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The following booking conditions form the basis of the organisation’s contract with Camps International (Australia) Pty. Ltd (“We”, “us” and “our”). Please read them carefully as they set out your respective rights and obligations. By asking us to accept the organisation’s request and make a booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
In these booking conditions “participant” means a participant in an expedition (or their parent or guardian if they are under 18 when the booking is made). “Organisation” means the school, college, university, youth group or other organisation who makes the booking on the participant’s behalf and with whom we contract with for the provision of the expedition. References to “party”, “group” and “participants” means all persons (or any of them) named on the booking (including anyone who is added or substituted at a later date). The “group organiser” or “organiser” means the first named adult taking part in the expedition on behalf of the organisation. References to “you” and “your” means the organisation and or group organiser and/or the participants and/or parent or guardian as the particular context requires.
These booking conditions only apply to arrangements which the organisation book with us in Australia and which we agree to make, provide or perform (as applicable) as part of our contract with the organisation. All references in these booking conditions to “expedition”, “booking”, “contract”, “package”, “tour” or “arrangements” mean such expedition arrangements unless otherwise stated.
To make a booking the organisation must complete our Expedition Agreement Form. This must be signed by the group organiser. The group organiser must be authorised to make and amend the booking on the basis of these booking conditions by the organisation and all participants taking part in the expedition. Each participant must also complete our Application Form. By signing the Expedition Agreement Form, the group organiser confirms that he/she is so authorised. The group organiser must be at least 18 years old when the booking is made. Each participant is responsible for making all payments due to us, unless the organisation is making payments for the group directly to us, in which case, the organisation is responsible for payment.
The completed signed Expedition Agreement Form and the participants’ Application Forms must then be sent to us together with the payments referred to in clause 2 below.
Subject to the availability of your chosen arrangements, we will confirm your expedition by issuing an Expedition Confirmation invoice. This Expedition Confirmation invoice will be sent to the group organiser. Please check this Expedition Confirmation invoice carefully as soon as it is received. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within ten days of our sending it out (five days for tickets). We will use all reasonable endeavours to rectify any mistake notified to us outside these time limits but the organisation or participants (if paying us directly) must meet any costs involved in doing so if it relates to an error by the participant or organisation.
We will communicate with the organisation and participants by e-mail in relation to the booking. The organisation and participants must accordingly check e-mails on a regular basis. We may also make contact by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
If the organisation or participants wish to, you may contact us by e-mail for any of the reasons mentioned in these booking conditions (for example, to request an amendment) providing you do so to email@example.com
In order to confirm the chosen expedition the organisation or participant (if they are paying us directly) must pay a deposit at the time of booking. The amount of the deposit will be set out in the Expedition Agreement Form and Application Form.
All further payments must be received by us in accordance with the payment timetable set out in the Expedition Agreement Form. These dates will be shown on the confirmation invoice.
If we do not receive all payments due (including any surcharge where applicable) in full and on time, we will attempt to make contact with the organisation or participants by telephone, post or email to determine whether you are still wishing to participate, or if you are seeking to cancel the booking. If following such communication we have still not received payment, we will cancel the booking. In this case, we will be entitled to keep all payments paid at that date. If we do not cancel immediately because imminent payment has been promised, the cancellation charges shown in clause 8 will apply depending on the date we reasonably treat the booking as cancelled.
A binding contract comes into existence between us and the organisation when we despatch our Expedition Confirmation invoice to the group organiser. We both agree that the law of the State of Victoria, Australia (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us except as set out below. We both also agree that any claim must be dealt with by the Courts of Victoria, Australia.
Please note, changes and errors occasionally occur. The organisation and participants must check the price of the chosen expedition at the time of booking.
We reserve the right to make changes to and correct errors in advertised prices at any time before the expedition is confirmed. We will advise the organisation and participants of any error of which we are aware and of the then applicable price at the time of booking.
Once the price of the organisation’s chosen expedition has been confirmed at the time of booking, then subject to the correction of errors, we will only increase or decrease the price in the following way. Price increases or decreases after booking will be passed on by way of a surcharge or refund. A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause, in the event of any change in our transportation costs or in dues, taxes or fees payable for services such as landing taxes or embarkation or disembarkation fees at ports or airports or alterations of relevant currency exchange rates.
