In these terms and conditions, “us” and “we” means Surf Getaways Pty Ltd ACN 604 196 410 and “you” and “your” means the person making the booking.
By booking with us and paying the non-refundable deposit or full payment, you acknowledge that you have read, understood and agree to be legally bound by these terms & conditions.
Reservation and deposit
To confirm your booking, a deposit of twenty per cent (20%) of the total quoted cost of the tour must be paid and received by us. Reservations will not be considered confirmed until the deposit is received.
The balance is required forty-five (45) days prior to your tour departure date.
If your booking is made within forty-five (45) days of the departure date full payment is required at the time of booking.
Confirmation and final payments
Confirmation of your booking will be made in writing. Final payment is due forty-five (45) days prior to tour departure. Failure to pay the full amount by the due date will result in the booking being released and resold. Any payment made, including the deposit, will be forfeited unless a request to transfer to another tour departing within the year, is received in writing at least 45 days prior to departure. Any date transfer is subject to availability. Changes to this policy may be made on a ‘case by case’ basis and are made at the complete discretion of Surf Getaways.
Credit card charges
Credit card payments will be subject to applicable merchant charges.
Providing your details
We will request your completed details with the balance of the tour payment. These details include a copy of your Passport ID page, that clearly shows all your relevant ID. e.g. name, nationality, passport number etc.
In addition, all our tour participants must have travel insurance. We require a copy of your travel insurance be provided along with the details of any pre-existing medical conditions which may affect your ability to travel as per the program.
Your booking cannot be confirmed without the information outlined above.
All personal information as outlined above, is used only throughout the course of you tour and is destroyed on completion of the tour. Details are secure in a computer data base and are accessed only as required to manage your inclusion in a tour.
Prior to the start of the tour you will be required to sign a Participant Agreement. A copy of this agreement will be sent to you after receipt by us of payment of your deposit.
Passport and visas
You must have a valid passport and necessary visas for the countries you will visit with us. Your passport must be valid for at least six (6) months from the final travel date of the tour. Surf Getaways is not responsible if you are refused entry into a country because you do not have a valid passport, visa, travel document or for any other reason.
Trip cancellation fees policy
Cancellation by you
Cancellations by you must be made in writing to us. The cancellation date will be effective on the date of receipt by us, and cancellation fees (applicable on a per person basis), are as follows:
Deposit payments are refundable if cancelation is received, in writing within 14 days of initial booking date, except where a booking is made within 14 days of departure. In this case full payment for the tour is required and is non refundable.
All other payments are non refundable.
All payments are transferable to another tour date, subject to availability. Requests for transferred tour dates must be applied to tours departing within 12 months of the initial booking.
Changes to this policy may be made on a ‘case by case’ basis and are made at the complete discretion of Surf Getaways.
No refund will be given for missed services including accommodation, sight-seeing or other services included in the tour itinerary or other organised travel via us which are not utilised.
No allowances or refunds will be made for lost or unused tickets or events.
Changes to cancelation policy may be made by Surf Getaways, as a result of circumstances beyond our control. You will be advised by your tour guide or in writing of any changes as soon as practical.
A change of tour date or cancellation may be recoverable through your travel insurance. No refunds apply for unused portions or services of the tour.
It is at the complete discretion of Surf Getaways if there is a change to the application of any credit (full or partial) towards another tour booked through us instead of forfeiture of any payments.
Cancellation by us
We may also cancel a tour due to political unrest, threat of terrorism, natural disasters or any other event beyond our control that may jeopardise the safety of our group. If a tour is cancelled, you may choose to reschedule to another tour. We are not responsible for any incidental expenses that may have been incurred as a result of booking connecting flights, visas, or additional travel related items.
Minimum group number
The tour may be subject to a minimum number. This number can change from time to time, depending on the destination and logistics in each destination. We will endeavour to notify you within a reasonable time frame if the minimum number for a tour to begin is not reached. If the minimum number of travellers is not reached, the tour may be cancelled with all monies paid refunded or transferred to another tour requested by you.
We may also offer the following options:
- if we re-cost the tour and you decide not to proceed, all monies will be refunded; or
- you may choose to continue with the itinerary with an increase in costs.
Should you choose to continue with the itinerary, services may also have to be modified to accommodate a smaller group.
All quoted prices are per person. Prices include single or twin occupancy accommodation (as specified), program planning, handling and operational charges, and are based on current rates of exchange, tariffs and taxes as of July 2016.
￼You are responsible for all travel costs (including flights and transfers) to arrive to the destination where the trip will commence, unless stated otherwise in your quote.
The quoted price is not valid with any other offer.
We are under no obligation to give breakdown costs involved in any itinerary.
