Booking and Travelling Terms and Conditions
1. Our Contract
2. Other Applicable Terms and Conditions
4. Prices and Supplier Surcharges
5. Frequent Flyers and Tickets
6. Effective Dates and Suppliers
7. Payments and Invoicing
8. Traveller Details, Travel Agent and Names
9. Cancellations by Travellers and Unused Services
10. Cancellations by Us or Others
11. Booking Amendments
12. Booking Inclusions
13. Passports and Visas
14. Travel Insurance
15. Travel Advice
16. Travel Documents
18. Acceptance of Risk
19. Limitation of Liability
22. Photos and Marketing
24. Applicable Law
25. Registered Address and Contact Information
THESE BOOKING AND TRAVELLING TERMS & CONDITIONS FORM PART OF A BINDING CONTRACT GOVERNING BOOKINGS MADE WITH EVENTS WORLDWIDE PTY LTD (HEREIN ‘EVENTS TRAVEL’) BY CUSTOMERS AND THEIR TRAVEL AGENTS, IN RELATION TO THE USE OF PROVIDED THIRD PARTY SERVICES BY TRAVELLERS.
These Booking and Travelling Terms and Conditions (herein ‘Booking Conditions’) were last updated 16 March 2020 (v1.2)
All bookings are made with Events Travel (Events Worldwide Pty Ltd, ABN 7706 1223 998, herein ‘us/we’). By booking with us, you are deemed to have agreed to these Booking Conditions (which constitutes the agreement between you and us). Your booking will only be accepted and confirmed on the basis that you have accepted these Booking Conditions on behalf of all travellers in your party. The services to be provided are those referred to in your booking confirmation and/or invoice.
These Booking Conditions apply in addition to specific event ticketing, hospitality, supplier, service provider and venue entry terms and conditions. These will either be made available at the time of booking, on request, before entry to a venue or before use of service. Events Travel will not provide any refunds, exchanges or credits if a traveller breaches the terms and conditions of an event, venue or service provider and is ejected, refused entry or has a ticket cancelled.
Bookings can be made through any IATA, ATAS accredited or internationally bonded Travel Agency or directly with Events Travel for yourself and/or other travellers.
All prices are inclusive of relevant government taxes, such as Australian GST. Other government taxes may apply instead of GST in certain circumstances, such as VAT or JCT. All government taxes are included in the final sale price and are calculated at the time of booking.
Government taxes can change from time to time. If there are changes to a tax rate, the changes will be reflected upon any unpaid invoices. In this instance, a change will not be applied to invoices already paid in full. Some notice will be provided.
Prices listed within our website (https://events.com.au) and brochures are subject to change at any time, according to market conditions, demand and availability. If a price reduces or is discounted, this reduced rate is not applied to existing bookings. If a booking is cancelled in an attempt to re-book or re-instate at a reduced rate, full cancellation applies according to Section 9.
Prices are listed in Australian Dollars, unless indicated otherwise. If a price is listed in a foreign currency, the final sale price will be invoiced in Australian Dollars and will be calculated at the current exchange rate at the time of deposit, stage payment or final payment. For some events based in the UK, we may accept payment in Pounds Sterling into our nominated account in the UK. The terms of this contract remain the same in this instance.
If you are making payments from a foreign country, your financial institution may charge international transaction fees. These charges need to be paid by you so please take that into consideration by adding that fee to your transaction to Events Travel.
If paying by credit card, credit card company merchant fees will apply as listed on your booking confirmation and invoice. These charges are not imposed by us, they are passed on at the same level as we are charged by our payment providers as a fee for service. Your package, tour or service provided will be charged by us in Australian dollars using the exchange rate at the time. Your financial institution will reflect exchange rates and fees charged by your credit card provider.
All unpaid invoices are subject to updated currency increases at any time, supplier or service provider surcharges, fare changes or tax changes if applicable.
If a Group Tour requires an itinerary change, we reserve the right to adjust the price for that tour component and you will be advised prior to that change but only if it impacts the pricing in any way.
If you are booking additional services not included in a base package or tour, such as flights, additional supplier or service provider surcharges, taxes and fees may apply. If surcharges and taxes are included in the final price, this will be listed within your booking confirmation. Otherwise, the supplier or service provider reserves the right to charge additional surcharges, taxes and fees (such as fuel surcharges and overweight baggage fees).
