Terms and Conditions

TERMS & CONDITIONS
Educational School Tours

1. YOUR TRAVEL CONTRACT

When you make a booking, you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist from the signing of our confirmation and contract letter. This signed letter is acknowledgement of the commitment by you (the Tour Leader) to provide the number of passengers travelling and the 1st payment (no-refundable deposit) is to be made 21 days after the information night. This contract is made on the terms of these booking conditions which are governed by Australian Law and any dispute will be dealt with by the Australian Courts. It is your responsibility to check that the information and booking details, as stated are correct. Should there be any corrections, please notify us within 7 days of receipt of your invoice when no charge will be made for these changes. However, if we are advised of any changes after 7 days, an administration fee of $55 per change will apply. If you had not seen these terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them, please return all documentation to us within 7 days of receiving these booking conditions. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. (This clause does not apply If your booking was made within 10 weeks of travel).

2. PAYING FOR YOUR TRAVEL

TravelEd Pty Ltd. operates a simple 4 step payment process that all clients must adhere to. Individual plans will be developed according to each specific tour.

PAYMENT PLAN

• Any tour booked within 12 months of departure will need to pay the 2nd and 3rd payment together at time of 2nd payment.
• Final balance payment is non-refundable.
• Any late payments will incur a fee of $20 per paying passenger. We are also unable to proceed with finalising the itinerary and tour components until full payment has been made.
• Prices shown are in Australian dollars and are on a ‘per person’ basis.
• All prices Include GST if any.
• Prices shown are for payment via bank transfer only.

3. PRICES

All prices are quoted in Australian dollars and are subject to change. TravelEd reserves the right to amend the price; to reflect current costs, availability, currency fluctuation and passenger numbers. Airfares are not released until 11 months prior to departure. TravelEd do our utmost to ensure fares remain similar to quoted fare. TravelEd reserves the right to change fares to reflect any significant price fluctuation of the airlines once they are available.

The first payment must be received within 21 business days from the date of the information evening. If the first payment is not received by TravelEd within 21 business days from the date of the information evening, the price of the tour will be subject to review and TravelEd reserves the right to amend the price to reflect current costs at the time the first payment is received.

Note: All transport is subject to change without notice at any time. All additional costs by suppliers including taxes and surcharges are beyond the control of TravelEd and are payable by you. You must pay the additional costs prior to date of departure. TravelEd will do their utmost to ensure a fare will remain similar to the quoted fare.

TravelEd may or may not receive commission or financial incentive from third party suppliers.

4. PASSENGER NAMES

A full list of all names as per their passport must be provided for all members of the travelling party. Name changes after tickets have been issued may not always be possible. If a name change is possible, this may result in a higher fare or re-issue fees. TravelEd will not be liable for any loss or expenses incurred due to non-compliance with these requirements. We will accept no responsibility for any additional charges or inability to travel due to incorrect names being advised. TravelEd will require a copy of all travelling student and staff passports on request.

5. IF YOU CHANGE YOUR TRAVEL ARRANGEMENTS

After the contract has been signed, any changes required will need to be requested in writing. TravelEd will do their best to make these changes; however, these changes may not always be possible or may incur additional costs from suppliers. These fees will be passed on to the passenger with an additional $55 administration fee per change.

6. IF YOU CHANGE OR CANCEL YOUR TRAVEL

You, or any member of your party may cancel your travel arrangements at any time. Written notification from the person who made the booking must be made and the cancellation will be effective from the date it is received at our office. Since we incur costs in cancelling your travel arrangements, you will lose your non­refundable payments as detailed in section 5(vii).
Notes:

1. (i) If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
2. (ii) If one person participating in a twin or triple share arrangement should cancel and no alternative share can be found, whether arranged by us or by you, the relevant single supplement will need to be applied.
3. (iii) A reduction or increase in the numbers traveling in the group from those originally booked, may have an effect on the overall price per person i.e. your price per person may be increased as your tour price will be re-calculated for the new party size. The price of your new travel arrangements will be based on the prices that apply on the day you ask for the change. These prices may not be the same as when you first booked your tour.
4. (iv) If a passenger is prevented from travelling on the tour, you may transfer the booking to another person provided they meet all the requirements relating to that tour. A transfer from one person to another is also dependent on the availability of tickets; permits and other travel arrangement, as some of these are regulated by local law and are not transferable from one person to another. Additional costs such as airline tickets may be payable. Both the person who was originally to take the tour and the person who actually takes it will be responsible for the payment of the amendment charges and any outstanding balance due in respect of the tour price and you will also be responsible for any additional costs that are incurred as a reason of substitution or transfer.
5. (v) Cancellation by one student/passenger of a tour group: The student will incur the full costs of cancellation; negating the fees being forwarded to the rest of the tour party. If you are covered under the terms of your insurance policy, you may be able to reclaim these charges.
6. (vi) The price may vary if the contents of the tour change from the original, e.g. the numbers travelling, number of nights hotel accommodation etc. No later than 13 weeks before departure, we will ask the Tour Manager to confirm the final numbers and your tour will be re-costed based upon the information provided.
7. (vii) CANCELLATION BY YOU

Please refer to your Travel Insurance if eligible

7. IF WE CHANGE OR CANCEL YOUR TRAVEL

It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor, and we will advise you of them at the earliest possible date. Routings and itineraries can be affected by adverse weather, road closures or other reasons and may be varied accordingly. We shall endeavor to advise you of these changes as soon as we are aware of them.

