Booking Conditions

(F.I.T) – Independent, self-guided touring, Non-H.O.L Coaching Tours and related arrangements

These Booking Conditions set out the terms on which you contract with us for the arrangement and delivery of travel arrangements for your trip. By making a booking with us, you acknowledge that you have read, understood, and agree to be bound by these Booking Conditions. We reserve the right to change these Booking Conditions at any time prior to you making a booking request. “You” and “Your” means all persons named in a booking (including anyone who is added or substituted at a later date). “We”, “us”, “our” and “[HOLIDAYS ON LOCATION]” means [Majestic International Travel Service Pty. Ltd. ABN; 52 005 586 121].

BOOKINGS
A booking request is accepted when we issue a written booking confirmation [and you have paid your deposit]. It is at this point that a contract between us and you come into existence subject to these Booking Conditions. We reserve the right to decline any booking at our discretion. No employee of ours other than a director of the company has the authority to vary or omit any of these Booking Conditions or to promise any discount or refund.

SERVICES
We start providing services to you as soon as we accept your booking. This includes (often significant) work undertaken prior to travel to arrange and coordinate the delivery of your travel arrangements. You also receive the benefit of work we undertake in anticipation of bookings.The services we provide to you are limited to (a) the arrangement and coordination of your travel arrangements; and (b) the delivery of travel arrangements which we directly control.

PRICES & EXCLUSIONS
Prices stated are in Australian Dollars ($AUD) and are current at the time of publication.The most up to date pricing is available. The price includes accommodation, transportation, and other inclusions as per the published itinerary.
Itineraries, packages, and products do not include cost of travel from your hometown to the city from which you are departing and the destination country you are travelling to overseas. You are also responsible for the cost of your passport, visas, airport taxes, fuel levies, government and local authority charges where applicable, excess baggage costs, insurance, and items of a personal nature such as telephone calls, laundry, taxis outside of regular transfers provided, postage and communication costs, drinks, room service or meals, unless specified.

Bookings which run-over special events, festivals, and trade fairs, may incur higher prices and cancellation fees. These will be notified to you. We reserve the right to correct any clear and obvious errors in rates quoted or calculated for any service notwithstanding that the invoice may have been paid in full. In this circumstance, we will give you the option to accept the change (in which case you will be required to pay the additional costs) or to receive a refund for the travel arrangement subject to the error.

PRICE VARIATIONS
We reserve the right to vary the cost of your travel arrangements prior to commencement for circumstances beyond our control such as the imposition fuel surcharges or of new or amended Government charges.

We also reserve the right to vary the cost of your travel arrangements due to currency fluctuations. However, we will not vary the cost for currency fluctuations once full payment has been received by usand we will absorb the 1st 2% of any negative currency fluctuation.

If we impose a surcharge of more than 10% of the cost of your travel arrangements, you may cancel your travel arrangements and receive a full refund of payments made for those arrangements. You must exercise this right within 14 days after receipt of a surcharge invoice.

DEPOSIT
A 10% deposit per person or $350.00 per person (whichever is the greater), is required within 7 days (unless otherwise stated) of us accepting your booking. The deposit represents a fee payable to us for services associated with the processing and confirmation of your booking and any consultations on travel arrangements that we may provide to you. Because these services are provided as soon as we confirm your booking, the deposit is non-refundable other than where we cancel your travel arrangements for reasons other than Force Majeure (see below).

Please note that we may not hold any services for you until we receive payment of your deposit, meaning that services may become unavailable, or prices may increase, in which case you will be responsible for paying the increased price, and we will not be responsible if services become unavailable.

FINAL PAYMENT
Payment in full must be received by the date(s) as may be reflected on your invoice otherwise no less than 90 days before commencement of your trip. Note: Some trips or particular arrangements may require payment earlier or in additional instalments and this will be advised with the booking confirmation.

If you fail to make payment by the due date, we will remind you to make payment. In addition to the payment, you will also be responsible for any costs imposed on us by suppliers resulting from late payment. If we do not receive payment within 7 days after the reminder, you will be deemed to have cancelled your booking.

