G and T TRAVEL CLUB BOOKING TERMS & CONDITIONS
The following terms and conditions (‘booking conditions’) form the basis of your contract with G and T Travel Club and/or ONTRACK Adventures (G and T Travel Club/ONTRACK Adventures ‘we’ or ‘our’). Please read them carefully as they set out your and our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions, that you agree to them and that you agree to them applying to your holiday arrangements that you book with us and which we agree to make, provide or perform (as applicable) as part of our contract with you.
References in these booking conditions to your ‘holiday package’ are references to the tour package you have booked with G and T Travel Club/ONTRACK Adventures.
Prices – Deposits – Payments
Your booking price will be set out in the invitation email, including attached documents, including without limitation, to cover changes in government taxes and charges, exchange rate variations, fuel surcharges, airline changes and charges, a force majeure event or other material increases by suppliers.
Once you pay in full your holiday package price is guaranteed (except for any changes resulting from a major $AUD currency devaluation or a force majeure event – see below). A Non- Refundable security deposit of $1500 to $2500 per person, depending on your destination, is required within 7 days of completing your online booking form to complete your booking request.
The deposit amount will be confirmed upon receipt of your booking form as we will generate your deposit invoice at this point. Deposit amount I also outlined on each tour brochure.
Some G and T Travel Club/ONTRACK Adventures tours have included flights. The quoted flight prices may fluctuate until payment for these flights is received and the flights are ticketed by our operator.
G and T Travel Club/ONTRACK Adventures may in some instances, request payment for these flights prior to your tour final payment due date to lock in the best flight prices that are available at the time.
PLEASE NOTE: International exchange rates are out of G and T Travel Club/ONTRACK Adventures control and as we operate as a ‘Club’ and not a ‘tour company’ our margins are minimal.
Our tour operators quote G and T Travel Club/ONTRACK Adventures in various currencies.
Africa and Morocco tours are quoted to us in $ USD.
Nepal tours are quoted to us in Nepalese rupees (NPR)
India tours are quoted to us in Indian rupees (INR)
Other destinations to be advised.
In the event of major currency fluctuations/devaluation, we reserve the right to recalculate the price until the final payment due date.
If the $AUD versus $USD rate drops below $AUD 1 = $USD .58 cents, we reserve the right to reprice the tour.
If the $AUD versus NPR rate drops below $AUD 1 = NPR 60, we reserve the right to reprice the tour.
If the $AUD versus INR rate drops below $AUD 1 = INR 48, we reserve the right to reprice the tour.
Note: The above ‘trigger rates’ of $AUD 1.00 =$US 58 cents, NPR 60 rupees, INR 48 rupees is not the ‘official rate’ you see advertised but our ‘buy’ rate when we purchase the currency through our bank which is the National Australia Bank (NAB)
Final payment of the balance of your holiday package price is generally due 100 days prior to departure. The final payment due date will be confirmed on your tour invoice.
G and T Travel Club/ONTRACK Adventures reserves the right to cancel any booking or to refuse to carry any passenger where payment has not been received by G and T Travel Club/ONTRACK Adventures within the specified time.
Payment in full is required at time of booking for reservations made less than 100 days before departure from your country of origin. If G and T Travel Club/ONTRACK Adventures is unable to confirm your reservation, all monies will be refunded.
Transfers – Airport arrival and departure transfers are included on the first and last day of the holiday package. Transfers booked for flights arriving or departing outside of the arrival day and departure day can be purchased at an additional cost. No refund will be given for unused transfers. Transfers cannot be re-routed to other pick-up points or destinations. Passengers who miss their pre-booked transfers must make their own way to/from the hotel at their own expense. Some tours include group transfers from or in between airports/hotels and vice versa. A group transfer is generally a shared transfer and the type of vehicle used will normally be dependent upon the size of the group.
Not Included in Our Tour Price – Airfares (unless stated), airport taxes, fuel surcharges, excess baggage, passport and visa fees, travel insurance, meals, unless noted as included in the itinerary, drinks, laundry and optional excursions and anything of a personal nature.
Gratuities – Are not included. A predetermined group ‘kitty’ is generated for each tour program. This kitty is payable in USD$ cash on arrival day, to your tour hosts. The amount varies from tour to tour but is outlined on every tour brochure and in the Prepare to Launch, pre departure information supplied for each tour. USD$ cash notes must be dated after 2013 series. This date can be found near the bottom left corner of each USD$ banknote.
Hotels – Hotel rooms in Asia or the subcontinent are often smaller than those in Australia and NZ. In more remote places, hotel standards may not be quite as high as in major centres. G and T Travel Club/ONTRACK Adventures endeavours to utilise the most suitable accommodation available in each destination to ensure that passengers enjoy high levels of cleanliness, comfort, and service. The hotels listed will be used, however, if a change is necessary for any reason, G and T Travel Club/ONTRACK Adventures will endeavour to ensure that alternative accommodation is of an equivalent standard to those shown, or the next best available. Hotel rooms are generally not available for check-in before 3 pm and require check-out by 10 am.
