Terms and Conditions 25 – 26 

Tour Participant Agreement

Please read and understand the Tour Participant Booking Terms and Conditions detailed below prior to booking a Tour with Western Australia Luxury Outback Tours trading as Luxury Outback Tours.

We strongly recommend you also read the Tour Itinerary prior to confirming your Tour booking to ensure you understand the contents of the selected Tour/Tours you are participating in.

Please note it is the responsibility of ALL individual tour participants to accept Luxury Outback Tours’ Covid-19 Conditions; and to accept, sign, date, and return the Luxury Outback Tours Tour Participant Booking Terms and Conditions Form and Tour Participant Declaration and Disclaimer Form prior to touring with Luxury Outback Tours.

All bookings are strictly subject to availability and will be not be confirmed by Luxury Outback Tours until the above-mentioned Forms have been received.

Luxury Outback Tours reserves the right to update and/or alter these Tour Participant Booking Terms and Conditions at any time, and it is the Tour Participant’s responsibility to be familiar with them. The latest Tour Participant Booking Terms and Conditions may be requested at any time and will supersede any previous versions.

Our Contract

All tour bookings are made with Western Australia Luxury Outback Tours trading as Luxury Outback Tours (ABN 25 382 057 503). By booking a Tour with Luxury Outback Tours, you are deemed to have agreed to these Tour Participant Booking Terms and Conditions (which constitutes the entire Agreement between both parties) and your booking will be accepted and confirmed on this basis.

The services to be provided by Luxury Outback Tours will be those referred to in your Booking Confirmation.

Covid-19 Conditions

In accordance with Luxury Outback Tours’ duty to provide and maintain a workplace and touring environment that is free of known hazards, the following Covid-19 Conditions have been implemented to safeguard the health of our customers, employees, and the community at large from infectious diseases such as Covid-19.

Travel Vaccination Policy

Visitors should get vaccinated against routine diseases like measles, mumps, and rubella before arriving in Western Australia and consult a doctor or travel health clinic for personalised advice on other recommended or required vaccinations, such as for polio, diphtheria, tetanus, and influenza.
Recommended Vaccinations for Western Australia
Before travelling to Western Australia, you should ensure you are up-to-date with vaccinations for:
Measles, Mumps, and Rubella (MMR), Chickenpox, Polio, Diphtheria, Tetanus, and Influenza.
Other Considerations
Depending on your travel history and activities, you may also want to consider other vaccinations:
Hepatitis A and B, Typhoid, Meningococcal disease, Yellow Fever, Rabies, and Japanese Encephalitis.
How to Get Advice
Consult a doctor or travel health clinic before you travel. They can provide personalized medical advice and help you determine which vaccinations are best for you, as the specific needs can vary.
Refer to the official HealthyWA website for comprehensive information on immunisation for travel.

Tour Inclusions

Luxury Outback Tours are inclusive of tour transport; sightseeing; activities; accommodation; and prescribed meals and beverages only as stated in the Tour Itinerary selected and confirmed. Some activities may be changed or substituted without notice at the discretion of Luxury Outback Tours.

Tours are not inclusive of alcoholic beverages; some drinks; sundowners; personal water; snacks; items or expenses of a personal nature; flights; visa/passport fees; airport transfers; meals/beverages (those not included in Tour Itinerary); or optional activity fees. *Some meals do include alcoholic beverages as noted in tour itineraries.

Tour Participants are responsible for advising of any special requirements, for example, health, mobility, or diet, at the time of Booking Request. Luxury Outback Tours will endeavour to meet all requirements (where possible), however cannot guarantee these special requirements will be met in all instances.

Access to on-tour interpreters and external interpreter services can be arranged upon request, prior to Booking Confirmation. Additional fees apply and services are subject to availability.

Minimum Numbers

Luxury Outback Tours requires a minimum of two (2) Tour Participants per Tour to operate.

Tour Participant details and signed Participation Declaration and Disclaimer and Tour Participant Booking Terms and Conditions Forms, must be provided to Luxury Outback Tours no later than 14 days prior to the Confirmed Booking Tour date.

Luxury Outback Tours reserves the right to vary minimum numbers above or below the standard two Tour Participants – these variations may be considered by management on a case by case basis and additional fees may apply.

Travel Insurance

Travel Insurance for individual Tour Participants is not included in any service or Tour offered by Luxury Outback Tours.