Airlines reserve the right to charge fares in force on the day of departure. Fares may change between us quoting and ticketing – it is important to pay for flights immediately to avoid increases. No airline add-ons have been included in your booking unless specified within your booking confirmation.
If you are a member of an airline frequent flyer program, please advise us of your membership number. It is advisable to retain your boarding passes and copies of tickets for points accrual verification against your statement. Without these, you may be unable to claim points. Some group and individual airfares are not eligible for point accrual, please check with us if you have any doubts.
For most events, tickets are sourced under license from the event organiser and may include fees and royalties above face value of the ticket. In some cases, tickets may be sourced from a secondary market or from another supplier. These additional fees will impact the outcome of cancellations by us or by Governments or stakeholders. This will be assessed on a case by case basis.
For each package or tour, specific suppliers or service providers are specified on your booking confirmation. While we endeavour to operate all packages and tours as described, we reserve the right to change the supplier, service provider or services before or after departure according to our judgement of the best interests of all travellers due to terrorism, natural disasters, political instability or other external events outside of our control. In this instance we reserve the right to collect additional monies if required for changes. We cannot be held liable for any expenses or incidental costs incurred by suppliers, service providers or services changes.
Each package or tour has its own validity, which is specified on the website, brochure or your booking confirmation. While we endeavour to operate all packages and tours as described, we reserve the right to change the itinerary and dates before or after departure according to our judgement of the best interests of all travellers due to terrorism, natural disasters, political instability or other external events outside of our control. In this instance we reserve the right to collect additional monies if required for changes. We cannot be held liable for any incidental expenses that may be incurred as a result of a change of itinerary and dates.
All payments including deposits, stage payments and balance payments are non-refundable.
Payment terms change for each event according to when your booking is confirmed. Payment terms will be specified on your booking confirmation and invoice. For most events, we require a deposit to confirm your booking and the balance paid approximately 90 days before the event begins. For some events, stage payments may also apply. If making a booking after a stage payment or balance payment date, you will be required to pay the outstanding amount (of any elapsed due dates) to confirm your booking.
We accept payments via credit card, bank transfer or cheque. If making a payment by credit card, a fee of 1.5% for Mastercard and Visa applies. For American Express the fee is 1.98%. To avoid fees, you can pay via bank transfer or cheque. Payment details can be found within your invoice.
Automatic invoice reminders will be sent by email to the lead traveller on your booking at 30 days, 7 days and 1 day before a payment is due. Then, automatic overdue reminders will be sent by email to the lead traveller after 3 days overdue. We reserve the right to charge a late payment fee of $150 per booking after 3 days that an invoice is overdue. Products and services provided by us are in most cases pre-paid in advance and are non-refundable.
We reserve the right to cancel a booking at any time once a payment becomes 7 days overdue, with no refunds, exchanges or credits. All booked services will be forfeited upon cancellation. If we cancel a booking and the services are able to be reinstated in full after the late payment fee is made, an additional reinstatement fee of $250 will apply, plus any price differences or fees from suppliers or service providers. Reinstated bookings are subject to availability at the time they are being reinstated. Should a booking be cancelled due to a late payment and you try to reinstate it when there is no availability there are no refunds, exchanges or credits on any payments made.
It is the lead traveller’s responsibility to ensure payment deadlines are met and must not rely solely on the automatic invoice reminders. We advise making a calendar entry after booking with payment due dates to avoid incurring late payment fees and subsequent cancellations.
In order for us to confirm a booking, we require personal details including billing and shipping addresses, traveller names, emails and phone numbers in writing. To book flights, exact names are required as per passports. For international flights, we may request a copy, scan or photo of passports to verify names and expiry dates. If names are provided to us incorrectly, re-issue fees and name change fees from suppliers or service providers may apply. It is important that you provide names accurately in writing as per your passport to avoid any fees and to ensure you can use the services booked. Please check your booking confirmation and flight tickets to ensure names are spelt correctly on booking. This is your responsibility as the traveller or Travel Agent. You may not be able to use a service if it’s booked with an incorrect name. If this happens, we cannot be held liable and will not offer a refund, exchange or credit.
