Terms and Conditions
BOOKING AND WAIVER FORM
Payments, Postponements, Cancellations, Refunds and Amendments
Private Guided Tours and Self Drive Tours
1. Payments
1.1 A deposit of 30% of the total tour price is required and should accompany the completed booking form. The balance of the tour price is payable 45 days prior to your departure date. If the balance is not paid by such date the company reserves the right to treat the booking as cancelled. If a booking is made less than 45 days prior to the departure date, 100% of the total tour cost is payable upon booking.
1.2 All prices are quoted in Australian dollars and include local Goods and Services Tax of 10%.
2. Postponements Due to International and State Border Closures
2.1 In the case of a tour not being able to go ahead due to Australian international or state border closures we will work to postpone your tour within a 12-month period from the final day of the original tour. This only applies to activates and accommodation with a postponement policy which allows us to re book your Stay. Any additional charges will be passed onto the client.
*Terms and Conditions Apply as Below:
2.2 Any reasons for tour postponement not relating to Australian international or state border closures (including but not limited to illness, injury or personal reasons) will not be deemed legitimate reasons for free of charge postponement as above and there may be other charges involved. This policy is designed entirely based on the impact on travel that has arisen from the Covid-19 pandemic.
2.3 We must receive written intent of tour postponement via email no later than 5 working days prior to the original tour start date for international customers and no later than 48 hours prior to the original tour start date for domestic customers. Any notice not received within these timeframes will be treated as a cancellation as per the applicable timelines listed in clause 3 below.
2.4 If a postponed tour (delayed up to 12 months) cannot go ahead due to Australian international or state border closures we will carry the credit forward up to a further 12 months. There may be extra charges for a 2nd postponement but these will be discussed before a 2nd postponement is agreed upon. These potential charges will be the responsibility of the client.
2.5 If a tour has been postponed and the postponed tour cannot go ahead due to Australian international or state border closures, and a client wishes to then cancel their trip instead, The Road trip will assess each booking on a case by case basis when determining what amount of partial refund will be given. The Road Trip will endeavour to provide a refund amount that is fair and ethical for both sides but cannot guarantee a full refund as The Road Trip will need to keep a reasonable amount to cover costs.
2.6 The Road Trip will take in to consideration the timeframe before the tour start date in which the cancellation was requested after postponement had already occurred as below in 3.1.1 and 3.1.2, but the cancellation policy outlined in clause 3 is not automatically applied in terms of what partial refund the client will receive. The partial refund will be assessed on a case by case basis in these circumstances.
*Exclusions to this Postponement Policy:
(a) The Road Trip may need to charge extra where Luxury Lodge accommodation is booked and the price has increased due to the date change (as prices may vary greatly and alternatives in the same price range are not usually easy to source).
(b) The Road Trip may need to charge extra for any pre-booked domestic or international flights included in a tour that are non-refundable or non-transferrable.
(c) Only the original tour inclusions are able to be transferred free of charge. Any additions or changes to a tour will be chargeable at the applicable rate.
(d) The Road Trip will endeavour to secure the original accommodation booked, however in the case of the original property being unavailable on the new dates, we will ensure all efforts are made to source a similar alternative.
3. Cancellations, Refunds and Amendments
3.1 All cancellations must be received in writing. If you cancel your tour we will refund your payments in the following manner:
3.1.1 Where the deposit only has been paid and notification of cancellation is received:
(a) 90 Days or more prior to the tour start date – 50% of the deposit is refundable;
(b) Less than 90 days prior to the tour start date – No deposit is refundable.
3.1.2 If full payment has been made and notification of cancellation is received:
(a) 90 Days or more prior to the tour start date – Only 50% of the deposit will be lost. Any balance invoice amounts received will be refunded along with 50% of the deposit
(b) Within 46-89 days prior to the tour start date – Only the deposit will be lost. Any balance invoice amounts received will be refunded
(c) Within 45 to 8 days prior to the tour start date – 30% of the full tour price is refundable; and
(d) Within 7 days prior to the tour start date – none of the tour price is refundable.
(e) No refund is available for cancellation after the tour has commenced.
