Terms and Conditions – Exclusive Travel Group

Terms & Conditions

Booking Terms & Conditions

These Terms and Conditions contain important information relating to your agreement with Exclusive Travel Group Ltd (referred to as ETG or as The Company)

Company Registered in NZ #2437730

1. Definitions

1.1. “Client” is the person, persons or company engaging ETG to plan and make reservations on their behalf
1.2. “Suppliers” means service providers contracted by ETG to provide services as part of an itinerary
1.3. “Itinerary” refers to a journey of travel arrangements on behalf of a Client
1.4. “Bookings” refers to the act of reserving agreed Itinerary arrangements

2. Exclusive Travel Group

2.1. By making payment for a booking the Client will be deemed to have read, understood and agree to be bound to these Booking Terms and Conditions
2.2. ETG is a tour operator engaged by the Client to plan and manage an itinerary on behalf of the Client by selecting and engaging Suppliers to provide different services
2.3. The Client accepts that Suppliers are independent operating under their own terms and conditions which the Client agrees to comply with. They are not either agents of or employees of ETG
2.4. ETG will not be liable for any injury, loss, accident, delay or irregularity which may be occasioned either by reason of any defect in any vehicle, vessel or equipment or by acts of God or through the negligent acts of any Suppliers
2.5. ETG will not be liable for any monies paid to Suppliers who may, through no fault of ETG, subsequently cease operation. In the event of a Supplier ceasing to trade, ETG will endeavour to find an alternative Supplier operating at an equal level with the Client agreeing to pay any additional costs that may be incurred

3. Payment

3.1. ETG will invoice the Client detailing all charges due, the Initial deposit is due within five (5) business days of invoice and is non-refundable. In the event invoice is not paid, ETG reserves the right to reference clause 6: Cancellation & Refunds
3.2. Prices quoted inclusive of local taxes, seasonal or holiday surcharges unless stated otherwise
3.3. Foreign (non-destination) currencies quoted are subject to change dependent on exchange rate fluctuation unless stated otherwise in quotes and invoices
3.4. Bookings are subject to availability until the initial deposit is received and invoiced arrangements confirmed by ETG in writing to the Client
3.5. Bookings between 01 April to 30 November (inclusive) Final balance due 60 days prior to the first day of the planned itinerary
3.6. Bookings between 01 December to 31 January (inclusive) Final balance due by 25 August
3.7. Bookings between 01 December to 31 January booked after 25 August (inclusive) Full payment due within five (5) business days of invoice
3.8. Bookings between 01 February to 31 March (inclusive) Final balance due 90 days prior to the first day of the planned itinerary
3.9. The Client agrees to accept pricing amendments that are out of ETG’s control such as additional surcharges, tax increases or price increases from suppliers. ETG will invoice the Client detailing said charges which will be due for payment within five (5) working days of the invoice date. In the event this invoice is not paid clause 6 below will be deemed to come into effect
3.10. Payments can be made either by Direct Bank Transfer (preferred) or by Credit Card (3% surcharge applies for all credit card charges)

4. Additional Services

4.1. If prior to travel the Client informs ETG to confirm additional services to those already pre-paid, including services provided via a third party, the Client agrees to pay for all additional services in full. For requested changes during travel ETG requires a credit card to be charged (including applicable surcharge)

5. Amendments to Confirmed Itineraries/Bookings

5.1. Once an itinerary has been agreed, and confirmed with a deposit, ETG reserves the right to refuse a refund for changes/cancelations as a result of client pre-requisites/traditions not fully disclosed prior to confirmation.
5.2. ETG will endeavour to accommodate requested changes should the Client request a variation to a booking/itinerary however ETG reserves the right to charge a discretionary non-refundable administration fee up to $250.00 per person, per variation) to facilitate the change(s).

