Booking terms and conditions

1. Agreement terms

In this agreement the following definitions apply to the terms and conditions:

“Company”, “we”, “us” refer to Educational Journeys Pty Limited.
“Group” means all persons listed on the Passenger List- including anyone who is added or substituted at a later date.

“Group Member” or “You” refers to any person who is to participate on the program in connection with your booking.

“Program” means your Educational Journeys program booked through us.

“Program Leader” refers to the Group Member responsible for the booking.

2. To make a booking

To request a booking, the Group Member must submit to us the full amount of the deposit payable in relation to the Program.

We require a minimum of ten (10) Group Members for any booking.

3. Deposit and final payment for bookings

For each Booking, we require:

(a) a minimum deposit of $800 per person for all bookings where international travel in involved, and

(b) a minimum deposit of $400 (+GST) per person for all bookings where domestic travel is involved.

All deposits are strictly non-refundable.

An invoice with the balance of the Program will be sent to the program leader ten (10) weeks before departure, unless otherwise agreed

4. Covid Policy

Educational Journeys has completed ATEC’s (Australian Tourism Export Council) COVID Ready Program, which is based upon the Australian Federal Government, National COVID Compliance Commission (NCCC)

 COVID Safe guidelines

Our COVID Safe Plan and Practices document can be provided upon request. Whilst Educational Journeys will follow government guidelines and recommendations, each program participant is responsible for their own health and wellbeing.

Should your program need to be postponed due to a COVID related matter Educational Journeys will liaise with suppliers to postpone the program to a new date however there may be associated cancellation and rebooking fees with our supplier partners. You will be responsible for any additional fees and charges that apply.  If a student does not wish to travel on the postponed date, our normal terms and conditions for cancellations apply.

Should your program need to be cancelled due to a COVID related matter our normal terms and conditions for cancellation apply.

You acknowledge that you are choosing to travel at a time where you may be exposed to COVID-19. It is your own responsibility to acquaint yourself with all relevant travel information, including applicable health risks. You acknowledge that your decision to travel is made based on your own consideration of this information, and you acknowledge and agree that you are aware of, and assume responsibility for, the risks associated with traveling at this time. To the fullest extent permitted by law, we accept no liability in relation to these additional risks.

5. Late payments

The company refers the right to impose an administration charge of $30.00 per person for any payments that fail to meet us by the due date.

6. Prices

If the total number of Group members change, Educational Journeys reserves the right to recalculate your program cost based on the variable.

Quotes for any cost associated with your booking, are always subject to availability and can be withdrawn or varied at any time without notice and such price variations may be outside of our control.  Please note that prices quoted are subject to change.  Where possible we shall advise you of any price variations as soon as practicable.  Such variables in relation to price may include adverse currency fluctuations, fuel surcharges, taxes and airfare increase.  All prices are subject to availability at time of booking.

Prices are only considered final once paid in full, processed by us and bookings confirmed by the relevant travel service provider.

7. Changes to your booking and cancellation fees

If you make changes to your Booking after the Program is confirmed, this may incur additional fees.  We shall inform you of those additional fees.

We reserve the right to make alterations to your Program before and after any booking has been confirmed, subject always to your approval for additional costs.

When making a Booking, you must provide current and correct details of each Group Member and ensure that such information is as stated on their current valid passport or other identification documents.

We note that some Third Party Travel Service Providers will deny carriage if the traveller’s name varies from their booking and may cancel automatically if the traveller’s name is amended. We have no responsibility for any loss or damage arising from the incorrect entry of a traveller’s name or as a result of the Third Party Travel Service Provider’s policies. It is your responsibility to ensure that all details of the booking are correct before proceeding

All bookings are made on your behalf subject to the terms and conditions imposed by the Travel Service Provider.  If, for example, a Travel Service Provider’s terms and conditions contain a “no refund policy”, we will only be able to provide you with the remedy provided by the travel service provider (if any), which may include a travel credit supplied by the travel service provider. This remedy will also be subject to these Terms and Conditions including the application of the below amendment fees.

The total cost of your change with us will depend on the following:

  • Airline change fee, possible fare and tax difference and Educational Journey’s applicable fee’s as per below:
    1. Changes to Domestic/Trans-Tasman bookings will incur a fee of $50 per passenger per booking in addition to supplier and credit card fees.
    2. Amendments causing cancellations to Domestic/Trans-Tasman bookings will incur a fee of $50 per passenger per booking in addition to supplier and credit card fees.
    3. Changes to International bookings (excluding Trans-Tasman bookings) will incur a fee of $110 per passenger per booking in addition to supplier and credit card fees.
    4. Amendments causing cancellations to International bookings (excluding Trans-Tasman bookings) will incur a fee of $110 per passenger per booking in addition to supplier and credit card fees.  *fees exclude GST where applicable.

All cancellations must be submitted in writing.

Cancellations made by you are subject to 100% loss of any pre-paid Deposit plus any charges incurred by us as we are subject to the terms and conditions of our suppliers.  These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced.  Fees will also apply where a booking is changed, or tickets are re-issued.  Where we incur any liability for a cancellation fee or charge for any booking which you cancel, you agree to indemnify us for that fee or charge.’

If any cancellation reduces the number of paying Group Members below the minimum number required for a particular Tour price or concession (including free places), the invoice will be adjusted accordingly for all remaining Group Members.

8. Airline taxes

Airline taxes are subject to change and are confirmed at the time your airline ticket is issued. There may also be a local tax charged at some airports.

