ON COURSE TRAVEL: TERMS AND CONDITIONS
Application of these Conditions
These terms and conditions (the “Conditions”) form the basis of your contract with On Course Travel Pty Ltd ACN 670 147 789 of 11 Tepko Road, Terrey Hills NSW (“OCT”). Please read these Conditions carefully before making a booking request as they set out our respective rights and obligations. By making a booking request, attending any tour or otherwise accepting our services, you acknowledge that you have read, understood and agree to accept and abide by these Conditions and the specific requirements of your chosen tour. These Conditions set out the terms on which you contract with us for the arrangement and delivery of travel arrangements for your tour and which we agree to make, provide, or perform (as applicable) as part of our contract with you. All references in these Conditions to “tour”, “trip”, “holiday”, “itinerary”, “booking”, “contract”, “package”, “arrangements” or a similar term mean such tour arrangements with us unless otherwise stated. In these Conditions, “you”, “your”, “customer” or “passenger” means each person named on a booking request (including anyone who is added or substituted at a later date) or any of them as the context requires. In these Conditions, “we”, “us”, “our” and “OCT” means OCT and the businesses operated by OCT with whom you have made a booking request. We reserve the right to change these Conditions at any time prior to you placing a booking request. The latest version of our Conditions is published on our website at oncoursetours.com.au. It is your obligation to review the latest version of our Conditions prior to making a booking request.
Your Details
You must make your booking under your full name. Any spelling corrections made after a booking is made must be sent in writing. If you do not advise the correct information and we have to re¬issue tickets or other documentation, then you will be responsible and liable for any fees charged in addition to our own reasonable administration fees. Please check your confirmation invoice carefully as soon as you receive it. Please contact us immediately if any information which appears on the confirmation invoice or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document we send to you within seven days of sending. We will use reasonable endeavours to rectify any mistake notified to us outside this time limit, but you must meet the costs involved in doing so. After we receive your booking request and all appropriate payments in accordance with these Conditions, if the arrangements you wish to book are available, we will issue a booking confirmation. A binding agreement will come into existence between us and you on the terms and conditions of these Conditions when we provide the booking confirmation. We reserve the right to decline any booking or booking request at our discretion.
If you are making a booking request for a group or for any persons other than yourself, the first named person on a booking request confirms that s/he is authorised to request a booking subject to and in accordance with these Conditions by all persons named in the booking request and by the parents or guardians for any party member who is under 18 when the booking request is made. The first-named person is responsible for making all payments due under a booking by all party members, and agrees that each member of the group identified in the booking agrees to accept and abide by all of these Conditions for him/herself as if they made the booking direct.
Pricing
Prices and services are subject to availability of tours and means of travel. Prices stated are in Australian Dollars and are current at the time of publication. We reserve the right to change the price of bookings and tours at any time at our discretion. Prices for tours will include tour administration costs, operation expenses and GST (where applicable and unless otherwise stated). Prices will include all coach travel, airport transfers (where applicable and if within the area in which we offer this service), costs of other means of travel, some meals, accommodation, admission fees, and may also include airfares in each case subject to and where expressly stated as per the relevant published itinerary in the confirmed booking. Not included in the price are meals not indicated in the itinerary, optional activities, costs incurred during free time or outside of tour hours, personal expenses and alcohol or other drinks. Tour activities and attractions (both included and optional) are subject to availability and/or seasonal factors. Any changes in attraction, accommodation, airfares, travel by other means costs and/or fuel costs advised after we advertise a tour will incur a variation in price to the customer. Any verbal quote given is an indication only of the final price and is subject to confirmation in writing. Costs associated with passports, vaccinations, insurance, meals (other than those stipulated), emergency evacuation costs, gratuities, and all items of a personal nature are not included. For bookings with airfares, airline schedules from different cities vary so travellers from some cities may need to make their own way to another capital city to join the tour or may require pre- or post-tour accommodation, a stopover or have a lengthy transit en route to their destination. Any cost for such accommodation, transportation (including airport transfers) or meals incurred will be at the passengers’ own expense.
Itinerary Changes
Where possible within our control we will use reasonable endeavours to ensure that all tours will proceed as advertised and as booked, however the tour itinerary is a guide only and we reserve the right to alter or change the tour, itinerary, accommodation, service providers and carriers at any time for any reason at our discretion. We also reserve the right to cancel or alter tour itineraries at any time without notice due to unforeseen circumstances. These could include (but is not limited to), road conditions, inclement weather, insufficient numbers, vehicle breakdowns or delays, supplier or carrier non-conformances, operational requirements or non-availability of venues or attractions. You agree that we have the right to pass on any direct costs we incur for alternative arrangements we put in place for your benefit in these circumstances. OCT is not the provider of third party tours, accommodation, meals, attractions and travel by other means, and operates in good faith on the information provided by these third party suppliers. As such, OCT accepts no responsibility or liability for accuracy or information provided by third parties. We will use reasonable endeavours to ensure that all alterations, changes or substitutions to tours will be made with the best interests and intentions of all passengers. Wherever possible, we will advise passengers of these changes.To the extent permitted by law, we will not be responsible or liable for any omissions or modifications to the itinerary or the inclusions due to Force Majeure or other circumstances beyond our control which occur after we have accepted your booking. This includes any loss of enjoyment or distress caused by omissions or modifications or variations to the tour. If you are entitled to any compensation for any modifications or omissions or variations, then you agree it will be reduced by the value of any alternative services we provide and which you accept. We will not be responsible or liable to you for any other expenses or loss you incur resulting from any amendment or change to the itinerary or its inclusions.
