TERMS & CONDITIONS
At Haka Educational Tours we understand how much planning and preparation is involved in organising an Educational Tour. Your tour contract is with HAKA EDUCATIONAL TOURS Ltd referred to as “HAKA EDUCATIONAL TOURS”, registered address Gillies Ave Office Park, Suite G3, Newmarket, Auckland, New Zealand 1023.
Our commitment to you is to provide the highest level of service to ensure your group has an awesome trip! We will customise each itinerary to fit in with your groups’ requirements which may include a combination of quality accommodation, transport, guides, activities and meals.
If you are booking a guided tour our expert tour guides, will be available throughout the trip to help with any additional arrangements, answer any questions and most importantly show your group the best of New Zealand.
Over the years we have fine-tuned our tour processes to ensure a safe, stress-free and awesome tour. Make sure you read our T & C’s below to ensure you understand some key points including how we manage activities purchased on tour. Please get in touch if you have any questions whatsoever as we are always here to help :-)
We ask all of our groups to read these booking conditions carefully as they form an important part of your tour contract. Please then sign and return this document to your Haka Educational Tours manager.
TOUR PRICE a) Prices quoted are subject to change at any time until full payment is received. Surcharges may occur due to increases in transportation costs (including fuel), dues, taxes, or fees chargeable for services such as landing taxes, embarkation/disembarkation fees at ports and airports including currency fluctuation. In the case of surcharges we will endeavour to advise you as soon as possible. b) We reserve the right to correct any pricing errors or omissions. Prices are per person and subject to minimum numbers as per your quotation document, unless otherwise stated. c) Quotations are valid for a period of 1 month. Any changes to the inclusions or details including number of passengers must notified to us and will result in a re-quote. d) All prices are subject to availability at the time of booking which is when the tour deposit payment is received. e) We will endeavour to accommodate any amendments in tour passenger numbers. Any changes to the number outside of the quoted price may result in an increase in package price due to suppliers availability restrictions.
PAYMENT Any monies paid by a customer to the group leader/school are held by them solely as agents of the customer until such time the company has received that money. Where we sell tours through travel agents, all monies you pay to the agent for your tour with us will be held by the agent on our behalf until they are forwarded to us or refunded to you. a) To confirm a booking you will be required to pay 15% of your tour package price as a non-refundable deposit. b) A further 15% deposit will be required 10 weeks later as a second deposit. c) Full payment will be required 12 weeks prior to departure along with a completed passenger names list as per passports. d) If the tour departure date is within 12 weeks of booking full payment is required to confirm along with a passenger names list as per passports. e) All payments and final details forms must be received by the company by the due dates stated in your payment plan as above. The company reserves the right to make an administration charge should final details and payment not be received. f) If the company does not receive deposits and or the full payment amount on the due dates your booking will be cancelled and you will lose any deposits already paid.
Prices are valid for payment by credit card (Visa or Mastercard) or bank deposit. If paying by credit card a 2% credit card fee applies or a $25 NZD bank fee if paying by overseas bank. Fees are in additional to the tour amount due and must be taken in to account, along with fees incurred by your own bank.
The amount received to Haka Educational Tours must be the correct amount as per your invoice. Haka Educational Tours is not responsible for bank fees that have not been taken in to account or loss due to exchange rate. Any shortfall of payment due to exchange rate or bank fees is the responsibility of the tour guest or group. Final documents will not be issued until full payment is made and cleared funds are received.
CANCELLATION & AMENDMENTS If you wish to cancel or amend all or part of your booking you should advise us by recorded letter, or email as soon as possible. A cancellation or amendment is effective only when received in writing by the company from the person that has signed this document and confirmed the booking. Any new person that wishes to be added to the booking must be requested by the original booking holder. The new person will then be subject to these booking terms and conditions. The following scale of cancellation charges will apply:
- Cancellation notification received more than 2 months prior to tour departure will result in the charge of the full 1st and 2nd non-refundable deposit.
