Terms and conditions

1. INTRODUCTION AND AGREEMENT

These Booking Conditions set out the terms on which you contract with Fiji Rugby Experience (ABN 54 681 705 313), hereafter referred to as “we” “us” or “our”, for the arrangement and delivery of travel arrangements for your trip. By making a booking with us, you acknowledge that you have read, understood, and agree to be bound by these Booking Conditions. We reserve the right to change these conditions at any time prior to your booking request.

2. BOOKING CONTRACT AND FORMATION

Booking Confirmation: A booking is only confirmed once we have received your deposit and issued a written confirmation. No verbal agreements or promises made by our staff will override these terms unless explicitly authorised in writing by a company director.
Right to Decline: We reserve the right to refuse bookings at our discretion. If we decline a booking after deposit payment, we will refund the deposit in full.
Group Bookings: When booking on behalf of a group, the person making the booking warrants that they have the authority to accept these terms on behalf of all members.

3. SERVICES PROVIDED

Scope of Services: Our responsibility includes arranging and coordinating your travel itinerary and ensuring that services we control are delivered as promised. This covers significant planning and logistical work undertaken well before departure.
Limitations: We are not liable for any services provided by independent third-party suppliers, except where negligence on our part can be proven.

4. PRICING DETAILS

Currency and Accuracy: All prices are in Australian Dollars (“AUD”) and are accurate at the time of publication. We will provide the most up-to-date pricing prior to booking confirmation.
Inclusions: Prices include items as per the published itinerary. Such items typically include airfares, transfers, accommodation, specified meals, transportation, and activities as listed in your itinerary.
Exclusions: Excluded costs include insurance, visas, vaccinations, meals not outlined in the itinerary, and personal expenses.

5. PRICE VARIATIONS AND SURCHARGES

Surcharges: We reserve the right to adjust prices due to unforeseen factors such as currency fluctuations, increased transportation costs, or new government taxes. However, once you have paid in full, no price increase will be applied.
Currency Protection: We will absorb the first 2% of any negative currency fluctuation but reserve the right to pass on any additional cost beyond this threshold.

6. DEPOSITS AND FINAL PAYMENTS

Deposit Requirements: Deposits vary depending on the tour type, typically between AUD $100.00 - $1,000.00 depending on the trip type. Deposits must be paid within seven (7) days of booking acceptance and are non-refundable except in the case of our cancellation (excluding Force Majeure).
Final Payment Deadlines: Full payment must be received by the date specified on your booking confirmation. Failure to make payment on time may result in cancellation, and you will forfeit your deposit. For late bookings (within 60 days of departure), full payment is required at the time of request.

7. CANCELLATIONS

Client-Initiated Cancellations:
More than 90 days before departure: Loss of deposit and 50% of any instalments paid.
From 60 to 90 days inclusive before departure: Loss of 50% of the full cost of the tour.
Less than 60 days departure or no-show: Loss of 100% of the full cost of the tour. Any unpaid balances will be due in full upon cancellation.
Refund Conditions: Refunds are subject to our ability to recover costs from third-party suppliers. We make no guarantees regarding third-party refunds and will only refund once recoveries are secured.
Group Transfers: Transferring a group booking to another date is considered a cancellation and will incur applicable cancellation fees as per the above.

8. AMENDMENTS AND CHANGES

Amendments by You: Requests for changes must be submitted in writing. We will accommodate requests where possible but may charge an administration fee plus any costs incurred from suppliers.
Amendments by Us: If we need to make significant changes to your itinerary before departure, we will notify you as soon as possible. You may accept the changes, select an alternative tour, or cancel and receive a refund minus any non-recoverable costs.
Itinerary Adjustments During Travel: Changes may occur due to local conditions, weather, or other factors beyond our control. We will make reasonable efforts to minimise disruption but are not liable for any resulting loss or inconvenience.

9. UNUSED SERVICES

No refunds will be provided for unused services, whether by choice or due to late arrival or early departure. This includes unused accommodation, transport, or activities.

