Luxury Personalised 4WD Tours
 

Booking Terms & Conditions

The Terms and Conditions under which Luxury Outback Tours operate are detailed below.

Payment of the Tour deposit represents an acceptance of the Terms and Conditions.

Download a copy of the Tour Participant Booking Terms & Conditions

Download a copy of the Participation Declaration & Disclaimer

Download a copy of the Agent Booking Terms & Conditions

FOR OUR OVERNIGHT, EXTENDED, WILDFLOWER and PRIVATE TOURS WE DO REQUIRE CLIENTS TO SIGN OFF ON THE BOOKING TERMS & CONDITIONS DOCUMENT AND FORWARD TO OUR OFFICE. NO SIGNATURE NO TOUR PARTICIPATION

 

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.

For overnight, extended, wildflower and private extended Tour itineraries with Luxury Outback Tours, individual Tour participants must sign/date this Tour Participant Booking Terms and Conditions Form and a Tour Participant Declaration and Disclaimer Form.

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.

 

Tour Inclusions

Luxury Outback Tours are inclusive of tour transport; sightseeing; activities; accommodation; and prescribed meals 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 flights; visa/passport fees; airport transfers; meals / beverages (those not included in Tour Itinerary); optional activity fees; or personal expenses.

Tour Participants are to advise Luxury Outback Tours 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 30 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; and personal loss cover for property and delay. We recommend this insurance is purchased prior to Booking Confirmation to ensure 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, Whale Sharks, 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 (late August to early September).


Accommodation

If Accommodation listed on our website, brochures or written Tour Itinerary is unavailable during selected Tour dates similar accommodation of equal quality will be reserved for the Tour to be confirmed.

Tour Participants with accompanying children must reserve private accommodation (additional fees may apply); additional adults may be required to share with others in the Tour group on a twin share basis.

 

Alcoholic Beverages, Soft Drinks and Water

Alcoholic beverages, soft drinks and water are NOT included in the Tour Rate (unless otherwise stated in your Tour Itinerary) and therefore purchase/payment of all beverages on Tour is the responsibility of individual Tour Participants.


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 stowed in a weather and dust proof pack on the roof rack of the Luxury Outback Tours vehicle. Luxury Outback Tours will not be liable for any loss or damage to personal property in or outside of 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.

 

Age and Health Requirements

It is required of persons participating in Tours with Luxury Outback Tours, that they should be in reasonable health and fitness, and be carrying all required medications in sufficient quantities (plus an extra week’s supply of medications in the event of significant delays e.g. weather conditions, natural disaster etc.)

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.

 

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 2017 - 2018.

 

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 Deposit of 25% 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.
  • The outstanding balance is to be paid no less than 60 days prior to the date of departure.
  • If the Overnight, Extended, Wildflower or Private Extended Tour is booked within 60 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

Luxury Outback Tours reserves the right to cancel any Tour in the event of minimum numbers (2 Tour Participants) not being reached.

Cancellation fees are in addition to fees which may be levied by inbound agents, travel agents or third party tour and transport operator fees.

 

Day Tours

1.  Full Payment, per person is required to confirm a Day Tour booking.

2.  Cancellation fees for Day Tours will be levied relative to the amount of notice given and must be received in writing (details below):

  • 30+ days prior to departure date, fee per person - 25% of total Tour Rate
  • 30 days or less prior to departure date, fee per person - 100% of Tour Rate (no refund)

3.  There will be no refund given per person for the cancellation of cruise ship day tour bookings (within 30 days or less) due to the cancellation of a cruise ship’s arrival in port as a result of poor weather conditions or other circumstance.

 

Overnight, Extended, Wildflower and Private Extended Tours

1.  A 25% Deposit, per person is required for Overnight, Extended, Wildflower and Private Extended Tours to confirm a booking.

2.  Cancellation fees for Overnight, Extended, Wildflower and Private Extended Tours will be levied relative to the amount of notice given and must be received in writing (details below):

  • 60+ days prior to departure date, fee per person - Loss of Deposit - 25% of total Tour Rate
  • 60 - 31 days prior to departure date, fee per person - 75% of total Tour Rate
  • 30 days or less prior to departure date, fee per person - 100% of Tour Rate (no refund)

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 at any time up to 30 days before the commencement of the Tour due to natural disasters; severe weather conditions; terrorism; staff illness; other external events; or if it is no longer viable to operate the planned itinerary due to unforeseen circumstances.

If a Tour is cancelled by Luxury Outback Tours, prepaid amounts may be transferred to an alternate booking date (subject to availability); or transferred to an alternative tour service provider of the same (or similar) quality and standard; or alternatively receive a full refund.

In circumstances where the cancellation is due to external events outside Luxury Outback Tours’ reasonable control, refunds will 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/flight/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, Payment Requirements and Cancellation Policy as outlined in this document.

Your Name ________________________________________

Signature _________________________________________  

Date ______________________________________________

 

Please email a completed copy of this Tour Participant Booking Terms and Conditions Form (downloadable above) in its entirety as acknowledgement you have signed off in agreement of the Luxury Outback Tours Terms and Conditions, Payment Requirements and Cancellation Policy to:


Western Australia Luxury Outback Tours
Sylvia Mills - Managing Director
Email: bookings@luxuryoutbacktours.com.au
PO Box 362, Claremont, Western Australia 6010