- Cancellation up to 30 days prior to tour departure will result in 75% of the tour package price (per paying student)
- Cancellation within 30 days of tour departure will result in 100% of the total invoiced package price (per paying student) Please note for certain travel arrangements e.g transport providers, the cancellation charge may be higher than those shown. In certain cases a 100% cancellation fee applies as soon as the booking is made and the tickets are issued.
Please ask for full details of cancellation charges at the time of booking. We strongly recommend all travellers take out travel insurance that includes cover against irrecoverable costs. Additionally you will remain responsible for the full amount of your insurance premium and this will not be refunded in the event of cancellation.
Once your quotation has been received and the booking terms and conditions are signed and returned there may be a fee incurred for amendments/substitutions. Any alterations will be subject to payment by you of any costs imposed as a result of the alternation by any of the suppliers providing the component parts of the tour Substitutions or transfer of travellers is permitted up to 14 days prior to tour departure.
Cancellation charges will apply in accordance with individual airline and supplier cancellation policies. Both the original and new traveller will be responsible for the payment of the amendment charges and any outstanding balance due in respect of the tour price. If any cancellation reduces the number of paying members below the minimum number required for the quoted tour package price the invoice will be adjusted accordingly for all remaining group members.
CHANGE IN TOUR PLAN We will endeavour at all times to satisfy client’s requirements, nevertheless because of changing circumstances the company must reserve the right to make alterations to a tour and any brochure details both before and after ant booking has been confirmed. If the details of your tour change prior to departure we will inform you as early as possible.
- Changes are often minor. Whether a change is significant depends on the nature of the tour and may include, alteration to the scheduled departure, flight time change by more than 12 hours (not a delay), change to lower standard of accommodation, or a change in departure airport. Occasionally we have to make significant changes to a confirmed holiday, in the event of this change you will be offered the following:
- Accept the change OR
- Receive another tour of at least comparable standard if available (refund in respect of any price difference) OR
- Receive a full refund of all monies paid.
- If we are forced to cancel your tour we will offer you the choice of an alternative tour of at least comparable standard and value (refund if price difference) or a prompt and full refund of all monies paid.
- Some tour components e.g activities are subject to weather conditions and in an event of cancellation we will arrange an alternative tour component of the same value (any difference to be refunded)
TRAVEL INSURANCE Travel Insurance is the responsibility of the tour group and individual travellers and is compulsory for all passengers travelling domestically or internationally. Haka Educational Tours strongly recommends travel insurance is purchased at the time of confirming and paying the deposit for your tour.
Failure to obtain travel insurance is at the tour guest’s or group’s own risk. When obtaining travel insurance you must declare any pre-existing medical condition, check your travel insurance provider offers cover for guided tours and any adventurous activities such as skiing are declared.
You must ensure that there are no exclusion clauses which may limit cover for the type of activities included or the altitudes attained in the tour. We can include travel insurance in your tour package as an optional extra and will offer suitable policy options for your tour. We will assist with the administration and organisation of the insurance policy documentation but any claims and further communication will be the individual or groups responsibility.
VISAS, PASSPORTS AND PERMITS It is the group leader and individual traveller’s responsibility to ensure the correct and valid documentation to include passports, visas and permits. The tour package does not include any associated costs for passport, visas and permits, this is the group’s responsibilities. We cannot accept responsibility for any failure to comply resulting in any costs or fined being incurred.
We endeavour to inform you of any new regulations and advise to check with the appropriate Embassy, Consulate or Passport Office if you have any further queries. It is the group leader and travellers responsibility to ensure that you have the correct passport and visa to gain entry to any country included in the tour package.
If you fail to do so we have no liability for any costs incurred for loss or damage nor will we refund you the cost of any unused portion of your travel arrangements. In some countries travellers will refuse entry to clients who have a criminal record, please check with the embassy and consulate if this concerns you. The group leader who signs this document is entirely responsible for ensuring that all members of the group have the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply.