CANCELLATIONS BY YOU
You may cancel your booking by giving written notice to us. Cancellation fees and charges will be levied as follows:

• Any amounts we have paid or have contractually committed to pay to third parties to deliver your travel arrangements which we cannot reasonably recover or which the third party agrees we no longer need to pay (for example payments made or due to rail companies or ground operators;

• Where we or our related companies directly control any of the services included in your travel arrangements (for example, accommodation, vessels, transportation, guides), a reasonable amount attributable to such services which we reasonably determine we cannot resell or recoup;

• A fee equal to 20% of the booking value to compensate us for work performed and associated overheads up until the time of cancellation including work performed in connection with your travel arrangements prior to your booking and our loss of expected profit; and

• A fee which is the greater of $250 and 5% of the booking value to compensate us for processing the cancellation and any associated refund.

Cancellation fees and charges will not exceed payments received by us at the time of cancellation. If after the application of these fees and charges there is a surplus of payments you have made to us, we will refund this to you within a reasonable time.

Any payments we have made to third parties will only be refunded to you once we have deducted the above cancellation fees and charges and once, we have recovered the amounts from the third parties.
As we will be subject to third party terms and conditions, we make no guarantee that we will be able to make recoveries or that third parties will agree that payments attributable to your booking arrangements are no longer required.

ILLNESS OR VACCINATION STATUS PREVENTING TRAVEL
If due to any illness, suspected illness, or failure to satisfy any required tests or vaccination requirements:

• an airline or other common carrier refuses you carriage.
• a hotel or vessel refuses to accommodate you; or
• we or our suppliers (acting reasonably) exclude you from the trip

and you are consequently prevented from commencing or continuing your trip, then:

• if you have already commenced your trip, we will provide you with reasonable assistance to arrange alternative travel arrangements or to continue the trip.
This will be at your cost.

• if you have not commenced your trip then we regret we will not be in a position to provide such assistance.

We will not be liable to refund the cost of your trip (or any part of it) because we would have already paid (or committed to pay) suppliers and we would have already performed significant work preparing for the delivery of your trip and servicing your booking.

We will not be responsible for any other loss or loss you incur in connection with your booking (for example, airfares and visa expenses)if you are prevented from commencing or continuing your trip in these circumstances.

We strongly encourage you to purchase travel insurance that adequately responds to cancellations and curtailments associated with illness and other unforeseen events as soon as you have paid your deposit.

OTHER CANCELLATIONS
In these Booking Conditions, the term Force Majeure means an event or events beyond our control and which we could not have reasonably prevented, and includes but is not limited to: (a) natural disasters (including not limited to flooding, fire, earthquake, landslide, volcanic eruption), adverse weather conditions (including hurricane or cyclone), high or low water levels; (b) war, armed conflict, industrial dispute, civil strife, terrorist activity or the threat of such acts; (c) epidemic, pandemic; (d) any new or change in law, order, decree, rule or regulation of any government authority (including travel advisories and restrictions).

Force Majeure – Prior to travel
If
• in our reasonable opinion we (either directly or through our employees, contractors, suppliers, or agents) determine that your travel arrangements cannot safely,lawfully,or reasonably proceed due to a Force Majeure event;or
• you give us notice no more than 14 days prior to commencement of your booked travel arrangements that you cannot reasonably make use of them due a Force Majeure event (for example due to border closures)
then we may:
• reschedule your travel arrangements but only if you are agreeable to the rescheduled arrangements; or
• cancel your travel arrangements in which case our contract with you will terminate.

If we cancel your travel arrangements, neither of us will have any claim for damages against the other for the cancelled arrangements.

However, we will either
• Issue you with a credit equal to payments received by us for the cancelled travel arrangements redeemable within 24 months of issue against any travel services offered by us:
or
• refund payments attributable to the cancelled travel arrangements less:(a) unrecoverable third-party costs and other expenses incurred or payable by us for the cancelled travel arrangements; (b) overhead charges incurred by us relative to the price of the cancelled travel arrangements; and (c) fair compensation for work undertaken by us in relation to the cancelled travel arrangements until the time of cancellation and in connection with the processing of any refund.

Please note that our ability to issue you with a credit may be dependent on our suppliers issuing corresponding credits to us. We cannot guarantee that our suppliers will issue corresponding credits and so in such circumstances we may opt to pay you a limited cash refund as outlined.

Force Majeure – During travel
If due to Force Majeure we cancel travel arrangements after your trip has commenced, we will provide you with a refund of recovered third-party costs plus any third-party costs we don’t incur for cancelled travel arrangements only.

Force Majeure – General
Where a limited cash refund is to be paid by us, we will use reasonable endeavours to recover payments from third parties attributable to your booking, but we make no guarantee that we will be able to recover these payments either partially or at all. If after we have paid you a limited cash refund (or after we determine that no cash refund is currently payable) we recover payments from third parties attributable to your booking, then we will pass on this payment to you.