We will not cancel your travel arrangements less than 60 days before your departure date, except for reasons of force majeure or for failure by you to pay the final balance. If we are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable or superior standard from us, if available, at no extra cost to you. Alternatively, if you choose to accept a travel of lower quality, we will refund you the difference in travel price.

However, the compensation that we offer does not exclude you from claiming more if you are legally entitled to do so. Please note that carriers such as airlines may be subject to change: Such a change is deemed to be a minor change. Other examples of minor changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same standard, closing of hotel facilities for improvement or emptying a swimming pool for cleaning if alternative facilities are available nearby. If we make a major change to your travel, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of accepting the change of arrangements, accepting an offer of alternative travel arrangements which shall be of equal or superior value from us if available or cancelling your booked travel and receiving a full refund of all monies paid.

Major Change – This means that there has been a significant change of resort, a change of accommodation to that of a lower category, a change of flight time of more than 12 hours, changes to routings, a change to destination airport and a change of departure airport (except between London airports). Please note that these are examples only and there may be other changes which are considered major.

Force Majeure – This means that we will not pay you compensation if we have to cancel or change your travel arrangements in any way due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised which includes: war, threat of war, riots, civil strife, terrorist activity, industrial disputes, natural or nuclear disasters, fire, adverse weather conditions, epidemics, pandemics, health risks, technical problems with transport, closed or congested airports.

8. TRAVEL AND COVID-19

TravelEd will ensure all sites, accommodation, transportation and restaurants comply with COVIDSafe policies and have up to date hygiene practices. Should the need arise we will adjust you tour schedule or itinerary to ensure the health and safety of the tour party and to maximise the educational experience.

Passengers MUST NOT attend a tour if they have ANY symptoms consistent with the Australian Government Health Authority regulations on COVID-19. It is the Tour Leader’s responsibility to advise TravelEd as soon as possible of any potential cancellations caused by COVID-19.
In the case of a group cancellation unable to attend their tour owing to COVID-19 or Government Directives; TravelEd will adhere to third party supplier policies and will do our utmost to retrieve funds paid, there will be a $100 per student (domestic) and $200 per student (International) cancellation fee held in credit. Credit will be held on file for 12 months from departure date, after
which credit is deemed void.

In the case of a postponement or change to travel arrangements, no fees will be incurred. Any fare difference by third party suppliers i.e. airlines, accommodation will be the responsibility of the passenger.

9. IF YOU HAVE A COMPLAINT

If you have a problem or cause for dissatisfaction, please Inform the relevant supplier; for example, the hotel, the transportation company or our local ground handler (if applicable). This allows us the opportunity to put things right on the spot. If you remain dissatisfied you must contact our office number or send an email to allow TravelEd the opportunity to find a reasonable solution.

It is therefore a condition of this contract that you communicate any problem to the supplier of the services in question AND to our representative WHILST ON THE TOUR and you must confirm your complaint in writing to the persons set out above. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing giving your booking reference and all other relevant information, keeping your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. If you fail to follow this simple procedure, we will have been deprived of the opportunity to investigate and rectify your complaint and this may affect your rights under this contract.

10. OUR RESPONSIBILITY TO YOU

1. (i) We accept responsibility for ensuring that the travel arrangements that you book with us are supplied as described in your itinerary. If any part of these travel arrangements is not provided as promised, we will pay you appropriate compensation if this has affected your enjoyment of your travel arrangements. Except for our liability referred to in paragraph (ii) below, our liability in all cases shall be limited to a maximum of twice the cost of your travel.
2. (ii) We accept responsibility for death, injury or illness caused by the negligent acts and/or omissions of our employees or agents, or suppliers and sub-contractors, whilst acting within the scope of, or in the course of their employment, in the provision of your travel arrangements. We will accordingly pay you such damages as might have been awarded in such circumstances under Australian Law or the law you have chosen under paragraph (i) above, except where death, injury or illness, is not our fault or of that of our suppliers because:
   • a) Such failure is attributable to you or a member of your party;
   • b) Such failure is attributable to a third party unconnected to the services provided to you; or
   • c) Such failure is due to:
     • 0) Unusual and unforeseeable circumstances beyond the control of the party by whom this exception is pleaded, consequences of which could not have been avoided even if all due care had been exercised; or
     • Oi) An event which the other party to the contract or the supplier of services, even with all due care, could not foresee or forestall.
3. (iii) In respect of travel by air, sea and rail and the provision of accommodation, our liability will be limited in accordance with and/or in an identical manner to:
   • a) the contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and
   • b) Any relevant International convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage.
     We are to be regarded as having all benefit of any limitation of compensation contained in these or any conventions.
     Copies of the transport companies’ contractual terms, or the international conventions can be obtained on request.
4. (v) If we make a payment to you in respect of death, injury or Illness then you are expected to transfer to us the rights you have to take action against a supplier, employee or any other person. This Is so that we can claim back from the supplier or employee any of the payments we have made to you. If we recover from the supplier or employee more than the amount, we have paid to you we will pay the additional amount to you.
5. (vi) If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements, we shall at our discretion, offer advice, guidance and assistance. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings. Our consent will be given subject to you undertaking to assign any costs and benefits received under any relevant insurance policy to ourselves.