Even in the above cases, only if the amount of any increase in our costs exceeds 2% of the total cost of the expedition (excluding insurance premiums and any amendment charges) will we levy a surcharge. We will only levy a surcharge in respect of the amount by which any increase in our costs exceeds 2% of this total expedition cost. If any surcharge is greater than 10% of the cost of the expedition (excluding insurance premiums and any amendment charges), the organisation or participants (if paying us directly) will be entitled to cancel the booking and receive a full refund of all monies paid to us (except for any amendment charges) or alternatively purchase another expedition from us as referred to in clause 10 “Changes and Cancellations by us”.
The organisation has 14 days from the issue date printed on the surcharge invoice to tell us if you want to choose option (b) or (c) as set out in clause 10 below. If the organisation does not tell us that they wish to choose either of these options within this period of time, we are entitled to assume that you do not wish to do so and will pay the surcharge. Any surcharge must be paid with the balance of the cost of the expedition or within 14 days of the issue date printed on the surcharge invoice, whichever is the later.
Please note that arrangements are not always purchased in local currency and some apparent changes have no impact on the price of the expedition due to contractual and other protection in place.
A refund will only be payable if the decrease in our costs exceeds 2% of the total cost of the expedition as set out above. Where a refund is due, we will pay the organisation or participants (if paying us directly) the full amount of the decrease in our costs.
We promise not to levy a surcharge within 7 days of departure. No refund will be payable during this period either.
If any participants have any special request, we must be advised at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on the confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. For the protection of the organisation and participant, confirmation in writing should be obtained that a special request will be complied with (where it is possible to give this) where it is important to either party.
We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
Expeditions can be physically strenuous; we can make suggestions as to how the participants may train prior to the expedition so as to gain maximum enjoyment from it but it is the group organiser’s responsibility to ensure that each participant is in good health and is fit enough to take part in your planned activities. Each participant is responsible to avoid any activity or environment which is likely to adversely affect their health or well-being.
If any member of your party has any medical condition or disability which may affect your expedition or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, the organisation and participant must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. Both the organisation and participant must also promptly advise us if any medical condition or disability which may affect your expedition develops after the booking has been confirmed. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking or the condition / disability develops after booking, cancel in line with cancellation charges due when we become aware of these details. We may also ask you to provide us with a doctor’s certificate indicating a participant’s fitness to take part in the expedition.
For members of your party who may have a medical condition or disability requiring active treatment, please be aware of the following:
(a) the participant is responsible for understanding their medical condition or disability and carrying and self-administering any necessary personal medication;
(b) each participant must provide details of any medication carried to us at the time of booking or as soon as practicable if personal medication use commences or changes; or
(c) If any participant requires an Epinephrine auto-injector or other medication upon which they know before travelling that their life may depend (eg. Ventolin for an asthmatic), then that participant must carry no less than three (3) auto-injectors (or other relevant personal medication devices) or as recommended in writing by their doctor.
Each expedition will have at least one expedition leader who is first aid trained, however participants are expected to carry and self-administer any necessary medication or first aid items. In agreeing to these booking conditions, the organisation and participants consent to the expedition leader (or other first aid trained individual employed by us or accompanying supervisory adult):
(a) administering and procuring such medical attention as deemed reasonably necessary, including:
iii. dispensing prescription drugs in the event that they cannot contact, or it is impractical to contact, our emergency assistance provider, medical advisors or a local medical practitioner.
(b) consenting to the participant receiving medical or surgical attention as deemed necessary by our emergency assistance provider, medical advisors or a local medical practitioner; and
(c) obtaining or procuring any ambulances or other rescue transport, as deemed necessary, and agreeing on behalf of the participant that the participant (or parent/ Guardian) will accept full financial responsibility for all medical and related expenses including transportation to the extent that it exceeds the level of insurance cover in respect of the participant for the expedition.
Should the organisation or participants wish to make any changes to the confirmed expedition, we must be notified in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests. Where we can, an amendment fee of $75.00 per person will be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. A change of expedition dates will normally be treated as a cancellation of the original booking and rebooking in which case cancellation charges will apply. Changes may result in the recalculation of the expedition price where, for example, the basis on which the price of the original expedition was calculated has changed.
If any member of your party is prevented from travelling, the person(s) concerned may transfer their place to someone else (introduced by the organisation or cancelling participant) providing we are notified prior to the date due for the final payment and that replacement person(s) have completed our Application Form and their application has been accepted by us. Where a transfer to a person of the organisation and cancelling participants choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of $75.00 must be paid before the transfer can be effected. Any overdue balance payment must also be received. For flight inclusive bookings, the cancelling participant must pay the charges levied by the airline concerned. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight.