TRAVEL DOCUMENTS Final tour documents will include a complete final itinerary, details on the tour guide, and any travel vouchers if applicable. Documents will be sent by email 3 weeks prior to departure and must be printed to be referred to whilst travelling. Should any changes occur after the documents have been issued we will advise you accordingly.
Certain services may change their schedules up to a day before departure e.g flights, which may affect the overall length of the tour time. In the event of this occurring we would not accept responsibility for changes that are beyond our control.
TOUR SAFETY AND RESPONSIBILITY At all times the decision of the Haka Educational Tours Tour manager or an activity supplier representative during optional activities, will be final on all matters regarding safety and wellbeing of tour guests and operational requirements of the tour. By travelling with Haka Educational Tours, the tour guest agrees to abide by the authority of the tour manager or optional activity supplier.
If a tour guest is affected by any condition, medical or otherwise, that might affect the ability to travel or participate in adventure travel activities, their enjoyment of the tour, or treatment which is to be administered then you must advise us of this at this time of booking.
Should the tour guest fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the Tour manager (in their sole discretion), the tour guest’s behaviour is abusive and is causing or is likely to cause danger, distress or material annoyance to others, Haka Educational Tours will terminate that client’s travel arrangements immediately without any liability on Haka Educational Tour’s part or any third party agencies. The client will not be entitled to any refund for unused or missed services or costs incurred resulting from the termination of the travel arrangements, including, without limitation, return travel, accommodations, meals, and/or incidentals.
Tour guests and group leaders agree that they are responsible for any costs incurred by Haka Educational Tours or Haka Educational Tour’s suppliers as a result of damage, destruction, theft, or excess cleaning fees related to the guest’s accommodation, transport, or other use of facilities while on Tour.
The group leader is responsible for the good conduct of all participants during the tour and warrants that at least one responsible adult will be on active duty at all times to ensure that all participants behave accordingly. It is the group leader’s responsibility to ensure:
- No traveler less than 18 years of age consumes alcoholic drinks (21 in the USA)
- All local laws relating to the consumption of alcohol are at all times obeyed
- No traveler consumes alcohol to excess
- No traveler smokes in the accommodation or in any way causes a fire hazard
- Travelers act in a responsible way during the tour and do not behave in a way likely to cause damage to a property, or damage or offense to other people.
DRIVING LAWS If you have a driver/guide included in your New Zealand tour they are required to take adequate breaks in-between their long driving days and hours. The maximum a driver can drive in any one day is 13 hours. Once the driver has stopped, he must have no shorter than a 10-hour break. There also must be at least one 24-hour break in 7 days.
COMPLAINTS The tour guest or group leader agrees to bring any tour related complaints to Haka Educational Tours as soon as possible in order to provide Haka Educational Tours with the opportunity to address such complaint promptly and effectively. The tour guest or group leader agrees to inform the Tour manager or their tour advisor at the earliest opportunity. Haka Educational Tours assumes no liability for complaints that are not properly brought to attention with sufficient notice to resolve or attempt to resolve guest complaints. Any complaint made after the completion of a tour must be received in writing to their tour advisor as soon as possible after the tour. The tour guest or group leader acknowledges and agrees that Haka Educational Tours will not accept any liability for claims received after the tour.
LIABILITY Haka Educational Tours is not responsible for any damages, expenses, losses, or claims which are attributable to the fault of a tour guest, or as a result of an unforeseeable or unavoidable act. If you purchase any optional activities that are not part of your tour inclusions, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have a complaint about or problem with the optional activity purchased then your claim should be directly with the provider.
ACCEPTANCE We ask that the group leader or responsible traveller signs this document and is therefore responsible and authorised to make the booking on behalf of all group members. He or she must be over 18 years of age. The group leader is responsible for all tour payments and agrees to provide accurate information to all travellers relating to the tour package. Any amendments to these booking terms and conditions must be in agreement with Haka Educational Tours. The group leader that completes and signs this document is solely responsible for all group members and everyone agrees to these booking terms and conditions.