TERMS & CONDITIONS
Booking Conditions of E4GG Travel
(E4GG Events ABN 48 638 329 861 trading as E4GG Travel)
IMPORTANT: Your E4GG Travel booking is a legally binding contract and is subject to these booking conditions. Please read them carefully before booking.
PLEASE NOTE: E4GG Travel is a travel agent and our primary obligation is to arrange your travel itinerary with travel operators and suppliers using reasonable care and skill. Subject to using reasonable care and skill in selecting travel operators and suppliers, we cannot control the financial stability of those suppliers and operators. You should take out comprehensive travel insurance including supplier insolvency cover.
1) Definitions
In this contract:
“the client” or “you/your” refers to the lead-named person on the confirmation invoice (who must be at least 18 years old at the time of booking) and all persons on whose behalf a booking is made.
“we/us/our/E4GG Travel” refers to E4GG Events ABN 48 638 329 861 trading as E4GG Travel.
“Land Arrangements” refer to all land accommodation, transfers, tours, included meals and any other land-based arrangements arranged by us on the client’s behalf.
“Cruise Arrangements” refer to the cruise itself and any cruise-associated tours, shore excursions and related activities (if applicable).
2) Booking Procedure
2.1 A booking contract comes into existence when the final quoted itinerary and confirmation invoice showing the final quotation price is issued by us, you confirm your booking by paying the required deposit within the time stated, and we accept your booking in writing.
2.2 If you book on behalf of other people, you warrant you have authority to bind them to these terms and that you and they are jointly and severally liable under this contract.
2.3 If we are unable to accept your booking, we will contact you to discuss alternative travel arrangements. If alternatives cannot be agreed, we will refund amounts paid by you.
3) Deposit Payment
3.1 To confirm a booking, you must pay the deposit, accept these terms and conditions, and provide all passport and passenger details correctly.
3.2 Unless otherwise stated on your invoice, standard deposits are:
100% of the cost of flights, and
30% of the cost of Land Arrangements and/or Cruise Arrangements.
3.3 If a higher deposit is required by a supplier/operator, we will advise you at the time of booking.
3.4 Services are not guaranteed as available until required deposits have been received and the booking is accepted in writing.
4) Pricing & Surcharges
4.1 The final quotation price is valid for 3 days from issue unless otherwise stated.
4.2 Prices may be based on foreign currency exchange rates and are subject to change until deposits and/or payments required to secure services are received.
4.3 If you are travelling within 12 months and full deposit payment has been received, no surcharge in respect of currency fluctuations will be applied to confirmed arrangements. Bookings made more than 12 months in advance may incur currency surcharges.
4.4 You agree to pay reasonable additional charges that may arise due to:
- fuel surcharges imposed by airlines/tour/cruise/transport operators,
- increases in airfares or transportation costs,
- increases in local operator costs,
- government taxes or charges,
- increased national park fees or attraction entrance fees.
5) Payment Due Dates & Failure to Pay
5.1 The balance due date will be shown on your invoice and is usually 95 days prior to departure, however some operators (including expedition cruises/treks) may require full payment 125 days prior or earlier.
5.2 If full payment is not received by the due date, we may treat your booking as cancelled and you may forfeit all monies paid (including deposit), subject to supplier terms and any recoveries.
5.3 If you book within the balance due period, full payment is required at the time of booking.
6) Passenger Details
6.1 You are responsible for providing correct passenger details (including names exactly as they appear on passports). Changes can be costly and may incur supplier change/cancellation fees which you agree to pay.
6.2 If you book any part of your travel independently (outside the itinerary arranged by E4GG Travel), you must advise us. We are not responsible for issues that arise from independently booked services.
7) Documentation
7.1 Once your travel services are confirmed, your itinerary and any available vouchers/documents will be provided by email (and/or post where required).
8) Refunds of Deposits
8.1 Deposits are generally non-refundable once your booking is accepted by us and/or once suppliers have confirmed services, subject to supplier rules. At our discretion, deposits may be transferable to another E4GG Travel booking (where suppliers permit).
9) Cancellations by You
9.1 If you cancel your booking (including any person named in the booking), cancellation fees apply as follows (subject to supplier terms):
If cancelled before final payment date: loss of deposit
If cancelled after final payment date: up to 100% of the total booking cost
9.2 At our discretion, and where suppliers allow, we may consider transferring available funds to an alternative E4GG Travel itinerary. Name changes are not permitted unless approved by us in writing and may be prohibited by suppliers.
9.3 We strongly recommend purchasing travel insurance from the date you pay your deposit.
10) Changes by You
10.1 Any changes requested after booking acceptance may change the final quotation price and may incur supplier change fees, fare increases, and administration costs. All increased costs are payable by you.
10.2 If the details you provide are incorrect, you are liable for any cost resulting from correction/rebooking.
11) Cancellation by E4GG Travel or Suppliers
11.1 On rare occasions, suppliers may cancel a service. Where possible, we will source a suitable replacement. If you accept a replacement, booking costs will be adjusted.