Pricing may vary throughout the year as a result of conditions beyond our control. Pricing updates will be made via the Surf Getaways web site and directly to each customer in writing.
Changes to the itinerary
We anticipate no changes to our published trip itineraries and we will make every effort to ensure all itineraries are accurate. If we make a major change to the trip we will inform you as soon as possible prior to departure. A major change is defined as a change to at least one day of the itinerary. You may choose to accept the change with a refund of the land-only portion of the trip, or accept another trip offered.
If, for any reason, we are forced to change your booking or part of it for reasons beyond our control during the actual trip, we bear no responsibility and reserve the right to vary the itinerary and give you prompt notice of any changes.
In the event that any one change or series of changes to the trip itinerary means that all or some of the trip itinerary has become very different from that itemised prior to the changes, you have the right to withdraw from the trip. Monies already paid (except your deposit and the part of the trip already completed) will be refunded less any charges imposed by suppliers. If a substitute trip, or part of the trip is accepted in replacement of the original trip, a surcharge may apply if the substitute trip is more expensive.
If variations in the itinerary are accepted (which are permitted in these conditions) then no claim shall be made for compensation, refund or loss on that account.
We also reserve the right to change the daily itinerary on the trip due to weather conditions or circumstances beyond our control. These decisions are final and may not be disputed during or after the trip. You may not make any claim for compensation should the itinerary be changed.
Travel insurance policy
It is a condition of joining our tour that you take out full comprehensive travel insurance policy. We strongly recommend you purchase comprehensive travel insurance at the time you pay a deposit. The inclusion of the following travel insurance clauses is strongly recommended: tour delay, tour cancellation, tour interruption, baggage insurance, health, accident, and emergency evacuation insurance. We are not responsible if the travel insurance policy you take out will not cover your tour with us.
You must provide us with a copy of your insurance policy prior to your tour departure.
The trip price does not include the following items (unless noted in the itinerary): domestic or international air fares, pre or post tours, costs associated with obtaining passports, visa fees, arrival and departure taxes, tariffs, levies, personal travel insurance, medical expenses and vaccinations, domestic airline travel, room upgrades, meals outside of the trip program, beverages, hotel incidentals, excess baggage fees, luggage delivery to / from trip, local tour guides and activities during your free time.
￼It is your responsibility to ensure settlement of any charges made by a hotel (all hotels require your passport and validation of a credit card upon check in) for extra services ordered directly by you such as room service, mini bar, laundry, and communication charges such as telephone, fax, email or items of a personal nature.
Inclusions include all accommodation as noted in the itinerary, meals as specified, arrival and departure transfers (if stated), sightseeing and activities noted in the itinerary (where applicable) and services of an English speaking trip host.
Transfers between airports and hotels are not included in the cost, unless specified.
You are responsible for ensuring that your baggage complies with any weight and dimension restrictions for flights. We recommend that you check with your air carrier the number of bags permitted before you travel.
You are only allowed two (2) pieces of baggage per person on the trip. A surfboard or bodyboard is classified as one (1) piece of baggage.
Baggage and personal effects are at owner’s risk throughout the trip program.
Consular travel advisories and warnings
It is the responsibility of the participant to be informed about the most current travel advisories and warnings by referring to their countries Embassy Department travel website. You may contact us for information on Embassy location and contact details.
In the event of a travel warning against travel to the specific destination location(s) of the trip, we will also consult embassies to confirm or cancel a trip. If the trip continues and you still choose to travel, notwithstanding any travel advisory or warning, the passenger assumes all responsibilities and risks of personal injury, death or property damage. We will not be liable for any result that may arise out of the events such as those advised or warned against.
Gratuities are not included in the program price for hotel/restaurant staff, porterage and local guides/drivers. Gratuities are at your discretion. For any enquiries please discuss with your trip host.
You must be at least eighteen (18) years of age at the time of the trip to attend. If you are under this age you must notify us of the parent or guardian who is eighteen (18) years or older who will be your guardian. We have the discretion to decline your application to attend the trip if we are not satisfied that the guardian is a suitable person.
Conduct and medical advisories
To enjoy the program as intended, a reasonable level of fitness is required as there is occasionally a moderate amount of walking and physical activity. You should have the capacity to participate without any assistance.
If you have any medical, physical or other condition including disabilities that could create a risk to you or to other members of the trip, we require notice prior to booking.
￼Our groups are led by a trip host. The host reserves the right to decline your application for booking or to remove you from a trip, at your expense, if your conduct is deemed incompatible with the group or your health condition or mobility may risk and impact your safety, health or full participation or that of other trip travellers.
Should you require or request medical attention during their travel, such attention will be provided by locally available health care officials and at locally available facilities. In such events, we are not liable for any direct or indirect costs, losses or expenses incurred your for such health service costs incurred nor in the quality of medical care or medical services rendered. Should you have any questions or need any clarification about a specific program please ask for details at time of booking.
