Booking Terms and Conditions

 

PLEASE ENSURE YOU READ AND UNDERSTAND PRIOR TO BOOKING A TRIP WITH US.

 

1. The Contract

Whereaway Trips (‘the Company’, ‘we’, ‘us’, ‘our’ and ‘Whereaway Trips’) accepts tour (‘tour’, ‘trip’) bookings subject to the following conditions, therefore please take the time to read and understand all conditions prior to booking a trip.

By booking a tour with us, you acknowledge that you have read, understood, and agree to be bound by these terms and conditions (‘the terms’) which constitute the entire agreement between you and us.

If you make a booking on behalf of other participants, you guarantee that you have the authority to accept and do accept these terms on behalf of the other participants in your party.

Your booking is confirmed, and a contract exists at the point when we issue a written confirmation that your place on a trip has been reserved following receipt of the applicable deposit amount.

You must be at least 18 years of age to make a booking.

2. Bookings, Deposits, and Reservations

To secure your place on a trip, you are required to pay a deposit, and the remaining amount must be paid no more than 60 days prior to the trip date.

If your booking is made within 70 days of departure, the full amount is payable at the time of booking. Payment is possible by credit card or debit card.

When your deposit funds have been received by Whereaway Trips, we will issue a written confirmation that your place on the tour is reserved. It is at this point that a contract between you and Whereaway Trips comes into existence.

3. Cancellation by the Traveller

Should you wish to cancel your booking, cancellation fees will apply and are expressed as a percentage of the overall price of the trip.

If you cancel the trip:

a) More than 70 days prior to departure – we will retain the full deposit amount. However, you can choose to put this towards any future Whereaway Trips trip.

b) Between 69 and 30 days prior to departure – we will retain 50% of the overall trip price.

c) Less than 30 days prior to departure – we will retain 100% of the overall trip price.

Cancellation will only be effective when we receive written confirmation of the cancellation.

Cancellation Process: To cancel your booking, you must send written notice to us by email to info@whereawaytrips.com. Cancellation fees will be applied per person according to the schedule set forth in this section.

Unused trip portion: If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made.

It is strongly recommended that comprehensive travel insurance is taken out, which includes cover against cancellation charges. Depending on the reason for the cancellation, you may be able to reclaim the cancellation charges (less any applicable excess) under the terms of the insurance policy. All claims must be made directly to the insurance company.

4. Cancellation by Us

If Whereaway Trips is forced to cancel your trip, we will let you know with as much notice as possible. In these circumstances, you can choose from two options:

a) You can transfer amounts already paid towards another Whereaway Trips trip on a future departure date.

b) Receive a full refund.

This guarantee is not applicable in the case of Force Majeure (see clause 15). We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events, it is not viable for us to operate the planned itinerary. In such circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs.

We are not responsible for any incidental expenses that you may have incurred as a result of your booking, including but not limited to visas, vaccinations, travel insurance excess, or non-refundable flights. You are advised only to book fully flexible transport and other arrangements that can be canceled or changed without charge, and we strongly recommend you have comprehensive travel insurance that includes cancellation coverage.

5. Changes to Booking (by you)

If you want to transfer from one tour to another, to a future departure date, or transfer your booking to a third party, you must notify us at least 70 days prior to departure of the original confirmed booking. Thereafter, all changes will be treated as cancellations and subject to the charges in clause 3.

Amendments to any other arrangements made in conjunction with your trip will incur a $100 administration fee per booking per change. This fee is in addition to any charges levied by our suppliers, such as hotels, ground operators, or airlines. No amendments are permitted to your booking within 10 days of departure.

Changes are subject to availability.

1. 6. Changes to Itinerary (by us)

While we endeavor to operate all trips as described in the published itineraries, we always reserve the right to change the trip itinerary. Changes may be necessary as a result of unforeseen circumstances, operational concerns, or concerns for your health, safety, enjoyment, or comfort. Any changes are at the discretion of Whereaway Trips.

This includes the right to replace guides, alter accommodations, change transport, modify the order in which places are to be visited, and make any other changes to the itinerary.

We will inform you of any such changes as soon as reasonably possible.

7. Personal Details

In order for us to confirm your travel arrangements (internal flights, accommodations, permits, and other inclusions), you will be required to provide some personal details including (but not limited to) full name as per passport, date of birth, nationality, passport number, passport issue and expiry date, and any pre-existing medical conditions that may affect your ability to complete your travel arrangements.