Luxury Outback Tours requires that individual Tour Participants purchase Travel Insurance with an appropriate insurance provider for Extended Tours offering: remote area pick up in the event of emergency; cancellation cover (general); cancellation cover (endemic, epidemic and pandemic communicable illness/disease); cancellation cover (cruise ship and airline diversions, delays and cancellations); and personal loss cover for property and delay.

We recommend this insurance is purchased prior to Booking Confirmation to insure the Booking Deposit.

Every effort will be made to follow the Tour Itinerary however circumstances such as breakdown; road closures; weather conditions; road conditions; staff illness etc. may require Tour times and itineraries to be amended accordingly. Luxury Outback Tours will not be liable for any costs incurred by Tour Participants due to such circumstances and no refunds will be given.

All Tour Participants are obliged to follow instructions provided by the Tour Guide/Driver in the interests of safety and harmony of the group.

Conditions of Travel

As a small, boutique operator, Luxury Outback Tours is able to allow for Tour flexibility in the interest of the Tour group participating, however there is a time frame in which we operate the Tours and so Tour Participant appreciation of the schedule is requested.

If elements of the Tour Itinerary are missed in such cases, the Tour Leader/Driver may be required to amend times and itineraries accordingly, and Luxury Outback Tours is not liable for any costs incurred by Tour Participants due to such circumstances and no refunds will be given.

Luxury Outback Tours reserves the right to change or substitute Tour Itinerary routes; transport vehicles; staff; accommodation; or activities wherever necessary and will not be held responsible for delays out of our control (such as, but not limited to, severe weather conditions; guest arrival rescheduling e.g. changes in guest transport arrangements pre or post tour dates e.g. bus, train, plane, cruise ship), resulting in missed travel connections or loss/damage of personal belongings.

Luxury Outback Tours is unable to guarantee precise arrival and departure times throughout a confirmed Tour Itinerary however every effort has been made to ensure all Tour information promoted is listed as correct. Prices and services as shown however are subject to change or withdrawal without notice.

A compulsory vehicle inspection is implemented prior to all Extended Tour departures.

Wildlife

Sighting of birds, kangaroos, emus, whales, WhaleSharks, dolphins, seals and other animals or marine life mentioned in Luxury Outback Tours itineraries cannot be guaranteed as they are wild and therefore free to come and go as they please.

Wildflowers

The famous fields of everlastings in the regions north of Perth are rain dependent and so the display quality does vary according to the seasonal rains, as with all the wildflowers and orchids throughout the state of Western Australia.

The Queen of Sheba Orchid or other sun orchids are dependent on warm sunshine periods of up to three hours for them to open up (approximately late August to early September).

Accommodation

If the accommodation shown on our website, in our brochures or on your written tour itinerary is unavailable for your selected dates, we will secure an alternative of equal standard before confirming your booking.

During the tour, should you wish to upgrade to a more luxurious room or one with a better view that becomes available after your original reservation, additional fees will apply.

Please note that options in regional and remote areas of Western Australia can be limited and may vary in standard.

Beverage Purchases

Please note that alcoholic beverages, soft drinks and personal water are not included in the tour rate (unless otherwise stated in your tour itinerary). All beverages consumed during the tour are the responsibility of each participant and will be invoiced to you by Luxury Outback Tours. Payment is due in accordance with the terms on your invoice.

Luggage Limits

Luggage on Tour is limited to one medium to small sized 15Kg, soft side bag per person. A small day pack per person is also permitted inside the vehicle. *Suggestion: couples to share a day pack where possible.

For the comfort of other Tour Participants and to accommodate Luxury Outback Tours equipment required on Tour, the Tour Guide/Driver will exercise the right not to accept luggage that exceeds our maximum size limits. *Request: Tour Participants to make arrangements with their hotel to safely store excess luggage where appropriate.

All luggage will be stored in the luggage compartment, located in the rear of the Luxury Outback Tours vehicle. Luxury Outback Tours will not be liable for any loss or damage to personal property in the Tour vehicle throughout the Tour – this is the full responsibility of the Tour Participant.

For Private Tours, please contact Luxury Outback Tours directly to discuss requests for special luggage arrangements prior to Booking Confirmation.

Liability

Luxury Outback Tours personnel are trained to comply with strict policies, procedures, and accreditation benchmarks to ensure the safety of our guests at all times. All individual Tour Participants however are to accept ultimate responsibility for their own safety and well-being at all times through the signing of a Participation Declaration and Disclaimer Form prior to the commencement of a Tour with Luxury Outback Tours.