Some of the travel arrangements shown on our website can only be operated if there is sufficient demand for the same and a sufficient number of people book these travel packages. If there is insufficient demand on subsequent confirmed bookings, we have the right to cancel the travel arrangements in question. If we have to do so, we will notify the organisation as soon as possible. In this situation, the organisation will then have the choice of accepting an alternative travel arrangement of equivalent or closely similar standard. The cost of any alternative tour offer will be our selling price at the time of change.
Should the organisation or any member of your party need to cancel their expedition once it has been confirmed, the group organiser must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. As we incur costs from the time that we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums and amendment charges. Insurance premiums and amendment charges are not refundable in the event of cancellation. The participant is responsible for payment of any cancellation charges, unless the organisation is making payments directly to us, in which case, they are responsible for the payment of any cancellation charges.
If your payment schedule is broken down into 4 instalments, as detailed on your Expedition Agreement Form and confirmation invoice, the following cancellation charges apply;
Time cancellation is received by us – Cancellation charge per person cancelling (Percentages are of the total expedition cost)
Prior to the date for the second payment – 10%
On or after the date of the second payment – 30%
On or after the date for third payment – 50%
Within 60 days of departure – 100%
If your payment schedule is broken down into 3 instalments, as detailed on your Expedition Agreement Form and confirmation invoice, the following cancellation charges apply;
On or after the date of the second payment – 50%
Within 60 days of departure -100%
These charges are in line with the costs incurred in advance of the expedition due to the nature of the way that Camps International Group operates.
Depending on the reason for cancellation, the organisation or participants may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.
Where any cancellation reduces the number of participants below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.
See clause 6 “Changes to confirmed arrangements” if any member(s) of your party are prevented from travelling.
Please note, if the organisation or any individual participant chooses to leave the expedition early neither party will be entitled to any refund of any unused elements of the arrangements and we shall have no further liability towards either party.
We consider adequate travel insurance to be essential. Details of the policy we offer are shown on the Traveller and School Gateways. Where travel insurance is not included in your package or any participants need to source additional cover, the organisation or participant must give details in writing of the alternative policy(s) (insurer and policy number). Participants are strongly advised to carefully review their travel insurance, and to ensure that they have in place all necessary travel insurance.
Please read the policy details carefully. The participants should take them with them on their expedition. It is each participant’s responsibility to ensure that the insurance cover is adequate for their particular needs, and to source additional cover if required. We do not check alternative insurance policies. We reserve the right to refuse travel to anyone who does not obtain adequate cover. In such circumstances we will treat you as having cancelled your expedition and the cancellation charges set out in clause 8 above will apply.
We start planning the expeditions we offer many months in advance. Occasionally, we have to make changes to and correct errors in our literature and other details both before and after bookings have been confirmed and cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations, we must reserve the right to do so. However, we promise we will only cancel your confirmed booking after you have made full payment where we are forced to do so as a result of circumstances outside our control “force majeure” as defined in clause 11 below.
Most changes are minor. Occasionally, we have to make a “significant change”. A significant change is a change made before departure which, taking account of the information you give us at the time of booking and which we can reasonably be expected to know as a tour operator, we can reasonably expect to have a major effect on your expedition.
If we have to make a significant change or cancel, we will tell the organisation as soon as possible. If there is time to do so before departure, we will offer you the choice of the following options:
(a) (for significant changes) accepting the changed arrangements or;
(b) purchasing an expedition from us, of a similar standard to that originally booked if available. If the expedition offered is of equivalent or higher standard the organisation will not be asked to pay any more than the price of the original expedition. If this expedition is in fact cheaper than the original one, we will refund the price difference. If the organisation does not wish to accept the expedition we specifically offer, you may choose any of our other available expeditions. The organisation or participants must pay the applicable price of any such expedition. This will mean the organisation or participants the paying more if it is more expensive or receiving a refund if it is cheaper or;
(c) cancelling or accepting the cancellation in which case the organisation or participants (if paying us directly) will receive a full and quick refund of all monies you have paid to us.
Please note, the above options are not available where any change made is a minor one. A change of flight time of less than 48 hours, airline, type of aircraft (if advised) or destination airport will all be treated as minor changes.
Because of the nature of our expeditions and where they are located, the organisation and each participant also agree when booking to accept one of our reserve expeditions should we be unable to provide your expedition in the original planned location.
