Terms and Conditions

General Information:

Included in Holiday Cost:

  • All main meals
  • Accommodation
  • Activities (except where specified “optional”)
  • Tour Leader/ Driver
  • An Access Holidays assistance staff at a ratio of 1:5-6 passengers or less (except when higher support is requested and paid for).

Not Included in Holiday Cost:

  • Morning and Afternoon Tea (Unless specified as included)
  • Passenger Spending Money
  • Transfers to and from departure/arrival point
  • Accommodation pre or post holiday
  • Travel Insurance
  • Items of personal nature such as laundry, toiletries, phone calls, passport and visa fees, excess baggage, and optional activities.

Access Holidays passengers stay in 3-4 star motel accommodation unless specified otherwise.
Clients accommodation is quoted as twin share or triple share rooms depending on local accommodation options. All cruise accommodation is twin share.
Single rooms can be arranged at an additional cost. Please specify single accommodation option when placing booking. A single room surcharge from accommodation provider will apply.

Overnight Stays:
Overnight stays pre and post holiday can be provided upon request at an additional cost.
The cost is $400 per person per night, which includes an Access Holiday assistance staff from 5.30 pm. Please check with Access Holidays if an earlier time is required. A per hour staffing rate of $25 per hour will apply.

Interstate Passengers:
Access Holidays can organise return flights on behalf of passengers. Please specify in the booking form if return flights, flight accompaniment or airport transfers are required to the tour.
Access Holidays will apply staffing fees at cost for this service.

It is highly recommended that medication is held and administered by an Access Holidays staff as we are not accountable for any medication not under our control.
Please notify the office at the time of booking if medication is required to be administered by a nurse
If the passenger takes medication, Access Holidays requires sufficient medication for the duration of the holiday, with an additional three days in case of emergency.
The medication must be given to an Access Holidays staff via Webster/ Medico Packs or industry approved containers at check-in of the passenger’s holiday.
A signed medication treatment sheet can be provided at the end of the holiday if requested.

Spending Money:
Each passenger is required to have adequate spending money. A suggested amount is specified for each holiday.
Please notify Access Holidays if financial control is to be managed on behalf of passenger on the booking form. If Access Holidays is to manage spending money for the passenger, the passenger spending money should be given to an Access Holidays support staff at the check-in of the passenger’s holiday.
Access Holidays is not accountable for any monies not directly under their control.
Each passenger is provided with an expenditure summary at the end of the holiday.

Personal Items:
All personal items are the responsibility of the passenger.
Access Holidays is not liable for replacement costs if lost or damaged.

Luggage Limits:
Each passenger is entitled to take one piece of luggage that does not exceed 20kg unless otherwise specified.
They may also take one piece of carry-on luggage that does not exceed 7kg based on carrier limits.

Booking Terms & Conditions:

A security deposit of $200 is required for all weekend getaway breaks and Sydney Explorer tours at the time booking. The balance of the booking is required to be paid before 14 days of departure date.
A security deposit of $1000 (plus any additional cost required, e.g. additional flights) is payable within 14 days of making your booking for all international and long duration (over 4 days) domestic holidays.
Payment of the balance in full is required at least 60 days prior to travel for Australian Land Based Holidays, 120 days for all other Australian custom holidays and 150 days for international holidays and all cruises.
For bookings made within this period, full payment is required immediately.
If you have not paid by the due date, Access Holidays may cancel your booking and retain your deposit.
Access Holidays reserve the right to correct any errors in rates quoted or calculated for any service, notwithstanding that the invoice may have been paid in full.

The Access Holidays Booking Form and Medical Consent Form MUST be signed and received prior to commencement of the holiday.

Access Holidays understands cancellations may occur due to circumstances outside of the client’s control. Should the customer need to cancel his/her chosen holiday once it has been confirmed, the customer or responsible career must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us. If you notify us by email you should receive a reply within 24 hours; if you do not receive one, please contact us again.

As we incur costs from the time we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding booking fees, insurance premiums, amendment charges and any discounts given by us. Booking fees, insurance premiums and amendment charges are not refundable in the event of the person(s) to whom they apply cancelling. Access Holidays unfortunately cannot refund money already paid to travel partners and accommodation sites.

The following indicates the cancellation fees:
Australian Land Based Holidays

Days of Notice Fee Per Person
60 days or more Loss of Deposit
31-59 days 50%
30 days or less 100%

Australian Holidays (Flights, Sea Travel, Trains)

Days of Notice Fee Per Person
120 days or more Loss of Deposit
91-119 days 50%
90 days or less 100%

International Holidays & Cruises

Days of Notice Fee Per Person
150 days or more Loss of Deposit
121-149 days 50%
120 days or less 100%

Once the holiday has commenced, the passenger cannot cancel or obtain a refund on any component of the booking regardless of whether it has been used.

Travel Insurance:
Access Holidays considers adequate travel insurance to be essential. Details of the policy we offer are shown on our website.
Access Holidays will not be responsible to ensure that the insurance cover client’s purchase is suitable and adequate for the client’s particular needs.
Access Holidays recommends that all passengers have travel insurance that includes coverage for medical expenses, loss of luggage, and charges that may occur due to cancellation or loss of deposit.
If purchasing travel insurance through Access Holidays we require a completed and signed travel insurance application form along with full payment before a policy can be issued.

Please read the travel insurance information with special note of Pre-Existing Medical Conditions.

Health and Fitness for Travel:
Access Holidays requires that the passenger is reasonably fit and healthy to participate on the holiday.
Access Holidays adheres to strict transport policies as it relates to the safety and welfare of passengers and staff. We reserves the right to decline or terminate the passenger’s participation in a holiday. This can include, but is not limited to, behaviour that affects the groups’ atmosphere and/ or safety.
In the circumstance of the passenger’s holiday ending prematurely, Access Holidays is not liable for the passenger or any costs that may be incurred as a result of the termination.
The passenger or guardian is liable for the full cost of the passenger return, which can include staff, transport and accommodation. An Access Holidays staff member is generally not able to assist with a passenger’s travel home.
No part of the holiday fare is refundable.
The passenger is also legally responsible for any damage to property or persons they may have caused.

General Terms & Conditions:

Itineraries and holiday costs are subject to change without notice and are intended as a guide only, where deemed as necessary Access Holidays will notify you of changes in writing.
Alterations may occur due to road or weather conditions, or other reasons beyond our control.
For a holiday to operate and provide an enjoyable group atmosphere, a minimum number of passengers are required. If adequate numbers are not achieved, it may be necessary to cancel a holiday.
In the case of a holiday being cancelled all monies will be refunded or transferred to another holiday of choice.

Access Holidays takes photographic and video images on our holidays and reserves the right to use these images in promotional and advertising material.
Please advise Access Holidays if you do not consent.

Access Holidays collects information about you (including health information where necessary) to provide products and services to you, process your travel arrangements, and conduct market research.
If the information is not provided, Access Holidays may not be able to provide the required level of service.
Access Holidays may disclose your personal information to its related companies, carriers, travel service providers, organisations which provide services to Access Holidays and various law enforcement agencies, airports and governments around the world for security, customs and immigration purposes.
You may gain access to the information Access Holidays holds about you by contacting Access Holidays in writing.

Access Holidays is responsible for the passenger from the completion of check-in at the start of the holiday to the completion of check-out at the end of the holiday.
Access Holidays are not responsible for passengers that are not directly in their care such as passengers who choose to fly unsupported, to and from departure and return points.

Claims & Complaints
If you have a complaint about your trip please inform your Tour Guide 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.