(f) Any refund in respect of any tours, accommodation, meals or any other services not utilised will be at the discretion of the suppliers concerned.
Only cancellations made by the suppliers of activities, accommodation or meals will result in a refund to the customer. If the customer chooses to cancel an activity, meal or accommodation once the tour has commenced, no refunds will apply. Refunds in the event of cancelled activities will only be issued post the tour being completed.
3.2 Suppliers may levy their own additional cancellation fees. These cancellation fees are the responsibility of the customer.
3.3 The company reserves the right for our guides to refuse to carry any customers for any reason whatsoever.
3.4 The company reserves the right to alter the tour itinerary or accommodation in the event of unforeseen circumstances (such as extreme weather and road closures) beyond its control.
3.5 The company is not liable and bears no responsibility for costs incurred for onward travel alterations, delays or any activities that have been booked to start after the termination of the tour.
3.6 Should a customer wish to amend their itinerary after confirmation an amendment fee of AUD$175 per booking will apply, in addition to any supplier amendment and/or cancellation fee. All amendments are on a request basis and are subject to availability. Suppliers may consider an amendment as a cancellation, which may incur 100% cancellation fee. Clause 3.2 above will apply.
3.7 Any person making a reservation for others shall be deemed to have accepted these Terms & Conditions on behalf of all individuals named in a reservation Included in the party and it is the responsibility of the person making the booking to bring these Terms & Conditions to the attention of the traveller(s). This relies on all individuals being named at the time of the booking.
3.8 The Company bears no responsibility for refunds with respect to events beyond its control. This includes but is not limited to; natural disasters deemed as acts of god, acts of terrorism and pandemics.
4. Waiver of Claims, Release of Liability, Assumption of Risk and Indemnity
To: The Road Trip OZ PTY and its officers, employees, agents, representatives and all other persons in any way involved or connected with the tour and their successors and assigns (“the company”)
4.1 I accept that the tour involves risks, dangers and hazards which involve the possibility of physical risks greater than those encountered in daily life. I accept that these risks, dangers and hazards involve the possibility of personal injury, emotional trauma, death, property damage and loss, which may affect my family, my friends and me. Knowing the risks, I still wish to participate in the tour and I freely accept and fully assume all such risks, dangers and hazards, however caused.
4.2 I declare that I am physically fit and have no condition or injury that could be affected by participating on the tour.
4.3 I consent to receive any medical treatment which may be deemed necessary by the company in the case of accident, injury or illness during the course of the tour and I also agree to indemnify the company in respect of such medical treatment.
4.4 In consideration of the company permitting my participation on the tour, I agree:
a) To waive any and all claims that I have or may have in the future against the company arising out of or in relation to any aspect of my participation on the tour.
b) To release, indemnify and hold harmless the company for any loss, damage, expense, mental or physical injury including death that I may suffer or that my next of kin may suffer directly or indirectly as a result of my participation on the tour, due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care on the part of the company and/or any other person associated with the company in relation to, and including the failure on the part of the company to safeguard or protect me from the risks, dangers and hazards of the tour.
c) To release, indemnify and hold harmless the company for any and all liability, damages, costs and expenses suffered by any other person as a result of my participation on the tour or my other acts or omissions.
d) To follow the company instructions and protocols at all times.
e) In the event of my death or incapacity this agreement will be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives.
f) By entering into this Agreement I am not relying on any oral or written representations or statements made by the company with respect to the safety of the tour, other than what is contained in this Agreement.
4.5 The company bears no responsibility for individual customer satisfaction.
4.6 The company bears no responsibility for the action of any hotel staff, activity provider or associated personnel.
I confirm that I have read and understood this agreement prior to signing it, and am aware that by signing this agreement I am waiving certain legal rights which I or my heirs, next of kin, executors, administrators, assigns and representatives may have against the company.
5. General Matters
5.1 A passport is required for all entering visitors, and it is recommended that it must be valid for at least 6 months after your departure date from Australia.
5.2 The company strongly recommends that you take travel cancellation and repatriation insurance as well as personal accident or medical emergency insurance.