You are responsible for ensuring that all information you provide is accurate and up-to-date. If a change is required, any extra costs incurred for making the change will be charged to you along with an administrative fee.

If you fail to provide all required information prior to the date on which full payment is due, it may result in additional charges or non-refundable cancellation of your trip.

You may also be requested to complete a pre-trip survey to enable us to better personalise your experience.

8. Inclusions

The price of your trip includes:

• All accommodation as described in the tour itinerary.
• All meals as described in the tour itinerary.
• All internal flights as described in the tour itinerary.
• Airport transfers.
• All ground transportation as described in the tour itinerary.
• All activities and tours as described within the planned itinerary, and entrance fees to all stated stops.
• A local host plus various local guides and experts throughout the trip.

9. Exclusions

The price of your trip excludes:

• International airfares from the guest’s home location to the destination.
• Any meals, drinks, or snacks outside of those described in the itinerary.
• Any alcohol in addition to that already covered by specific activities in the itinerary.
• Any activities you choose to do during ‘free time’ as described in the itinerary.
• Travel Insurance.

10. Authority on Tour

Our trips are led by a local host. The decision of the host is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by the host, or interfere with the well-being or mobility of the group, the host may direct you to leave the trip immediately, with no right of refund.

You must at all times comply with the laws, customs, and regulations of the country you are visiting.

11. Photos, Video, and Marketing

You consent to us using any photos or videos of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant Whereaway Trips, its contractors, sub-contractors, and assigns, a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes without any further obligation or compensation payable to you.

12. Discounts

Whereaway Trips may offer discounts or reduced pricing on specific trips. Any such reduced pricing applies strictly to new bookings only and may become available after you have already paid your deposit and confirmed your place on a tour. Bookings for which the traveler has already paid a deposit are locked into their original price and are not entitled to the reduced pricing.

It is possible that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time.

13. Insider Trips

From time to time, whenever Whereaway Trips introduces new trips, tours, or routes, we may offer customers the opportunity to participate in the inaugural tour to help us test the service. Such trips will be known as ‘Insider Trips’ and offered to customers at a significant discount in return for feedback and an online review. By participating in such an Insider Trip, you agree to provide trip feedback and a review in the format requested by Whereaway Trips.

14. Optional Activities

Optional items not included in the trip price – such as any activity, transportation, meal, product, service, or event not explicitly stated in the itinerary – do not form part of the trip or this contract.

You accept that any assistance given by your group leader or host in selecting, arranging, or booking optional activities does not render us liable for them in any way. The contract for the provision of that item will be between you and the activity provider. If you decide to participate, you do so voluntarily and should take precautions to ensure your own safety.

We do not guarantee that any optional activity or excursion mentioned on our website or marketing materials will be available to book during your trip, as these services do not form part of our contract and are not under our control. We will not be liable if you cannot, for whatever reason, book any such activity or excursion, or if the activity or excursion does not operate as advertised.

15. Force Majeure

We regret we cannot accept liability or pay any compensation where the performance of our obligations under our contract with you is prevented or affected by, or you otherwise suffer any injury, damage, loss, or expense of any nature as a result of “force majeure.” In these conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threatened war, mechanical breakdowns, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, disease, fire, and all similar events outside our reasonable control.

16. Travel Insurance

Travel insurance is mandatory for all our travelers and should be taken out at the time of booking your trip with us.

Your travel insurance must provide coverage against personal accident, death, medical expenses, and emergency repatriation with adequate and appropriate cover.

We also strongly recommend that it covers trip cancellation, curtailment, personal liability, and loss of luggage and personal effects.

It is your responsibility to ensure that you have sufficient coverage and comply with the terms of the applicable insurance plans. You are responsible for understanding the specifics of your travel insurance policy, ensuring that your policy covers all optional and included activities listed in the trip itinerary, and ensuring that there are no exclusion clauses that would limit the coverage that you might reasonably need.

Trip cancellation insurance may be the only means of receiving reimbursement for flights and other non-refundable expenses should a Whereaway Trips journey be canceled for any reason, whether voluntarily by you or by Whereaway Trips.

You must provide your travel insurance policy number and the insurance company’s 24-hour emergency contact number in advance of joining the trip; you will not be permitted to join the trip without these details.

17. Passports, Visas, and Vaccinations

You are responsible for arranging, and must be in possession of, a valid, acceptable passport and any visas and vaccination certificates required for the whole of your tour. Please check with the appropriate consulate or embassy for the latest entry requirements. Your passport must be valid for 6 months beyond the duration of the trip.