We will not be responsible for any other loss or costs you incur in connection with your booking (for example, airfares, insurance, and visa expenses) if your trip or particular travel arrangements are cancelled due to an event of Force Majeure.

If we provide you with any alternative services or assistance where travel arrangements are cancelled or rescheduled due to Force Majeure, which you accept then you agree the amount to be refunded to you will be reduced by the value of these services and assistance.
You acknowledge that the terms in this section are reasonably necessary to protect our legitimate business interests. We strongly encourage you to purchase travel insurance that adequately responds to cancellation and rescheduling risks associated with Force Majeure events as soon as you have paid a deposit.

Other cancellations
If we cancel your travel arrangements for reasons other than Force Majeure,[or a failure to satisfy minimum numbers] you will be offered (at your election) a refund of all funds paid, or the offer of travel arrangements of substantially equal quality if appropriate.

To the fullest extent permitted by law, we will not be responsible to you for any other expenses or loss you incur resulting from our cancellation.

AMENDMENTS BY YOU
We will endeavour to accommodate amendments and additional requests. You acknowledge that these may not be possible to fulfil, and for group departures a transfer of a booking to a different departure is deemed a cancellation. An amendment fee of $110.00 will be levied to cover communication and administration costs for any changes to bookings. You will also be required to pay any additional costs charged by suppliers.

AMENDMENTS BY US
Prior to travel
Due to the dynamic nature of the travel industry, we mayoccasionally,need to make amendments or modifications to the itinerary and its inclusions and you acknowledge our right to do this. Mostchanges will not be significant. If we become aware of any significant changes to your itinerary or its inclusions that materially detract from the overall characteristics or value of the trip (where we determineit can still proceed), then we will notify you within a reasonable time and you may elect to:
• proceed with the trip, in which case we will refund you an amount attributable to the reduction in value determined by us acting reasonably; or
• cancel your trip in which case we will refund you all payments received by us at that time.

If you do not make an election in writing within 7 days of us notifying you of the significant change, then you will be deemed to have elected to proceed with the trip.

During travel
You acknowledge that the itinerary, modes of transport, accommodation and/or the trip’s inclusions may need to change during your trip due to local circumstances beyond our control, including road conditions, poor weather, changes in transport schedules, and/or vehicle breakdowns.

General
To the fullest extent permitted by law -:
• we will not be responsible for any omissions or modifications to the itinerary or the inclusions due to Force Majeure or other circumstances beyond or control happening after we have accepted your booking. This includes any loss of enjoyment or distress caused by omissions or modifications-:

• If you are entitled to any compensation for any modifications or omissions, then you agree it will be reduced by the value of any alternative services we provide which you accept-: and.
• we will not be responsible to you for any other expenses or loss you incur resulting from any amendment or change to the itinerary or its inclusions.

UNUSED & DENIED SERVICES
No refunds will be made for of any travel arrangements not utilised, whether by choice or because of late arrival or early departure.
This includes the failure of common carriers to operate according to schedule, which we disclaim responsibility for.
If you are not fully vaccinated against Covid-19 and particular suppliers refuse to provide you with travel arrangements, then you agree you will not be entitled to any refund for those arrangements. We will not be responsible to you for any loss or expenses you incur (including loss of enjoyment) if you are denied services in these circumstances.

CLIENT NAMES – EXACTLY AS PER PASSPORT
For security reasons, airlines and our overseas suppliers require names to be given exactly as stated in your passport. If you do not advise the correct information and we have to re-issue airline tickets or other documentation, then you will be responsible for any fees charged (such as airline cancellation charges or re-issue fees) in addition to our own reasonable amendment and or administration fees.

TRAVEL INSURANCE
It is (a condition of your booking/ strongly encouraged)that you are adequately insured for the duration of your trip. We recommend comprehensive travel insurance to cover cancellation, medical requirements, luggage, and additional expenses. The choice of insurer is yours. We strongly suggest you purchase insurance at the time you pay your deposit. This is because cancellation fees and charges are payable from that time.

ACCOMMODATION
Due to the dynamic nature of the travel industry, we may need to substitute hotels, vessels, and other forms of accommodation with properties or vessels of a substantially comparable or higher standard. We will endeavour to minimise substitutions. You acknowledge that these substitutions will not be considered a significant change.

PASSPORTS, VISAS
It is a requirement that you hold a valid passport with sufficient validity and any required visas for your trip. It is your responsibility to ensure that you are in possession of the necessary documentation to comply with the laws and regulations of the countries to be visited.

