, tour leaders, or service providers. Should a traveler’s behavior or health be deemed unsafe, disruptive, or detrimental to the welfare of the group, ULA may exclude them from part or all of the trip. In such circumstances, no refund will be provided, and any additional costs incurred will be the responsibility of the traveler.
In cases of illness or accident while on tour, ULA may make arrangements for medical treatment or evacuation as deemed necessary and recover any related costs from the traveler. For this reason, all travelers are strongly required to obtain comprehensive travel insurance that provides adequate medical, cancellation, and repatriation coverage.
Travelers under the age of 18 are only accepted if accompanied by a parent or legal guardian, who assumes full responsibility for the minor throughout the duration of the trip.
11. Compliance with Local Regulations
All travelers are required to respect and comply with the laws, customs, foreign exchange rules, and regulations of the countries and regions they visit. Any breach of local laws or failure to observe official requirements may result in fines, penalties, denial of entry, deportation, or other consequences for which ULA assumes no responsibility.
Travelers acknowledge that they are personally liable for their own conduct during the trip and agree that ULA Explorers, its staff, and its service providers cannot be held responsible for any costs, damages, or losses (including trip interruption or termination) arising from failure to comply with local laws or regulations. ULA reserves the right to immediately terminate the travel agreement, without refund or compensation, if a traveler engages in illegal activity, disruptive behavior, or conduct that jeopardizes their safety, the safety of others, or the integrity of the travel experience.
It is the traveler’s responsibility to remain informed about any applicable laws and customs, and ULA may provide general guidance in good faith, but such guidance does not replace official government or legal advice.
12. Travel Insurance
ULA strongly recommends that all travelers obtain comprehensive travel insurance that provides adequate protection for the full duration of their trip. Coverage should include (but is not limited to) medical expenses, emergency evacuation, trip interruption, trip cancellation, lost or stolen baggage, travel delays, and personal liability. It is the traveler’s responsibility to ensure that their insurance policy is valid for the destinations and activities included in the itinerary. Please note that many standard policies may exclude high-altitude trekking, adventure activities, or certain water- and land-based excursions. Travelers must confirm with their provider that their policy covers these specific activities, where applicable.
Pre-existing medical conditions must be declared to the insurance company at the time of purchase. ULA is not liable for claims denied due to undeclared or excluded conditions, nor for travelers choosing to travel without insurance. Parents or guardians are responsible for ensuring that any minors traveling under their care are also covered by a suitable insurance policy.
Travelers are required to provide ULA with proof of their travel insurance details (insurer name, policy number, and emergency contact number) no later than 14 days before departure. Failure to provide these details may limit ULA’s ability to assist in the event of an emergency. While ULA may provide general information or recommendations about insurance providers, any advice is given in good faith and does not constitute a guarantee of coverage. The choice and adequacy of insurance remain the sole responsibility of the traveler.
13. Resolving Concerns
If a traveler experiences any issues or is dissatisfied with any aspect of their trip, they should notify the tour leader or a ULA representative as soon as possible so that the matter can be addressed promptly. Reporting concerns during the trip allows ULA to take immediate action to resolve the situation wherever feasible.
If the issue remains unresolved, travelers must submit a formal written complaint to ULA within 28 days of the conclusion of the trip. Complaints submitted after this period may not be considered.
Formal complaints should be sent via email to hello@ula.com.pe or via WhatsApp Complaints should include relevant booking details and a clear description of the issue. Timely and complete reporting helps ensure that any necessary adjustments, refunds, or compensation can be handled efficiently.
Travelers acknowledge that ULA’s responsibility is limited to resolving issues directly related to services provided by ULA or its contracted suppliers. ULA is not liable for matters outside its control, including third-party services, natural events, or government-imposed restrictions.
14. Air Travel Arrangements
ULA provides flight pricing in good faith based on the information available at the time of quotation. However, airlines may change fares, schedules, or withdraw offers at any time without prior notice. A deposit secures the reservation but does not guarantee the quoted fare. Full payment and ticket issuance are required to confirm the final fare.
Flight bookings are non-transferable and subject to the airline’s own terms and conditions. Travelers are responsible for ensuring all passenger details, including names and dates of birth, are accurate. Any errors, including spelling mistakes, may incur airline fees which the traveler must cover.
Travelers are responsible for complying with airline baggage policies, including size, weight limits, and any fees for excess luggage. Seat assignments, upgrades, and special meal requests are subject to airline availability and may involve additional costs.
Flight schedules provided by ULA are indicative and may change. Travelers should always refer to their ticketed itinerary for the most accurate timing. ULA will notify travelers promptly of any changes communicated by the airline. Changes to airline operators, flight numbers, or codeshare arrangements may occur, but these do not entitle travelers to cancel without applicable fees.Travelers must comply with all check-in and boarding requirements. Failure to meet airline deadlines or provide required identification may result in denied boarding, missed flights, or other costs, which are the traveler’s responsibility.
Flight delays, cancellations, or schedule modifications may result from circumstances beyond the control of ULA, including but not limited to adverse weather, air traffic control directives, government regulations, strikes, quarantine or health measures, mechanical issues, or airline rescheduling. ULA is not responsible for any losses, additional expenses, or missed connections arising from these events.
15. Scope of Liability
While ULA makes every effort to provide accurate and up-to-date information, we cannot guarantee the correctness of promotional content or materials produced by third parties, such as hotels, resorts, cruises, or other suppliers. Our responsibility is limited to ensuring that the trip you receive corresponds with the description and services outlined in your final travel program, and that these services meet reasonable quality standards.
ULA acts solely as an agent for travel services and cannot be held liable for any injury, illness, loss, damage, delay, or additional costs arising from services provided by third-party suppliers, including but not limited to transportation, accommodations, cruises, excursions, or activity operators. This includes incidents caused by unforeseen events such as natural disasters, adverse weather, civil unrest, strikes, pandemics, technical failures, or other circumstances beyond ULA’s reasonable control.
Travelers acknowledge and accept that ULA cannot be responsible for disruptions resulting from airline, cruise, or other service providers’ schedule changes, cancellations, or operational decisions. Similarly, ULA is not liable for personal belongings lost, stolen, or damaged during the trip, unless such loss is directly caused by ULA’s negligence.
By booking with ULA, travelers agree that their sole remedies in the event of any service disruption or deficiency are limited to the recovery of payments made to ULA for the affected part of the trip.
Your trust matters to us. If anything in these Terms isn’t clear, let us know — we’ll be happy to explain. Our goal is to make sure you feel confident and cared for. Thank you for taking the time to read our Terms & Conditions.
