Booking Conditions

From time to time, we may introduce promotional offers on our range of products. The terms and conditions of these promotional offers may differ from those below and will be published on the accompanying promotional material with the full terms and conditions available at www.insiderjourneys.com.au

2. All pricing is reflected in Australian Dollars (AUD) unless otherwise specifically denoted and is valid at time of publication but is subject to change. ‘From’ prices represent land only and low season twin share prices (unless otherwise clearly stated). Unless otherwise stated, prices include all government levies and airport taxes as at the date of publication. Dates, itineraries and prices are indicative only. Private Travel and Asia River Cruising prices are valid for travel during low season and will vary depending on date of travel. Small Group Journey prices are valid for travel for the date ranges shown. We will use our reasonable efforts to notify you of changes in prices. The Third-Party Travel Provider may be required to impose surcharges depending on currency fluctuations, surcharges or other variables outside of its control. You acknowledge and agree that you shall be responsible for the prompt payment of all surcharges and price increases. A fee will apply for payments made by debit and credit cards. Please check this fee with us or your travel consultant when booking.

3. All discounts must be presented at the time of booking and will apply to the basic tour price. Past traveller discounts will be applied once we receive confirmation (previous booking number) that you have previously travelled on an Insider Journeys Small Group Journey. Discounts are not combinable.

4. You are required to complete a pre-tour registration form before your booking is complete. Third Party Travel Providers may refuse supply if a completed pre-tour registration form is not received. You will receive the pre-tour registration form from either us, the Supplier or your Travel Agent. This form requires you to provide your travel insurance information and no booking can be finalised without this preregistration form being completed.

5. A non-refundable deposit of AUD200 per person and passenger names as per passport are required 5 days after issuance of an invoice. Additional deposits may be required depending on the policies of the Third-Party Travel Provider. Any additional deposits will be advised at the time of booking or on the invoice. Full payment is due and payable to us 65 days prior to the scheduled date of departure from Australia and will be notified to you in your confirmation of booking.

6. We are not responsible for any changes made by a Third-Party Travel Provider to the balance due date and prices are not guaranteed until payment has been made in full and documents have been processed and issued to you. Failure to pay a deposit within 5 days from the date of confirmation or in full by the due date may result in the automatic cancellation of your booking without refund of monies paid, unless you have been unable to complete the booking and pay the balance by the due date, due to our fault.

7. Bookings made within 35 days of scheduled departure require full payment on request.

8. Payment for domestic flights and regional flights in Asia must be received within 3 days of booking to avoid automatic cancellation by the airline. All bookings are subject to availability at time of booking.

9. Groups – a non-refundable deposit of AUD500 is due within 5 days of confirmation. Final payment is due 65 days prior to departure.

10. All cancellations must be received by us in writing. No refunds will be made for unused services. Cancellations will be subject to the following cancellation fees applied per person, per confirmed booking:

• • cancellations made more than 65 days before the scheduled date for departure from Australia – the deposit
  • cancellations made between 50-65 days before the scheduled date for departure from Australia – a cancellation fee of 25%
  • cancellations made between 35-49 days before the scheduled date for departure from Australia – a cancellation fee of 50%
  • cancellations made within 35 days of the scheduled date of departure from Australia – a cancellation fee of 100%.

11. Each year we review and further develop the Travel Products offered. On occasions, we may be required to make changes to certain Travel Products, where deemed necessary by us and the ‘Departure Status Guaranteed’ may not apply to the original itinerary or departure date in those circumstances. If we make a significant change, which is not due to an event beyond our control, you will be notified as soon as reasonably possible before your departure of any significant change and you will be offered the following options:

• accept a substitute Travel Product (if available). In the event that the substitute Travel Product is of a lower price then you will receive a refund for the price difference between the original Travel Product and substitute Travel Product; or accept a refund for all monies paid to us. “Significant changes” are normally regarded as:
• a change affecting the start date of your journey; or
• a change in the arrival or departure city; or
• a change in the duration of the itinerary

If the significant change is due to force majeure or an event beyond our reasonable control, we will not be liable to offer you any compensation.

Neither Party will be liable for any failure or delay in performing an obligation under this Agreement that is due to any of the following causes, to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, outbreaks of infectious disease or any other public health crisis, civil commotion, breakdown of communication facilities, natural catastrophes, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalized lack of availability of raw materials or energy.