Changes by You
We will use reasonable endeavours to accommodate your requested amendments and additional requests. You acknowledge that these may not be possible to fulfil, and you agree that the transfer of a booking to a different tour may be deemed a cancellation (see terms below). An amendment fee of $50 per change will be levied to cover communication and administration costs for any changes to bookings. You will also be required to pay any additional costs charged by suppliers. Please note that some tickets (including airline tickets) are subject to third party booking policies and rules. Some bookings and tickets may be non-refundable and non-changeable.
Special Conditions
OCT encourages bookings and participation by passengers with disabilities or special needs. All special needs requirements are to be declared at the time of booking and OCT would encourage travellers to organise their own traveling companion/carer to assist with these special needs. Extended touring with wheelchairs may not be suitable due to operational limitations; however, we encourage people to enquire so we can identify and possibly assist in supporting these needs. OCT reserves the right to refuse travel, or suspend travel where it is our opinion, that the special needs person is not able to care for themselves during the tour, has become too disruptive to other travellers or has become a hazard to the operation of the vehicle. OCT takes all due care to assist with these travel arrangements, but accepts no responsibility or liability for any reimbursement or refund requests or additional costs where the traveller is precluded from completing the tour.
Dietary Requirements
Passengers are required to inform OCT of any special dietary requirements at the time of booking. When travelling, passengers should re-confirm these requirements with the driver who will check at each location. Because meals are provided through third parties, all care will be taken to inform them of the special requirements, but OCT accepts no responsibility or liability for compliance with passenger dietary requirements.
Fitness to Travel
As part of OCT’s ongoing commitment to delivering safe and enjoyable travel experiences, we encourage passengers to ensure they are fit enough to undertake the activities and travel outlined in our tour itineraries. If unsure, passengers should enquire with OCT staff at the time of booking. All OCT tours are assigned a Fitness Rating, which outlines the level of activity involved in the tour. By booking the tour after viewing the fitness rating you acknowledge that you meet the minimum Fitness Rating applicable to the tour. The Fitness Ratings are detailed in the appendix to these Conditions.
Where a passenger is unsure of their fitness to travel, they should consult a doctor for advice prior to booking travel. Passengers who take regular medication should ensure they carry enough to cover their daily requirements for the duration of the tour. It is your responsibility to ensure that you have a suitable level of health and fitness to undertake the tour of your choice. If you suffer from a medical condition which may reasonably be expected to increase your risk of needing medical attention, or which may affect the normal conduct of the tour, then you must advise us at the time you make your booking request. We reserve the right to cancel your booking if any changed or non-disclosed medical conditions mean that you will require special assistance which we cannot reasonably provide. We strongly suggest that your travel insurance policy includes comprehensive cancellation coverage.
It is an essential requirement of our tours that each passenger be able to negotiate coach steps without the aid of the coach driver or other non-related passengers. No passenger will be permitted to continue on the tour while their mental or physical condition is such as to render them incapable of meeting this essential requirement or otherwise caring for themselves. No refund will be available if you are not able to meet this essential requirement. If you have a pre-existing medical condition, we may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you will require special assistance from personnel which we cannot reasonably provide, then we may cancel your booking. Provided you notified us of your medical condition at the time you made your booking request, we will provide you with a refund of payments made. If you fail to notify us at that time or if you fail to provide a medical assessment within a reasonable time of our request, then this will be considered a cancellation by you. Some guided tours include rough terrain, extensive walking, uneven pavement, steps and/or locations which may not be easily accessible by wheelchair. During the tour, we may make arrangements with carriers, hotels and other independent suppliers to provide travel services. These parties are independent entities which we do not control. We cannot guarantee disability access or accommodation for passengers on our tours.
We do not provide personal devices (such as wheelchairs, hearing aids or prescription eyeglasses) or services of a personal nature (such as eating, toileting or dressing) on tours. A traveller who requires services of a personal nature (eating, toileting or dressing, for example) should strongly consider bringing a companion to provide such assistance. Motorised scooters are not permitted on tours. We do not employ medical personnel or provide medical personnel on tours. Any necessary medical attention must be sought at a local facility, if available, at your expense. We are not responsible or liable for losses or costs incurred due to unavailability of medical services, or medical services obtained while on holiday, or for the quality of the care or services received. Medical care in other countries is not always comparable to care that you may receive in your local area. You are encouraged to purchase medical insurance that will cover you while on holiday. Your regular health insurance benefits may not apply abroad.
