TERMS & CONDITIONS
You can make your reservation by emailing Vivid Tours International:
Email: firstname.lastname@example.org. We will hold a provisional reservation for you for 7 days pending receipt of a non refundable deposit, the value which is outlined in your completed booking form. The payment of a deposit secures your place and the signed reservation form is acknowledgment that you have read, understood and agreed to the booking conditions as outlined. Vivid Tours International will confirm your reservation to you in writing on receipt of your deposit payment and will issue you an Invoice for the remainder of the balance. The balance of your booking is due to be received by us 90 days before the start of the Tour / Retreat. For reservations made within 90 days of departure full fare is required immediately. If any payments are not received by the due date, Vivid Tours International reserves the right to treat the reservation as cancelled and subject to the normal cancellation fees.
BASIS OF CONTRACT
The conditions apply exclusively to every contract for services by Vivid Tours International to the customer and cannot be varied or supplanted by any other condition unless expressly accepted in writing by Vivid Tours International. Payment of a deposit indicates the customer’s acceptance of the terms and conditions. All fees are expressed in Australian dollars unless expressly advertised otherwise.
WHAT’S INCLUDED IN YOUR TOUR / RETREAT
All breakfasts, lunches and dinners for the entire period of the Tour / Retreat as outlined in the itinerary. All accommodation, entry fees and logistic transfers as outline on the itinerary. The services of the tutor together with the host, chef and any other personnel providing services by Vivid Tours International.
WHAT’S NOT INCLUDED IN YOUR TOUR / RETREAT
Items of a personal nature such as telephone calls, drinks, room service, laundry, meals and gratuities, unless expressly included. Travel insurance, arrival or departure taxes, passport and visa costs, fuel levies and surcharges, excess baggage, personal accident and medical expenses and all extra communication charges we incur on your behalf. Art materials unless specified. Domestic/International flights to join the retreat or tour.
IF YOU CANCEL A RESERVATION
We have a strict cancellation policy, as we must make firm reservations for you for suitable transportation, accommodation and touring. The reservations we make are subject to onerous cancellation fees. If you cancel a reservation anytime prior to the departure of your confirmed Tour / Retreat the following cancellation fees will apply:
|Notification Period||Cancellation Penalty|
|More than 90 days||Loss of deposit *|
|90-45 days||30% of cost of tour / retreat|
|44-15 days||50% of cost of tour / retreat|
|14 days or less||100% of cost of tour / retreat|
|Failure to join tour / retreat once it has commenced||100% of cost of tour / retreat|
*This amount may be credited to another tour / retreat within 12 months of the original tour / retreat you booked. All cancellations must be advised to us in writing. Please note we strongly recommend you take out adequate insurance to cover you against these cancellation fees in the event of having to cancel your Tour / Retreat due to unforeseen circumstances. We would be happy to assist you with this.
We strongly recommend that you carry travel insurance to cover you against such things as personal illness or accident, cancellation, loss of baggage, etc. Please note that passengers without travel insurance will not be eligible to join the Tour / Retreat.
FURTHER INFORMATION BEFORE TRAVEL
After payment of your full fare you will receive all documentation approximately three weeks prior to the commencement of the Tour / Retreat. This will include a full list of recommended art materials, itinerary, a contact list for your friends and family. Please note documents cannot be sent without full payment being received.
RESPONSIBILITIES OF THE CLIENT OR THEIR AGENT
Any passports, visas, health certificates or other travel documentation required for the Tour / Retreat must be obtained by you as the client, and you will continue to be responsible to ensure that these are in order and to meet any additional costs incurred. Vivid Tours International will not be liable to credit or refund any unused services included in the Tour / Retreat price or for any lost, mislaid or destroyed travel documents.
