Tour Time New Zealand Ltd :: Terms and Conditions for TOUR GROUPS

TOUR TIME NZ LIMITED  - TERMS & CONDITIONS

 

Set out below is an explanation of the conditions that apply when you book a tour with Tour Time New Zealand Ltd and its Suppliers.  It is important that you read these conditions as they not only define our obligations to you but also impose some important commitments upon you. We look forward to being your Tour Provider on the following Terms and Conditions:

 

YOUR TOUR CONTRACT

When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your group the terms of these booking conditions.  When a tour is booked by you a contract exists on issue of our invoice.   This contract is made on the terms of these booking conditions and is governed by New Zealand Law.   Any dispute will be dealt with by New Zealand Courts.

 

On receipt of our invoice it is your responsibility to check that the information and booking details stated on our invoice are correct.

 

• Should there be any corrections please notify us within 7 days of your receipt of your invoice when no charge will be made for these changes. However if we are notified of changes after 7 days, an administration fee of $25New Zealand Dollars (NZD) per change will apply
• Six weeks prior to the tour it is your responsibility to check the information provided by us is correct.  You are required to submit your passengers’ names, spelt correctly as per each individual’s passport, and all relevant passport numbers if we have booked international airfares

 

GENERAL TOUR INFORMATION

 

• All prices quoted are in New Zealand Dollars (NZD) unless otherwise stated
• Tour Time will make all best endeavours to secure billeting if required and fixtures with host schools/clubs.  We act as a point of contact between touring and host schools and will not be held responsible for non-provision, cancellation or standard of billeting arrangements
• Bookings at the Massey/adidas Institute of Rugby are dependant on the New Zealand Rugby Football Union (NZRFU) team requirements at the time.  Alternative accommodation arrangements will be made if the group is unable to stay there.
• Training sessions with players/coaches/teams are subject to the players/coaches/teams commitments, schedules, restrictions and availability
• Prices are based on current exchange rates at the time of quoting and will need to be re-checked upon confirmation.  These are subject to change until a tour is paid in full due to travel services, such as taxes and levies, currency fluctuations and other charges beyond our control 
• In order to ensure all arrangements are appropriate, any physical, mental or emotional disability that may require special attention, handling or treatment, must be notified in writing with your reservation request

 

DEPOSITS & PAYMENTS OF YOUR TOUR

 

When you make your booking you must pay the deposit amount as indicated on the booking invoice to confirm your booking. The balance of the price of your travel arrangements must be paid as per the below conditions. If the deposit and/or balances are not paid as per the following schedule, we reserve the right to cancel your travel arrangements/tour booking

 

• A non refundable deposit of 10% of the total group cost is required to confirm a group booking. This amount may be amended, should a supplier impose a heavier deposit clause on Tour Time, or at our discretion
• A further deposit of 50% of the balance is required within 90 days of the arrival travel date. This amount may be amended, should a supplier impose a heavier deposit clause on Tour Time
• Final payment of outstanding balance due 45 days prior to arrival
• In respect of international clients preferred payment is by international bank transfers
• In respect of national clients preferred payment is by direct credit, bank transfers, cash or cheque
• Tour Time accepts Visa, Master Card & American Express. Charge cards however incur a processing/booking fee of not more than 3%

 

All tour costs are correct as at the date of quotation. Tour Time reserves the right to adjust those as necessary. New Zealand Goods & Services Tax (GST) which is currently 12.5% is included in all tour costs.  All prices are supplied in (NZD) unless otherwise stated. If any other currency is required then prices stated in such currency are subject to currency fluctuation until full payment has been made in clear funds to Tour Time.

 

The items included in each tour fare are clearly stated on the itinerary, written quotation or website.  All other expenses including but not by way of limitation; refreshments, drinks, laundry, visa/passport fees, departure taxes, telephone and communication costs, taxi fares, excess baggage charges and all other matters of a personal nature are not included and must be paid for separately by you when required.

 

 

CHANGES & AMENDMENTS TO YOUR TOUR

Once a contract exists between us, you may wish to change your travel arrangements. For example, your chosen dates of travel, accommodation etc. and we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You will be asked to pay an administration charge of $25.00NZD per booking change and any further costs we may incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should therefore contact us as soon as possible.

