Frequently Asked Questions.

Deposit: A deposit of USD 1,000 per person is normally required to secure a reservation.

For certain tours, departures, extensions, or services, a higher initial deposit or one or more additional advance payments may be required where Rail South America LLC must make earlier or larger commitments to third-party suppliers. This may apply, for example, to cruise lines, luxury or chartered transportation providers, specialty rail services, hotels, lodges, permits, or other services with limited availability or non-refundable payment conditions.

Such additional payment requirements may arise after the initial booking has been confirmed and, in some cases, at relatively short notice, depending on supplier availability, booking deadlines, high-demand travel periods, or changes in supplier payment conditions. Rail South America LLC may not always be aware of these requirements at the time the original reservation is made.

Where an additional advance payment becomes necessary, Rail South America LLC will notify the traveler as soon as reasonably possible, explain the reason for the payment, advise the applicable due date, and identify any non-refundable conditions connected with the supplier commitment.

Failure to make a required additional supplier payment by the stated deadline may result in the relevant service, upgrade, extension, or reservation being released or becoming unavailable.

Final Balance: Unless otherwise advised in writing because of specific supplier requirements, the remaining balance is due 60 days before the scheduled tour departure date.

Currency: All tour prices and payments are quoted and processed in United States dollars (USD).

A reservation is considered confirmed once Rail South America LLC has received the required booking information and the applicable initial deposit.

The total tour price includes the services specifically described in the official itinerary for the booked tour. Depending on the itinerary, these may include:

• Accommodations as specified in the official tour itinerary.
• Internal regional or domestic flights, rail journeys, ground transportation, and transfers as outlined in the itinerary.
• Guided excursions, entrance fees, sightseeing, and group activities specifically included in the program.
• Group meals specifically indicated in the daily itinerary.
• The services of a Rail South America Tour Leader and local guides where specified.
• Standard gratuities for hotel and restaurant staff and baggage porters where these have been arranged as part of the group services.

Only services specifically stated as included in the official itinerary or written booking confirmation are included in the tour price.

Meals are included only where specifically indicated in the official daily itinerary.

Still or table water is generally provided with included group meals where reasonably available and where it forms part of the arranged restaurant service. The availability and type of water provided may vary according to the restaurant, destination, and local practice.

Unless specifically stated or included as part of the arranged menu, other beverages are not included in the tour price. This may include bottled or sparkling mineral water, soft drinks, juices, coffee, tea, beer, wine, spirits, and other alcoholic beverages.

At certain included meals, the arranged menu may include one or more additional beverages, such as bottled water, a soft drink, beer, or a glass of wine. Beverage arrangements vary by restaurant and destination.

The Tour Leader will advise travelers at included group meals what food and beverages are covered by the arranged meal whenever clarification is necessary.

Any beverages, additional courses, menu upgrades, or other items ordered outside the arranged group meal are the responsibility of the traveler and must be paid for directly by the traveler.

Unless specifically stated otherwise in the official itinerary or booking confirmation, the tour price does not include:

• International airfare to the tour starting point or from the tour ending point.
• Travel cancellation, interruption, medical, accident, or emergency repatriation insurance.
• Personal expenses, including laundry, room service, minibar charges, telephone calls, and personal purchases.
• Meals and snacks not specifically indicated as included in the itinerary.
• Beverages not covered under Section 3 above.
• Optional activities, independent excursions, or services not included in the official itinerary.
• Pre-tour or post-tour accommodation, excursions, transfers, or extensions unless specifically booked and confirmed through Rail South America LLC.
• Passport, visa, vaccination, entry, or other governmental fees unless expressly stated as included.

All cancellations must be submitted in writing by email to Rail South America LLC. A cancellation becomes effective on the date written notice is received.

Refunds are calculated according to the following schedule:

90 days or more before departure:
The deposit will be refunded in full, less any pre-notified non-refundable third-party commitments.

89 to 60 days before departure:
A cancellation fee of USD 500 per person will be retained, together with any pre-notified non-refundable third-party expenses. Any remaining amount paid will be refunded.

59 days or less before departure:
100% of the total tour cost is non-refundable.

Non-Refundable Third-Party Commitments

Certain services may require advance payment and may become non-refundable before the general cancellation deadlines above. Examples may include issued airline tickets, cruises, rail reservations, permits, special accommodation deposits, or other services secured specifically for the traveler.

