Terms and conditions of booking a Tour with Sapphire Coast Guiding Co. Booking Procedure The following booking conditions, together with the information set out on the relevant tour page of the Sapphire Coast Guiding Co. website will form the contract between you and us for your holiday with us. In this contract a reference to “you” and “your” include 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” are Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ “Meeting Point” means the place specified by us as the place we will meet and start your Tour. “Start Date” means the date on which you board our transport at the Meeting Point. “Tour” means a walking tour organised by Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ “Tour Pack” means whatever documents we send to you in hard or soft copy to provide information about your Tour. The contract between us comes into existence when we send out our confirmation invoice which confirms your booking. You will have undertaken to pay for the holiday you have booked and we will have undertaken to provide you with the holiday we describe in the brochure / on our web site. If you make a booking on behalf of others as well as yourself, we shall take it that you have the authority of each of those other people to enter into that contract and that you and they have agreed to be jointly and severally liable to us. You now accept personal liability for the acceptance and compliance of each of those people, with these contract terms. If we are unable to accept your booking, we will of course return your payment to you immediately. For you to make a booking, we require your deposit and a completed booking form. Our confirmation invoice will be sent to you by email. We may decline your booking for any reason and we do not have to give you the reason. If that happens we will return your money to you immediately and in any event within fourteen days. What is included in the price of a Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ Guided and Self- Guided Tour? • travel from your Meeting Point to the beginning and end points of the walk and return to your departure point (which is likely to be the same place); • accommodation and all meals (unless otherwise stated in the itinerary); • drinking water. What is NOT included? • all other costs incurred before you board transport at the Meeting Point and after you return to the departure point; • travel insurance or any other insurance personal to you; • passport and visa costs; • vaccinations and medication, before, during and after the Tour; • food and drink over and above what we include in the Tour; • gratuities you choose to give, in addition to any we give on your behalf where we consider appropriate. Payment procedures Payment and failure to pay The last date for payment of the balance of the cost of your holiday will be due to us at least 28 days before the Tour Start Date. We will tell you that last date for payment after we have confirmed our acceptance of your booking. If you do not pay us before the last date for payment, we reserve the right to treat your booking as cancelled. If we do that, you accept that a cancellation fee will be due to us. Late Bookings Any holidays requested less than 28 days prior to the start date must be accompanied by full payment at the time of booking. Refunds Deposits are non-refundable (exceptions below) but in some cases may be transferable to another Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ tour. As stated on our web pages, a minimum number of participants are required in order for the Tour to go ahead. In the event of any such cancellation, all deposits or other payments made specifically to Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ will be refunded in full. Cancellations by you If you cancel your booking either through failure to pay the balance due or for any other reason, we may charge a cancellation fee calculated as follows: • More than 28 days before departure: loss of deposit • Between 15 and 28 days before departure 50% of the tour cost • Fourteen days or less before departure (or failure to join the holiday) 100 % of the tour cost. The above dates refer to the date that we receive notice of cancellation from you. If circumstances force you to leave the Tour early, you will have to bear any additional costs yourself. If you are unavoidably prevented from joining the Tour, you may transfer your place to another person, providing this person meets any conditions which may apply to the booking and that we are informed of the transfer not less than 14 days prior to the Tour Start Date. In any circumstances giving rise to cancellation, we will consider allowing you to transfer the money you have paid, to some other Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ Tour you choose. Whether we do so is in our discretion, for which we do not have to give a reason. Cancellation by us We reserve the right to cancel any Tour, for which there are not enough bookings, not less than four weeks prior to departure. In the event of our cancellation, your deposit (and any other payment you may have made to us) will be refunded in full, or, if you prefer, transferred to an alternative Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ Tour. Payment Type Payment may be made by electronic transfer for which full information will be provided at the time of booking. You agree that all these provisions are reasonable. The Tour Tour Information Approximately two weeks before the Start Date, we shall send you a pack of information relating to your Tour. This information will include: • location of Meeting Point and time of meeting; • climate and clothing recommendations; Accommodation Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ offers pre and post tour accommodation options as ‘add ons’ to our tours. In peak periods these options may not be available in which case we will inform you at the time of booking. Unless booked through Light 2 Light Coastal Walks PTY LTD trading as ‘Sapphire Coast Guiding Co.’ you are responsible for pre and post tour accommodation bookings. Should you be unable to make suitable accommodation arrangements after booking a tour, standard conditions will apply to tour cancellation, changes and refunds, so it is recommended that you organise your accommodation early. Changes of Itinerary We may decide to change the itinerary due to matters outside our control, for example through extreme weather events, bushfire risk or closure of Ben Boyd National Park. We will tell you of any such change as soon as we decide to make it. If that happens prior to the Tour Start Date, you may transfer to an alternative holiday. If your chosen alternative is of a lower price we will refund the difference. If it is of a higher price, you must pay the difference If we change the itinerary during the tour we will not be liable for any refunds. Travel Insurance We recommend you purchase travel insurance to cover you in case of any changes we are forced to make in response to any circumstances that affect our ability to deliver on our services. This included changes or amendments to the tour which affects any of your other travel arrangements. Limitations on our liability We want you to enjoy a perfect walking holiday with us. We shall do our best to make your walking holiday special for you. Nonetheless, we must make clear the limitations in law. We are not liable to you for: • any event which happens before you board our transport at the Meeting Point or after you leave our transport at departure; • any problem arising from your failure to reach the Meeting Point on time, for whatever reason; (though we would do our best to help you in any way we reasonably could); • any aspect of goods or services you buy or accept other than those arranged by us; • medical problems or physical difficulties, even if you have told us about them in advance; • medical emergencies; • your own carelessness or negligence in any aspect of your behaviour whilst with us; • changes we reasonably make to an itinerary or to accommodation or any other aspect of the management of a Tour; • problems or issues which we could resolve whilst on a Tour but which you raise only after your return. Help we need from you Participation & Behaviour Your Tour Pack will provide details about your chosen holiday, but the following are contractual matters: • Our tours require reasonable physical fitness and appropriate footwear and clothing. You should be prepared to walk up to 15km per day, sometimes on uneven or slippery surfaces. • Smoking is not permitted in NSW National Parks. We must ensure that this regulation is followed If we provide medical help to you, whether or not you specifically ask for it, we will provide receipts for all costs (for your insurer) and you now agree to repay us that cost on your return from the Tour. • If at any time, it is our opinion (given by any of our staff) that you are acting in a way which may cause accident, injury, discomfort or extreme displeasure to any other Tour member, we may exclude you from the programme for the remainder of the Tour. You will understand that this extreme action will not be taken lightly but may be necessary to protect the health, safety or enjoyment of other clients. Complaints We shall try our utmost to provide a happy and fulfilling holiday, but if we fail in any way, do please raise any issue with your Tour leader immediately. If your complaint cannot be satisfied it is not dealt with to your satisfaction at the time of reporting it to the leader(s), then you should give us full details in writing, immediately on your return. We cannot respond to verbal complaints. The validity, construction and performance of this agreement shall be governed by the laws of the State of New South Wales. Any dispute arising in connection with this agreement shall be subject to the exclusive jurisdiction of the New South Wales courts.