Our reserve expeditions will be of an equivalent nature and standard to the expedition you originally booked. Therefore, a change of location from that which you originally booked to one of our reserve locations will not constitute a significant change entitling you to exercise one of the above listed options. The use of a reserve location is an agreed alternative, the use of which does not constitute an alteration to the contractual terms of the expedition.
A current list of all our reserve locations can be found here: https://www.campsinternational.com/about-camps/#our-locations
If we have to make a significant change or cancel we will as a minimum, where compensation is appropriate, pay the organisation or participants the compensation payments set out in the table below depending on the circumstances and when the significant change or cancellation is notified to the organisation subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where (1) we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or (2) we have to cancel because the minimum number of bookings necessary for us to operate your expedition has not been reached. No compensation will be payable and the above options will not be available if we cancel as a result of the organisations or participants failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or where a change is a minor one.
Period before departure if a significant change or cancellation is notified to you and compensation per person if cancellation is made is as follows;
Compensation per person
Prior to the date for the second payment – 0
On or after the date for second payment – 0
Within 60 days of departure – $50
Please also see clause 20 “Delay”.
Very rarely, we may be forced by “force majeure” (see clause 11) to change or terminate your expedition after departure but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay any compensation or meet any costs or expenses the organisation or participants incur as a result.
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with the organisation is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of “force majeure”. In these booking conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
(1) We promise to make sure that the expedition arrangements we have agreed to make, perform or provide as applicable as part of our contract with the organisation are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, a participant suffers death or personal injury or the contracted expedition arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, the contracted expedition arrangements.
Please note, it is the organisation’s or participant’s responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
(2) To the extent permitted by law, we will not be responsible for any injury, illness, death, loss (including loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
– the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party, including any inaccuracy or omission in the information provided by the person affected or the organisation; or
– the act(s) and/or omission(s) of a third party not connected with the provision of the expedition and which were unforeseeable or unavoidable; or
– ‘force majeure’ as defined in clause 11 above; or
– the removal of any participant from the program in accordance with these booking conditions.
(3) Please note, we cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised by us and we have not agreed to arrange them as part of our contract and any excursion the organisation or participants purchase in resort. Please also see clause 16 “Excursions, activities and general area information” and clause 17 “Flights– where applicable”. In addition, regardless of any wording used by us on our website, in any advertising material or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to organisation or participants to the extent permitted by law.
(4) The promises we make to the organisation and participants about the services we have agreed to provide or arrange as part of our contract – and the laws and regulations of the country in which your claim or complaint occurred – will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and regulations of Australia which would have applied had those services been provided in Australia. The exception to this is where the claim or complaint concerns the absence of a safety feature which might lead a reasonable participant to refuse to take the expedition in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 12(1). We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.
(5) Where we are found liable for loss of and/or damage to any luggage or personal possessions (including money), the maximum amount we will have to pay is $300 per person affected unless a lower limitation applies to your claim under this clause or clause 12(6) below. Each participant must ensure they have appropriate travel insurance to protect their personal belongings.
To the extent permitted by law, for all other claims which do not involve death or personal injury, if we are found liable to the organisation or participant on any basis the maximum amount we will have to pay you is twice the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under clause 12 (6) below.
(6) Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any air, sea or rail carrier to which any international convention or the Civil Aviation (Carriers’ Liability) Act 1959 applies, our liability (including the maximum amount of compensation we will have to pay, the types of claim and the circumstances in which compensation will be payable) will be limited as if we were the carrier in question as referred to below. The most we will have to pay the organisation or participant for that claim or that part of a claim if we are found liable to you on any basis is the most the carrier concerned would have to pay under the international convention or regulation which applies to the travel arrangements in question. Where a carrier would not be obliged to make any payment to the organisation or participant under the applicable international convention or regulation in respect of a claim or part of a claim, we similarly are not obliged to make a payment to you for that claim or part of the claim. When making any payment, we are entitled to deduct any money which the organisation or participants have received or are entitled to receive from the carrier for the complaint or claim in question.
(7) Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description (1) which on the basis of the information given to us by the organisation or participants concerning your booking prior to our accepting it, we could not have foreseen a participant would suffer or incur if we breached our contract with the organisation or (2) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally, we cannot accept liability for any consequential or indirect loss or damage, loss of income or loss of business losses (including without limitation, self-employed loss of earnings).