For the avoidance of doubt, Force Majeure shall not include;

• • financial distress nor the inability of either party to make a profit or avoid a financial loss.
  • changes in market prices or conditions, or
  • a party’s financial inability to perform its obligations hereunder.”

If travel has commenced and we cancel your trip under our Force Majeure policy, we will refund you any recoverable costs from our Third-Party providers only.

12. Due to hotel availability in some destinations the accommodation stated in the tour itinerary may change to that of a similar standard. You will be notified in writing 30 days prior to departure.

13. Once itineraries are confirmed with deposit on file and provided at the time of amendment the number of passengers on the booked tour is not full, one free amendment is allowed if made 65 days prior to scheduled date of departure. In all other cases, the following amendment fees shall apply:

• • 50-65 days prior to scheduled date of departure – AUD300 per person;
  • 50 days or less prior to scheduled date of departure – standard cancellation fees (refer to section 10) will apply and full price will apply to new travel arrangements;
  • If the traveller has utilised their free amendment and they wish to make an amendment more than 65 days prior to the scheduled date of departure and the number of passengers on the booked tour is full – AUD200 per booking.

14. We will not charge any amendment fees if:

• • you amend your booking due to a breach by us of any of our obligations to you or due to our fault; or
  • the Third-Party Travel Provider amends your booking for no fault on your part.

15. Notwithstanding clause 13, additional amendment fees may be charged by Third Party Travel Providers such as airlines, hotels or other tour operators in accordance with the terms you agree with the Third-Party Travel Providers (which are separate to our amendment fees). Many Third-Party Travel Providers deem a name change to constitute a cancellation, rather than an amendment and cancellation fees may apply in this instance in accordance with the terms you agree with the Third Party Travel Provider.

16. If the Third Party Travel Provider changes any part of your booking for reasons beyond its control, for example, if a Third Party Travel Provider changes its schedules, overbooks, or if there are any changes in applicable surcharges, fees or taxes, we will use our reasonable endeavours to notify you. If any such changes result in your Travel Product costing more or otherwise being materially different, then you may cancel the Travel Product and we will refund any monies already paid less any fees charged by us under these terms and conditions and by the Third-Party Travel Providers under the terms and conditions you agreed with them. Please check with your consultant before cancelling or amending a Travel Product in these circumstances as some Third-Party Travel Providers may charge cancellation fees up to 100% of the Travel Product’s price as per their terms and conditions.

18. Escorted Small Group Journeys have a maximum group size of 16 people in all destinations. Guaranteed departures will operate once they have two or four fully paid travellers booked. Non-guaranteed departures will operate once the required minimum number of travellers have booked. You are welcome to contact us for up-to-date passenger numbers prior to departure.

19. Individuals travelling alone will be required to purchase the single person price for the tour as displayed in the brochure and confirmed by the Insider Journeys Operations team to you or your travel agent.

20. On all overnight train trips and homestays all travellers will be in shared compartments, even if a single supplement has been paid due to cabin/room design. On overnight cruises the boats may have other passengers on board and shore excursions and other activities may include other passengers.

21. Many of our trips are designed to fit with other departures to create a longer “combination” trip; this means that some of your group may have already been travelling together for some days when you commence your trip. If you would like to know how many people are booked on your trip or any combination trip it is part of, please ask prior to making your booking.

22. Bookings are open to people 12 years of age and over. Travellers under 18 will need to either share a room with a parent or another family member or pay the single supplement. Children aged 12-17 (inclusive) must pay the adult price. Triple sharing is usually possible but must be requested at the time of booking. In cases where separate rooms are booked, we will request, but cannot guarantee, interconnecting or adjacent rooms.

23. It is not possible to guarantee triple share rooms. This is because many hotels either do not have triple-bed rooms or have fold-away beds only. Travellers can request a triple room at the time of booking; however, the booking will be confirmed as double/twin plus a fold away bed. During the journey, a triple share may be provided wherever possible, however there are no reductions in price for triple shares.

24. We may require a doctor’s certificate prior to confirmation for any traveller with a pre-existing medical condition or traveller entering their 3rd trimester of pregnancy. Please carefully consider the Trip Grading for your tour of interest and choose a Small Group Journey appropriate for your level of health and fitness. You must be able to perform the activities outlined in the ‘Statement of fitness’ section of the ‘Insider Journeys Health Form and Condition of Travel’ and disclose any pre-existing conditions that may affect the normal conduct of the tour and/or enjoyment of other tour members. Final confirmation of a booking is subject to receipt of complete and accurate information about your fitness. If you are concerned about your ability to undertake a Small Group Journey, we can arrange a tailor- made itinerary for independent travel as an alternative.

