TERMS & CONDITIONS
We are committed to providing you with confidence at every stage of your journey from the moment you book through to your return home. Our aim is to ensure transparency, clarity, and a seamless travel experience on all our small group tours.
South America Tours Pty Ltd – Trading as South America Tours
ACN 169 920 576
Level 26 / 1 Bligh Street, Sydney NSW 2000 Australia
These Booking Conditions govern the agreement between you and us for the arrangement and delivery of your travel experience. By confirming a booking, you acknowledge that you have read, understood, and agreed to these terms. We reserve the right to update or amend these conditions at any time prior to accepting a booking request.
In these conditions, “you” and “your” refer to all individuals named in a booking (including any subsequent additions or substitutions). “We”, “us”, “our” and “South America Tours” refer to South America Tours Pty Ltd.
BOOKINGS
A legally binding agreement is formed once we issue written confirmation of your booking and receive your required non-refundable deposit. Until both conditions are met, no contract exists. We reserve the right to refuse any booking request at our discretion.
No employee or representative—other than authorised senior management—has the authority to vary these conditions or approve any special arrangements, including discounts, credits, or refunds.
Late Bookings
Bookings made closer to departure may require an increased deposit to secure services. Your Travel Specialist will advise accordingly. For reservations made within 8 weeks of departure, full payment is required at the time of confirmation. Should we be unable to secure the requested services, a full refund will be provided.
Single Room Bookings
If a single room is requested—whether by preference or necessity—a single supplement will apply. While we will make every reasonable effort to secure a single room, availability cannot be guaranteed. If a single room cannot be confirmed, we reserve the right to cancel your booking and refund payments made. We are not responsible for any additional costs incurred, including flights, visas, or insurance.
Children
Children aged 14 years and above are welcome to join our small group tours. For families travelling with younger children, we recommend private itineraries, allowing for greater flexibility and comfort. Please contact us for tailored recommendations.
OUR SERVICES
Our services begin as soon as your booking is accepted. This includes significant planning, coordination, and administrative work undertaken prior to travel.
Our role is limited to:
(a) designing, arranging, and coordinating your travel itinerary; and
(b) delivering travel services that we directly operate or control.
We act as both organiser and facilitator, working closely with a network of trusted partners across South America.
PRICES, VARIATIONS & PAYMENTS
Prices
All pricing is quoted in Australian Dollars (AUD) and is accurate at the time of publication. Updated pricing is available on our website or upon request.
Prices typically include accommodation, transportation, and services as detailed in the itinerary. International flights are not included unless explicitly stated.
Excluded costs generally include (but are not limited to): passports, visas, vaccinations, travel insurance, meals not specified, emergency evacuations, and personal expenses.
Should any change result in increased costs, such increases will be passed on accordingly.
Price Adjustments
We reserve the right to adjust pricing prior to departure in response to circumstances beyond our control, including fuel surcharges, airline adjustments, government taxes, or insufficient passenger numbers.
Currency fluctuations may also impact pricing. However, once full payment has been received, no further adjustments for exchange rate movements will apply. We will absorb up to 2% of any adverse currency fluctuation.
Deposit
A non-refundable deposit is required within 3 business days of booking confirmation (unless otherwise specified). This deposit contributes toward the administrative, planning, and coordination services we provide.
Failure to pay the deposit within the required timeframe may result in your booking being released. Any subsequent booking will be subject to availability and current pricing.
Progress Payment
Where applicable, a non-refundable progress payment of AUD $3,000 per person is required six months prior to the commencement of your journey. The exact due date will be clearly outlined on your progress payment invoice. This payment may cover components such as expedition cruises, flights, taxes, or other supplier commitments.
Private tours may have different payment structures, which will be clearly outlined.
Final Payment
Full payment is required by the date specified on your invoice or no later than 90 days prior to departure.
Failure to Pay
If payment is not received by the due date, we will issue a reminder. Any additional costs imposed by suppliers due to late payment will be your responsibility. If payment remains outstanding after 3 business days, your booking will be treated as cancelled and cancellation fees will apply.
CANCELLATIONS BY YOU
Cancellations must be submitted in writing. Refunds, less applicable cancellation fees, will be calculated based on the date written notice is received:
General Conditions
Cancellation fees will not exceed the total amount paid.
We strongly recommend purchasing comprehensive travel insurance.
