Booking Conditions – 365 Day Trip

Please take the time to read and understand the conditions of booking Intrepid Travel’s 365 day trip set out below prior to booking the trip with us. We strongly recommend that you also read the full itinerary and the trip notes for each individual trip (noted in section ‘2. validity’) prior to booking to ensure that you understand the itinerary, style and physical demands of the trip you are undertaking. This trip will be on offer until January 15th, 2016.

 

1. our contract  

All bookings are made with Intrepid Travel Pty Ltd (ABN 35 007 172 456) and Intrepid US Inc acts as the United States agent. By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice. Canada bookings will be made exclusively through Flight Centre Limited.

2. validity 

This trip departs on February 3rd, 2016 and will run for one (1) full calendar year ending on February 2nd, 2017. This trip is a combination of 11 individual Intrepid Travel itineraries.

Cambodia Adventure - TKRR160203

Best of Vietnam – TVST160214

Java & Bali Explorer – TISJC160313

Beijing to Delhi – CBSXC160406

Road to Jordan – XESJ160514

Kenya to Cape Town – YXOAC160529

Best of Morocco – XMSC160717

Anchorage to Mexico City – SDOA160806

Mexico City to Panama City – QDOYC160926

Amazing South America – GGRPC161126

Crossing the Circle – GQMAE170120

Each itinerary will be booked individually and separate booking confirmation invoices will be administered for each. Dates, itineraries and prices are subject to change. This trip is contingent on availability of all individual departures. Should an individual itinerary be sold out alternative tour options will be provided by Intrepid Travel at the time of booking. Alternating travel arrangements will be made in the event no tours are available. Your hotel accommodation and a kitty equivalent to the value of the unavailable tour will be provided for meals and activities in the joining point city of the tour.

3. deposit requirement   

You are required to pay a non-refundable deposit of $250 per person per trip for your booking to be confirmed. Please note that a higher deposit is required for Polar bookings and some selected other trips. For this 365 day tour a deposit of $5000 is required. ($250 x10 and $2500 for the Antarctica departure) If booked within 56 days of the departure date then the full amount is payable at the time of booking.

4. acceptance of booking and final payments   

If we accept your booking we will issue a confirmation invoice for each individual departure.  A contract will exist between us from the date we issue the confirmation invoice.  Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 56 days before the departure date.  Please note that full payment is required earlier for Polar bookings. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled. For the 365 day trip all deposits are required at the time of booking to confirm your space on each individual itineraries.

5. overland kitty 

On some Overland trips you are required to contribute to a Kitty. The Kitty is a compulsory on-ground payment put into a central fund and overseen by the travellers and the crew. It helps fund accommodation, camp meals and some included activities. A full description of what the Kitty includes is in the Trip Notes. Kitty amounts are subject to change so please check our website for the up-to-date amount 48 hours prior to your trip commencement. On the YXOAC Kenya to Cape Town trip the kitty is included in the total price of the 365 day itinerary.

6. your details  

In order for us to confirm your travel arrangements you must provide all requested details with the balance of the trip price. Necessary details include full name as per passport, date of birth, nationality, passport number, passport issue and expiry date 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. 

7. 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:

• 56 days or more prior to departure, we will retain the deposit; 

• between 31 and 55 days prior to departure, we will retain the deposit or 50% of the total booking cost;  whichever is greater, and

• 30 days or less prior to departure, we will retain 100% paid by you in connection with the booking.

Note that different cancellation conditions apply to Polar bookings and some styles of trips and additional services. Your booking consultant will advise if differences apply. Please note that for certain travel arrangements the cancellation charge may be higher than those shown. In certain cases a 100% cancellation fee applies as soon as the booking is made and the ticket is issued. You will be advised of different cancellation charges at time of booking. You are strongly advised to take out cancellation insurance at the time of booking which will cover cancellation fees.   If you leave a trip for any reason after it has commenced we are not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. 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. Intrepid Travel will not be responsible for any costs incurred due to flight cancellations between tours.

8. cancellation by us

We may cancel a trip at any time up to 56 days before departure, subject to clause 14.  We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or alternatively receive a full refund.  On the 365 day trip cancellations may be made to one or multiple portions. A single itinerary cancellation does not terminate the entire departure. 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.   Please note that different cancellation conditions may apply to some styles of trips, your booking consultant will advise if differences apply.  

9. booking amendments  

If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 56 days prior to the proposed departure date.  A fee of $150 per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines).  If you notify us less than 56 days prior to the proposed departure date the refund policy applicable to cancellations will apply.  Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period.  

Amendments to any other arrangements made in conjunction with your trip will incur an $100 administration fee per booking per change. This fee is in addition to any charges levied by hotels, ground operators or airlines.   No amendments are permitted to your booking within 10 days of departure. 