9. Travel insurance

Travel Insurance is compulsory for the duration of the entire program and must be in place prior to the final payment being made for the trip to ensure appropriate compliance and protection whilst away. Educational Journeys always recommends that the entire travelling Group are insured under the one policy. You should obtain a Product Disclosure Statement relating to the travel insurance product you are considering purchasing and should read the document before making any decision about whether to acquire the product. If you choose a policy through our preferred insurance partner, you will need to complete your travel insurance application form, sign it and return it to us. We cannot issue your insurance until this form is provided regardless of whether payment has been made.

10. Passports & visas

It is your responsibility to ensure that you have valid passports, visas and re-entry permits which meet the requirements of immigration and other government authorities. Any fines, penalties, payments or expenditures incurred because of such documents not meeting the requirements of those authorities will be your sole responsibility. All Group members must have a valid passport for international travel with at least 6 months validity from the date of your scheduled return to Australia. If you need information regarding visa and other travel document requirements for your program, please let us know. We can obtain such information from an external visa advisory service provider on your behalf. We do not warrant the accuracy of such information and accept no liability for any loss or damage which you may suffer in reliance on it. We can obtain visas for you if you wish and fees will apply for this service.

11. Special requirements

Any special requirements for your Program (such as dietary requests, or special access) must be provided to us with adequate notice, at the time of Booking.  We will endeavor to assist with all requests including access to power, refrigeration and travelling with the use of mobility aids, however this is subject to the travel service provider meeting such requests and is in their sole and absolute discretion.  Several factors may impact special requests being met, including (without limitation) any modes of transport and local standards at the destination.  We are unable to accommodate medical requests, save for where we notate medical requests to the travel service provider, we do not guarantee that medical requests are able to be accommodated.  It is your responsibility to contact the travel service provider directly (either at the destination or prior to travelling)

12. Health

We are unable to provide medical advice and direct all Group Members to speak with their GP regarding specific vaccinations for all travel.  We also suggest referring to www.smarttraveller.gov.au for any other specific questions regarding vaccinations.  You must ensure that you are aware of any health requirements and recommended precautions relevant to your travel booking and ensure that you carry all necessary vaccination documentation and medications in accordance with the legal requirements of the travel destination.  We note that in some cases, failure to present required vaccination documentation (e.g. proof of COVID-19 and/or Yellow Fever vaccination) may deny you entry into a country.

13. Agency

We act as an agent only.  We sell various travel related products on behalf of numerous transport, accommodation and other wholesale service providers, such as airlines, coach, rail and cruise line operators.

We facilitate and manage bookings on your behalf and agree to arrange relevant contracts between you and these third party service providers.  We have no responsibility for these services, nor do we make or give any warranty or representation regarding their standards or the representations that those third party services providers make in any advertising or correspondence.  We are in no way liable for the delivery of any third party service provider agreement.

Additionally, all bookings are made subject to the terms and conditions and limitations of liability imposed by these service providers.  Your legal recourse is against the specific provider and not us as we do not represent to act for the specific provider but as an agent for you to engage their services only.

If for any reason, any travel service provider is unable to provide the services for which you have booked or engaged, your remedy lies against the provider and, except to the extent a problem arises as a result of our gross negligence, fraud, criminal conduct or willful misconduct, is not against us.

Although we will use due care and skill in performing our services and when acting as agent on your behalf, we will not always be able to verify if, and cannot guarantee that, all information provided by the travel service provider (including the travel service provider’s brochure and terms and conditions) is accurate, complete and correct. Subject to any rights and/or remedies you may have under the Australian Consumer Law,  we cannot be held responsible or liable for any errors, omissions, interruptions (for example, aircraft substitutions, renovations occurring at hotels, swimming pool closures, accommodation inclusions or changes to inclusions, resort fees payable, breakdowns, repairs, upgrade or maintenance of systems), or inaccurate, misleading or untrue information or non-delivery of information by the travel service provider.

14. Liability

To the extent permitted by law, we do not accept any liability in contract or otherwise for any injury, illness or death, or for any damages or claims arising from loss (including consequential loss),delay, additional expense or inconvenience caused directly or indirectly by the acts, error, omissions or default, of any government or government authority, officer or employee of third party providers over whom we have no direct control, force majeure or any other event which is beyond our control and which is not preventable by reasonable diligence on our part. Under circumstances where liability cannot be excluded, and where liability may be lawfully limited, such liability is limited to the value of the purchased travel arrangements.

All baggage and personal effects are at all times and in all circumstances at the risk of the Group Member.

For the avoidance of doubt, nothing in these Booking Terms and Conditions is to be construed as releasing or indemnifying any booking member from liability for loss or damage that was caused, or contributed to, by a negligent willful act or omission of the Company and/or its personnel.

Nothing in these terms and conditions is intended to limit any rights you may have as a consumer under the Competition and Consumer Act 2010 (Cth).

15. Travel documents

Travel documents include (without limitation) airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a service provider. Travel documents may be subject to certain conditions and/or restrictions including (without limitation) being non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. Travel documents cannot be transferred to another person to use.

All airline tickets must be issued in the name of the passport/photo identity holder. An incorrect name on a booking may result in an inability to use that booking, the booking being cancelled, and the application of additional change and/or cancellation fees. Please review your travel documentation carefully and advise us immediately of any errors in names, dates, or timings. Your travel documents will be available 2-3 weeks prior to departure.  Please ensure you read your travel documents carefully for details on baggage allowances as these can vary from airline to airline and country to country. Excess baggage (if your airline allows it) can be expensive and is your responsibility. We will not be liable for any expenses, fees, penalties, costs, liabilities, damages, or losses associated with baggage allowances and excess baggage.

16. Privacy policy

We are committed to protecting the privacy and confidentiality of personal information of all our clients and related entities.  To view our privacy policy please visit our website www.educationaljourneys.com.au.