Payments, Postponements, Cancellations, Refunds and Amendments

For Private Guided Tours and Self Drive Tours (Excludes Mini Breaks & E-Bike Escapes):

Payments

1.1 A deposit of 30% of the total tour price is required and should accompany the completed booking form. The balance of the tour price is payable 45 days prior to your departure date. If the balance is not paid by such date the company reserves the right to treat the booking as cancelled. If a booking is made less than 45 days prior to the departure date, 100% of the total tour cost is payable upon booking.

1.2 All prices are quoted in New Zealand dollars and include local Goods and Services Tax of 15%.

1.3 You confirm that in paying a deposit and reserving a tour, you are agreeing (or confirming your agreement, as the case may be) to be bound by our Terms and Conditions.

2. Cancellations, Refunds and Amendments

2.1 All cancellations must be received in writing. If you cancel your tour we will refund your payments in the following manner:

(a) 90 Days or more prior to the tour start date: 85% of the total tour cost will be refunded if full payment has been made for the entire tour. 50% of the deposit amount will be refunded where only a 30% deposit invoice has been paid;

(b) within 46-89 days prior to the tour start date: 70% of the total tour cost will be refunded where full payment has been made for the entire tour. No amounts will be refunded where only a 30% deposit invoice has been paid;

(c) within 45 to 8 days prior to the tour start date: 30% of the total tour cost will be refunded where full payment has been made for the entire tour. No amounts will be refunded where only a 30% deposit invoice has been paid;

(d) within 7 days prior to the tour start date – none of the tour price is refundable;

(e) no refund is available for cancellation after the tour has commenced.

(f) any refund in respect of any tours, accommodation, meals or any other services not utilised for a tour cancelled by you prior to commencement will be at the discretion of the suppliers concerned.

Only cancellations made by the suppliers of activities, accommodation or meals will result in a refund to the customer. Refunds in the event of cancelled activities will only be issued post the tour being completed.If the customer chooses to cancel an activity, meal or accommodation once the tour has commenced, no refunds will apply.

2.2 Suppliers may levy their own additional cancellation fees. These cancellation fees are the responsibility of the customer.

2.3 The company reserves the right for our guides to refuse to carry any customers for any reason whatsoever.

2.4 The company reserves the right to alter the tour itinerary or accommodation in the event of unforeseen circumstances (such as extreme weather and road closures) beyond its control. The company will not be responsible for extra charges incurred due to unforeseen circumstances.

2.5 The company is not liable and bears no responsibility for costs incurred for onward travel alterations, delays or any activities that have been booked to start after the termination of the tour.

2.6 Should a customer wish to amend their itinerary after confirmation an amendment fee of NZ$175 per booking will apply, in addition to any supplier amendment and/or cancellation fee. All amendments are on a request basis and are subject to availability. Suppliers may consider an amendment as a cancellation, which may incur 100% cancellation fee. Clause 3.2 above will apply.

2.7 In the case of a person or entity making a reservation on behalf of others, it is the responsibility of the person or entity making the booking to bring these Terms & Conditions to the attention of all of those individuals on whose behalf the booking is made. The person or entity making a booking on behalf of others shall be deemed to have accepted these Terms & Conditions on behalf of all individuals on whose behalf the booking is made.

2.8 All individuals participating in the tour must be named at the time of the booking.

2.9 The Company bears no responsibility for refunds with respect to events beyond its control. This includes but is not limited to; natural disasters deemed as acts of god, weather events, road closures, acts of terrorism and pandemics

3. Postponements/Transferring your Tour to Another Person or Other People

3.1 We understand that sometimes postponements are necessary. Should you wish to postpone your trip, we will review this on a case by case basis and charge any necessary admin fees accordingly. Postponement dates are subject to availability and extra costs may be applied where pricing is higher for your tour inclusions. We will discuss these extra charges with you before making any changes to your tour. Please note that we may be unable to postpone your trip due to reasons beyond our control.

