Terms & Conditions
Plan South America is a limited company incorporated in England trading as Plan South America Ltd (company number 08488657). Our registered office is at 92-96 De Beauvoir Rd, London N1 4EN, United Kingdom. We are specialist travel organisers for holidays, honeymoons and small group tours to Latin America and Antarctica.
Atol Protection for our UK clients
Most of the air holidays and flights we offer are ATOL protected, since we hold an Air Travel Organiser’s Licence (ATOL) number 10811 granted by the Civil Aviation Authority (CAA). In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking. For further information, visit the ATOL website at www.atol.org.uk.
While many of the flights and flight-inclusive holidays on this website are financially protected by the ATOL scheme, ATOL protection does not apply to all holiday and travel services. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive an ATOL Certificate but all the parts of your trip are not listed on it, those parts will not be ATOL protected. For more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate
Your Financial Protection
We provide financial protection for our package holidays as follows:
For flight-based holidays this is through our Air Travel Organiser’s Licence number 10811. When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
Bookings are made with Plan South America Limited. After an initial conversation, a £250 per person planning fee is charged to enable availability checks and a formal proposal to be designed.
Once an itinerary is agreed, a non-refundable 30% deposit is required. This must be received within three days of booking to secure a reservation. All balances are due 60 days prior to departure. Special payment policies may apply and will be advised at time of reservation. If a booking is made 10 weeks or less before departure, full payment is due. If payment is not received by the due date, airline and all other reservations will be cancelled. Plan South America is not responsible for any penalties, fare increases or fees incurred due to late payment. Submission of payment to Plan South America signifies the acceptance of the Terms & Conditions of Sale.
Customer Identification & Proof of Citizenship
The Transportation Security Administration (TSA) requires all airline passengers traveling on and after November 1, 2010 to provide the following Secure Flight Passenger Data (SFPD) regardless of when the reservation was booked:
Full Name as it Appears on Government-Issued Passport
Date of Birth
Redress Number (If Available)
Names provided to Plan South America for customers must be an exact match to the passport that will be used during travel. The customer is responsible for all fees and expenses that may be incurred due to an incorrect name, or to the denial of travel due to an incorrect name. A name revision fee of $50 per person will be assessed by Plan South America for name corrections or revisions, in addition to other fees assessed by airlines or other suppliers. Updated information regarding security measures and requirements for air travel are available at www.tsa.gov. It is highly recommended for the customer to check this website for possible changes due to security measures and air travel for their scheduled destination(s).
It is the customer’s responsibility to verify current entry requirements and obtain the necessary travel documentation based on the country of origin, destination and any countries in which a stop is scheduled.
An entry visa may be required. It is the customer’s responsibility to verify that a passport is valid at the time of departure, remains valid for a minimum of six months beyond the return travel date, and contains sufficient BLANK pages to attach any required visas for their travel. Some countries may require that children under 18 years of age must travel with the consent of both parents. Please verify the most current documentation and entry requirements with the country’s consulate, an immigration office or at travel.state.gov. No refund will be issued for losses incurred as a result of failure to obtain or provide required valid documentation.
Notice on Aircraft Cabin Insecticide Treatment: Some countries may require aircraft cabin insecticide treatment for in-bound foreign flights. A list of such countries is available at: https://www.transportation.gov/office-policy/aviation-policy/aircraft-disinsection-requirements
Apart from the initial planning fee, all rates are quoted in U.S. Dollars unless otherwise noted. Rates are subject to change at any time, without notice. Plan South America reserves the right to make adjustments if a particular rate was incorrectly stated. Plan South America can guarantee air rates only for reservations paid in full; it is therefore recommended that full payment for air fares be made at time of booking. Airline tickets must be issued to guarantee against rate increases, fuel surcharges and to avoid cancellation of airline reservations. Government and supplier-imposed taxes and fees are subject to increase at any time and are not covered by Plan South America. Rates do not include Airline baggage or seat assignment fees or other ancillary fees, passport and visa fees, some departure taxes, gratuities, meals, beverages, insurance, telephone calls, additional bedding charges, laundry service, and other miscellaneous charges of a personal nature are not included except where specifically noted.
Airlines & Other Suppliers
Plan South America acts only as agent for the owners of accommodation, and services provided for all carriers by air or otherwise, and for road transport proprietors, and all bookings must be accepted subject to the ticket or transport conditions and regulations of the carriers or transport proprietors, and also subject to the laws of the country in which such carriage or other facility is required.
Plan South America will assess a fee for cancellations. This fee depends on the date when we receive notification of your request to cancel your reservations. Your initial deposit is non-refundable.
The following charges apply from the date before departure within which written cancellation is received by us:
- More than 90 days – Cost of deposit and all flights
- 89 to 59 days – 50% of invoice total
- 60 to 31 days – 90% of invoice total
- 30 – 0 days – 100% of invoice total
The deposit amount is subject to change during peak season travel dates.
Pre-Departure Changes by Plan South America
It is occasionally necessary for us to make changes to tour arrangements. Most of these are minor changes and where we know in advance, we will notify you as soon as possible. Minor changes include change of airline or type of aircraft, flight timings of 12 hours or less and a change to accommodation of a similar standard.
It may be necessary to make a major change to your travel arrangements such as offering hotels of a lower standard or a change of destination. In this case, we will do our best to offer you a suitable alternative, with a price refund if appropriate or allow you to change to an alternative vacation. Some tours may require a minimum number of participants and if that number is not reached, the tour may have to be cancelled or amended. If you are not happy with the alternative offered, we will gladly offer a full refund.
Changes After Departure
No refunds will be granted on unused services once travel has commenced. Plan South America will assess a $100 per person fee for changes made after commencement of travel. Changes in return transportation to the extent permitted by carrier(s)’ tariff may be made only through Plan South America representatives. Changes in travel arrangements that result in additional monies owed due to price differences, fuel surcharges, ticket re-issuance fees, etc. are due and payable directly to Plan South America at time of change.
We will always endeavour to resolve any complaints on the spot, however if the matter cannot be resolved you must write to Harry Hastings, Managing Director, within 14 days of the end of the holiday. Furthermore, any complaint whilst on holiday must be voiced to the person in charge of providing the service, and to any local representative of Plan South America.
Plan South America acts as an agent for suppliers of air, road and sea transportation, and of accommodation and service provided. Bookings are accepted subject to the conditions of these suppliers, and subject to the laws of the country in which these various suppliers operate such facilities.
Plan South America shall not be liable for any aspect of the arrangements made, and in particular for illness, injury, accident, death, damage, delay, theft, additional expense, or loss of whatsoever kind you may suffer due to circumstances beyond our control.
We do not exclude or limit liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers and subcontractors, servants or agents of the same whilst acting in the course or their employment (other than air and sea carriers performing any domestic internal or international carriage of whatsoever kind) in respect of death, bodily injury or illness.
It is imperative that you take out adequate travel insurance prior to departure. Particular care should be taken to ensure that you have adequate cover, in particular for cancellation and emergency repatriation in the event of medical problems.
Limitation of Liability
By making a reservation, the customer acknowledges that in all events Plan South America shall not be liable for any incidental or consequential damages and that the sole extent of Plan South America liability, if any, shall never exceed the amount actually paid by customer to Plan South America.
These Terms and Conditions of Sale are subject to change at any time at Plan South America sole discretion without notice. Any dispute arising out of any vacations offered shall be subject to the exclusive jurisdiction of the English courts.