All Tour Participants will be provided with a copy of Luxury Outback Tours’ Guest Safety Guidelines upon commencement of a Tour to ensure all Tour Participants experience a safe and enjoyable Tour.

Fitness and Health Requirements

It is required of all persons participating in Tours with Luxury Outback Tours, that they possess an appropriate level of health and fitness for moderate physical activities.

There is no minimum or maximum age limit to participate in a Tour with Luxury Outback Tours, though we remind all Tour Participants that some Tours contain adventure activities which may be physically demanding at times. All Tour Participants under the age of 18 years must be accompanied by an adult who is responsible for the child’s care and safety at all times.

Luxury Outback Tours is not responsible for any medical services required by Tour Participants and specific health matters must be communicated through the signing of a Participation Declaration and Disclaimer Form (and direct discussion with Luxury Outback Tours where required), prior to Booking Confirmation.

The Tour Participant accepts that some Tour Itineraries include visits to, and overnight stays, in regional and remote areas of Australia without close access to hospitals, medical centres or other forms of professional medical facilities.

Tour Participants accept that Tours include participation in activities which may involve certain risks and dangers beyond the control of Luxury Outback Tours.

Such activities containing risks include but are not limited to bush walking; swimming; snorkelling; over water cruises; helicopter flights; and sightseeing flights as listed in the Tour Itinerary and travelling in remote, undeveloped locations.

Tour Participants accept that Luxury Outback Tours operate four-wheel drive vehicles for soft adventure Tour experiences that include travel on gravel roads in remote areas for some Tour Itineraries. Getting in and out of a four-wheel drive vehicle does require Tour Participants to be independent of assistance (requirement excludes children with parents/guardians; or Tour Participants with accompanying designated carers).

A Medical Clearance from a registered medical practitioner may be required for persons wishing to join some Tours with Luxury Outback Tours.

Tour Participants will not be permitted to continue on Tours, or be eligible for a refund, if in the opinion of the Luxury Outback Tours Tour Leader/Driver, the Tour Participant’s health or conduct is placing their own health, safety or that of others at risk, or is adversely affecting the enjoyment of other Tour Participants, for whatever cause.

Accessibility Requirements – each participant must:

• Be able to get in and out of our vehicles unassisted
• Be able to handle their own luggage unassisted
• Be able to get in and out of small aircraft for scenic flights (those included in tour itineraries) unassisted

Luxury Outback Tours vehicles do have step boards attached which afford ease of getting in and out of the vehicle unassisted.

Luxury Outback Tours is unable to cater for mobility travel scooters, walking frames or other walking aides, with the exception of walking sticks on a general tour booking. *Should scooters, walking aides or frames be required, a ‘Private Tour’ booking will be required – fees apply.

Please Ensure

• Participants to carry all required medications in sufficient quantities (minimum one extra week of medications in the event of significant delays e.g. weather conditions, natural disaster etc).
• Participants to carry extra memory cards, batteries, leads and chargers as required.
• Participants to carry personal internet access if required (full or limited internet access may be available at accommodation sites).
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Booking Fees and Payments

(Day Tours; and Overnight, Extended, Wildflower and Private Extended Tours)

A Tour Booking Confirmation with Luxury Outback Tours is acceptance you, the Tour Participant, understands and accepts our Payment Terms and Cancellation Policies unless otherwise arranged with Luxury Outback Tours management.

Tour Rates

• All Tour rates are quoted in Australian Dollars (AUD$) and include Australian Goods and Services Tax (GST).
• Tour Rates quoted in Luxury Outback Tours printed and online marketing collateral are per person, double/twin share. Single Supplements are applicable for single travellers requesting single accommodation. Forced singles are also required to pay the Single Supplement. Current Tour Rates quoted by Luxury Outback Tours are valid 2025 – 2026.

Day Tours

• To confirm any Day Tour booking, Full Payment of the quoted Tour Rate must be paid at the time of Booking Confirmation by credit card, electronic funds transfer, or cheque to Luxury Outback Tours.
• Tax Invoice Receipts will display your booking number; participant name; and Tour booked.
• If the Full Payment is not received on or before the due date, Luxury Outback Tours reserves the right to treat your booking as Cancelled and Cancellation Fees may apply.

