Terms & Conditions of Booking
Please read carefully these Terms and Conditions. If you are not sure about any matter, or have any questions please call us to discuss.
These terms and conditions are important. You need to carefully read and understand them. These conditions constitute a legally binding contract between Forward Travel and you. By paying your deposit you acknowledge that you have read and understood and accept these terms and conditions. This contract comes into existence once your deposit is received by Forward Travel.
“You”/”your” is referring to the person and/or entity appearing first on the booking form, and all people on whose behalf the booking is made.
“We/Us/Our/Forward Travel refers to Forward Travel Pty Ltd ACN 164 700 832.
Tour/Trip/Land Arrangements/Service(s) refers to travel services provided involving a booking made by Us for you other than a Cruise.
Cruise refers to travel arrangements where accommodation is on a ship or boat.
Making a booking
We will work with you to tailor make the perfect trip just for you. Once you are happy with the trip we arrange let us know and we ask you to complete a booking form. We will then request all the Services and once the arrangements are confirmed you will have seven (7) days to pay a deposit.
We book your arrangements directly with the service provider at your destination. We pay them in the local currency, or USD. This means we can keep our prices lower, and also means if there is a big shift in the exchange rates it may affect the price you pay. We strive to maintain the price although if the change is significant your price will either decrease or increase accordingly. We welcome clients to pay early, either in full or partial, to remove the risk of fluctuations. Once you have paid in full for your trip there will be no changes to the price. We must however reserve the right to amend our prices, at any time up to final payment has been received.
We accept payment by bank transfer, Visa or MasterCard, and personal cheques. Australian issued Visa, MasterCard incur fees of 1.3% and Amex payments 2.2%.
Overseas issued cards:
A fee of 2.5% will be added to the amount charged as that is what our bank charges us to accept your payment.
Payment by personal cheque is a payment deemed to have been made on clearance of the cheque.
We only ask for your deposit once each tour component has been confirmed.
– Upon confirmation a non-refundable deposit of 10% of the value is due within seven (7) days. A further deposit may be required depending on what you have booked.
– For cruise bookings a non-refundable deposit of 25% of the cruise value is required.
Further deposits may be required, and some components, especially airfares, may need to be paid in full. We will tell you about these before making the booking.
Final payment is due 60 days prior to your trip commencing.
For cruise bookings, the final payment is due earlier. One Ocean Expeditions bookings, final payment is due 120 days before departure.
Airfare payments are dependent upon the airline and the due date will be advised upon booking.
If you have made your booking within these time periods full payment will be required immediately.
If there are changes to your trip which affect the price we will give you a minimum of 3 days to make the final payment at the invoiced price before the changes are applied.
It is your responsibility to provide the correct details for yourself and anyone travelling with you. We are not responsible for incorrect passenger details for flights and other services, including the Land Arrangements, which can be costly to change.
All travellers are required to provide passport copies at the time of booking to ensure names are correct. Changes to passenger details after booking will incur charges and may cause cancellation of Services.
We are only responsible for the Service you have booked with us. You must advise Us of details of Services booked with other tour companies, and any subsequent changes. We are not responsible for any issues that may arise when you have booked other Services with another company.
You will receive all necessary documentation for your trip fourteen (14) days before commencement of our Services. All vouchers, coupons for Services booked by our local operators will be provided to you upon arrival in each country.
Changes to your trip
Changes by You:
If you wish to change your arrangements after they have been confirmed a $150 administration fee will be charged, in addition to any extra costs. If you wish to defer travel, 50% of your deposit will be held in trust to be applied to another trip booked with Us which departs within 12 months of your original departure date. If you do not travel within this time, this remaining deposit will be forfeited. This only applies to deposits held by Forward Travel, not those passed to tour operators, which have other conditions. You will be advised of these at the time of booking.
We will not be liable to refund any monies paid by you for any component of your Trip which you do not use, be it voluntary or involuntary.
If you have to cancel your booking you must notify us in writing before we can accept it. Upon receipt by us of your written advice, cancellation will take effect. Cancellation fees are as follows:
– 90 days or more before departure – loss of deposit. ( One Ocean Expeditions, 120 days or more – Loss of deposit )
– Less than 90 days or before departure – 100 % of cruise price. ( One Ocean Expeditions, less than 120 days before departure – 100% of cruise price )
Land based touring:
– 60 days or more before departure – loss of deposit
– 30 days or more before departure – 50 % of tour price
– Within 30 days of departure – 100% tour cost.
Airfare cancellations vary. The minimum cancellation fee is the deposit you have paid. After final payment some will be 100% non-refundable, and some will have airline cancellation charges. The rules for your particular airfares will be advised to you prior to payment is made.
Changes by Us:
Amendments and Cancellations:
We plan everything to run smoothly but sometimes changes have to be made, and sometimes they have to be made quickly, perhaps without notice. You need to understand that your itinerary could change due to weather, political situations, airline or cruise schedule changes, transport delays, force majeure events or any other circumstance. Forward Travel cannot accept liability for loss of enjoyment, distress, disappointment or delays or any costs you may incur as a result of such changes.
On rare occasions, where a component of your booking is subject to a minimum number of passengers, and that number is not reached, or for other reasons, our operators may decide to cancel a tour or service that you have booked. We will always endeavour to provide alternative arrangements for you which may affect your final tour price.