11. YOUR RESPONSIBILITIES

• (l) As tour leader you are responsible for ensuring all relevant information provided to you by TravelEd is passed onto your group of parents / caregivers in a timely fashion. Of particular note, we request that all parents / caregivers are provided with a copy of TravelEd’s Terms and Conditions at the time of making your booking.
• (ll) Your specific passport and visa requirements and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. Please ensure all names are spelt correctly as per passports otherwise name change fees will apply.
• (lll) It is the responsibility of the traveler to ensure that you have a valid passport with a minimum of six (6) months validity from your return date to Australia. Some countries will refuse you entry if your passport has less than six (6) months validity.
  • You must be responsible for ensuring that any existing medical conditions or disabilities which may require assistance are declared to us before you book your travel or, if newly diagnosed, before date of departure. We can only accept your booking upon the clear understanding that we cannot be liable if you do not inform us of such a condition and an airline refuses to accept you or any member of your party as a passenger.
• (lv) You must be responsible for the behaviour of yourself and your party. We reserve reasonable discretion to refuse your booking or to remove you or a member of your party from any tour or travel, if your demeanor or behaviour, or that of a member of your party, is disruptive, dangerous or annoying to other people. No refund or payment of any costs incurred by you will be made by us under these circumstances.

12.DAMAGES AND BREAKAGES

In an increasing number of accommodations, the Tour Leader will be expected to leave a deposit against possible damages with the Centre/Hotel Manager. Your Tour Co-Ordinator will advise the exact amount required and method of any payment possible.

Any damage caused to property belonging to the hotel/centre, whether caused willfully or accidentally, will be the responsibility of the Tour Leader. Groups will be expected to pay for any breakages or damages caused by a member of the group directly to the Proprietor. We will be obliged to pass on any invoices received from the hotel/centre representing damages and will not be responsible for compensation for items or property damage.

In the event of any damages being caused by a member of your group, payment must be made before your departure directly to the hotel. Your deposit cheque will only be returned to you once full payment has been made. Students should also be advised that rooms should be left clean and tidy. Some hotels reserve the right to make a charge if the accommodation is left in a particularly poor state where extra and heavier-duty cleaning is required.

13. TRAVEL INSURANCE

Insurance is not included in the tour cost. TravelEd has an association with several accredited insurance companies who we can recommend and also allows us to acquire the best possible insurance on your behalf. As a responsible educational travel agent, we offer comprehensive group travel insurance cover to our schools, clubs, and universities travelling with us. You are not obliged to accept our cover; however, adequate and valid travel insurance is compulsory for all bookings made with TravelEd. It is a condition of us accepting your booking that you will have obtained adequate and valid travel insurance for your tour by date of departure. If you choose to purchase insurance cover other than offered to you by TravelEd, a copy of the policy must be forwarded to TravelEd, along with the insurance indemnity form, exonerating TravelEd from all responsibility in this regard. Should you, while on tour choose to take part in any activity (e.g. hang gliding, hot air-ballooning, white-water rafting, etc.) which can be deemed as being of a hazardous nature, it is essential to ensure that cover is provided under the terms of your travel insurance. The organisers of some adventure activities that you may choose to take part in whilst on tour may request you to sign a waiver of their liability for risk involved.

We must draw your attention to the fact that by signing such a document you may well lose any rights to claim for damages in respect of death, injury, or loss of or damage to property even if negligence on the part of the activity organiser is proven to have occurred. Local representatives are instructed not to act as agents in booking any alternative activities other than those approved by us.

14.PASSPORTS AND IMMUNISATIONS

Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. TravelEd will require a copy of all travelling student and staff passports on request.

Please note that the cost of any immunisation treatment is not included in the cost of the tour. The person signing the Booking Form is entirely responsible for passing any health requirement information to other party members. While we will endeavour to reconfirm any new health requirements at the time of booking, it is your responsibility to check with your doctor at least two months prior to travel for the latest requirements, recommendations and any costs.

15. PUBLICITY

By confirming your booking with TravelEd, you consent, on behalf of your group, to be photographed and to be included in the filming of any footage documenting any TravelEd tour, festival or event. You hereby grant to TravelEd Pty Ltd the irrevocable and unrestricted right to use and publish photographs of you or any members of your group, for publishing in tour brochures, advertising, internet, social media and any other marketing purpose on any medium; to alter the same without restriction; and to copyright the same, save always that TravelEd Pty Ltd hereby undertake never to utilise any such photographs in a defamatory manner and shall keep such photographs secure throughout the period of their use.

You hereby release TravelEd Pty Ltd and the photographer from all claims and liability relating to the said photograph or footage.