11.2 We reserve the right to change or cancel your booking due to operational requirements or circumstances beyond our control. Where possible we will provide notice and offer comparable alternatives.
11.3 We may cancel a tour/service if minimum numbers are not met (particularly for treks/expeditions).
11.4 Force Majeure: If we cancel due to events beyond our control (including natural disasters, civil unrest, war, adverse weather, Acts of God, terrorist activity, airport/port closures, riots, strikes, border closures or similar), any amount not claimable under your travel insurance will be refunded less reasonable expenses incurred by us, or may be transferred to an alternative booking (where available). You should ensure your insurance covers these risks.
11.5 We do not accept responsibility for losses arising from the insolvency of any supplier/operator. You are responsible for rebooking costs associated with such events. We strongly recommend insurance that covers supplier insolvency.
11.6 We are not responsible for costs related to arrangements you have made outside your itinerary with us if we change or cancel your booking.
12) Accommodation
12.1 We will arrange accommodation as close as reasonably possible to the quoted accommodation, however substitutions may occur due to availability or operational needs.
12.2 Single rooms may be available at an extra cost. In some trips, room sharing may be possible.
12.3 Accommodation standards in some destinations may be lower than comparable standards in Australia.
13) Changes of Itinerary
13.1 Reasonable changes may be made to itineraries where necessary or advisable. If a major change occurs due to force majeure or unforeseen circumstances, no compensation is payable.
13.2 Some changes may occur during travel due to local circumstances and you accept any resulting direct or indirect costs are your responsibility.
14) Payment Types
Payments may be made by:
- Direct deposit (details provided on your invoice)
- Credit/debit card via a secure payment gateway (where offered)
15) Acceptance of Risk
15.1 Travel involves risks. You travel at your own risk and must conduct your own due diligence, including reviewing travel advisories.
15.2 Some itineraries may be adventurous and involve significant personal risk. You assume all risks and release us from losses, costs, damages, expenses, claims or actions arising from illness, injury, disease, loss or damage to property, discomfort/inconvenience, or death resulting from inherent risks, to the extent permitted by law.
16) Unused Services
16.1 No refunds or discounts are payable for missed or unused services, including voluntary or involuntary withdrawal from a tour, late arrival, or early departure.
17) Flexibility
17.1 You acknowledge that travel, particularly in remote or developing regions, requires flexibility. Routes, schedules, transport and amenities may change without notice due to local circumstances including mechanical breakdowns, flight changes, strikes, border/entry difficulties, illness, extreme weather, or other unforeseen events.
18) Travel Insurance (Mandatory)
18.1 It is a condition of booking that you obtain appropriate travel insurance. You must provide proof of insurance prior to departure and/or when making final payment (as requested).
18.2 Insurance should cover standard travel risks and additional risks relevant to your destination and activities, including supplier insolvency. For expedition cruising and remote treks, insurance must also cover evacuation and repatriation.
18.3 Ensure valuables (including cameras/optical equipment) are insured.
18.4 You acknowledge your policy may contain exclusions and we are not liable for losses arising from events excluded under your policy.
18.5 We may assist with documentation for insurance claims. If your policy was not purchased through E4GG Travel and extensive administrative support is required, an administration fee of $250 may apply.
19) Passport, Visa & Health Requirements
19.1 You must carry a valid passport and obtain all visas, permits, vaccinations and certificates required for your travel. Your passport should be valid for at least 6 months beyond the date you return home.
Travel advisories: https://www.smartraveller.gov.au
20) Limitations on Our Liability
To the extent permitted by law, we are not liable for:
- events occurring before you commence travel,
- failure to reach meeting points on time,
- wildlife sightings, weather, or natural conditions,
- goods/services not arranged by us,
- medical problems or emergencies,
- your negligence or misconduct,
- local laws, culture, standards of service,
- reasonable itinerary/accommodation changes,
- issues not raised during travel that could have been resolved at the time,
- supplier/operator insolvency (see Clause 11.5).
- International conventions may limit claims where applicable.
21) Complaints
21.1 If you have a complaint, raise it immediately with us and/or your tour leader/guide so we can attempt to resolve it during travel. If unresolved, you must provide full details in writing as soon as possible after return.
22) Applicable Law
22.1 This contract is governed by the laws of Australia and the State of Queensland. Any dispute is subject to the jurisdiction of the Queensland courts.
23) Assignment & Subcontracting
23.1 You must not assign or transfer rights or liabilities under this contract without our prior written consent.
24) Severability
24.1 If any provision is invalid or unenforceable, the remainder continues in full force.
25) Variations
25.1 These terms may only be varied in writing.
26) Third Parties
26.1 This contract confers rights only on parties to it.
27) Communications
27.1 After booking, we may contact you about your booking and may include you on newsletters and survey lists. You can unsubscribe at any time.
28) Commissions
28.1 We may receive fees, commissions, gifts or financial incentives from suppliers and third parties in connection with travel arrangements.
Contact Details
E4GG Travel
E4GG Events ABN 48 638 329 861 (trading as E4GG Travel)
87 Poinciana Avenue, Tewantin QLD 4565
Email: travel@e4gg.org