Information about these matters or related items (climate, clothing, baggage, personal gear, etc.) is given in good faith but without responsibility on the part of Whereaway Trips. We are not responsible if you are refused entry to a country because you lack the correct passport, visa, or other travel documentation.

You agree that you are responsible for the full amount of any loss or expense incurred that is a direct result of your failure to secure or be in possession of proper travel documentation. If you are unable to join your trip, you will not be reimbursed or refunded any amounts as per the Whereaway Trips cancellation terms.

18. Health and Medical

You agree that you do not have any condition, physical or mental, that would create a hazard for you or other travelers or affect other people’s enjoyment of the trip. If you have a physical condition, dietary restrictions, or other conditions (pre-existing medical) that will require special attention during the trip, or stop you from participating in any activities described in the itinerary, you must inform us in writing when the booking is made.

Note that we are not a medical authority. We assume no responsibility for any medical care provided to you. You agree to assume all costs of medical care and related transportation that are provided to you during the trip.

19. Travel Advisory

While we always monitor closely the security situation in the places we visit, and may provide information, it is your responsibility to become informed about the areas where you are going to travel, including any travel advisories and warnings issued by government authorities in your country.

20. Complaints and Claims

If you have a complaint during your trip, please inform your host at the time so that they can attempt to rectify the matter.

If satisfaction is not reached through these means, or you wish to claim compensation, then please notify us in writing within 30 days of the tour end date. Contact us at info@whereawaytrips.com.

21. Acceptance of Risk

You acknowledge that Whereaway Trips journeys are adventurous in nature and participation involves a degree of personal risk to your health and safety. You will be participating in adventurous activities and visiting places where the political, cultural, and geographical attributes present dangers and physical challenges greater than in your daily life.

It is your own responsibility to acquaint yourself with all relevant travel information, consider the potential risk to your health and safety, and take responsibility for the decision to participate in the trip in light of these risks.

You hereby assume responsibility for all such risk and release Whereaway Trips from all claims and causes of action arising from any losses, damages, injuries, or death resulting from risks inherent in travel, including adventure travel specifically, visiting foreign destinations, and participating in adventurous activities as described in our itineraries.

During the tour, you agree to take all prudent measures in relation to your own safety, including, but not limited to, the proper use of safety devices (including seatbelts, harnesses, flotation devices, and helmets) and obeying all posted signs and oral or written warnings regarding health and safety. Neither Whereaway Trips nor its third-party suppliers shall be liable for any loss or damages resulting from your failure to comply with safety instructions or warnings.

22. Unforeseen Circumstances

Whereaway Trips is not responsible for any unforeseen circumstances beyond our control, including delays due to weather, strikes, breakdowns, sickness, or situations of force majeure.

We reserve the right to cancel, change or substitute any service or portion of the trip at any time, as a result of situations beyond our control, or to ensure the safety and well-being of travelers. Whereaway Trips will notify travelers as soon as is practicable in such situations, and alternatives will be offered, including, where appropriate, travel vouchers for future trips.

23. Special Requirements

If you have any dietary restrictions, special physical or mental needs, or other personal requirements that may impact your ability to fully participate in the trip, please inform Whereaway Trips at the time of booking. We will do our best to accommodate these requests, but we cannot guarantee that every need can be met.

24. Legal Disclaimer

You agree to release, defend, indemnify, and hold Whereaway Trips, its officers, agents, partners, employees, and affiliated companies, harmless from any claim, loss, or damage of any kind, including personal injury and property damage, that arises out of or in any way relates to your participation in a trip or any activities offered by Whereaway Trips.

25. Amendments

We reserve the right to update or alter these terms and conditions at any time. Any such changes will be posted on our website and will be effective from the date of posting. It is your responsibility to be familiar with these terms and conditions. Your continued use of our website, booking trips, or using any of our services after any such changes constitutes your acceptance of the new terms and conditions.

26. Entire Agreement

These terms and conditions constitute the entire agreement between you and OWR. You acknowledge that you have not relied on any representation, warranty, or statement made by us in entering this agreement, except as expressly set out in these terms.

27. Waiver

No failure or delay by us in exercising any right, power, or privilege under these terms shall operate as a waiver, nor shall any single or partial exercise of any right, power, or privilege preclude any other or further exercise of that right, power, or privilege.