Where such a commitment is required before it would otherwise become non-refundable under these Terms & Conditions, Rail South America LLC will notify the traveler in writing before making the non-refundable payment or issuing the relevant ticket.

Any such pre-notified non-refundable amount will be deducted from any refund otherwise due.

Itinerary Changes and Re-Routing

Travel in South America occasionally requires flexibility. Rail operations, domestic flights, roads, ferries, weather conditions, political circumstances, strikes, local operating conditions, and other factors can change with little notice.

Rail South America LLC therefore reserves the right to alter, substitute, modify, or re-route itineraries, accommodations, transportation, sightseeing activities, excursions, or other services when reasonably necessary because of:

• Weather or natural conditions.
• Safety or security concerns.
• Political or civil disturbances.
• Strikes or industrial action.
• Rail line closures or timetable changes.
• Airline schedule changes or cancellations.
• Road, ferry, or border disruptions.
• Supplier operational changes.
• Force majeure.
• Other circumstances beyond the reasonable control of Rail South America LLC.

Rail South America LLC will make every practical effort to arrange a suitable alternative service. However, depending on local conditions, availability, timing, infrastructure, or the nature of the disruption, an alternative of the same or comparable standard, category, route, or character may not always be available. 

The traveler acknowledges that reasonable itinerary adjustments and re-routing are an inherent part of travel within the destinations operated by Rail South America LLC.

No refund, partial credit, or compensation will be payable solely because of a reasonable itinerary modification, substitution, schedule change, or re-routing.

Premature Interruption by the Traveler

Once a tour has commenced, no refund will be provided for unused accommodation, transportation, excursions, meals, sightseeing, or other services resulting from:

• A traveler's voluntary departure from the tour.
• Late arrival.
• Early departure.
• Failure to participate in an included activity.
• Illness or personal circumstances.
• Missed transportation caused by the traveler.

Premature Termination by Rail South America LLC

In the rare event that Rail South America LLC must terminate a tour prematurely because of force majeure, serious safety concerns, or circumstances making continued operation impracticable, Rail South America LLC will calculate any net recoverable and unspent direct costs relating to the uncompleted portion of the tour and refund those amounts to travelers where applicable.

Rail South America LLC is not responsible for consequential or secondary expenses arising from such termination, including international airline change fees, independently booked accommodation, onward transportation, missed connections, or other arrangements made separately by the traveler.

If a traveler experiences a problem during the tour, they should inform the Rail South America Tour Leader or the relevant local guide immediately so that reasonable efforts can be made to resolve the matter while the tour is in progress.

Travelers should not wait until the end of the tour to report an issue that could reasonably have been addressed at the time.

If an issue cannot be resolved during the tour and the traveler wishes to submit a formal claim or request for reimbursement, written notice must be submitted to Rail South America LLC within 30 days following completion of the tour.

The written claim should provide reasonable details of the issue and any supporting documentation available.

Claims submitted more than 30 days after completion of the tour will not normally be eligible for review or reimbursement.

Because many tour services become committed and non-refundable before departure, Rail South America LLC strictly applies the cancellation provisions contained in these Terms & Conditions.

Travelers are strongly advised to purchase comprehensive travel cancellation and trip interruption insurance at the time of booking.

Adequate health, accident, and emergency medical repatriation insurance is mandatory for all travelers for the duration of the journey.

Travelers are responsible for ensuring that their insurance provides adequate coverage for the countries visited, activities undertaken, altitude where applicable, and their individual medical circumstances.

Rail South America LLC accepts no responsibility for medical expenses, hospitalization, emergency evacuation, repatriation costs, flight disruptions, lost or damaged personal property, or other personal losses that would ordinarily be covered by travel insurance.

If a traveler must cancel because of illness, accident, family emergency, or another insured event, Rail South America LLC will provide reasonable booking and payment documentation required to support the traveler's insurance claim.

Each traveler is solely responsible for obtaining and carrying all documentation required for the journey.

This includes, where applicable:

• A valid passport.
• Visas.
• Transit visas or permits.
• Entry or exit authorizations.
• Vaccination documentation.
• Health declarations.
• Immigration documentation.
• Any other documentation required by the countries visited or transited.

Unless a particular destination requires otherwise, travelers should ensure that their passport remains valid for at least six months beyond their scheduled return date.

Rail South America LLC may provide general guidance regarding entry requirements as a convenience, but immigration, visa, health, and entry regulations can change without notice. The traveler remains responsible for confirming and complying with the requirements applicable to their citizenship and personal circumstances.