In the unlikely event that the organisation or participants have any reason to complain or experience any problems with your expedition whilst away, the organisation must immediately inform our local representative or agent (if we have one) and the supplier of the service(s) in question. Any verbal notification must be put in writing and given to our representative / agent and the supplier as soon as possible. If we do not have a local representative or agent or they cannot be contacted and any complaint or problem is not resolved to the organisation’s satisfaction by the supplier, the organiser must contact us in Australia using the contact details we have provided you with during your expedition, giving us full details and a contact number. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, the organisation must write to us within 28 days of your return to Australia giving your booking reference and full details of your complaint. Only the group organiser should write to us. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.
When an organisation books with us, they accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, the organisation must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. The organisation and participants will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. All participants should ensure they have appropriate travel insurance to protect you if this situation arises.
We expect all participants to comply with the Expedition Team Members’ Code of Conduct (“Code of Conduct”) and to have consideration for other people. If a participant is in breach of the Code of Conduct or, in the reasonable opinion of any other person in authority, any member of your party behaves in such a way as to cause or be likely to cause danger to themselves or danger, material upset or distress to any third party or material damage to property, we are entitled, without prior notice, to terminate the expedition of the person(s) concerned (notwithstanding the yellow/red card system outlined in the Code of Conduct). In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. Where any such participant is under the age of 18 this means that their parent or guardian will be responsible for collecting them and/or arranging for their unaccompanied return. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. In such circumstances, we will always make such decisions in close consultation with the organisation and will use such endeavours to assist in all repatriation arrangements.
Some of the services which make up the expedition are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to the organisation and participants, usually in accordance with applicable international conventions (see clause 12(6)).
We may provide the organisation with information (before departure and/or when on an expedition) about activities and excursions which are available in the area being visited. We have no involvement in any such activities or excursions which are neither run, supervised, controlled nor endorsed in any way by us. They are provided by local operators or other third parties who are entirely independent of us. They do not form any part of the organisation’s contract with us even where we suggest particular operators/other third parties and/or assist the organisation or participants in booking such activities or excursions in any way. We cannot accept any liability on any basis in relation to such activities or excursions and the acceptance of liability contained in clause 12(1) of our booking conditions will not apply to them. We do not however exclude liability for the negligence of ourselves or our employees resulting in your death or personal injury.
We cannot guarantee accuracy at all times of information given in relation to such activities or excursions or about the area being visited generally or that any particular excursion or activity which does not form part of our contract will take place as these services are not under our control. If the organisation feel that any of the activities or excursions referred to in our brochure, on our website and in our other advertising material which are not part of our contract are vital to the enjoyment of your expedition, write to us immediately and we will tell you the latest known situation. If we become aware of any material alterations to area information and/or such outside activities or excursions which can reasonably be expected to affect your decision to book an expedition with us, we will pass on this information at the time of booking.
It is the participant’s responsibility to ensure that they have the necessary, up to date documents (including passports and visas) to take part in an expedition. Whilst the passport and visa requirements applicable at the time of printing for Australian citizens for the expeditions we offer are shown for your information on the Travellers Gateway, participants should independently verify this information in good time before departure. If any member of your party is 16 or over and does not possess a passport, they should apply for one at least 8 weeks before the expedition. If any member of your party is not a citizen or holds a non-Australian passport, they must check passport and visa requirements with the relevant embassy or consulate of the country(ies) to or through which they are intending to travel.
It is the participants responsibility to ensure they are aware of all compulsory and recommended vaccinations and health precautions in good time before departure. Details of any compulsory health requirements applicable to Australian citizens for the expedition are shown for your information on the Travellers Gateway but should be independently verified for currency. Details are available from your doctor’s surgery and from online sources including the Department of Foreign Affairs and Trade (http//:smartraveller.gov.au/guide/all-travellers/health and www.traveldoctor.com.au). Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with a doctor or clinic not less than six weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information. Please note failure to have the vaccinations as advised by the government could invalidate any travel insurance included in the expedition.
It is the group organiser’s responsibility to ensure that all members of the party are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by the participants. We regret we cannot accept any liability if any participant is refused entry onto any transport or into any country due to failure on their part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by us, the participant will be responsible for reimbursing us accordingly.
We will request up to date, accurate and complete passport details in order to submit the information to airlines for ticketing purposes. We are not responsible for errors that occur where this information is not provided to us, not provided within the specified time frame or provided inaccurately. In this instance, we reserve the right to pass any associated airline costs to the participant.
