Terms & Conditions

 

These Terms and Conditions apply to any private tours booked with Trico Tours LLC. These Terms & Conditions govern the contractual relationship between Trico Tours LLC (“Trico Tours, “we” or “us”) and tour participants (“participant”, “customer”, “client”, “you”, or “traveler”). Please read these Terms and Conditions carefully as by booking any tour with Trico Tours you acknowledge that you have read and understood these Terms and Conditions and you accept and agree to be bound by these Terms and Conditions.

 

RESERVATIONS:
Reservations for tours are required. A reservation is not accepted and there is no contract between us until we confirm your reservation by email.

The price and specific inclusions/exclusions in your trip are detailed in the itinerary for your specific tour. If you have any questions about the inclusion of any items, please clarify all inclusions and exclusions before booking and within 7 days of receiving your itinerary and travel plans.

Trip descriptions that appear on our website and other marketing material are for informational purposes and the specific trip you book may have variations in the itinerary and pricing. The following items are never included in the tour price: travel insurance, travel medical insurance, passport costs, visas, immunizations, excess baggage charges, optional excursions, laundry, room service, or anything of a purely personal nature.

By booking on behalf of others, you are deemed to be the designated contact person for every person on that booking. You represent and warrant that you have obtained all required consents and are responsible for verifying any information you provide on behalf on another participant is correct and accurate. Trico Tours will under no circumstances be liable for error or omissions in the information provided to complete a booking.

 

DEPOSITS & PAYMENTS:

A minimum deposit/payment, Booking Form, and signed Assumption of Risk and Release of Liability are required to confirm your reservation. Even if you pay a deposit, failure to provide a signed waiver or other information necessary may result in additional charges or non-refundable cancellation of your trip.

Payments can be made by check, credit card, bank transfer, or bank deposit.

 

Custom Tours:

For most custom private tour and groups tours, a per person deposit of 30% of the tour price is required and will be your only obligation until 30 days prior to your departure date when full payment is due. If the booking is made within 30 days of the tour departure date, 100% payment is required at the time of booking. If your itinerary includes high non-refundable supplier fees (flights, etc.) you deposit may be higher and the deposit amount will be stated on your custom tour itinerary.

Final payment is due 30 days prior to departure. If your reservation is made within 30 days of departure, the entire cost of the trip must be paid at the time of booking. If payment or the required forms have not been received 30 days before the scheduled tour date, we reserve the right to treat the booking as cancelled and to charge the appropriate cancellation fees.

 

Day Tours:

Payment in full is typically required at time of booking for day tours.

 

CANCELLATIONS & REFUNDS

Client-Requested Cancellations: All client-requested cancellations and alterations require notification in writing via email to tours@tricotours.com and clients will be responsible for cancellation fees.

Custom Tour Cancellations
All cancellations of confirmed custom/multi-day tours are subject to a $350 or $100 per person trip planning administrative fee (whichever is greater), plus any non-refundable deposits or payments to suppliers (airlines, hotels, etc.).

Refunds and cancellation penalties will be applied according to the following schedules:

  • 60+ days prior to tour start date: full refund, less $350 trip administrative fee and non-refundable supplier fees.
  • 60-31 prior to tour start date: Loss of deposit (30% of tour price).
  • 8-30 prior to tour start date: Loss of 50% tour price.
  • 0-7 days prior to tour start date: no refunds will be issued.

Cancellation penalties may be covered by your travel insurance policy. While do not require you to hold trip insurance, it is always a good idea. We recommend that for peace of mind, you purchase cancellation, interruption, and medical insurance that covers you during travel. These policies can be purchased at minimal expense.

Day Tour Cancellations

Minimum cancellation fee is $100 or $50 per person (whichever is greater). Cancellation fees will be applied according to the following schedules:

  • 30+ days prior to tour start date: full refund, less minimum
  • 30-8 days prior to tour start date: 50% of trip price
  • 0-7 days prior to tour start date: 100% of trip price

Cancellations After Commencement of Tour
No refunds will be provided for any unused portion of a tour once the tour begins, including if you leave a tour for any reason, miss the tour’s departure date, or have to be removed from a tour. There are no exceptions to this cancellation and refund policy, including for reasons related to weather, civil strife, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we highly recommend that you purchase trip cancellation and interruption insurance.

Client-Requested Alterations
If you request any amendments to your travel arrangements once your booking has been confirmed, we will do everything possible to accommodate your request, however an amendment fee may be charged and you will be responsible for any cancellation charges for previously booked services, as well as for any costs incurred to secure revised arrangements.