Rail South America LLC is not responsible for expenses, delays, denied boarding, denied entry, missed services, or tour interruption resulting from inadequate or incorrect travel documentation.

Rail South America tours are active escorted journeys rather than sedentary vacations.

Depending on the itinerary, travelers may be required to:

• Walk for sightseeing and through railway stations, airports, hotels, towns, and historic areas.
• Walk on uneven, cobbled, steep, unpaved, or irregular surfaces.
• Use stairs where elevators or lifts may not be available.
• Board and disembark trains, buses, boats, ferries, vans, and other forms of transportation.
• Enter or exit vehicles that may not have level boarding.
• Carry or manage personal hand luggage for short distances.
• Participate in activities at altitude.
• Travel for extended periods by road or rail.

Travelers are responsible for assessing whether their physical condition and mobility are suitable for the itinerary before booking.

Any significant mobility limitation, medical condition, or need for assistance that may affect participation should be disclosed to Rail South America LLC before booking or as soon as it becomes known.

Rail South America LLC and its Tour Leader will make reasonable efforts to assist travelers, but the company cannot guarantee individual assistance, wheelchair accessibility, or alternative arrangements for every activity or destination.

A traveler must not require a level of personal assistance that the Tour Leader, local guides, drivers, or other group members could reasonably be expected to provide on an ongoing basis.

Rail South America LLC reserves the right to decline a booking or, where reasonably necessary for safety or group welfare, restrict a traveler's participation in a particular activity if the traveler is unable to participate safely.

Rail South America LLC also reserves the right to remove a participant from a tour if the traveler's conduct, physical condition, or behavior creates a significant safety risk, violates applicable law, or materially disrupts the safety, operation, or reasonable enjoyment of the tour by other travelers.

Any resulting additional costs will be the traveler's responsibility, and no refund will be provided for unused portions of the tour resulting from such removal.

Rail South America LLC arranges travel services supplied by independent third parties, which may include hotels, airlines, railway operators, cruise and ferry operators, transportation companies, restaurants, local tour operators, guides, and other service providers.

These suppliers are independent entities and are not employees of Rail South America LLC.

Rail South America LLC exercises reasonable care in selecting and coordinating its suppliers but does not directly control their day-to-day operations.

Accordingly, Rail South America LLC is not responsible for acts, omissions, delays, schedule changes, service disruptions, accidents, personal injury, illness, property damage, or losses caused by third-party suppliers or circumstances outside the reasonable control of Rail South America LLC, except to the extent liability cannot legally be excluded.

Rail South America LLC is also not responsible for disruptions caused by circumstances including, but not limited to:

• Severe weather.
• Natural disasters.
• Fire or flooding.
• Epidemics or public-health restrictions.
• Civil unrest.
• Political events.
• Government action.
• Border closures.
• Strikes.
• Rail interruptions.
• Airline cancellations or schedule changes.
• Road closures.
• Acts of terrorism.
• Other force-majeure events or circumstances beyond the reasonable control of Rail South America LLC.

Rail South America LLC will nevertheless make reasonable efforts to assist travelers and arrange suitable alternatives when disruptions occur during an operated tour.

Rail South America tours operate as small-group journeys, and travelers are expected to behave in a manner that respects fellow travelers, Tour Leaders, guides, suppliers, local communities, and applicable laws.

Rail South America LLC reserves the right to remove from a tour any traveler whose behavior is threatening, abusive, discriminatory, persistently disruptive, unlawful, or otherwise materially detrimental to the safety or reasonable enjoyment of the group.

Any traveler removed for such reasons will be responsible for their own onward travel and associated costs. No refund will be provided for unused tour services.

Submission of a booking form and/or payment of a deposit or any portion of the tour cost constitutes acknowledgment that the traveler has read, understood, and accepted these Terms & Conditions.

Where one person submits a payment on behalf of another traveler, each individual traveler remains subject to these Terms & Conditions.

The official itinerary, booking confirmation, invoice, and any written amendments or specific conditions issued by Rail South America LLC in relation to the booking should be read together with these Terms & Conditions.

Where a particular tour, extension, cruise, flight, permit, or other service is subject to a specific non-refundable condition or supplier requirement, Rail South America LLC will advise the traveler where applicable.

Rail South America LLC
30 N Gould ST STE R
Sheridan, WY 82801 United States