GENERAL BOOKING PROCEDURES, TERMS AND CONDITIONS (As at 21 April 2010)
B1. CHANGES TO ITINERARY
We reserve the right to alter or change any component of an itinerary if in the opinion of Group Events Pty Ltd the service provided is deemed unsuitable. This may occur due to weather conditions, sub-standard quality, operational reasons or any other reason beyond our control. Any cost incurred will always be at the expense of the Client/Group(s). Amendments to an itinerary requested by the Client/Group(s) are usually made at no charge, however, should the amendments be excessive, we reserve the right to charge a service fee in line with the costs incurred. Non group bookings or splits from groups. In all cases, GROUP EVENTS reserves the right to apply Service Fees (PER PERSON) in addition to any fees imposed by the various travel operators and service providers.
B2. DEPOSITS & TOUR COST
A minimum non refundable deposit of AUD100.00 per person will be required to secure air seats and various tour components. Group Events Pty Ltd reserve the right to retain a portion of your deposit to cover applicable administration, communication and any tour deposits which are incurred whilst making your arrangements. Our suppliers have varying refund policies and our ability to refund deposits will reflect these policies. Costs include Applicable GST, Government Levies, Fees, Taxes and Charges current at time of costing. Such costs are subject to change, with or without notice and at all times are the Client/Group(s) responsibility
B3. PAYMENTS
1) CURRENCY: All Group tour quotations are offered with discounts and concessions not always obvious but included in our calculations to provide a competitive best value price for the tour. The price quoted is for direct deposit, cash, bank cheque, cleared cheque, paid by the Client/Group(s) in the currency indicated at the base of your invoice.
2) CREDIT CARDS: MasterCard, & Visa are accepted to assist individual Client/Group(s) members with an easy and controlled payment method. In (1) above there are no built in credit card charges so that direct payment clients can have the benefit of "Best Price." With card users it is necessary for us to recover card company transaction fees. This is charged at 2% and will be varied should the card company's fees vary.
3) ALL PAYMENTS should be made payable to Group Events Pty Limited. If sending funds by direct deposit we require documentation sent to us detailing the amount sent and exchange rate at time of transaction and the invoice being paid. Our account details are on the bottom of our invoices to assist you.
4) Unless otherwise stated, FINAL PAYMENT is required no later than 65 days prior to travel. An invoice will be forwarded requesting this payment.
CANCELLATIONS (Please consider timely purchase of adequate Travel Insurance to cover many unforseen insurable events)
A. Should a tour be cancelled prior to 65 days before travel, deposits may be refunded less the amounts to cover administration, booking fees etc. This may be reduced or increased dependant on actual expenses created.
B. From 65 days prior to travel, the deposit and any non-refundable prepaid inclusions and other actual expenses created will be charged.
C. Within 30 days of travel, charges levied by airlines, hotels, transport operators plus $200 per person will be charged and the remainder refunded, less actual expenses created.
D. Within 21 days of travel, 100% of the tour price will be charged.
E. After air tickets have been issued any cancellation fees levied by the airline will be in addition to the above.
F. Once the tour has commenced, no refunds will be given, including any unused portion of the tour.
B4. AIRLINE RESPONSIBILITY
Any airline featured in Group Events Pty Ltd brochures or media are carriers with whom this company regularly deals. By permitting their names to be depicted in such publications, those carriers do not represent themselves as having any legal relationship with the Client/Group. The services of any IATA or NON-IATA airlines may be used at the discretion of Group Events Pty Ltd. Client/Group/s are warned to consider terms & conditions relating to passenger rights and customer service if choosing “low cost” over “full service” airlines.
B5. OUR RESPONSIBILITY
We always do our best to make sure your arrangements are satisfactory. The standard of accommodation and other services are based on various factors, which are generally accepted as indicative of a certain class, however, we do not guarantee the standard, class or fitness for purpose of that accommodation or service. Group Events Pty Ltd does not accept any liability of whatever nature for the acts, omissions or default, whether negligent or otherwise, of any service providers in connection with your tour pursuant to a contract between them and yourselves (which may be evidenced in writing by the issue of a ticket, voucher, coupon or the like) and over whom we have no direct or exclusive control. We do not accept liability in contract or tort (actionable wrong) for any injury, damage, loss, delay, additional expenses or inconvenience caused directly or indirectly by any events not limited to, war, civil disturbance, fire, floods, acts of God, acts of Government or any other authorities, accident to or failure of machinery or equipment or industrial action. Law of Contract: The contract is governed in all respects by the law of the State of New South Wales and any legal action arising under the contract shall be litigated only in the appropriate Court having jurisdiction in respect thereof in New South Wales or similar Tribunals in other States or Territories fixed by the place of the making of this contract.
B6. YOUR RESPONSIBILITY
In these Terms and Conditions and in related documents and invoices the words “Client” or "Group(s)" will mean the principal organiser (school, club or other body) of all persons travelling as one body including students, parents, teachers, supporters and trainers or other organisers who travel with that principal organiser.
Where any person (infant or adult) travelling with the Client/Group(s) is injured (psychologically or physically) after leaving his abode for the purpose of the subject travel and before returning to his abode is injured or killed or his property is damaged or the Client/Group(s) property is damaged or such person causes damage to a third party or a third party's property then and as to each such event the Client/Group will indemnify Group Events Pty Ltd for and against all liability to such person or any such third parties. The Client/Group(s) also releases Group Events for all liability to the Client/Group(s) for damages to such persons or third parties or their property arising from such events and agrees that Group Events Pty Ltd can plead this agreement as a complete defence to any action or cross action by the Client/Group(s) against Group Events Pty Ltd.
B7. BILLETS, HOSTING, SPORTING EXCHANGES, MUSIC EXCHANGES, EVENTS AND FAVOURS
Client/Group(s) often ask to be hosted by a school. This is not a problem in most areas except internationally renowned tourist resort towns. To be hosted, Client/Group(s) must have something to exchange, sport, music, etc. are the common ones. No exchange, no hosting is the rule. Should there be a breakdown in arrangements for hosting, causing a cost for all alternative arrangements, this will always be at the expense of the Client/Group(s), for whatever reason Arrangements with non commercial organisations are to be seen as favours which are not charged and therefore become the responsibility of the Client/Group(s). Once billets/hosts/exchanges/matches/concert venues and favours are arranged, addresses will be provided so you may work direct with the organisation to provide such favour. Good communication will save you cost and embarrassment. Group Events Pty Ltd can make most arrangements for you. Arrangements made for sporting exchanges are made on the basis of providing a contact with a like organisation, either internationally or domestically, to compete with the Client/Group(s) in your required sporting discipline/exchange. Arrangements made for music Client/Group(s) are made on the basis of providing a contact with a like organisation, either internationally or domestically, to perform with or to host the Client/Group(s) for a musical exchange. This company does not imply that it is in anyway the controller of such exchange. Its sole responsibility is to introduce you to a potential host as a favour.
B8. BEHAVIOUR OF MEMBER/S OF THE TOUR
In the event of a Client/Group or associate within the Client/Group, behaving in a manner judged by management of this company and its tourism product providers involved at the time, to be unacceptable behaviour, be it through damage, obscenity, harassment, theft, excessive noise, vulgarity, bad language and activities unacceptable and against public decency, Group Events Pty Ltd reserve the right to remove such person/persons from the tour. Should a Client/Group or individual activity be totally of unacceptable standard the company may cancel the tour No refunds will be paid and the Client/Group or associate involved will be required to make good any property damage or costs involved to rectify the situation. Travel Agents acting for the Client/Group will be equally bound by this condition.