CHANGES TO THE ITINERARY OR ACCOMMODATION
Due to changing operational conditions, Vivid Tours International reserves the right to make changes to the itinerary when necessary. Where possible Vivid Tours International will substitute a programme of equivalent interest, or accommodation of similar standard. Given the limited accommodation that is available in some remote destinations in Australia Vivid Tours International will do its utmost in securing the most suitable facilities, but should these not be available, then the next most suitable arrangement will be made. Vivid Tours International reserves the right to change accommodation venues and room share arrangements if necessary. On the rare occasions that Tours or Retreats fail to reach minimum numbers Vivid Tours International reserves the right to cancel the tour or retreat and a full refund will be given. Prices may change if exchange rates drastically increase, in which case Vivid Tours International reserved the right to modify the advertised price.
CHANGE OF TUTOR OR TOUR / RETREAT HOST
In the event the advertised tutor or Tour / Retreat host is unable to participate in the Tour/Retreat due to illness, injury or other unforeseen circumstances, Vivid Tours International, may replace the tutor or host with similar experience and ability.
UNUSED PORTIONS OF THE TOUR/RETREAT
We regret that refunds will not be given for any unused portions of the tour, such as meals, entry fees or accommodation.
Rooms are allocated on a first come first server basis upon receipt of your full payment of the tour or retreat.
We will not pay you compensation where: (a) we are forced to make a change or cancel as a result of Force Majeure; or (b) the Tour / Retreat is cancelled because the number of persons who agree to take it is less than the minimum number required, and you are informed of the cancellation in writing within the period indicated in the description of the Tour / Retreat. Very rarely, we may be forced by Force Majeure to change or terminate the arrangements after the Tour / Retreat has commenced. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
VISAS AND TRAVEL DOCUMENTS
A passport with at least six month validity (from the return date of your chosen tour or retreat) is required. It is the responsibility of the traveller to ensure that all necessary documentation is valid prior to the commencement of the selected Tour / Retreat, and that all visas meet the requirements of each country visited. For any guests travelling internationally, please note that you will need to check with your individual Consulate or Embassy as to what visas are required and obtain these prior to travel.
LEVEL OF FITNESS
Vivd Tours International Tours do our best to cater to differing abilities of clients on our Tours / Retreats. Most Tours / Retreats involve walking, climbing and some physical exertion and can include travel by 4WD vehicles to remote locations. Please consult us if you have any doubts about your ability to undertake portions of a particular Tour / Retreat. It is the responsibility of the client to raise any concerns regarding their capacity to undertake these activities prior to the commencement of the Tour / Retreat. Vivid Tours International reserves the right to decline, to accept or retain any person as a client should such person’s health, mental condition, physical infirmity or general deportment impede the operation of the Tour / Retreat or the rights or welfare or enjoyment of other clients.
FILMING AND PHOTOGRAPHY LICENSING
From time to time, your Tour / Retreat Host, Tutor or Director and/or other guests on the journey will provide us with photography, which may include images of any guests travelling. These images may be used in marketing, including brochures, websites, social media and any other media. If you desire that your image is NOT used, please advise Vivid Tours International prior to the commencement of the Tour / Retreat.
These conditions shall be governed in all respects by the laws of Australia. In the unlikely situation that you have a complaint about any aspects of Vivid Tours International arrangements, the complaint should be reported immediately to Vivid Tours International.
Vivid Tours International – means VIVID TOURS INTERNATIONAL PTY. LTD. ACN 602 837 285 and includes all its agent, contractors, at any time.
- Defined Terms
“Force Majeure” – Means any unusual and/or unforeseeable situations outside our control, the consequences of which could not have been avoided even if all due care had been exercised. These include (but are not limited to) unavoidable technical problems with transport, changes imposed by rescheduling or cancellation of flights by an airline, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, epidemic, terrorist activity or significant building work going on outside of your accommodation unknown to us before your arrival and of a third party e.g. resort building work. “Tour” – Means, except where stated, the accommodation, transport and/or all other holiday-related products and services that we are providing you with under this booking that are booked before your departure. “Retreat” – Means, except where stated, the accommodation, transport and/or all other holiday-related products and services that we are providing you with under this booking that are booked before your departure. “Tutor” – Means one that offers private instruction to the participants of the Tour / Retreat offered by Vivid Tours International. “Host” – Means one that offers their services of leisure activities, educational activities, and other activities in the Tour Retreat offered by Vivid Tours International.