Luxury Getaways and Mini Breaks
1. Payments
1.1. A deposit of 50% of the total package is required to start the reservation process and should accompany the booking form. The 50% balance of the package is due 30 days prior to the commencement of your stay. If the balance is not paid by such date the company reserves the right to treat the booking as cancelled. If a booking is made less than 30 days prior to the departure date, 100% of the total tour cost is payable upon booking.
2. Postponements Due to International and Regional Border Closures
2.1 In the case of a Luxury Getaway or Mini Break not being able to go ahead due to Australian international or state border closures we will postpone free of charge* within a 12 month period from the final day of the original Luxury Getaway or Mini Break.
*Terms and Conditions Apply as Below:
2.2 Any reasons for postponement not relating to Australian international or state border closures (including but not limited to illness, injury or personal reasons) will not be deemed legitimate reasons for free of charge postponement as above and there may be other charges involved. This policy is designed entirely based on the impact on travel that has arisen from the Covid-19 pandemic.
2.3 We must receive written intent of postponement via email no later than 48 hours prior to the original Luxury Getaway or Mini Break start date. Any notice not received within these timeframes will be treated as a cancellation as per the applicable timelines listed in clause 2 below.
2.4 If a postponed Luxury Getaway or Mini Break (delayed up to 12 months) cannot go ahead due to Australian international or state border closures we will carry the credit forward up to a further 12 months. There may be extra charges for a 2nd postponement but these will be discussed before a 2nd postponement is agreed upon. These potential charges will be the responsibility of the client.
2.5 If a Luxury Getaway or Mini Break has been postponed and the postponed Luxury Getaway or Mini Break cannot go ahead due to Australian international or state border closures, and a client wishes to then cancel their booking instead, The Road trip will assess each booking on a case by case basis when determining what amount of partial refund will be given. The Road Trip will endeavour to provide a refund amount that is fair and ethical for both sides but cannot guarantee a full refund as The Road Trip will need to keep a reasonable amount to cover costs.
2.6 The Road Trip will take in to consideration the timeframe before the Luxury Getaway or Mini Break start date in which the cancellation was requested after postponement had already occurred as above in 2.5, but the cancellation policy outlined in clause 3 is not automatically applied in terms of what partial refund the client will receive. The partial refund will be assessed on a case by case basis in these circumstances.
*Exclusions to this Postponement Policy:
(a) The Road Trip may need to charge extra where Luxury Lodge accommodation is booked and the price has increased due to the date change (as prices may vary greatly and alternatives in the same price range are not usually easy to source).
(b) Only the original Luxury Getaway or Mini Break inclusions are able to be transferred free of charge. Any additions or changes to a Luxury Getaway or Mini Break will be chargeable at the applicable rate.
(c) The Road Trip will endeavour to secure the original accommodation booked, however in the case of the original property being unavailable on the new dates, we will ensure all efforts are made to source a similar alternative.
3. Cancellations, Refunds and Amendments
3.1 All cancellations must be received in writing. If you cancel your Luxury Getaway or Mini Break we will refund your payments in the following manner:
3.1.1 Where any payment has been made and notification of cancellation is received:
(a) 31 days or more prior to the departure date – 50% of the deposit (25% of the total cost) is refundable;
(b) Less than 31 days prior to the departure date – none of the cost is refundable.
(c) No refund is available for cancellation after the Luxury Getaway or Mini Break has commenced.
(a) 61 days or more prior to the departure date – 50% of the deposit (25% of the total cost) is refundable;
(b) Less than 61 days prior to the departure date – none of the cost is refundable.
(c) No refund is available for cancellation after the Luxury Getaway or Mini Break has commenced.
3.4 Any refund for accommodation, meals or any other services not utilised will be at the discretion of the suppliers concerned. Only cancellations made by the suppliers of activities, accommodation or meals will result in a refund to the customer. If the customer chooses to cancel an activity, meal or accommodation once the Luxury Getaway or Mini Break has commenced, no refunds will apply. Refunds in the event of cancelled activities will only be issued post the Luxury Getaway or Mini Break being completed.
3.5 Suppliers may levy their own additional cancellation fees. These cancellation fees are the responsibility of the customer.