3.2 If you would like to substitute any persons who will be in attendance on a tour that is already booked with us, we will review this on a case by case basis and will charge any necessary admin fees accordingly. We may charge extra fees where there are any extra costs involved (i.e substituting a child for an adult).

4. Waiver of Claims, Release of Liability, Assumption of Risk and Indemnity

To: The Road Trip Limited and its officers, employees, agents, representatives and all other persons in any way involved or connected with the tour and their successors and assigns (“the company”)

4.1 I accept that the tour involves risks, dangers and hazards which involve the possibility of physical risks greater than those encountered in daily life. I accept that these risks, dangers and hazards involve the possibility of personal injury, emotional trauma, death, property damage and loss, which may affect my family, my friends and me. Knowing the risks, I still wish to participate in the tour and I freely accept and fully assume all such risks, dangers and hazards, however caused.

4.2 I declare that I am physically fit and have no condition or injury that could be affected by participating on the tour.

4.3 I consent to receive any medical treatment which may be deemed necessary by the company in the case of accident, injury or illness during the course of the tour and I also agree to indemnify the company in respect of such medical treatment.

4.4 In consideration of the company permitting my participation on the tour, I agree:

a) to waive any and all claims that I have or may have in the future against the company arising out of or in relation to any aspect of my participation on the tour;
b) to release, indemnify and hold harmless the company for any loss, damage, expense, mental or physical injury including death that I may suffer or that my next of kin may suffer directly or indirectly as a result of my participation on the tour, due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care on the part of the company and/or any other person associated with the company in relation to, and including the failure on the part of the company to safeguard or protect me from the risks, dangers and hazards of the tour.
c) to release, indemnify and hold harmless the company for any and all liability, damages, costs and expenses suffered by any other person as a result of my participation on the tour or my other acts or omissions;
d) to follow the company instructions and protocols at all times.
e) in the event of my death or incapacity this agreement will be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives;
f) by entering into this agreement I am not relying on any oral or written representations or statements made by the company with respect to the safety of the tour, other than what is contained in this agreement.

4.5 The company bears no responsibility for individual customer satisfaction.

4.6 The company bears no responsibility for the action of any accomodation staff, activity provider or associated personnel

5. General Matters

5.1 A passport is required for all entering visitors, and it must be valid for at least 3 months after your departure date from New Zealand.

5.2 The company strongly recommends that you take travel cancellation and repatriation insurance as well as personal accident or medical emergency insurance

6. Privacy Statement

We collect personal information from you, including information about your:

name
contact information
location
billing or purchase information

We collect your personal information in order to:

provide tourism services to our customers

Besides our staff, we share this information with:

our third party suppliers in order for our tourism services to be provided to our customers.

Providing some information is optional. If you choose not to enter your name, contact information, location or billing information (where applicable), we’ll be unable to provide you with tourism services.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at [email protected] or +64 3 668 1234 (International or in NZ) / 0800 4 ROAD TRIP (0800 4 7623 8747) (within NZ only)

For Mini Breaks & E-Bike Escapes (Excludes Private Guided Tours and Self Drive Tours):

*Both Hereafter referred to as “Mini Breaks” in the below wording

Payments

1.1. A deposit of 50% of the total package is required to start the reservation process and should accompany the booking form.

1.2 All prices are quoted in New Zealand dollars and include local Goods and Services Tax of 15%.

1.3 You confirm that in paying a deposit and reserving a Mini Break, you are agreeing (or confirming your agreement, as the case may be) to be bound by our Terms and Conditions.