If we cannot book a suitable alternative for you we will refund you any payments you have paid for the component. In the event of such a situation you will not be entitled to make any further claim for compensation or damages for any loss, consequential damage, expenses, and loss of time, distress, disappointment or inconvenience which may result from such cancellation.
You must have comprehensive travel insurance appropriate for your destination and health to travel on our trips. This is to protect you. The policy needs to include cover for emergency evacuation and repatriation and you must carry a copy of your insurance with you when you travel.
We strongly suggest you take out the policy when you pay your deposit. Your deposit is non-refundable so you should really have cover in place when you pay it.
We recommend you visit your doctor and dentist when you book and you must disclose any pre-existing medical condition. If you fail your medical, a full refund of the deposit paid will be given providing you send us a medical certificate within two weeks of the date of your booking.
We guarantee any travel insurance policy purchased through Forward Travel for travel booked through Forward Travel will have appropriate cover. Any travel policy will be subject to the terms and conditions on the policy. We cannot accept responsibility for any policies obtained elsewhere.
Acceptance of risk:
You accept that all travel involves risk, and that our trips take you to some areas where accommodation, transport, safety, conditions, medical facilities and comfort may be considered adventurous and involve a significant amount of personal risk. By booking with us you understand and accept there may be inherent risks which include, without limitation, the possibility of injury or death, psychological trauma, disease, loss or damage to property, inconvenience and discomfort.
You assume all such risk for all itineraries, bookings and tours, and release Us from all losses, costs, damages, expenses, payments, claims or actions arising from illness, injury, disease, misadventure, loss or damage to property, discomfort and inconvenience or death resulting from these inherent risks. You agree that Forward Travel will not be liable to you for any losses, costs, damages, expenses, payments, claims or actions suffered or incurred by you in relation to all itineraries, bookings and tours that you take.
Forward Travel acts as a coordinator of tours and an agent for the owners, contractors and suppliers of transportation, accommodation and/or other related travel services provided and assumes no responsibility for the loss or damage to baggage, property or for injury, illness, death or for any damages or claims howsoever caused arising directly or indirectly from accidents, loss or damage to person or property, delays, transport failures, strikes, wars and uprisings or acts of God etc. over which we have no control.
By booking with Forward Travel you accept the risks of travel.
Passport and visas
You are responsible for your own choices in regards to destinations, including reviewing all travel advisories. It is your Responsibility to obtain all of the appropriate visas, permits, vaccinations and certificates for the country/ies in which you will visit during 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 or conditions. Your passport must be valid for 6 months after your planned return to Australia.
We recommend you visit www.smartraveller.gov.au for more information and register your trip.
Health and safety
All dietary needs, medical conditions, allergies need to be advised at the time of booking to ensure arrangements are suitable. We reserve the right to cancel your participation at any time if your health is deemed to adversely affect the normal conduct of the trip and the enjoyment of other tour members.
Limitation of our liability
We will cook up a fabulous trip for you, and most of the time it will go smoothly. However if things do not go as planned we need to tell you what we are not liable for:
- Anything that happens before you commence travel booked with us.
- The amount of sunshine, wind or rain you encounter on your travels.
- Any poor photography as a result of not reading the manual before you went away
- The number of penguins, jaguars and Blue Footed boobies you see.
- Any recommendations for goods or services you purchase or accept while away.
- Illnesses, accidents or medical emergencies.
- Unexpected delays to transport, even if resulting in missing a connection or a tour. (We do recommend buffer days before important event(s).
- Inconvenience or disappointment at laws, culture and standards of service and behaviour in any country/ies you may visit;
- Changes our operators reasonably make to your itinerary as needed due to better manage your trip.
- Aching muscles after fabulous walks and treks because you didn’t train enough.
- Any weight gained, headaches or tummy bugs obtained through indulging in the local food and wine
- Any kind of injury, loss, damage, misadventure and/or damage or loss of any property.
Peace of Mind and privacy
Forward Travel is a fully licensed, Australian-owned travel company. We are accredited with IATA, a Member of AFTA and fully covered by the Travel Compensation Fund.
We value your privacy and will not disclose any of your details other than is necessary to provide the services and arrangements you have paid us to do or otherwise in accordance with any legal obligation. You agree that Forward Travel, its agents and related entities may collect, retain, use and disclose your personal information for the provision of services you have booked.
Furthermore you agree that Forward Travel will maintain your information on our newsletter and mailing list. Your subscription can be cancelled upon your request.
If there is anything particularly sensitive you want us to know about please advise us immediately. This is especially in the case of surprises you are arranging for someone.
We love the ‘welcome home’ phone call and emails as they are usually very positive. We accept though that sometimes things do not go according to plan and you may wish to complain about an aspect of your trip. If you encounter any such situation you need to let the local operator, or Us, know at the time so we can try to resolve it on the spot. We cannot be liable for any complaint that you make when you return home, that was not mentioned when it occurred.
If you were not happy with how something was resolved and wish to make a complaint you must advise us in writing within 30 days of your return to Australia.
To the extent that any part of this agreement is found to be void or invalid, the balance of the agreement is taken to operate with full effect.
This contract shall be interpreted in accordance with the laws of Australia and the state of NSW. Any dispute arising in connection with this contract shall be subject to the exclusive jurisdiction of the NSW Courts.