If you are a Travel Agent and making a booking on behalf of a traveller or group of travellers, we require all traveller’s details including names, emails and phone numbers. We reserve the right to charge name change fees and pass on name change fees from suppliers and service providers if names are provided incorrectly or changed. We require all travellers contact details to ensure important information about the booking and services provided to the traveller. If traveller’s details are not provided, the Travel Agent (you) accept full responsibility for the transfer of information and we cannot be held liable for any miscommunication that may occur and subsequent incidentals or expenses incurred. If there is a miscommunication, there are no refunds, exchanges or credits. This is important if there are last minute schedule changes, updates or emergencies. With international events, important information can be passing hands 24/7 and overnight, unless you have a 24-hour reliable contact number, providing traveller details will ensure your customers experience is enjoyable and problem free.
We can confirm a booking without all traveller names if they are expected to be provided at a later date before travel services are used or ticketed. In this instance, we will advise on booking a date when names must be provided. If names are not provided by the designated date, name change fees may apply or the booking may be cancelled.
If you have to cancel your booking or part of your booking, full cancellation applies. There are no refunds, exchanges or credits. A cancellation will only be effective when received in writing. Once received and cancelled, there may not be any recourse. Make sure your decision is final.
If services go unused, there are no refunds, exchanges or credits. Travel services and event tickets are strictly non-transferrable.
If a Group Tour has minimum numbers for departure and the minimum numbers are not met, the Group Tour may be cancelled. In this instance, a full refund will be provided, or you will have the option to change to another similar Tour that we are operating, providing there is availability. If transferring to another Tour of a higher value, you will be required to pay the difference between the Tours. If transferring to another Tour of a lesser value, we will provide a refund for the difference between the Tours. We cannot be held liable for losses, incidentals or expenses in relation to a cancelled Group Tour if minimum numbers are not met. For this reason, we recommend purchasing a Travel Insurance policy when booking. We can issue a policy for you with CHI or provide other recommendations. If you are using Insurance services provided by a third party we recommend you assess the cover appropriately in respect to our terms and conditions such as full cancellation.
If any services or tickets within a package or tour are cancelled prior or during a trip due to terrorism, natural disasters, political instability or other external events outside of our control, there are no refunds, exchanges or credits. This includes incorrect names provided to suppliers or missing a service departure. For this reason, we recommend purchasing a travel insurance policy when booking and can issue a policy for you with CHI or provide other recommendations.
If an event is cancelled or postponed for any reason, there are no refunds, exchanges or credits unless a refund is provided by the event organiser, secondary or intermediate supplier or venue. In this instance, you must retain your event ticket and only the face value of the ticket, less any applicable fees, will be refunded. It is at the discretion of the organiser or venues as to whether refunds will be offered for a cancelled or postponed event. Refunds for a cancelled or postponed event will only be processed if the ticket is provided to us intact and the barcode is legible, as this will be returned to the event or venue in exchange for a refund, less fees. This refund process can take a considerable amount of time. We cannot be held liable for any losses or expenses incurred by an event cancellation or postponement. For this reason, we recommend purchasing a travel insurance policy when booking and can issue a policy for you with CHI or provide other recommendations.
In the case of a cancelled event which is out of our control, where the face value of a ticket is refundable (this may not always occur), and we are able to obtain a refund or credit on any other services there will be an Events Travel fee in addition to other non-refundable components. The minimum fee imposed by Events Travel will be A$250 per person unless otherwise stated. This fee is to cover our costs of operating our business and the loss of revenue for the cancelled event. In some instances, components may be held in credit towards a postponed or future event. We will guide you through this process should this occur. These circumstances will only be possible at our discretion.
Changes to already confirmed and invoiced bookings will only be accepted on a case by case basis subject to our discretion. Bookings may be upgraded in value, subject to availability but not downgraded in value. If upgrading a booking you will be invoiced for any difference in price. Some services and tickets cannot be changed once booked. If an amendment is accepted, a fee of A$75 per person, per instance will be applied plus any charges made by suppliers or service providers. Each time an amendment is made this fee will apply in addition to any changes in pricing by suppliers. If travel documents are already issued and changes are made, an additional fee of $75 per instance will be made to reissue your travel documents. Amendment fees are applied to cover the time and work involved in reissuing documents and the administration in updating bookings and services with our suppliers. Name changes after flight ticketing will incur hefty airline charges in addition to our fees for service.
The booking inclusions are outlined within your booking confirmation or invoice. Only the services specified within these documents are to be provided.
All travellers are responsible for ensuring they have the appropriate passport, visas, permits and certificates to enter the countries which you will be visiting during your trip. Your passport must be valid for 6 months beyond the duration of the trip. Events Travel cannot be held liable if you are refused entry, deported or are unable to use travel services due to ineligible passports or visas.
