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Terms & Conditions of Tour Bookings

Terms & Conditions of Travel


Please take the time to read and understand the conditions of booking set out below prior to booking a trip with us. We strongly recommend that you also read the Itinerary relating to your trip prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking.


1. Our contract

All direct bookings are made with Loving Life On The Road (ABN 92 4611 77680) (us/we). By booking a trip with us you are deemed to have agreed to these Booking Conditions and your booking will be accepted by us on this basis. Loving Life On The Road agrees to provide the travel services identified with the tour program and outlined below.

2. Validity

Dates, itineraries and prices are valid for 2016.

3. Deposit requirement

You are required to pay a non-refundable deposit of $1000 per person per trip for your booking to be confirmed. If your booking is made within 30 days of the departure date then the full amount is payable at the time of booking.

4. Acceptance of booking & final payments

If we accept your booking we will issue a confirmation invoice. Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 30 days before the departure date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.

5. Your details

In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. After the booking is made we will collect necessary details include full name as per passport, date of birth, nationality, passport number, and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Your booking cannot be confirmed without provision of these details.

6. Cancellation by the traveller

If you cancel some or all portions of your booking cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel a trip:

  • More than 6 weeks prior to departure, we will refund your payment minus $250 and the cost of any prepayments already made;
  • between 6 weeks and 30 days prior to departure, we will retain 50% of the total booking cost;
  • 30 days or less prior to departure, we will retain 100% paid by you in connection with the booking.

Any domestic or international flights do not apply to these cancellation refunds and refund amounts for those flights will be strictly as per the airline policy.

If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made for services unused. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees.

It is recommended that travel insurance purchased includes trip cancellation cover.

7. Cancellation by us

If we cancel your trip you will receive a full refund. We may cancel a trip at any time prior to departure if it is not viable for us to operate the planned itinerary. In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.

8. Inclusions

Please refer to the Itinerary for the full details of your tour inclusions. Your tour includes:

  • all accommodation as listed in the Itinerary
  • all transport listed in the Itinerary
  • activities, events and meals as listed in the Itinerary
  • the services of the group leaders as described in the Itinerary

9. Exclusions

The land price of your trip does not include:

  • international or internal flights unless specified
  • airport transfers, taxes and excess baggage charges
  • meals other than those specified in the Trip Notes
  • visa and passport fees
  • travel insurance
  • tips
  • optional activities and all personal expenses

10. Prices

All prices are in Australian Dollars (AUD). Where US Dollars (USD) are quoted it is only a rough estimate based on average exchange rate at time of publishing. Any exchange rates will be applies at the time of payment by the relevant institution.

Please note that a processing fee of 3% is applied to purchases made by credit card or PayPal and is added to the price on booking.

11. Age & health requirements

For our tours we have no upper age limit though we remind you that our trips can be physically demanding and passengers must ensure that they are suitably fit to allow full participation.  All travellers under the age of 18 must be accompanied by a legal guardian, or in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveller under the age of 18 day to days care. Please note, families must upgrade from dorm-share accommodation to private rooms where applicable.  We cannot guarantee triple or joining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis.

Loving Life On The Road shall have the right to decline to accept or retain any person as a tour participant should such tour participant’s health, mental or physical condition impede the operation of the travel program, or the rights, welfare, or enjoyment of other tour participants.

12. Group Numbers

Our tours are guaranteed to depart once they have one fully paid traveller unless minimum group size specifically states otherwise. This means we can have small groups. For some portions of the tour, external parties may require a minimum number of participants to run the activity. In this case we may cancel certain activities and supplement with other similar activities. We will notify you of any changes as soon as possible, inform you of the options, and notify you of any changes in the price. If changes in the tour price occur, it will be for a lower price in which case we refund you the relevant amount. For more information see clause 16.

13. Passport & visas

You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

14. Travel insurance

Travel insurance is compulsory for all International travellers, and highly recommended for Australian travellers, and should be taken out at the time of booking. For International travellers your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation. For all travellers we recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance on the first day of your trip.

15. Flexibility

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

16. Change of itinerary

While we endeavor to operate all trips as described, we reserve the right to change the trip itinerary.

Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change or obtaining a refund of money paid on the land portion of the trip only.

After departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

17. Authority on tour

Our group trips are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. It is within the discretion of the group leaders to address any disrespectful participant in a way deemed most appropriate to the tour and to the group, with no right of refund.

You must at all times comply with the laws, customs, people and lands of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines. We will provide cultural awareness information to ensure that you can respect the customs of the people in whose land we travel.

Participants also agree to be respectful to the group participants and the various group leaders.  We travel with an intention of healing, acceptance, learning, connection, understanding and respect, and by signing this document you agree to abide by those ideals within the group and with our environment.

18. Acceptance of risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However it is also your own responsibility to acquaint yourself with all possible relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.

19. Limitation of liability

Loving Life On The Road, its agents or associates, shall NOT be liable for any delay, change in schedule, loss, damage, or injury to property or persons, including sickness and death, caused by reason of negligence, wrongful or intentional acts, acts of God, terrorist acts, governmental or political actions, civil unrest or hostilities, notwithstanding any travel advisories or warnings; or for defects of equipment of any Travel Supplier or Loving Life On The Road.

Loving Life On The Road, its agents or associates, shall NOT be liable for or financially responsible for refunds in the event of cancellation of all or part of any tour due to acts of nature, governmental actions, travel advisories or warnings, civil unrest or hostilities, or acts of terrorist, or for any default on the part of Loving Life On The Road for any reason beyond the control of Loving Life On The Road including an activity or visitation of any part of the Tour needing to be cancelled for any reason

Loving Life On The Road, its agents or associates, shall NOT be liable or responsible for any physical, mental, emotional, or other reaction, trauma, or ailment during the trip or occurring afterwards, that tour participants might experience at the sites, or from any teachings, workshops, or sessions of any kind, including private sessions with tour leaders and presenters.

We contract with a network of companies, agencies and individuals to assist in the running of our trips. We are not responsible for the acts and omissions of these third parties.

To the fullest extent permitted by law: any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded; you release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip; and any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.

To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.

Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.

In the event that a dispute would arise between a tour participant and Loving Life On The Road, the parties hereto agree that such dispute would be subject to the laws and jurisdiction of Western Australia.

20. Optional activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider.

21. Claims & complaints

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

22. Photos, video & marketing

You consent to us using images and video of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes. If you wish for your image not to be used it is your responsibility to inform us.

23. Privacy policy

Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip eg hotel bookings. We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website).

24. Registered address

Loving Life On The Road, 22 St Michael Terrace, Mt Pleasant, WA, Australia 6153


Last Updated: 27th May 2016


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