You are requested to familiarise yourself with any health requirements specific to the country being visited. It is highly recommended that you check and get advice from a medical practitioner and/or their local health authority or Consulate for the latest health requirements (i.e. precautions, vaccinations, etc.) applicable for travel to a destination.
You are expected to comply with the laws, customs, foreign exchange and drug regulations of all countries visited.
Passports and visas policy
It is your responsibility to ensure that your passport is current. All international passengers require a current passport with a minimum six (6) months’ validity after the return date of any trip and at least two blank pages for immigration and visa stamps. Visa requirements vary for different nationalities and depend on the country visited during the trip. Visa advice may be given by us with each trip in pre-participation pack.
Passport and visa requirements are your responsibility. We are not liable for any loss or expense due to your failure to have a valid passport or visa. We will advise procedures for obtaining a visa (if applicable) and provide assistance regarding an application, if requested.
For security reasons, airlines require your name exactly as it appears in your passport; it remains your responsibility to advise these details correctly. If you do not provide the correct information, you will bear all costs incurred.
We will not be responsible for any lost passport or visa and we will not hold your passport or visa during the trip.
We cannot be held responsible for any delays, damages and/or losses, including missed portions of trips, related to improper or insufficient travel documentation.
We ask you to refrain from smoking whilst in the company of other travellers, guides, drivers and your trip host. All accommodation used by us is strictly a non-smoking environment.
We operate a strict ‘No Smoking’ policy whilst using our private cars, vans and coaches.
Independent air travel arrangements
You are required to provide us with your flight schedules no later than thirty (30) days prior to trip departure.
Marketing and photography
During the course of a tour, we will be filming and photographing guests as part of the tour program. By booking on a tour you agree to be filmed and agree that all footage and images can be used for tour coaching and marketing purposes. We ensure images used will not feature any inappropriate or sensitive material.
We are acting only in the capacity of agent in all matters regarding all trips.
￼Whilst we take all reasonable care to select excellent quality service providers, these services are not provided by us but by airlines, hoteliers, transportation companies, travel agents and other service providers which are not under our control. All coupons, vouchers, receipts and tickets issued by the airlines, hoteliers and transportation companies, travel agents and other service providers are issued subject to the terms and conditions of liability contained in those documents, which may limit or exclude liability for death, personal injury, delay, and loss of or damage to baggage and are subject to the laws of the country where the services are provided.
We assume no liability for any acts or omissions of any supplier including, without limitation, those involving failure to deliver or partial or inadequate delivery of services, overbooking or downgrading of services, cancellation of trips, schedule changes, re-routings, delay, theft, damage to or loss of baggage, property damage, accidents, death, sickness or injuries to persons regardless of cause, or other unforeseen events caused in connection with those service providers, their employees, agents, servants or representatives, whether or not any trips sold, services tendered or transportation provided is arranged through us.
We do not accept any liability caused directly or indirectly by force majeure or other events beyond our control, including war or threat/acts of war, acts of government, acts of terrorism, fire, strikes or other labour activities, civil unrest, insurrection or revolt, quarantines, floods, weather conditions, natural disasters, incidents at sea, accidents or failure of mechanical equipment, mechanical or other failure of aircraft or other means of transportation, or for failure of any transportation mechanism to arrive or depart on time or other disturbances of any kind which cancel, interfere with, or add cost to the services requested.
There are certain inherent risks in travel and at times there may be inaccessibility to medical attention and difficulty in evacuation from remote locations in the case of a medical emergency. You assume all such risks with regard to these possibilities.
We are not liable for any negligent or wilful act of any such person or entity or of any third person.
Whilst on a trip there may be instances where you may wish to join the Trip Host or tour guide for activities in free time outside the trip itinerary. This may involve catching taxis or using public transport to or from shopping/dinner locations or other destinations chosen at the time. The trip host or guides will not be liable for any accident, injury, death, property damage or loss in relation to such activities. By submitting the booking form, you agree to take part in these activities at your own risk.
Should you choose to participate in activities outside our scheduled or hosted times, including but not limited to fishing, surfing, boating, bike riding or snorkelling, you do so at your own risk.
If you have any complaint about your trip before, during, or after your trip, you must make it known at the earliest opportunity to your trip host who will endeavour to resolve the issue at the time. If at the end of the trip you feel your complaint has not been properly dealt with, you must notify us in writing within thirty (30) days of the end of your trip.
The payment of deposit shall be deemed your consent to and acceptance of these terms and conditions as presented in this document.
Changes to terms & conditions
These terms and conditions may be changed by us at any time without notice. The current terms and conditions apply to all tours.