LIBERTAS TRAVEL
SYLLABUS EDUCATIONAL TOURS FOR HIGH SCHOOL STUDENTS
Booking Terms & Conditions
Parties:
The contract for a syllabus educational tour for high school students is between the School and Libertas Travel Pty Ltd (ABN 30 154 091 433) having its registered office at 20-40 Meagher Street Chippendale NSW 2008.
Tour price:
The tour price is confirmed on receipt of a signed contract from the School. All prices are in Australian Dollars (AUD) unless otherwise stated in writing. The tour price is a package fee and cannot be divided or broken into segments. Libertas Travel reserves the right to amend the price if there are increases in airport taxes, significant exchange rate fluctuations, or tour numbers are significantly less or more than budgeted. The School is responsible for informing parents/guardians about any increase in the tour price and any increase will be distributed equally across all travellers.Tour inclusions and exclusions:
Inclusions and exclusions are as set out in the tour itinerary approved by the School.
4. Tour deposit and balance payments:
Tour deposit and balance payment details are set out in the tour contract and will normally comprise a non-refundable tour deposit to confirm a place on tour, and two or three balance payments. Final payment is due 90 days before departure unless otherwise stated in writing. If final payment is not received by the due date, Libertas Travel reserves the right to treat a tour booking as cancelled and any cancellation charged are as outlined below. Payments may be made by electronic funds transfer (EFT) to the Libertas Travel Trading Account, or online via Stripe (a surcharge of 1.75% applies).
If the School is collecting payments: The School sets up an arrangement for parents/guardians to pay their non-refundable tour deposit and balance payments to the School, and Libertas Travel invoices the School prior to the due dates for payment.
If parents/guardians are paying Libertas Travel direct: Libertas Travel invoices parents/guardians 14 days prior to the due dates for tour deposit and balance payments. Failure to pay by the due dates may result in cancellation of booking and loss of any payments made to date.
5. Tour cancellation by the School:
The contract sets out the terms and conditions applying if the School decides to cancel the tour, for whatever reason. Cancellation of the tour means that each traveller’s non-refundable deposit is forfeited. Any cash refunds or credits received by Libertas Travel from Third Party Suppliers will be passed back to the School.
6. If Libertas Travel cancels the tour:
Libertas Travel may cancel the tour or adjust the itinerary if civil unrest, war, natural disaster, or other circumstances amounting to force majeure arise in the region to which the tour is going. If cancelled, Libertas Travel will refund to the School any moneys held to make travel bookings and any refunds received back into our bank account for bookings already made.
7. Tour withdrawal by a student:
If a student withdraws from the tour, then their notice of withdrawal must be made in writing both to Libertas Travel and to the School. The School may apply the amount of the student’s non-refundable deposit to a ‘replacement’ student making a new booking, and refund the student who has withdrawn.
If a student withdraws from the tour and is not replaced, then they forfeit their non-refundable tour deposit. If withdrawal occurs within 90 days of tour departure, then, subject to any refund and remedy rights under Australian consumer law, the following cancellation fees apply:
o 90-45 days: Cancellation fee of 25% of the total tour cost
o 44-35 days: Cancellation fee of 75% of the total tour cost
o 34 days or less: Cancellation fee of 100% of the total tour cost
o No show: Cancellation fee of 100% of the total tour cost
8. Unused portions of the tour:
Refunds are not provided for any unused portions of the tour.
9. Tour changes:
Libertas Travel reserves the right to make changes to the published itinerary whenever in its judgement, conditions warrant or if it deems it necessary for the comfort convenience or safety of the trip. Any changes requested by the School will be considered and, if implemented, may be subject to an amendment fee.
10. Travel documents:
The School must ensure that all travellers obtain and carry the documents required for entry, departure and travel to each country included in the tour itinerary – including a passport valid for six months after the final tour date, any visas, vaccination, or medical certificates. Those not holding an Australian passport, may require additional documentation including a re-entry permit. We require a copy of each traveller’s passport photo page. If for any reason a traveller fails to obtain the required documentation and identification required for entry, departure and travel to each country or region to be visited, then the above cancellation fees apply.