VACCINATIONS
We strongly encourage you to be fully vaccinated against Covid-19 with a vaccine approved by the Therapeutic Goods Administration. This is so health risks for yourself and others you come into contact with, can be mitigated.

It is your responsibility to obtain vaccinations and preventative medicines as may be required for the duration of the trip. Any information provided by us is given in good faith.

HEALTH & FITNESS
It is your responsibility to ensure that you have a suitable level of health and fitness to undertake the trip of your choice. If you have doubts about your ability to undertake the trip, please contact us to discuss your circumstances prior to making a booking request.

Existing Medical Conditions
If you have a medical condition which may reasonably be expected to increase your risk of needing medical attention, or which may materially affect the usual conduct of the trip, then you must advise us prior toorat the time you make your booking request.

We may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you arenot fitto travelor will require special assistance which we cannot reasonably provide, then we may cancel your booking. Provided you notified us of your medical condition prior to orat the time you made your booking request, we will provide you with a full refund of payments made, less an administrative fee of $150.00 per person.

If you fail to provide a medical assessment within a reasonable time then this will be considered a cancellation by you and can cancellations fees and charges will apply (see Cancellation By You section above).

DIETARY REQUIREMENTS
Special dietary requests are required to be notified to us within 7 days after we confirm your booking. We will endeavour to communicate your requirements to the relevant suppliers. However, we cannot guarantee requests will be met by suppliers, it is your responsibility to check that meals and beverages do not contain any allergens. We expressly disclaim any liability for meals or beverages that contain allergens other than in circumstances where we have been negligent.

SINGLE SUPPLEMENT
Single occupancy of a room by choice or circumstance is subject to the applicable supplement as charged by the service provider unless the price quoted is on a single-room basis.

CHILDREN
Costs vary according to the number of adults, ages of children travelling together, and accommodation selected. Holidays on Location will be pleased to quote on the required arrangements.

PRE-DEPARTURE CONTACT
You must supply us with the lead passenger a contact mobile number and e-mail address where you can be reached, within 24 hours prior to your departure from home and during your trip.

HOTEL DESCRIPTIONS
Descriptions featured are based on current international hotel guides and contractual agreements provided by the hotels and suppliers. Any facilities shown as included are subject to change at any time. Please note that air-conditioning is not a common standard in Europe or Canada.

ROOM AND BEDDING GUIDE
Prices are based on existing bedding in the room. Requests for bedding arrangements must be made at the time of booking. A twin room can be either a room with two single beds or one double bed (either one double or two single mattresses). Triple room rates can apply to either a full-sized triple room built to take three beds or to a twin/double room with an extra roll-away bed. The provision of hotel rooms is on a run-of-house basis, unless otherwise specified. Particular room types e.g., interconnecting, twin vs double, can be requested but cannot be guaranteed.

MAPS AND PHOTOGRAPHS
Maps are shown for general information and may not necessarily reflect actual routing, location or services provided. Photographs show places in the geographic areas but are not necessarily included in the itineraries or ours. Hotel room photographs may not be specific to the actual room occupied.

INDEPENDENT SERVICES
We are not responsible for any additional activities or excursions which are not included in the booked itinerary or which we sell as agent for the principal operator. Any advice or recommendation givenby usa guide or local representative is made in good-faith, based in known information, and does not make us responsible: – for the acts or omissions of the principal operator of the excursion or activity.

ACCEPTANCE OF RISK
General
You acknowledge that travel involves personal risks which may be greater than those present in your everyday life. This could be as a result of the adventurous nature of your trip or fromvisiting destinations which present geographical, political, or cultural risks and dangers.

You should consult guidance issued by the Department of Foreign Affairs and Trade (DFAT) applicable to the destinations within your itinerary. You acknowledge that your choice to travel is made having had the benefit of DFAT guidance, and you accept inherent personal risks associated with your travel. To the fullest extent permitted by law, we disclaim any liability for these risks.

You acknowledge that you are travelling at a time when Covid-19 is endemic, and that Covid-19 presents risks to your health and may cause death. By making a booking request you accept all risks associated with Covid-19 infection during travel and you release us (and our directors, officers, employees, and suppliers) from liability in connection with Covid-19 infection.

