Booking Policy
1. Purpose
This Booking Policy explains how travelers may request, confirm, and manage reservations for tourism services offered by BIRD GREEN EXPEDITIONS.
The policy is intended to help travelers understand the information required, the difference between an inquiry and a confirmed reservation, the importance of ticket availability, and the responsibilities associated with booking a tour.
It must be read together with the Terms and Conditions, Advance Payment Policy, Cancellation and Refund Policy, and Personal Data Protection Policy.
2. Making a Booking Request
Travelers may request a reservation through the official communication channels provided by BIRD GREEN EXPEDITIONS, subject to availability.
To review a request, we may need the following information:
- Full name of the person making the booking.
- Number of travelers and, where necessary, the ages of minors.
- Selected tour or service.
- Preferred travel date.
- Contact details, such as an email address or telephone number.
- Nationality and identification details when required for tickets, permits, or access to an attraction.
- Any relevant mobility, accessibility, dietary, or safety requirements.
Travelers should provide accurate and complete information. If information is missing, the Company may request clarification before proceeding.
3. Quotations and Availability
A quotation provides information about the proposed service and price. It is not, by itself, a guarantee that a tour, ticket, train seat, hotel room, guide, or other service has been reserved.
Availability may change until the relevant booking steps have been completed and confirmation has been issued. For services with limited capacity, travelers are encouraged to provide the necessary information and complete required payments promptly.
If the requested service is unavailable, the Company may offer an alternative date, a different itinerary, or another available option. The traveler is free to accept or decline the proposed alternative.
4. Booking Confirmation
A booking is considered confirmed when BIRD GREEN EXPEDITIONS has communicated confirmation through the agreed channel and any stated confirmation requirements have been fulfilled.
The confirmation should identify the principal service details, which may include the tour name, date, number of participants, price, included services, exclusions, meeting arrangements, payment status, and any special conditions.
Travelers should review the confirmation immediately. Errors or discrepancies must be reported as soon as possible so that the Company can determine whether they can be corrected.
A payment receipt does not necessarily replace a booking confirmation. Travelers should keep both records.
5. Identification and Passenger Details
Certain attractions, transportation services, and permits require accurate traveler information. This may include full names, nationality, passport or identity document numbers, and other details specified by the relevant provider or authority.
Travelers must check that the information provided matches the relevant travel document. Incorrect details may prevent ticket issuance, access, or boarding, depending on the applicable provider’s rules.
Where a change to passenger information is requested, the Company will explain whether correction is possible, whether additional charges may apply, and whether the supplier allows changes. The Company cannot guarantee that a ticket or permit can be modified once issued.
Personal information will be handled in accordance with the Personal Data Protection Policy and applicable law.
6. Machu Picchu, Train Tickets, and Restricted Attractions
Visits to Machu Picchu and other regulated or capacity-limited attractions may require advance tickets, assigned entry times, specific circuits, permits, or identification documents.
A request for a Machu Picchu tour does not automatically mean that an entrance ticket, train ticket, or specific circuit has been secured. The confirmation should clarify which components have been included or purchased.
Ticket availability, access rules, visitor circuits, operating schedules, and permitted changes are determined by the relevant authorities and service providers. The Company will communicate material requirements known to it, but travelers remain responsible for following the instructions and presenting valid documents.
If a requested ticket or schedule is unavailable, the Company will explain the available alternatives before proceeding with a material change to the booking.
7. Group and Private Services
Some tours may operate in shared groups, while others may be arranged privately. The booking confirmation will specify the service format where relevant.
For shared tours, travelers may be grouped with other participants and must follow the common itinerary and schedule. Private services may offer greater flexibility, but any customized arrangements must be agreed in advance and may affect the price.
Minimum participant requirements, departure conditions, and any service-specific restrictions will be communicated before confirmation where applicable.
8. Meeting Points and Punctuality
The traveler is responsible for reviewing the meeting point, pickup time, contact instructions, and any preparation requirements provided in the booking confirmation.
Travelers should arrive on time and keep their telephone accessible when necessary for coordination. Late arrival may affect the ability to join a shared departure, enter an attraction within an assigned time, or use a transport connection.
If a traveler expects to be delayed, they should contact the Company immediately. The Company will explain whether the departure can wait or whether another arrangement is possible. Any consequences will be assessed under the confirmed service conditions and applicable law.
9. Special Requirements and Safety Information
Travelers should communicate relevant accessibility needs, mobility limitations, dietary requirements, or other information that may materially affect the delivery or safety of a service.
Some excursions involve high altitude, steep paths, uneven surfaces, cold conditions, or strenuous physical activity. The Company may request additional information where reasonably necessary to assess whether an activity is suitable.
Providing such information does not guarantee that every request can be accommodated. The Company will explain relevant limitations and, where possible, discuss reasonable alternatives.
10. Changes After Confirmation
Requests to change the date, participant names, number of travelers, itinerary, or other booking details must be submitted through an official communication channel.
Changes are subject to availability, operational feasibility, and any conditions imposed by ticketing systems or third-party providers. A change is only effective once the Company has confirmed it in writing.
The traveler will be informed of any applicable price adjustment, supplier charge, or new payment deadline before accepting the change.
11. Booking on Behalf of Others
A person making a booking for other travelers is responsible for providing accurate information and communicating the relevant booking conditions to the participants.
Where a minor or another person requires legal authorization or assistance, the person making the reservation must ensure that the necessary arrangements and documentation are in place.
12. Cancellations and Refunds
A traveler who wishes to cancel a reservation must submit a written request through the official channel used for the booking.
The cancellation date, applicable conditions, possible supplier charges, and refund eligibility will be assessed in accordance with the Cancellation and Refund Policy and applicable law.