Twin or Double Rooms – Accommodation in all hotels, regardless of the rating, is in standard rooms (sometimes named superior/deluxe) based on twins or doubles unless otherwise stated.
Solo Travellers – Single travellers will have their own room. If requested and possible we will endeavour to match you up with someone compatible and of the same sex. If this is not possible and you are a single traveller, then the single supplement will apply.
Passengers Needing Special Assistance – G and T Travel Club/ONTRACK Adventures welcomes passengers with disabilities or special needs provided they are accompanied by a companion capable of providing all necessary assistance. Any disability or medical condition requiring special attention must be reported to us at the time of booking. It is the customer’s responsibility to advise us of your circumstances to ensure the selected tour is suited to your individual needs. G and T Travel Club/ONTRACK Adventures is not responsible for any loss of enjoyment, loss of touring or loss of monies should the customer be unable to participate in the tour or in any or all the activities. Any costs incurred because of the customer’s need to return home because of non-disclosure is the customer’s sole responsibility. A Health, Mobility and Fitness Checklist will be requested after you make your booking and will then be sent to you with your invoice.
G and T Travel Club/ONTRACK Adventures will make reasonable efforts to accommodate the special needs of disabled passengers but is not responsible for any denial of services by carriers, hotels, trains, restaurants, or other independent suppliers, or for any additional associated expenses. Coaches and minibuses are not equipped with wheelchair ramps. Wheelchairs and walkers cannot be carried on coaches, due to space limitations. G and T Travel Club/ONTRACK Adventures is unable to provide individual assistance to any passenger for walking, dining, boarding or alighting coaches or other transportation vehicles or other personal needs.
General Health and Fitness – A good level of fitness and health is required to participate on G and T Travel Club/ONTRACK Adventures tour packages. In some destinations there are extensive sightseeing excursions by foot, and which includes climbing of stairs. Mobility is needed boarding or alighting coaches, and trains. We recommend a visit to the doctor and dentist before travelling to overseas destinations. It is your responsibility to advise G and T Travel Club/ONTRACK Adventures of any pre-existing medical conditions or health and mobility related concerns that may affect the normal conduct of a holiday package and the enjoyment of other passengers. Health, Mobility and Fitness questions are included on the online booking form.
Visa and Passports – All passengers must have a valid passport that is valid for at least six months after the tour package/flight return date. Passengers must consult with the appropriate consulates to ensure that they have any applicable visas for countries included in the holiday package prior to departure. Passengers are solely responsible for meeting necessary passport and visa entry requirements and paying all associated costs. G and T Travel Club/ONTRACK Adventures is not responsible for delays or missed portions of the holiday package resulting from incorrect travel documents or visas.
Public holidays/festivals – Virtually all countries have public holidays, religious or otherwise. The festivities may temporarily disrupt your holiday and some religious holidays may result in a reduction of facilities and entertainment.
BOOKING AND PAYING FOR YOUR HOLIDAY
Airfares – Air travel, unless indicated otherwise is not included. Airline schedules are subject to change without notice. Once air tickets are issued, airline amendment and/or cancellation fees apply and, in some cases, are non-refundable. Name changes and voluntary date and schedule changes, if available will incur fees. G and T Travel Club/ONTRACK Adventures is not liable for delays or disruptions of air travel. Once tickets are issued G and T Travel Club/ONTRACK Adventures will have no other liability and will not be responsible for refunding the cost of any services booked in conjunction with the flights.
Travel Insurance – Travel Insurance is not included in your holiday package, but compulsory before joining any tour. For your protection we strongly recommend that you purchase comprehensive travel insurance that includes (without limitation) coverage for medical expenses, loss of luggage, covid coverage and all land transportation content and airfare charges that may occur due to cancellation, disruption, loss of deposit or strikes.
Travel information and documents – After booking you will receive an invoice with all important information relevant to your holiday package. We strongly recommend you check the details carefully and read the included information. You must advise us of any detail that is incorrect.
Special Requests – Where a special request (twin or double bedding, a particular facility at a hotel and dietary requirements) is an important factor in your choice of holiday, you must advise us when your booking is made. G and T Travel Club/ONTRACK Adventures will pass your request onto the hotel, airline or other supplier but cannot guarantee that it will be accommodated. G and T Travel Club/ONTRACK Adventures will also pass on any dietary requests to the hotels, but we strongly recommend that you check with us again prior to each mealtime. The provision of any special request does not constitute a term of your contract with us.
Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.