The Department of Foreign Affairs and Trade publishes regularly updated travel information on its website (http//:smarttraveller.gov.au/countries) which the organisation and participants are recommended to consult before booking and in good time before departure. It is the group organiser’s responsibility to ensure that all members of the party comply with the law of the countries in which the expedition takes place (including immigration, currency exchange and customs). We regret we cannot accept any liability for costs, expenses or financial penalties for any failure to comply with the local law and the participant will be responsible for reimbursing us accordingly.
Unless otherwise indicated on the Expedition Confirmation invoice, international flights are not included in the price of your expedition.
We are not a carrier nor do we own aircraft. Where flights are included in your expedition, your booking is with the flight provider and will be subject to the terms and conditions and exclusions or limitations of liability imposed by that flight provider and any relevant international conventions. We will use all reasonable endeavours to assist the organisation with the process of booking and confirming the relevant flights but will not accept any liability for loss or damage suffered whilst en route to the expedition commencement point or as a result of the acts or omissions of the flight provider, its agents or any third party supplier involved.
We are not always in a position at the time of booking to confirm the flight timings which will be used in connection with your flight. The flight timings shown in our brochure, on our website and/or detailed on your confirmation invoice are for guidance only and are subject to alteration and confirmation. Flight timings are outside our control. They are set by airlines and are subject to various factors including air traffic control restrictions, weather conditions, potential technical problems and the ability of passengers to check in on time.
Specific instructions relating to departure and travel arrangements will be sent with your air or other travel tickets approximately 2 weeks before departure. The organisation and participants must accordingly check the tickets very carefully immediately on receipt to ensure they have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact the organisation as soon as possible if this occurs.
Any change in the identity of the carrier, flight timings, and/or aircraft type (if advised) will not entitle the organisation or participants to cancel or change to other arrangements without paying our normal charges except where specified in these conditions.
In the event of any flight delay or cancellation at your Australian or overseas point of departure, we regret we cannot provide any assistance in such circumstances other than information and advice to the extent we are in a position to do so.
We cannot accept liability for any delay which is due to any of the reasons set out in clause 12(2) of these booking conditions (which includes the behaviour of any passenger(s) on the flight who, for example, fails to check in or board on time).
If your flight is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline, depending on the circumstances, the airline may (but is not legally required to) pay the participant compensation, refund the cost of your flight and/or provide you with accommodation and/or refreshments. Other than insurance payments, any sums the participant receive from the airline concerned represents the full amount of your entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding. This includes any disappointment, distress, inconvenience or effect on any other arrangements. Those arrangements have been made in conjunction with your flight. We have no liability to make any payment to the organisation or participants in respect of any flight cancellation or delay, downgrading of any flight ticket or denial of any boarding.
If such flight cancellation or delay results in any participant missing the start of your expedition, then it is the participants responsibility to re-join the expedition at their cost as soon as it is possible to do so. We regret you will not be entitled to any refund for the portions of the expedition the participant misses.
The information contained in our brochure, on our website and in our other advertising material is believed correct to the best of our knowledge at the time of printing or publication. However, errors may occasionally occur and information may subsequently change. The group organiser and participants must therefore ensure they check all details of the chosen expedition (including the price) with us at the time of booking.
Please note, it is the requirements and standards of the country in which any services which make up your expedition are provided which apply to those services and not those of Australia. As a general rule, these requirements and standards will not be the same as Australia and will often be lower.
We will, however, use all reasonable endeavour to ensure these in-country services meet international and Australian safety standards, and where not wholly possible, our service guidelines outline our minimum expectations and requirements for specific activities. As a general rule we will use only internationally recognised and certified organisations.
If any clause of these booking conditions is or becomes void or ineffective (in whole or in part) for whatever reason, that part must be read down or severed if necessary and the remaining clauses must apply with such modification as may be necessary to make them valid and effective.
We will take out and maintain appropriate policies of public liability and professional indemnity insurance and will provide the organisation with a copy of the certificate upon reasonable written request.
We will only collect and use your personal data for the purposes of delivering the expedition to which you have booked. We will only share personal data will relevant third parties involved in delivering the expedition, and we will only share with them the relevant information required for the delivery of that part of the expedition. For example airlines, hotels, hospitals, emergency assistant providers.
We will share participant personal data with the organisation and with the supervisory adults assigned to the team.
We use your personal data in this way to ensure we can deliver the expedition on which the organisation has booked in a safe and responsible way.
Please note: these are our standard Booking Conditions which we do occasionally update, therefore if you are already booked to travel with us and would like another copy of the Booking Conditions for your trip please call us on (+44) 1425 485390.