Tour Cancellations and Alterations by Trico Tours
Trico Tours LLC reserves the right to cancel or make alterations for any reason whatsoever, including logistical problems or insufficient registrations for scheduled group trips, or other forces beyond our control, such as weather, strike, war, quarantine, or other unforeseen critical situation. In the case of tour cancellation, a 100% refund will be given, less any nonrefundable expenses incurred. Trico Tours LLC will promptly refund the portion of the trip cost not already advanced to suppliers and use its best efforts to recover and refund the balance as quickly as possible; Trico Tours LLC does not guarantee recovery of any or all of the advance payments made, and our use of best efforts to recover these payments will not include the institution of any legal proceedings. Trico Tours LLC is not responsible for expenses incurred by tour participants in preparing for a canceled trip (e.g., nonrefundable airline tickets, visa fees, inoculations, equipment, etc.)

Itineraries Subject to Change
Changes in itinerary may occur even though our tours are carefully planned. Latin America is full of surprises and unpredictable occurrences. Please expect your itinerary may be modified due to unforeseen circumstance (such as weather or road closures), and/or take advantage of spontaneous activities (such as a festival) to provide you with the best possible experience. Uncompleted portions of the tour itinerary are not cause for refund.

TRAVEL & TRIP CANCELLATION INSURANCE
We strongly recommend the purchase of trip cancellation insurance from a company of your choosing. Comprehensive travel insurance should cover trip interruption and cancellation, baggage, medical, accident/life, evacuation, repatriation, and other expenses that might arise as a result of loss, damage, injury, delay or inconvenience. We do not receive any direct benefit and encourage you to compare offerings, however Allianz Global Assistance (www.allianztravelinsurance.com) is the largest travel insurance company and is known for good rates and service.

PASSPORT & VISA REQUIREMENTS
You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip with enough blank pages for entry and exit stamps if traveling across borders. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip. We are not responsible if you are refused entry to a country or to board a flight because you lack the correct passport, visas, or other travel documentation.

COST INCREASES & PRICE GUARANTEE
We endeavor to keep our prices as published, however they are subject to change without prior notice in event of exceptional currency fluctuations or cost increases from service providers. Should it be necessary to increase the price by more than 10%, participants may withdraw without penalty within 5 days of being notified of any price changes. Price are guaranteed not to fluctuate after receipt of final payment 30 days prior to commencement of the tour.

Tour Forms, Obligations, and Risks: To travel on a tour, all tour participants are required to sign and return a Release and Waiver Agreement. Omitting important information, or altering the Release and Waiver Agreement could result in expulsion from a tour at your own expense.

TOUR PARTICIPATION & EXPECTATIONS
We want everyone to have a great experience in our tours. While we have the utmost care and concern for your comfort, many places we will visit provide fewer American-style amenities, local service providers may have an alternative sense of time, and there may be unexpected and unforeseeable inconveniences during your trip. Please pack a positive attitude and a sense of humor!

If any tour participant acts in ways that are incompatible with the safety, comfort, or convenience of other tour participants or service providers, we have the right and discretion to remove him or her from the tour at any time. Trico Tours shall not be liable for any costs and/or expenses incurred by the traveler resulting from exclusion from the tour and the client shall not be entitled to a refund or any additional compensation.

As a result of the spread of the coronavirus (Covid-19), governments and travel suppliers (including airlines, hotels, restaurants, and tourist attractions) have implemented health, safety, hygiene, security and other measures (“covid measures”). Tour participants are expected to comply with all Covid Measures (masks, testing, quarantines, etc.)  at their own cost and risk.

PERSONAL INFORMATION & PHOTOGRAPHY
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. Your personal information will not be shared or sold for any other purpose.

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 license to use such images for publicity and promotional purposes.

HEALTH & MEDICAL INFORMATION
We are unable to provide health or medical advice. While traveling you may be exposed to various infectious diseases, such as Covid, dengue fever, yellow fever, hepatitis, or others. It is important to discuss the trip with your doctor and/or review information published by your nation's health protection agency. As some vaccinations must be administered weeks before travel, we recommend visiting your doctor at least two months before your departure date.

In our travels we sometimes find ourselves in areas where little or no medical care is available. If you are taking any medications, be certain to bring an adequate supply for the entire duration of the trip, plus a few extra days should your travel plans be delayed. If you have any medical history that could pose an issue of any sort, please let us know in advance.

Trico Tours does not carry health or medical coverage for participants (beyond vehicle insurance policies). If medical care is required during your trip and normal permission is not available from the participant, their travel companion, or emergency contact, you will be responsible for the cost of any treatment or care deemed necessary by emergency medical personnel or physician. Again, travel insurance is recommended.