Any request to change a confirmed group departure date is treated as a cancellation.
OTHER CANCELLATIONS
Force Majeure
Force Majeure refers to events beyond our reasonable control, including natural disasters, extreme weather, conflict, civil unrest, pandemics, or government restrictions.
Before Departure
If travel cannot proceed safely, legally, or reasonably due to such events we may:
In the event of cancellation, neither party will be liable for damages. We will either:
Credits depend on supplier policies and are not guaranteed.
During Travel
If travel is disrupted after departure, refunds will apply only to unused, recoverable services.
General Provisions
We will make reasonable efforts to recover funds from suppliers; however, recovery is not guaranteed. Any recovered funds will be passed on to you.
We are not responsible for additional costs such as flights, insurance, or visas affected by these events.
MINIMUM NUMBERS
All small group tours require a minimum number of participants. If this is not met, the tour may be cancelled or repriced. You will be notified at least 60 days prior to departure.
If repriced, you may accept the revised cost or cancel within 7 days. If cancelled, you may choose a refund or credit.
We are not responsible for additional costs incurred as a result.
Guaranteed Departures
Tours marked as guaranteed will operate regardless of group size. In rare operational circumstances, they may be cancelled, in which case you will be offered an alternative departure or a full refund.
AMENDMENTS BY YOU
We will make reasonable efforts to accommodate changes; however, this cannot be guaranteed. For group tours, changing departure dates is treated as a cancellation.
A AUD $200 amendment fee per booking applies, in addition to any supplier-imposed charges.
Flight changes after ticketing are subject to airline conditions and fees.
AMENDMENTS BY US
Before Travel
We may make adjustments to itineraries where necessary. Most changes are minor; however, if a significant change reduces the overall value of your trip, we will notify you and provide a reasonable partial refund.
We may substitute accommodation or transport with comparable or superior alternatives.
During Travel
Changes may occur due to local conditions such as weather, infrastructure, or operational issues. Any additional costs incurred may be passed on where reasonable.
AIRLINE SCHEDULE CHANGES
We are not responsible for airline schedule changes. While we will assist in adjusting your itinerary, we are not liable for missed services or additional costs.
MOBILITY & HEALTH REQUIREMENTS
Our itineraries are designed for active, independent travellers. Some experiences may be physically demanding.
We reserve the right to decline bookings where we reasonably believe the tour may not be suitable.
You must inform us of any relevant medical or mobility conditions. Failure to do so may result in cancellation under standard terms.
If a condition arises during travel that impacts safety or group experience, participation may be terminated without refund.
PRIOR TO TRAVEL
Names & Documentation
All booking details must match your passport exactly. Corrections may incur fees.
Passports, Visas & Health
You are responsible for meeting all entry, visa, and health requirements.
Travel Insurance
Comprehensive travel insurance is mandatory. Proof may be requested. Failure to provide it may result in cancellation.
Dietary Requirements
We will communicate dietary needs to suppliers but cannot guarantee compliance.
DURING TRAVEL
Remote Locations
Some areas visited are remote with limited medical facilities. You accept these conditions and associated risks.
You consent to first aid being administered if required and agree to cover any related costs.
Conduct
You must follow all reasonable instructions. Behaviour that compromises safety or group enjoyment may result in removal from the tour without refund.
Unused Services
No refunds are available for unused services.
INDEPENDENT SERVICES
We are not responsible for optional activities or third-party services not included in your itinerary.
ACCEPTANCE OF RISK
Travel involves inherent risks, particularly in remote or developing regions. By travelling, you acknowledge and accept these risks.
RESPONSIBILITY
We act as organiser and coordinator. Where services are provided by third parties, our responsibility is limited to selecting reputable providers.
Where we directly provide services, we do so with reasonable care and skill.
To the fullest extent permitted by law, our liability is limited to the cost of resupplying services.
COMPLAINTS
Any issues must be raised promptly during travel to allow resolution. If unresolved, written notice must be submitted within 30 days after your trip.
DEEMED ACCEPTANCE
If booking on behalf of others, you confirm you have authority to accept these terms on their behalf.
GENERAL
These conditions are governed by the laws of New South Wales, Australia.
If any provision is found unenforceable, the remaining provisions remain valid.
Bookings cannot be transferred without written consent.
All personal information is handled in accordance with Australian Privacy Laws and our Privacy Policy.