3.6 The company reserves the right to alter the Luxury Getaway or Mini Break itinerary or accommodation in the event of unforeseen circumstances (such as extreme weather and road closures) beyond its control.
3.7 The company is not liable and bears no responsibility for costs incurred for onward travel alterations, delays or any activities that have been booked to start after the termination of the Luxury Getaway or Mini Break.
3.8 Should a customer wish to amend their itinerary after confirmation an amendment fee of AUD$85 per booking will apply, in addition to any supplier amendment and/or cancellation fee. All amendments are on a request basis and are subject to availability. Suppliers may consider an amendment as a cancellation, which may incur 100% cancellation fee.
3.9 Any person making a reservation for others shall be deemed to have accepted these Terms & Conditions on behalf of all individuals named in a reservation included in the party and it is the responsibility of the person making the booking to bring these Terms & Conditions to the attention of the traveller(s). This relies on all individuals being named at the time of the booking.
3.10 The Company bears no responsibility for refunds with respect to events beyond its control. This includes but is not limited to; natural disasters deemed as acts of god, acts of terrorism and pandemics.
4. Waiver of Claims, Release of Liability, Assumption of Risk and Indemnity
To: The Road Trip OZ PTY and its officers, employees, agents, representatives and all other persons in any way involved or connected with the tour and their successors and assigns (“the company”)
4.1 I accept that the Luxury Getaway or Mini Break involves risks, dangers and hazards which involve the possibility of physical risks greater than those encountered in daily life. I accept that these risks, dangers and hazards involve the possibility of personal injury, emotional trauma, death, property damage and loss, which may affect my family, my friends and me. Knowing the risks, I still wish to participate in the Luxury Getaway or Mini Break and I freely accept and fully assume all such risks, dangers and hazards, however caused.
4.2 I declare that I am physically fit and have no condition or injury that could be affected by participating on the Luxury Getaway or Mini Break.
4.3 I consent to receive any medical treatment which may be deemed necessary by the company in the case of accident, injury or illness during the course of the Luxury Getaway or Mini Break and I also agree to indemnify the company in respect of such medical treatment.
4.4 In consideration of the company permitting my participation on the Luxury Getaway or Mini Break, I agree:
a) To waive any and all claims that I have or may have in the future against the company arising out of or in relation to any aspect of my participation on the Luxury Getaway or Mini Break.
b) To release, indemnify and hold harmless the company for any loss, damage, expense, mental or physical injury including death that I may suffer or that my next of kin may suffer directly or indirectly as a result of my participation on the Luxury Getaway or Mini Break, due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care on the part of the company and/or any other person associated with the company in relation to, and including the failure on the part of the company to safeguard or protect me from the risks, dangers and hazards of the Luxury Getaway or Mini Break.
c) To release, indemnify and hold harmless the company for any and all liability, damages, costs and expenses suffered by any other person as a result of my participation on the Luxury Getaway or Mini Break or my other acts or omissions.
d) To follow the company instructions and protocols at all times.
e) In the event of my death or incapacity this agreement will be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives.
f) By entering into this Agreement I am not relying on any oral or written representations or statements made by the company with respect to the safety of the Luxury Getaway or Mini Break, other than what is contained in this Agreement.
4.5 The company bears no responsibility for individual customer satisfaction.
4.6 The company bears no responsibility for the action of any hotel staff, activity provider or associated personnel.
I confirm that I have read and understood this agreement prior to signing it, and am aware that by signing this agreement I am waiving certain legal rights which I or my heirs, next of kin, executors, administrators, assigns and representatives may have against the company.
5. General Matters
5.1 A passport is required for all entering visitors, and it is recommended that it must be valid for at least 6 months after your departure date from Australia.
5.2 The company strongly recommends that you take travel cancellation and repatriation insurance as well as personal accident or medical emergency insurance.
Contact Info
Free Phone: 1800 865 320 (within Aus)
Phone: +64 3 668 1234 (inside and outside Aus – all enquiries)Email: [email protected]
Level 9, 440 Collins St,
Melbourne VIC 3000