 

• Any changes or amendments to the group numbers or the travel itinerary should be notified immediately in writing. Last minute changes may result in non-availability, higher costs and/or cancellation fees
• Occasionally there may be unforeseen changes in transportation, accommodation or event schedules, which are beyond our control.  Tour Time will endeavor to keep changes to a minimum. However we reserve the right to make changes when necessary

 

IF YOU CANCEL YOUR TOUR

 

Cancellation fees will be kept to a minimum. However, in the event of you having to cancel part, or all, of your arrangements within the following, the below cancellation conditions apply:

 

• 60 Days or more: Loss of 10% non refundable deposit plus any non-refundable deposits made by Tour Time to any suppliers eg. to hold air seats.
• 45 – 60 Days: 50% of the tour cost
• 30 – 45 Days: 60% of the tour cost
• Less than 30 days: 100% of the tour cost
• Once travel has commenced, no refunds will be given. This includes any unused portion of the tour

 

IF WE CHANGE OR CANCEL YOUR TOUR

 

It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance.  Occasionally, we may have to make changes and Tour Time reserve the right to do so at any time. Most of these changes will be minor, and we will advise you or your travel agent of them at the earliest possible date. Routings and itineraries can be affected by adverse weather, road closures or other reasons and may be varied accordingly. We shall endeavour to advise you of these changes as soon as we are aware of them, however these and any other factors beyond our control, no liability will be accepted by Tour Time for any additional expenses incurred.

 

Tour Time suggests comprehensive travel insurance.  Tour Time can arrange Travel Insurance on your behalf but in the case of Rugby or other Sports teams, cover is not possible whilst games, training or practices are being played.

 

Tour Time reserves the right  to:

 

• substitute any hotel/lodge/motel accommodation should circumstances necessitate at its discretion. Should any substitution occur then the accommodation provided will be of a similar standard
• cancel your tour arrangements in any circumstances:  for example, if the minimum number of clients required for the tour is not reached
• cancel a tour either in whole or for an individual passenger in the event that circumstances beyond the control of Tour Time necessitate alternative arrangements to ensure the safety of other tour participants or their reasonable participation in and enjoyment of their tour.  In such an event Tour Time reserves the right to decline to make any refund of any tour cost

AIRFARES

When airfares have been purchased with ground arrangements, the airline’s conditions, cancellation policy and fees will apply.  Airfare terms and conditions will be advised at time of booking and it may be that additional deposit amounts may be required to hold air seats.

 

INSURANCE

It is a condition of booking that the tour organiser takes out comprehensive travel insurance for all passengers. In some cases this is included in the tour package and is clearly stated. You may choose to take the policy suggested by us, or an alternate one giving comparable cover.

 

BILLETED ACCOMMODATION

Tour Time will make all best endeavors to secure billeting and fixtures with host schools/clubs and act as a point of contact between touring and host schools and will not be held responsible for non-provision, cancellation or standard of billeting arrangements. The tour leader must have a fund large enough to cover the cost of emergency accommodation should confirmed billeting by a host school/club be withdrawn or be unsuitable. Tour Time will assist as much as possible in finding emergency accommodation should this situation arise 

 

Any billeting will be confirmed in advance and approved by the tour organiser. It is the responsibility of the tour organiser always to make contact with the host school/club prior to departure.

 

TOUR ORGANISOR

The tour organisor is to be the sole point of contact with Tour Time

The tour organiser should:

 

• Ensure all members of the group have a passport valid for six months and appropriate visa requirements
• Ensure all members of the group are advised of any health precautions. Please call the Embassy of the Country you are visiting for information
• Take all reasonable and necessary steps to ensure the success of the tour
• Ensure all names are correct as per individual passports. Any tickets that need to be re-issued as a result of misspelling will be charged at an amendment fee of $100NZD per person
• Provide Tour Time with correct and detailed information about the touring teams’ capabilities
• Provide correct passenger and rooming lists, including any special requirements, at least 10 weeks prior to departure
• Register any complaints immediately with Tour Time
• The tour leader must have a contingency fund large enough to cover the cost of emergency accommodation should billeting not be provided or withdrawn by the host school or be deemed to be unsuitable

LUGGAGE LIMITS

• One piece of luggage per person weighing no more than 20kgs will be carried in coach lockers 
• In addition, to ensure the comfort of all passengers, one piece of hand luggage such as tissues, cameras, makeup, handbag etc is allowed and will be carried inside the coach in luggage racks
• Extra luggage is only carried if space is available
• Please advise Tour Time at the time of booking if you expect you will need extra capacity for luggage

LIABILITY

Tour Time will not be liable for any:

 

• loss or damage to luggage or personal effects
• personal injury or death of a passenger arising whilst travelling with Tour Time or any of its nominated suppliers
• damage, personal injury or death arising as a result of any of activities included in tour or optional activities. Some of these involve an element of risk eg. bungy jumping

OUR COMMITMENT TO YOU

Tour Time endeavour to ensure your tour will exceed your expectations and look forward to welcoming you.

 

Confirmation of Your Booking Signifies Acceptance of these Terms and Conditions