Overnight, Extended, Wildflower and Private Extended Tours

• To confirm an Overnight, Extended, Wildflower or Private Extended Tour booking, a non-refundable Deposit of 25% of the quoted Tour Rate must be paid no less than 30 days prior to our departure by credit card, electronic funds transfer, or cheque to Luxury Outback Tours.
• The outstanding balance is to be paid no less than 14 days prior to the date of departure.
• If the Overnight, Extended, Wildflower or Private Extended Tour is booked within 14 days of Tour departure, full payment to Luxury Outback Tours is required to confirm the booking.
• Tax Invoice Receipts will display your booking number; participant name; and Tour booked.
• If the Booking Deposit or Outstanding Balance is not received on or before the due date, Luxury Outback Tours reserves the right to treat your booking as Cancelled and Cancellation Fees may apply.

Cancellation Policy

1. Full Payment, per person is required to confirm a Day Tour booking.
2. A non-refundable 25% Deposit (due no less than 30 days prior to departure), per person is required to confirm an Overnight, Extended, Wildflower or Private Extended Tour booking. The balance of payment in full is due no less than 14 days prior to departure.
3. Cancellation fees for Tours will be levied relative to the amount of notice given and must be received in writing (details below).

This includes clients that are intending to arrive from overseas and cancel due to cruise ships being diverted to other ports, or the cancellation of flights to Australia/Western Australia for any reason.

• Cancellation 30+ days prior to departure date, fee per person – Full Refund or Credit Note (to be used at a later time) at the absolute discretion of Luxury Outback Tours.
• Cancellation 14 – 31 days prior to departure date, fee per person – Loss of Deposit, 25 % of Tour Rate.
• Cancellation less than 14 days prior to departure date, fee per person – 100% of Tour Rate (no refund).

Cancellation fees are in addition to fees which may include administrative expenses and other losses (e.g. non-refundable fees that have been levied by inbound agents, travel agents or third party tour and transport operators)

It is highly recommended individual Tour Participants purchase Travel Insurance/Cancellation Insurance at the time of booking, which may cover cancellation fees if applicable.

If a Tour Participant leaves a Tour for any reason after the Tour has commenced, Luxury Outback Tours is not obliged to provide any refunds for unused services.

Cancellation by Luxury Outback Tours

Luxury Outback Tours reserves the right to cancel any Tour if:

• Minimum numbers are not reached (2 Tour Participants).
• Imposed Covid-19 restrictions prevent the tour from operating, or it is no longer safe to conduct the tour.
• Due to natural disasters, severe weather conditions, terrorism, or other external events.
• Staff/family illness.
• It is no longer viable to operate the planned itinerary due to unforeseen circumstances.

If a Tour is cancelled by Luxury Outback Tours, one of the following processes will be determined at the absolute discretion of management.

Prepaid amounts may be:

• Transferred to an alternate booking date (subject to availability);
• Transferred to an alternative tour service provider of the same (or similar) quality and standard;
• A Credit Note may be issued (to be used at a later time); or
• A Refund may be issued.

*In circumstances where the cancellation is due to external events outside Luxury Outback Tours’ reasonable control, the prepaid amount cancellation processes listed above may be less any unrecoverable costs.

Luxury Outback Tours will not be responsible for any incidental expenses that individual Tour Participants may have incurred as a result of the Booking Cancellation, including but not limited to visas; vaccinations; travel insurance excess; or non-refundable transport/light/cruise costs.

Booking Amendments

Confirmed Booking amendments may incur an administration fee per booking, per change.

No amendments are permitted to Confirmed Bookings within 14 days of the Tour commencement date.

The Luxury Outback Tours Cancellation Policy applies to the cancellation of confirmed individual Tour Participants and/or Tour Group bookings.

Agreement Confirmation

I have read and Agree to the Terms and Conditions, Covid-19 Conditions, Payment Requirements and Cancellation Policy as outlined in this document.

Please email a completed copy of this Tour Participant Booking Terms and Conditions Form in its entirety as acknowledgement you have signed off in agreement of the Luxury Outback Tours Terms and Conditions; Covid-19 Conditions; Payment Requirements; and Cancellation Policy to:

Western Australia Luxury Outback Tours

Sylvia Mills – Managing Director

Email: info@luxuryoutbacktours.com.au

PO Box 5258, Albany, Western Australia 6332