Vehicle Allocation
OCT reserves the right to supply a coach suitable for the numbers of passengers on the tour. We endeavour to utilise our own vehicles and drivers at all times; however, in the event of circumstances beyond our control (including a shortage of available vehicles), we reserve the right to make alternative travel arrangements.
Seat Reservation
We do not guarantee seats or bookings unless full payment has been received. Seating on the coaches is not reserved. (Some exceptions are made at our discretion for medical conditions that require access to certain seats but are not guaranteed.) OCT may implement a seat rotation system to ensure fairness among travellers.
Pick Up Locations
Home pick-ups and drop-offs may be available for individual or group travellers within a certain area on the North Shore / Northern Beaches of Sydney, subject to availability and our approval. Please check at the time of booking. Groups may be provided with up to two pick-up and drop-off locations. We will use reasonable endeavours to notify those to whom pick-up is available of the pick-up times and locations 7 days prior to departure. All passengers are required to be ready and waiting at requested locations 5 minutes prior to the advised time.
Deposits and Final Payments
A booking deposit is due and payable upon booking in order to confirm your seat on the tour. Final payment is due at least 60 Days prior to departure unless otherwise stated. It is the sole responsibility of passengers to pay the tour price by the due date. A booking made less than 60 Days from the date of departure requires payment in full on booking. Final payment on overseas tours is due 60 Days prior to departure, unless otherwise stated. If you fail to pay the amount when due, we reserve the right to cancel your booking at any time at our discretion. We will not be responsible or liable for lost or cancelled reservations. Passengers may pay for their tours over the phone using a credit card, mailing in a cheque, direct bank transfer or dropping into the office to pay in cash, credit card or by cheque. Mastercard and Visa are accepted forms of payment but will incur a card fee of 1.7% of the payment amount. We do not accept Amex or Diners. Cheques should be made payable to On Course Travel Pty Ltd. Please refer to your tour-specific documentation, as final payment dates and cancellation terms may vary between tours and will take precedence where applicable.
Cancellation by You
Cancellations must be made in writing to us and are subject to cancellation charges. The cancellation request takes effect on the date notice is received by us (during office hours, excluding weekends and public holidays). The cancellation charges apply to each individual person on the cancelled booking. The cancellation charges are as follows:
Appendix 1 — Fitness Ratings
The following Fitness Ratings outline the minimum physical capabilities required for participation on OCT tours. Each tour itinerary will specify the Fitness Rating applicable to that tour. All travellers are required to meet the minimum Fitness Rating required. These Fitness Ratings form part of the Terms and Conditions.
1. Easy
Ideal for travellers who enjoy a relaxed pace with minimal physical activity. Most sightseeing is undertaken from the coach, with short, optional walks to viewpoints, cafés or attractions. This level suits travellers who prioritise comfort and convenience while enjoying the highlights of each destination.
Minimum requirements:
• Walk short distances on level ground (e.g., from coach to venue).
• Enter and exit the coach unaided.
• Comfortably manage themselves in accommodation settings (e.g., moving around the room, using bathroom facilities).
2. Moderate
Designed for travellers who are comfortable with a gentle but regular level of activity. These tours may include walking around towns, gardens and attractions, and standing for guided commentary, with rest stops and seating wherever possible. Our guides will support travellers to participate fully while maintaining a comfortable pace.
Minimum requirements:
• Walk on level ground or slight inclines with breaks.
• Manage a small number of stairs or inclined paths.
• Enter and exit the coach unaided.
• Move independently in accommodation and at meal venues.
3. Active Moderate
A balanced level for travellers who are prepared for increased walking and time on their feet. Tours may include guided walking tours, museum visits, galleries, and short walks on formed bush tracks, boardwalks or sand.
Minimum requirements:
• Participate in walking tours with rest stops over a variety of surfaces (including uneven ground or sand).
• Manage flights of stairs or steeper inclines without assistance.
• Stand comfortably for up to 30 minutes at a time.
• Enter and exit the coach unaided.
4. Adventurous
Best suited to travellers who enjoy being active and are confident with higher levels of physical participation. These tours may include longer walks or hikes, uneven terrain, stairs without handrails, snorkelling or swimming, and extended periods of standing.
Minimum requirements:
• Walk longer distances, including on uneven terrain, bush tracks or sand.
• Stand for 30 minutes or more without needing to sit.
• Participate in walking tours with limited or no rest stops.
• Manage stairs and inclines confidently.
• Enter and exit the coach unaided.