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.
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.
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. 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.
5. 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Quotes for any cost associated with your booking, are always subject to availability and can be withdrawn or varied at any time without notice and such price variations may be outside of our control.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.
6. CHANGES, REFUNDS AND SUPPLIER TERMS
6.1 Agency and third-party services
We act as an agent in arranging travel services on your behalf. Your booking includes services provided by third party
suppliers (including airlines, accommodation providers, transport providers and activity operators), which are subject to the terms and conditions of those suppliers.
6.2 Itinerary changes and amendments
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.
6.3 Cancellations by you
All cancellations must be submitted in writing, regardless of whether travel has commenced.
If you cancel your booking, cancellation fees may apply. These may include:
• fees imposed by third party suppliers (which may be up to 100% of the relevant component); and
• reasonable costs incurred by us in arranging and administering your program, including our service and administration component as described below.
6.4 Service and administration component
Your booking or program is provided on a package basis which includes a service and administration component reflecting work performed by us in designing, planning, coordinating and managing your booking, including (without limitation) itinerary development, supplier sourcing, booking management and ongoing program administration.
This component is incurred progressively from the time of booking and may not be recoverable in the event of cancellation.
6.5 Cancellations due to external events / inability to perform
Where a booking is cancelled, postponed or cannot proceed due to events outside the control of the parties (including, without limitation, government restrictions, safety concerns, geopolitical events or other force majeure circumstances):
(a) we will use reasonable endeavours to recover amounts from third party suppliers;
(b) any refund will be limited to amounts recovered from those suppliers; and
(c) we may retain amounts representing:
• non-recoverable supplier costs; and
• the service and administration component of the program, to the extent it reflects work performed and costs incurred prior to cancellation.
6.6 Refund form
Refunds may be provided as: (a) a monetary refund; or (b) a credit or rebooking option; depending on the terms applied by the relevant supplier.
6.7 No entitlement to detailed supplier pricing
You acknowledge that pricing for your program is provided on a package basis. We are not required to provide a breakdown of individual supplier pricing or internal cost allocations, but will provide a summary of refund outcomes upon request.
6.8 Deposits and prepayments
Any deposit or prepayment forms part of the total program price. To the extent permitted by law, amounts paid may be applied toward:
• non-recoverable supplier costs; and
• the service and administration component described above.
6.9 Australian Consumer Law
Nothing in these Terms limits any rights you may have under the Australia Competition and Consumer Act 2010 (Cth). Where required by law, we will provide refunds or remedies in accordance with applicable consumer protections.
7. 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.
8. 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.
9. 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.
10. 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), should your medical requests be of a serious nature.
11. 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 smarttraveller 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.
12. 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.
13. 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.
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).
14. 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.
15. COMPLAINT HANDLING AND DISPUTE RESOLUTION
Educational Journeys is a proud to hold ATAS Accreditation, ATAS is an industry accreditation scheme that sets the benchmark of quality for the travel industry. ATAS is also responsible for monitoring our compliance with the ATAS Code of Conduct (the Code) and assisting in the resolution of complaints. If you would like to know more about the Code, you can visit the ATAS website.
For information on how we handle complaints, please refer to our Complaint Handling Policy.
16. PRIVACY POLICY
We are committed to protecting the privacy and confidentiality of personal information of all our clients and related entities. For further information, please refer to our Privacy Policy.