10. inclusions   

The land price of your trip includes:

• all accommodation as listed in the Trip Notes

• all transport listed in the Trip Notes

• sightseeing and meals as listed in the Trip Notes (204 breakfast, 139 lunches and 140 dinners are included on the trip. A recommended budget of $5290 for additional meals is included in the trip price at noted in section ’12. Prices & surcharges’)

• the services of a group leader as described in the Trip Notes

11. exclusions   

The land price of your trip does not include:

• international or internal flights unless specified

• any kitty as specified in the Trip Notes

• airport transfers, taxes and excess baggage charges unless specified

• meals other than those specified in the Trip Notes

• Visa and passport fees

• travel insurance 

• Optional activities and all personal expenses

12. prices & surcharges  

Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions and availability. It is likely that different passengers on the same trip may have been charged different prices. Once you have received a quote the price will be locked in provided you pay the required deposit prior to the quote’s expiry. This trip is quoted at $75,000 but may come in at a lower cost based on seasonality. No discounts may be applied to any trip within the 365 day itinerary. The most up to date pricing is available on our website. Prices are based on currency exchange rates as of June 2014. We reserve the right to impose surcharges up to 56 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.  In such instances we will be responsible for the any amount up to 2% of the trip price and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. We will not surcharge any booking for travel within the validity of this brochure once paid in full.  Air Passenger Duty is included in the price of your air inclusive trip.  In view of the current volatility of world oil prices, a fuel supplement may be added to the price of your holiday at the time of booking. Please note that a levy of up to 2.35% may be applied to all purchases made by credit card. 

The 365 day trip will cost an estimated $75,000 USD. The price may vary according to flight and hotel seasonality. Hotels will be in the Intrepid original style and reflective of the one’s we use in tours in those cities as outlined in the trip notes. The trip costs reflect the ‘from price’ on the website as of November 1, 2015. This price excludes the suggested food allowance and the cost allocated for travel seasonality.

Cambodia Adventure - TKRR160203  $795

Best of Vietnam – TVST160214  $2480

Hotel - 8 nights in Hanoi $800

Flight - Hanoi to Jakarta $500

Java & Bali Explorer – TISJC160313 $2650

Flight – Sanur to Beijing $800

Hotel – 2 nights in Beijing $500

Beijing to Delhi – CBSXC160406 $6010

Hotel – 8 nights in Delhi $800

Flight – Delhi to Cairo $1000

Road to Jordan – XESJ160514 $1595

Flight – Madaba to Nairobi $1200

Hotel – 6 nights Nairobi $600

Kenya to Cape Town – YXOAC160529 $6404

Flight – Capetown to Casablanca $1600

Hotel – 2 night in Casablanca $200

Best of Morocco – XMSC160717 $1135

Flight – Marrakech to Anchorage $5000

Hotel – 5 nights in Anchorage $1000

Anchorage to Mexico City – SDOA160806 $5780

Mexico City to Panama City – QDOYC160926 $5775

Flight – Panama City to Quito $850

Hotel – 9 nights in Quito $1000

Amazing South America – GGRPC161126 $5960

Hotel – 8 nights in Buenos Aires $1000

Crossing the Circle – GQMAE170120 $8595

Additional meals estimated cost $5290

Allowance for flight and hotel seasonality $5000

Total estimated trip cost $74319USD

*Note this an estimated trip cost. Final price may vary higher or lower. 

 13. Age & Health requirements 

The minimum age for this trip at the time of travel is 18 years old.  

Maximum General Policy: For the majority of our trips 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.     

We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice prior to travel for the latest health requirements and recommendations for your destination. 

14. small groups & combination trips   

Our trips are guaranteed to depart once they have one fully paid traveller unless minimum group size specifically states otherwise. This means at times we can have small groups.  Many of our trips are designed to fit with other departures to create a longer "combination" trip; this means that some of your group may have already been travelling together for some weeks when you commence your trip.  If you would like to know how many people are booked on your trip or any combination trip it is part of please ask prior to making your booking. 

15. passport and 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, meaning valid until at least August 4th, 2017. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip; please refer to the Trip Notes for details.  We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation. 

16. travel insurance 

Travel insurance is compulsory for all our travellers and should be taken out at the time of booking.  Your travel insurance must provide coverage against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly 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 and all subsequent departures; you will not be able to join the trip without it.  If you obtain travel insurance through us you acknowledge that you are satisfied with the level of insurance we have arranged.

17. 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.

18. change of itinerary

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your 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, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

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.

19. 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. If you fail to comply with a decision made by a group leader, or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.  

20. 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.

21. limitation of liability 

We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agent for these third parties.  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.

22. 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.  

23. 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. 

24. severability 

In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

25. photos and marketing 

You consent to us using images 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. 

26. 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.  We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website).  

27. financial protection

Intrepid Travel is a registered seller of travel in the following states:  Washington (WST 602852695); Nevada (NV SOT#240000003); Florida (Fla. Seller of Travel Ref. No. ST37370); and California (CST 2090988-40).  Registration as a seller of travel does not constitute approval by the state of California.

28. applicable law 

The laws of Victoria, Australia govern these Booking Conditions to the fullest extent allowable.  Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of Victoria, Australia.

29. registered address

Intrepid Travel USA, 77 West Third Street, Santa Rosa CA, USA, 95401

30. Updating of terms and conditions

The Company reserves the right to update and/or alter these terms and conditions at anytime, and it is the Clients responsibility to be familiar with them. The latest terms and conditions can always be found on the Company website www.intrepidtravel.com and will supersede any previous versions.