IF YOU WANT TO CHANGE OR CANCEL YOUR HOLIDAY
Changes or Additions to Your Holiday – If you want to change any part of your holiday arrangements after the invoice has been issued, we will do our best to make the change, but it may not be possible. Any request for changes must be made in writing by the person who made the original booking. If it is possible to make the change, it will be subject to an administration charge and payment of any further costs incurred because of the change.
Cancellation Policy – For all holiday packages the following G and T Travel Club/ONTRACK Adventures cancellation fees apply:
Days of Notice: Fee Per Person:
100 days or more Loss of deposit
99-61 days 50% of holiday package price.
60 days or less 100% of holiday package price.
All cancellations must be received in writing by G and T Travel Club/ONTRACK Adventures and are not effective until this notification has been received. If your holiday has commenced, 100% of the full holiday package price is charged. There is no refund for unused services or if portions of the holiday package are missed.
Additional cancellation fees may also be charged in respect of accommodation reserved outside the holiday package dates.
Cancellation of Airfares – Scheduled airlines normally regard name changes and changes to departure dates as a cancellation and rebooking which may attract a cancellation fee. Applicable cancellation fees may amount to 100% of the airfare.
IF WE WANT TO CHANGE OR CANCEL YOUR HOLIDAY
Brochure Accuracy – G and T Travel Club/ONTRACK Adventures has endeavoured to ensure that the information given on the invitation letter about accommodation, itineraries etc., is correct to the best of its knowledge at the time of invitation delivery. However, advertised descriptions and facilities and prices may change.
Holiday package or excursion itineraries may change or be different from those described because of local conditions, weather conditions, annual events. G and T Travel Club/ONTRACK Adventures will endeavour to notify you of any significant changes prior to your departure.
If We Change or Cancel Your Holiday Before Your Departure – G and T Travel Club/ONTRACK Adventures endeavours to provide you with all the services confirmed to you at the time of your booking. However, we plan arrangements a long time in advance of your departure date using independent suppliers such as airline, hotels etc., over whom we have no direct control. On occasions changes do have to be made, and G and T Travel Club/ONTRACK Adventures reserves the right to cancel or amend holiday packages/excursions accordingly.
If an accident or illness incapacitates either/or both G & T Travel Club hosts (Wayne Thomas and/or Cheryl Gooley), or if the Visas of Wayne Thomas and Cheryl Gooley are refused, revoked, or cancelled, G and T Travel Club will employ additional professional guides, subject to availability, to assist and support you throughout your tour.
If an accident or illness incapacitates either/or both of your ONTRACK Adventure hosts, or if the Visas of your hosts are refused, revoked, or cancelled, G and T Travel Club/ONTRACK Adventures will employ additional professional guides, subject to availability, to assist and support you throughout your tour.
Force Majeure – Force Majeure means the occurrence of an event that is beyond G and T Travel Club/ONTRACK Adventures reasonable control and which could not have been reasonably prevented by G and T Travel Club/ONTRACK Adventures which includes, but is not limited to: (a) war, armed conflict, criminal damage, riot, civil strife, industrial dispute, terrorist activity or the threat of any such acts; (b) natural disaster (including but not limited to flooding, fire, earthquake, landslide), adverse weather conditions, high or low water levels; (c) nuclear or other industrial accident causing environmental pollution or contamination; or (d) change in law, meaning, enactment, amendment (including repeal) in the law or administration of any law in Australia or any jurisdiction or territory relevant to the booking contract, which includes changes in statute, regulation, determination, by-law, declaration, licence and the common law as applicable from time to time: and (e) pandemic whether it affects international or domestic travel arrangements
Termination of Booking Contract or Change of Travel Arrangements Due to Force Majeure – If G and T Travel Club/ONTRACK Adventures, in its reasonable opinion, considers that any Force Majeure event prevents G and T Travel Club/ONTRACK Adventures (whether directly or through its employees, contractors, subcontractors and agents) from lawfully or safely providing any products or services subject of the booking contract with you, G and T Travel Club/ONTRACK Adventures may immediately by written notice: (a) terminate the booking contract (in whole or in part); or (b) change your travel arrangements as reasonably practicable to ensure your safety and invoice you for any additional costs.
Limitation of Liability in the Event of Force Majeure – In the event that G and T Travel Club/ ONTRACK Adventures cancels or changes your travel arrangements in any way due to a Force Majeure event, G and T Travel Club/ONTRACK Adventures will not be liable to you in contract, tort, statute or restitution for any loss (including, but not limited to, loss of deposit or purchase price and loss of enjoyment), damage, costs, charges, expenses or injury resulting from or in connection with (whether directly or indirectly):(a) the cancellation or change to your travel arrangements; or (b) the Force Majeure event. G and T Travel Club/ONTRACK Adventures is not liable to refund any part of the deposit or purchase price paid by you if G and T Travel Club/ ONTRACK Adventures subsequently changes or cancels your travel arrangements in connection with a Force Majeure event. Force Majeure events are unpredictable and beyond G and T Travel Club/ONTRACK Adventures control. It is your responsibility to purchase travel insurance to adequately protect yourself against these risks.