10. TRAVEL INSURANCE REQUIREMENTS AND LIABILITY WAIVER:

All participants are required to obtain comprehensive travel insurance that specifically includes coverage for contact sports such as rugby and emergency medical assistance in a developing nation. This insurance should cover potential injuries, medical treatment, and emergency evacuation costs associated with participation in sports and other activities during the tour.
By participating in this tour, each participant acknowledges that it is their personal responsibility to secure appropriate insurance coverage and that Fiji Rugby Experience will not be verifying individual policies. Fiji Rugby Experience and its affiliates, employees, and agents are not liable for any injuries, losses, damages, or expenses arising from participation in contact sports or any other activities conducted as part of the tour. This includes, but is not limited to, injuries resulting from the inherent risks associated with contact sports and activities conducted in developing regions.
Failure to obtain suitable insurance may lead to significant financial and personal risk for the participant. By joining the tour, participants confirm they have obtained appropriate insurance coverage and understand that participation is at their own risk.

11. HEALTH

Vaccinations and Preventive Measures: It is your responsibility to obtain required vaccinations and adhere to health guidelines relevant to your destination, including any Covid-19 protocols.
Assumption of Risk: Travel involves inherent risks, and by booking with us, you accept these risks. We recommend consulting government travel advisories.
Illness or Health Related Restrictions: If you are unable to commence or continue travel due to illness, suspected illness, or failure to meet health requirements (such as vaccinations or COVID-19 protocols):
- We will assist in arranging alternative options at your expense if the trip has commenced.
- If travel has not commenced, as it would constitute a client-initiated cancellation, refer to clause 7.

12. BEHAVIOUR AND CONDUCT

Code of Conduct: Participants are expected to behave respectfully toward others. Any behaviour deemed disruptive or unsafe may result in removal from the tour at your expense.
Liability for Damage: You are liable for any damage caused by you during the tour, and we reserve the right to recover associated costs.

13. FORCE MAJEURE

Definition: Force Majeure refers to events or circumstances beyond our reasonable control, including but not limited to natural disasters (for example earthquakes, floods, hurricanes), acts of war, terrorism, civil unrest, pandemics, government restrictions, or other extraordinary occurrences that prevent the safe or lawful operation of your travel.
Pre-Departure Force Majeure: If a Force Majeure event occurs before your travel begins, and it impacts our ability to deliver the tour as planned, we may:
- Reschedule your travel arrangements to a later date, with your consent.
- Cancel your travel, in which case you would receive either a credit or partial refund less any irrecoverable expenses such as supplier expenses and administrative fees.
During Travel Force Majeure: If a Force Majeure event occurs while the travel is in progress, we will make reasonable efforts to continue the travel safely or arrange alternative services. Refunds will be limited to recoverable third-party costs for services not delivered.
No Liability for Additional Costs: We are not liable for any additional expenses you incur due to Force Majeure, including but not limited to airfare, accommodation, or visa expenses. We strongly advise having travel insurance that covers such eventualities.

14. LIMITATION OF LIABILITY

Independent Suppliers: We are not liable for the actions or omissions of third-party suppliers, including airlines, hotels, and transport companies, unless negligence on our part is proven.
General Limitation: Our liability is limited to the cost of resupplying the services or providing a refund, whichever is less. We are not responsible for indirect losses or additional expenses incurred due to delays or cancellations.
Recreational Services: To the fullest extent permitted by law, we exclude liability for recreational services that may involve physical risk, except where negligence or reckless conduct on our part is involved.

15. PRIVACY AND DATA COLLECTION

Use of Personal Information: Your personal information is collected and handled in compliance with Australian Privacy Principles. It will be used solely for travel arrangements and will not be shared without your consent unless required by law.
Marketing Consent: By participating, you consent to us using images or recordings of you for promotional purposes. If you do not wish to appear in our marketing materials, please notify us in writing at least 21 days before your travel.

16. GOVERNING LAW AND DISPUTE RESOLUTION

This agreement is governed by the laws of New South Wales, Australia. Any disputes will be resolved in the courts of New South Wales.