25. When on the journey, travellers must abide by and comply with the authority and reasonable directions of the Tour Leader, or where applicable the local guide. At all times, the decision of the Tour Leader will be final on matters regarding group dynamics, and individual and group safety and well-being. If a Tour Leader takes the view that you are unable to meet ‘Minimum fitness levels’ the Tour Leader may, at his/her sole reasonable discretion, prevent you from further participation in the journey. Additionally, should you fail to comply with a reasonable decision or direction of the Tour Leader, interfere with the well-being of the group, fail to respect the rights or beliefs of your fellow travellers, or commit an illegal, obscene or otherwise inappropriate act while on journey, the Tour Leader may in his/her reasonable discretion prevent your further participation in the journey. In such instances, we will use our reasonable efforts to assist with onward travel arrangements for the relevant traveller. No refund will be given for any unused portion of the journey in these circumstances.

26. It is a condition of travel that all travellers are adequately covered by travel insurance prior to departure. Insurance should cover personal accident and medical expenses, evacuation and repatriation, baggage loss, and cancellation or curtailment of holiday. Your insurance details must be supplied to us at the time of booking. If you fail to provide the requested insurance information prior to travel as well as on arrival in Asia during registration, we reserve the right, acting in our sole discretion, to cancel bookings and apply charges as per our cancellation policy. In some cases, a pre-existing medical condition may not be covered by your travel insurance company. Clients who refuse to obtain adequate travel insurance while on tour with Insider Journeys will need to sign a Waiver of Liability Regarding Travel Insurance Coverage, absolving the company from any and all liability and claims.

27. Travel documents will be issued after final payment has been received. Travel documents may include special conditions including restrictions such as baggage size and weight limits. Travel documents are not transferable. All airline tickets must be issued in the name of the passport holder and some carriers will deny carriage if the name varies and the booking may be cancelled. We have no responsibility for any loss or damage arising from the incorrect entry of a passenger’s name or as a result of the Third-Party Travel Provider’s policies. It is your responsibility to collect all travel documents prior to travel.

28. Prices displayed in this brochure or provided by us, do not include airfares from or to your departing destination, unless specified. All flight bookings are subject to the carrier’s conditions of carriage. Cancellation and refund policies associated with airfares vary according to airfare terms and conditions and the relevant airline. It is your responsibility to understand the terms and conditions that relate to your airfare and contact the relevant airline if you require further information. It is your responsibility to contact the airline prior to departure to ensure there is no change to the scheduled departure time. Please ensure all flight details are correct prior to ticketing as we cannot assume responsibility for incorrectly issued flights. We do not offer advice on Frequent Flyer eligibility on flights nor able to assist with flight check-in or seat allocations.

29. The nature of some shore excursions in Asia means that for some excursions there are no formal jetties. While staff are always on hand to assist, those with limited mobility may find these areas difficult to access. Due to the unpredictable nature of weather and its effect on river conditions and water levels, it may on occasions be necessary to complete some elements of the itinerary by land, rather than by boat, or to alter the route of the vessel including substituting some planned stops for others. Such changes can occur at any time without prior notice or warning and no refunds will be given in this instance.

30. A Third-Party Travel Provider may cancel, reschedule, or amend any itinerary in accordance with operating requirements or circumstances beyond its control. This includes alterations to cruise itineraries and schedules including change of embarkation and disembarkation points. We are not responsible for any other travel arrangement affected due to the Third-Party Travel Provider’s cancellations or amendments. Amendments beyond the Third-Party Travel Provider’s control may involve a surcharge for the additional or amended services.

31. Star ratings are our views and not official ratings.

32. You agree that we may use images of you taken during the trip and any comments made in writing by you regarding the trip, without recourse to you and without compensation to you, for publicity and promotion purposes only through whatever medium we choose.

33. We reserve the right to correct any errors in rates or content quoted or calculated for any package, with immediate effect. We will use our reasonable endeavours to notify you of such corrections.

34. You acknowledge and agree that we may disclose some or all of your personal information as outlined in our Privacy Policy. The terms of our Privacy Policy are incorporated into these terms.

35. This brochure and all matters arising out of or in connection with it and all terms are governed by the laws applicable in the State of New South Wales (Australia). By acquiring the Booking and Advisory Services from us, you consent and submit to the exclusive jurisdiction of the Courts of New South Wales.