11. Travel insurance:
All travellers must be fully covered by comprehensive travel insurance. If travel insurance is included in the tour package, a policy will be issued to each traveller once the tour is confirmed. If the School has its own insurance cover, Libertas Travel must see copies of the Certificate of Currency and PDS to ensure that coverage is at the level required. In the event of any act, omission or otherwise whilst on tour, relating to or arising from the tour, travellers must call on the terms of their own travel Insurance before any call or claim is made on Libertas Travel or its insurers. Travellers must agree to indemnify Libertas Travel and all its entities against all third-party claims, actions, damages and remedies which may be brought against us in respect of their participation in the tour.
12. Air travel arrangements:
Fares are subject to re-pricing if there is a reduction in the tour number. If a name correction is required after ticketing then a fee of $AUD400 will apply. Date change after ticketing, and after commencement of outbound travel will entail a penalty of $AUD400 per passenger subject to availability. A ticket reissue fee of $A400 applies per re-issue. There is no refund on partially used tickets.
13. Dietary and medical information:
Libertas Travel relies solely on the dietary and medical information about travellers provided and will not be liable for any damage, injury, death, or loss of any kind arising from a traveller’s failure to disclose relevant dietary or medical information.
14. Third Party suppliers:
Any tour services provided by Third Party suppliers are subject to the terms and conditions they impose including their respective cancellation policies.
15. Privacy and personal information:
To process tour bookings with airlines and Third Party suppliers, Libertas Travel must collect personal information about travellers. The information will not be used for any other purpose unless firstly notified to the traveller and/or their parent/guardian. Our Personal Information Protection policy has been developed in accordance with the Privacy Act 1988 and Australian Privacy Principles
16. Use of images:
If permitted by the School, Libertas Travel may capture the tour on digital images, and use de-identified material for marketing purposes. Parents/guardians must notify Libertas Travel in writing if they do not wish to have their child’s image used.
17. Force majeure:
‘Force majeure’ includes any event which Libertas Travel or its suppliers could not, even with all due care, foresee or avoid – for example, advice against travel from the Australian Department of Foreign Affairs and Trade (DFAT), war, threat of war, riot, civil strife, industrial dispute, epidemics, pandemic, health risks, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, technical or maintenance problems with transport, changes imposed by cancellation or rescheduling of flights by an airline or main charterer, the alteration of airline or aircraft type.
18. Acceptance of risk:
Travellers must acknowledge that participation in a Libertas Travel tour may involve a degree of personal risk.
19, Authority on tour:
A LIBERTAS TRAVEL Tour Manager will accompany the tour for its duration. The Tour Manager is responsible for all tour logistics including arrangements with airlines, hotels, coaches, restaurants, access to venues and sites, and facilitation of access to third-party assistance if required. The Tour Manager will consult with the accompanying Lead Teacher on any matter likely to affect the safety or smooth running of the tour.
The responsibilities of teachers accompanying the tour include:
Seeing to the pastoral care of students and their welfare (in loco parentis)
Holding student passports in line with School policy
Dispensing students’ medications in line with School policy
Seeking medical assistance required for a student, with facilitation by the Tour Manager
Setting/monitoring behavioural expectations of students in line with School policy and responding to any behavioural issues.
The decision of the Lead Teacher will be final on all matters of student safety and welfare.
20. Issues or complaints:
In the event of a problem with any aspect of the tour program, the Lead Teacher is obliged to make the Libertas Travel Tour Manager or a local supplier aware of such problems immediately. Libertas Travel will only consider claims where we or our suppliers have had the opportunity to put things right at the time, or where the claim has been received by us, in writing, within 30 days from the end of the tour.
21. Law of contract
Libertas Travel and its suppliers, including airlines, do not accept liability in contract or in tort (actionable wrong) for any injury, damage, loss, delay, additional expense or inconvenience caused directly, or indirectly by events beyond our control, or which are not preventable by reasonable diligence on our part including but not limited to, war, civil disturbance, fire, flood, unusually severe weather, acts of God, acts of Government or other authorities, accident to or failure to machinery or equipment, or industrial action (whether or not involving its employees and even though such actions may be settled by acceding to the demand of a labour group). Libertas Travel cannot accept responsibility for subsequent changes or withdrawal of prices, details or services which are subject to change without notice. This contract is governed by the law of the State of New South Wales.