2. Cancellations, Refunds and Amendments

2.1 All cancellations must be received in writing. If you cancel your Mini Break we will refund your payments in the following manner:

(a) 31 days or more prior to the departure date – 25% of the total cost is refundable;

(b) less than 31 days prior to the departure date – none of the cost is refundable;

2.2 All prices are quoted in New Zealand dollars and include local Goods and Services Tax of 15%.

2.3 Any refund for accommodation, meals or any other services not utilised for a Mini Break cancelled by you prior to commencement will be at the discretion of the suppliers concerned. Only cancellations made by the suppliers of activities, accommodation or meals will result in a refund to the customer. Refunds in the event of cancelled activities will only be issued post the Mini Break being completed. If the customer chooses to cancel an activity, meal or accommodation once the Mini Break has commenced, no refunds will apply.

2.4 Suppliers may levy their own additional cancellation fees. These cancellation fees are the responsibility of the customer.

2.5 The company reserves the right to alter the Mini Break itinerary or accommodation in the event of unforeseen circumstances (such as extreme weather and road closures) beyond its control. The company will not be responsible for extra charges incurred due to unforeseen circumstances.

2.6 The company is not liable and bears no responsibility for costs incurred for onward travel alterations, delays or any activities that have been booked to start after the termination of the Mini Break.

2.7 Should a customer wish to amend their itinerary after confirmation an amendment fee of NZ$50 per booking will apply, in addition to any supplier amendment and/or cancellation fee. All amendments are on a request basis and are subject to availability. Suppliers may consider an amendment as a cancellation, which may incur 100% cancellation fee.

2.8 In the case of a person or entity making a reservation on behalf of others, it is the responsibility of the person or entity making the booking to bring these Terms & Conditions to the attention of all of those individuals on whose behalf the booking is made. The person or entity making a booking on behalf of others shall be deemed to have accepted these Terms & Conditions on behalf of all individuals on whose behalf the booking is made.

2.9 All individuals participating in the tour must be named at the time of the booking.

2.10 The Company bears no responsibility for refunds with respect to events beyond its control. This includes but is not limited to; natural disasters deemed as acts of god, weather events, road closures, acts of terrorism and pandemics

3. Postponements/Transferring your Tour to Another Person or Other People

4. Waiver of Claims, Release of Liability, Assumption of Risk and Indemnity

4.1 I accept that the Mini Break involves risks, dangers and hazards which involve the possibility of physical risks greater than those encountered in daily life. I accept that these risks, dangers and hazards involve the possibility of personal injury, emotional trauma, death, property damage and loss, which may affect my family, my friends and me. Knowing the risks, I still wish to participate in the Luxury Getaway or Mini Break and I freely accept and fully assume all such risks, dangers and hazards, however caused.

4.2 I declare that I am physically fit and have no condition or injury that could be affected by participating on the Luxury Getaway or Mini Break.

4.3 I consent to receive any medical treatment which may be deemed necessary by the company in the case of accident, injury or illness during the course of the Luxury Getaway or Mini Break and I also agree to indemnify the company in respect of such medical treatment.

4.4 In consideration of the company permitting my participation on the Luxury Getaway or Mini Break, I agree:

a) to waive any and all claims that I have or may have in the future against the company arising out of or in relation to any aspect of my participation on the Luxury Getaway or Mini Break;
b) to release, indemnify and hold harmless the company for any loss, damage, expense, mental or physical injury including death that I may suffer or that my next of kin may suffer directly or indirectly as a result of my participation on the Luxury Getaway or Mini Break, due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care on the part of the company and/or any other person associated with the company in relation to, and including the failure on the part of the company to safeguard or protect me from the risks, dangers and hazards of the Luxury Getaway or Mini Break.
c) to release, indemnify and hold harmless the company for any and all liability, damages, costs and expenses suffered by any other person as a result of my participation on the Luxury Getaway or Mini Break or my other acts or omissions;
d) to follow the company instructions and protocols at all times;
e) in the event of my death or incapacity this agreement will be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives;
f) by entering into this agreement I am not relying on any oral or written representations or statements made by the company with respect to the safety of the Luxury Getaway or Mini Break, other than what is contained in this agreement.