6. Cancellation and Refunds

If the Client informs ETG in writing to cancel a booking/itinerary the following relevant policy will apply:

6.1. Bookings with travel dates falling between 01 April and 30 November (inclusive)
Great than 60 days prior to arrival 100% of the initial deposit is forfeit
60 – 45 days prior to arrival 50% of total itinerary cost or the value of the deposit, whichever is greater, is forfeit
45 or less prior to arrival 100% of total itinerary cost is forfeit
6.2. Bookings with travel dates falling between 01 February and 31 March (inclusive)
Greater than 90 days prior to arrival 100% of the initial deposit is forfeit
Less than 90 days prior to arrival 100% of the total itinerary cost is forfeit
6.3. Bookings with travel dates falling between 01 December and 31 January (inclusive)
Cancellation received prior to 25 August 100% of the initial deposit is forfeit
Cancellations received after 25 August 100% of the total itinerary cost is forfeit
6.4. ETG will advise the Client at the time of confirmation if a Supplier has terms outside those in 6.1.and 6.2 above; the Client agrees these supplier terms take precedence and agrees to pay these in full
6.5. Refunds will not be given for the following additional circumstances:
- a. Changes made by the Client after the commencement date of their itinerary
- b. In the event of a no-show to any component of an itinerary
- c. A Client leaving early or not completing any part of the planned itinerary
- d. Should a Supplier cease trading after funds have been paid to them by ETG
6.6. In the event a refund is due ETG reserves the right to calculate that refund based on the foreign exchange value of the destination currency at the time the refund is made

7. Insurance

7.1. ETG strongly recommends that the Client takes out comprehensive travel, health and cancellation insurance. ETG recommends insurance that includes cancellation prior to departure including loss of deposit, medical situations, loss of luggage, money and any curtailment expenses

8. Visas and Passports

8.1. Visas are the responsibility of the Clients. It is the responsibility of the Client to ensure they are in compliance with all passport, visa and other immigration requirements applicable to their itinerary. For this purpose, Clients should confirm with the relevant Embassies and/or Consulates well in advance of travel whether the destination(s) that they are visiting require a visa. It is important to remember to include all transit points in the itinerary since these may require a separate visa
8.2. ETG does not accept any responsibility in cases when a Client is denied travel due to their non-compliance with any such requirements and we also accept no responsibility for cases in which we provide any assistance or advice on this
8.3. It should be noted that the requirements for obtaining visas, transit visas and entry formalities, vary from country to country and are subject to changes without notice. For any information needed Clients should contact the relevant Embassies or Consulates of all countries listed in their ETG itinerary, or/and even the airline and not only the Embassy and the Consulate of the country of your destination, since countries which are stopovers on your flight to your final destination (regardless of whether it is a flight with stopover without changing the airplane or a connecting flight) typically require a transit visa or multiple entry visa
8.4. ETG advises that passports are usually required to be valid for at least six months after your scheduled return date, in order to avoid having identification or any other issues during your travel.

Please, also note that there are countries which require that the travellers’ passports expire at least 3-12 months after the time of arrival

ETG will not be held responsible in the event of not having the relevant visa and passport documents – any cancellation, delay or change in travel plans due to issues relating to visa’s, passports or travel documentation will result in cancellation penalties as Privacy: ETG understands privacy and discretion is important to our Clients, because of this we operate the following policy:

9.1. ETG guarantees that any personal information regarding enquiries, made directly to ETG, will not be disclosed to any third party, without the Client’s prior consent. Information and contact details given to ETG will be held by ETG for internal use only. Unless specifically requested otherwise, ETG may use contact details kept updating the Client of travel opportunities within the country of travel
9.2. Should an itinerary or any specific activities be booked through ETG it will be necessary to pass on certain details to some Suppliers within the industry responsible for ensuring a Client’s enjoyment and safety. In selecting operators within New Zealand, Australia and the South Pacific, Papua New Guinea, ETG has placed great emphasis on selecting those with similar working practices. However, ETG will not be held responsible for the actions of independent third-party Suppliers

10. Force Majeure

10.1. Except where otherwise expressly stated in these booking conditions ETG cannot accept liability or pay any compensation where the performance of our contractual obligations is prevented or affected by reason of circumstances amounting to “force majeure.” In these booking conditions, ‘force majeure’ is defined as any disruption beyond our control including war or threat of war, riots, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, pandemics, epidemics, work stoppages and acts of nature and all similar events.