Travel insurance is highly recommended for all customers, whether it’s a domestic or international trip. We strongly suggest that you purchase a travel insurance policy at the time of booking to cover the period from the booking date to the date you return back home. We strongly recommend your policy covers cancellation, curtailment, personal liability, loss of luggage and personal effects and medical emergencies.
We sell insurance policies with CHI and can provide this service for you including a 15% discount for some advertised products and events when choosing a policy from CHI, and issued by Events Travel however you can purchase your own travel insurance policy elsewhere. We recommend you purchase a policy before or on the day of making a booking with us. Explore the CHI website for more information, then get in touch with a travel consultant to redeem our 15% off discount (if eligible) and to issue your policy, or get in touch with a travel consultant for assistance. If you are purchasing insurance separately, we recommend you carefully make sure of the cover most suited to you.
For travel advice on the countries you are visiting, please contact the Department of Foreign Affairs & Trade on 1300 555 135 or you can find out more from the Smart Traveller website.
Your travel documents will contain items and information related to the services booked (e.g. hotel check-in information, event tickets, merchandise, flights tickets etc.)
Travel documents can be provided by any of the following methods.
- Sent by post or courier at least two weeks before the event to your shipping address
- Pick-up from a ticket collection centre
- Pick-up from your hotel on check-in
We reserve the right to alter the travel document delivery procedure at any time. We will ensure that you receive all of the applicable items and information in time for you to use the services booked, including event tickets.
We triple-check the contents of your travel documents and it is your responsibility to ensure the items are kept safe and secure. If items, such as event tickets are lost, replacement fees may apply. For some events, tickets cannot be replaced and may need to be re-purchased at your expense, if available. If upon receiving your travel documents you require further information, please get in touch with our office as soon as possible. We cannot assist during or after an event.
For last minute bookings, a last-minute delivery procedure will be discussed with you on booking. Late booking fees and courier costs may apply.
Your travel documents will contain an emergency phone number should your event tickets get lost or stolen; or you can contact our office during open hours (A.E.S.T).
Travel documents are non-transferrable.
Please check with your doctor before travelling if you require any specific vaccinations for the countries you will visit during your trip or if you have any medical requirements to consider. We cannot be held liable for any medical issues or expenses incurred during your trip. Vaccination information can be found by visiting the Travelvax website or calling 1300 360 164.
You acknowledge that you may be travelling to countries or regions where political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. It is your responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks apparent upon such travel.
We contract with a network of suppliers, service providers, event organisations and individuals to assist in the fulfilment of our packages and tours and we act as an agent for these third parties. We are not responsible for the acts and omissions of these third parties.
To the fullest extent permitted by law:
- any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a package, tour or trip, or any breach of these booking and travelling terms and conditions, is excluded;
- you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a package, tour or trip; and
- any condition or warranty which would otherwise be implied by law into these booking and travelling terms and conditions (Implied Warranty), is excluded.
To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.
Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
If you have a complaint, we recommend contacting the supplier or service provider to resolve the issue, so that they can attempt to rectify the matter on the spot. For example, if you have a complaint about a hotel room, please contact reception to resolve that matter in a timely manner. If the service provider does not adequately resolve the issue, we are happy to step in to assist. In this instance, please contact our office as soon as possible. If a complaint is made during your trip, we may be able to help by liaising with the service provider directly at the time. We cannot retroactively fix issues, so it’s important to let us know at the time, so we have a chance to assist you and that the service provider is made aware of your dissatisfaction or complaint.
We will not provide any refund for dissatisfaction, change of mind, inadequate service or issues in relation to the services provided. However, we want to ensure you that have a comfortable and enjoyable experience, so if you are at all dissatisfied during your trip please let us know, as we will endeavour to make things right and will work directly with the service provider to come to a resolution for you if need be.
If satisfaction is not reached through these means at the time, any further complaint should be put in writing to us within 07 days after the service has ended and we will seek a resolution from the service provider. In this instance there are no guarantees or promises, but we will do our best to ensure you are a satisfied and content traveller.
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason, then, such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes.
The laws of Victoria, Australia govern these Booking Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Victoria, Australia.
Address: 112 Bittern-Dromana Road, Merricks North, VIC 3926
Phone: +613 5989 7666 (1300 788 666)
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