RESPONSIBILITY
Services supplied by independent suppliers.
Where a third party over whom we have no direct control (Independent Supplier) is the supplier of travel arrangements that form part of your trip, you acknowledge that our obligations to you are limited to taking reasonable steps to select a reputable Independent Supplier and arranging for them to provide those travel arrangements to you. Independent Suppliers over whom we have no direct controlcouldinclude but are not limited to airlines, railway and cruise operators, hoteliers, independent transport companies (i.e., vehicles not operated by us)attraction and venue operatorsand common carriers.

To the fullest extent permitted by law, we will not be responsible to you for any loss, damage, personal injury or delay attributable to the actions or omissions of an Independent Supplier: – and not caused by our negligence. Any claims you have in this regard must be made against the Independent Supplier.
Services we directly supply.
To the extent only that we are the principal supplier to you of travel arrangements or other services which we control, then we will provide those travel arrangements and services with reasonable skill and care.

We will only be responsible for our employees in the course of their employment, and for our agents and contractors (where we have direct control over them) if they were carrying out the work, we had asked them to do.

We will not be responsible for any loss, damage, claim, or expense caused by the acts or omissions of yourself, of any other third party not connected with the provision of the travel arrangements or services, or due to an event of Force Majeure.

Recreational services
If we supply any recreational services to you, then to the maximum extent permitted by law we exclude any liability for death, physical injury or mental injury or any other liability referred to in section 139A (3) of the Competition and Consumer Act 2010 (Cth) resulting from our failure to comply with a guarantee that applies under Subdivision B of Division 1 of Part 3-2 of the Australian Consumer Law.

This exclusion does not apply to significant personal injury caused by our reckless conduct. Recreational services mean services that consist of participation in the activities referred to in Section 139A of the Competition and Consumer Act 2010 (Cth), being participation in:
(a) a sporting activity or similar leisure time pursuit; or
(b) any other activity that:
(i) involves a significant degree of physical exertion or physical risk; and
(ii) is undertaken for the purposes of recreation, enjoyment, or leisure.

General liability limitation
We will not be responsible for any loss or additional expenses you incur for any missed connections/services attributable to delays outside of our control.
You acknowledge that travel arrangements or services which comply with local laws and regulations will be deemed to have been properly performed, even if this would not be considered the case in Australia.

Australian Consumer Law and corresponding legislation in State jurisdictions in certain circumstances imply mandatory conditions and guarantees into consumer contracts (“Consumer Guarantees”). These Booking Conditions do not exclude or limit the application of the Consumer Guarantees other than with respect to the supply of recreational services. Other than the Consumer Guarantees, we disclaim all warranties and guarantees.

To the fullest extent permitted by law, our maximum liability to you under these Booking Conditions, in tort (including negligence) or at law is limited to arranging for the travel arrangements to be resupplied or payment of the cost of having them resupplied.

COMPLAINTS
In the event of a problem with any aspect of your travel arrangements you must tell us or make our representative or our local supplier aware of such problems as soon as possible. This is so we or our suppliers have had the opportunity to put things right on the ground.

If you notify us of a problem during travel and we haven’t resolved it to your satisfaction, please follow this up in writing within 30 days from the end of your travel arrangements. This is so we have the opportunity to pursue the claim with our won suppliers (if relevant).

If you fail to follow this procedure, this may limit your rights to make a claim.

DEEMED ACCEPTANCE
If you place a booking on behalf of another party, you represent and promise us that you are duly authorised to provide the agreement and consent of the other party to be bound by these Booking Conditions. You agree that you will be responsible for any loss or damage we incur if this is not the case.

GENERAL
The contract between [Majestic International Travel Service Pty. Ltd. ABN 52 005 586121] trading as HOLIDAYS ON LOCATION and youare governed by the laws of the State of Victoria – Australia. Any disputes shall be dealt with by a court with the appropriate jurisdiction in Victoria.
If any provision of these Booking Conditions is found to be unenforceable, then to the extent possible it will be severed without affecting the remaining provisions.
Any personal information you provide to us will be collected, stored, used, protected, and shared in accordance with Australian Privacy Principles, and our Privacy Policy, which is published here www.holidaysonlocation.com.

ACREDITATIONS
Majestic International Travel Service Pty. Ltd. ABN 52 005 586 121 trading as HOLIDAYS ON LOCATION holds the following industry accreditations:

ATAS – The Australian federation of Travel Agents Accreditation Scheme.
CATO – Council of Australian Tour Operators
ETOA – European Tourism Association

Updated: 30 Dec 2025

* (F.I.T) Fully Independent Traveller
(H.O.L) Holidays on Location