Assumption of Risk, Waiver and Release from Liability

As a voluntary participant of tours arranged by Trico Tours LLC, you expressly acknowledge that you are aware that this trip or tour involves certain risks or dangers that include, but are not limited to, the hazards of traveling in foreign countries and/or remote areas, the possibility that an accident, illness or death could occur in remote places without access to immediate or timely medical treatment or facilities, the risk of diseases, injuries, political instability, forces of nature, force majeure, errors (but not willful or fraudulent conduct) on the part of Trico Tours LLC, and travel by automobile, boat, bus, horse, trails/trekking, or any other vehicle or conveyance that may not be maintained at standards common in the United States or your home country.

In consideration of, and as part of the agreement to participate, you agree to waive, release and hold harmless Trico Tours LLC, it founders, owners, tour guides, employees, agents, subcontractors, or anyone acting on their behalf in connection with such trip or tour from any and all liabilities, actions, causes of action, debts, claims, damages, costs, losses, disputes, and liens whatsoever on account of or in any way arising out of personal injury, loss of life, loss or damage to person or property, illness, and any consequences thereof, directly or indirectly, resulting from, incident to, in connection with or arising out of the trip or tour taken including, but not limited to that resulting directly or indirectly from acts of God or nature, pilferage, civil disturbances, government restrictions or regulation, discrepancies or changes to transit over which Trico Tours LLC has no control. All such losses or expenses will be born by the traveler. The terms hereof shall serve as assumption of risk, waiver, release and indemnity for heirs, executors, administrators, family members, and myself for all members of my family, including any minors accompanying you on this trip or tour.

You acknowledge you voluntarily applied to participate on the trip or tour designated by Trico Tours and have read the description of the trip, any supplements and itineraries relating to the trip, Trico Tours Terms & Conditions, together with all information contained in this document. Additional waivers may be required by local tour or activity suppliers to participate in certain activities during your trip. Furthermore, any flight details shown in your itinerary are for guidance only and Trico Tours accepts no liability for flight changes or cancellations, late check-in, missed flights, or other inconveniences over which we have no control. You understand delays in foreign countries are typical and at times arrival and departure times will change and that reasonable revisions in the itinerary may be made when necessary or when deemed advisable for the comfort and well-being of the participants.

You acknowledge that you have been advised to obtain a short-term traveler ́s protection and insurance policy covering trip cancellation, medical expenses, baggage losses, and other inconveniences, and that Trico Tours will have no liability beyond its published refund policies outlined in the Terms & Conditions.

If medical care is required for trip participants while participating on any trip or tour activity or related transportation, and if normal permission is not available in a timely manner, you provide advance authorization for appropriate medical care to be provided as deemed necessary by emergency medical personnel, a physician, or the medical facility providing treatment. Traveler understands that Trico Tours LLC provides no medical or dental insurance coverage for tour participants, and that participants are solely responsible for arranging and paying for any such costs and/or insurance coverage.

You attest that you are in good physical and mental health and are able to comfortably participate in the tour and any included activities, except as otherwise disclosed in advance. You understand this tour will possibly take you far from the nearest medical facility or pharmacy, that you am responsible for bringing your own prescription medications, and that you are financially responsible for any and all medical expenses, including but not limited to testing, medical care, medications, quarantine, medical transport or evacuation and I release, indemnify and hold harmless Trico Tours of and from any liability.

You understand the details of costs included in the trip price and agree to pay for items not specifically stated as included in the price.

You, the tour participant, have carefully read and fully understand this agreement, which contains the entire and final agreement related to the subject matter. The terms of this agreement are contractual and not mere recitals. You agree to abide by the terms set forth in this document and agree to assume responsibility for any risks related to travel on this trip.

You are aware that this is a release of liability between Trico Tours LLC and yourself as the participant and agree to release, waive and indemnify Trico Tours LLC, its representatives, and suppliers of all liability of your own free will and on behalf of your heirs and yourself. You personally assume all risk of participation, up to and including injury or death.

You acknowledge that you have read the Terms and Conditions,  understand the cancellation and refund policies, and agree to all stated conditions.

In the unlikely event a dispute arising out of, in connection with, or relating to this agreement and/or the transactions and relationships among the parties contemplated by this agreement, Trico Tours LCC  will not be held liable for any amount over the cost of the tour under any circumstances.

Any disputes shall be submitted to a neutral third party mediator in Minnesota, with both parties dividing equally the costs of such mediator. If the dispute cannot be resolved through mediation, then (a) the dispute shall be filed and resolved exclusively by binding arbitration through the American Arbitration Association in Minnesota; (b) the dispute will be governed by Minnesota law; and (c) any arbitration award shall be binding and judgment upon the arbitrator’s award may be entered or enforced in any court of competent jurisdiction. The arbitrator and not any federal, state, or local court or agency shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, conscionability, or formation of this contract, including but not limited to any claim that all or any part of this contract is void or voidable. Please understand that by agreeing to these terms and conditions, you (and we) are waiving our right to a trial by jury.