ON TOUR
Personal Belongings and Lost Items – For security reasons valuables should be kept to a minimum and packed in your hand luggage along with your medicines, camera, film, electrical or battery-operated appliances, as well as essentials such as a change of clothing and toiletries. It is your responsibility to always look after your property and you must ensure you are adequately covered by comprehensive travel insurance in the event of any loss.
Disruption to any Itinerary Arrangements – Itineraries are intended as a guide only and are subject to alteration without notice. Alternations may be necessary for various reasons including, without limitation, road, rail, or weather conditions, strikes or other reasons beyond G and T Travel Club/ONTRACK Adventures control. If conditions render any routes unsafe for navigation, G and T Travel Club/ONTRACK Adventures reserves the right to provide alternative services including, but not limited to, or substitute land arrangements. G and T Travel Club/ONTRACK Adventures cannot guarantee exact arrival and departure times for carriers and operators used by G and T Travel Club/ONTRACK Adventures and G and T Travel Club/ONTRACK Adventures will not be liable for failure to make connections with any other services or attractions beyond its control.
GENERAL INFORMATION
Limitation of Liability –
- Our holiday packages include the services of independent providers, such as hoteliers, airlines, and other operators, who are not agents, servants or employees of G and T Travel Club/ONTRACK Adventures. Although we take care in selecting the independent service providers and the optional excursions conducted by some independent service providers, G and T Travel Club/ONTRACK Adventures is not responsible for the conduct of the independent service providers, their servants, and agents or for any ramifications of that conduct. Optional excursions may, depending on your holiday package, include activities such as climbing, exploring, bike riding, swimming, and snorkelling. You accept and assume the risk involved with these activities.
2. If, in the opinion of any representative of G and T Travel Club/ONTRACK Adventures, your mental or physical condition is such as to affect your own health and safety, render you incapable to care for yourself, cause you to became a hazard to yourself or other passengers or result in you becoming objectionable to other passengers or staff, you will not be permitted to embark or continue on the whole or any part of the holiday package. G and T Travel Club/ONTRACK Adventures is not liable to you for any costs associated with such decision and you will not be refunded for any part of the holiday package.
3. G and T Travel Club/ONTRACK Adventures accepts no responsibility for any death, injury, illness, loss (including loss of enjoyment), damage, detention, delay (including mechanical breakdown) beyond its control.
4. Any term, condition or warranty express or implied by statute or otherwise in respect of the holiday packages contained in the invitation letter are excluded to the full extent permitted by law. Nothing in these booking conditions excludes, restricts, or modifies the application of the Competition and Consumer Act 2010 as amended, consolidated, supplemented, or replaced.
5. To the full extent permitted by law, G and T Travel Club/ONTRACK Adventures liability arising under or in connection with these booking conditions: (a) is limited to the re-supply of the products or services or the payment of the cost of re-supply of the products or services to you; and (b) excludes liability for any indirect or consequential losses suffered by you or any third party, howsoever caused, including but not limited to pure economic loss or any special, extraordinary or punitive damage to you or any other party.
6. You are required to forward deposits and other payments to us on your behalf only. We do not accept bookings from travel agents. G and T Travel Club/ONTRACK Adventures reserves the right to cancel any ticket or booking or refuse to carry any passenger where payment has not been received by G and T Travel Club/ONTRACK Adventures within the specified time.
Medical Assistance – G and T Travel Club/ONTRACK Adventures does not employ medical staff on any of our tours. Where a doctor is required, we will seek local medical services immediately. You are responsible for all charges that result from a visiting a medical facility, or for a medical practitioner visiting you. G and T Travel Club/ONTRACK Adventures is not responsible for the type or quality of the medical services you may receive.
Service Enquiries – If a problem occurs during your holiday, you should, in your own interests, advise G and T Travel Club/ONTRACK Adventures so that steps can be taken to resolve the matter. If you remain dissatisfied, any complaint must be made in writing to G and T Travel Club/ ONTRACK Adventures within 30 days.
Luggage Limits – Each passenger is entitled to take one piece of luggage that does not weigh more than 20 kg (44 pounds), plus a small day bag/pack for valuables, cameras etc. Some destinations require that your luggage is of a soft sided nature and not a hard suitcase on wheels. Pre departure notes will advise if there are further luggage restrictions.
Some airlines only include a maximum luggage weight of 15 kg of checked baggage per person along with carry-on luggage limits of 7kg. These carriers will be outlined in the brochure as additional fees charged by the airline with be at the passengers cost and paid directly to the airline by the passenger.
These Terms and Conditions must be adhered to along with any other important information given throughout the Invoicing process. You must advise that you have both read and agree with these Terms and Conditions.