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Terms & Conditions


Note: Receipt of your tour deposit is confirmation of your acknowledgement & acceptance of our Booking Terms & Conditions (as noted on the Tour Booking Form).

1. Bookings

a) All prices quoted by The AETC are in Australian Dollars and are inclusive of Goods & Services Tax (GST).

b) To make a booking, complete our Tour Member Booking Form that has been prepared especially for your school group, with conditions particularly relevant to your tour.

c) Please ensure the spelling of names and surnames of your complete travelling party are as per the traveller’s passport. Failure to provide correct spelling as per your passport will incur amendment fees and in some instances may be refused entry and/or boarding on airline carriers. 

d) All reservations are subject to availability at the time of booking and will be confirmed upon receipt of deposit.

e) Verbal quotes are only an estimate of the package price and may differ at the time of booking.

f) Prices may vary due to third party suppliers increasing cost, taxes etc. and these shall be the responsibility of the traveller prior to final payment. The AETC will cover these additional charges if the traveller has paid in full for their package.

g) On all bookings where more than one passenger is travelling the person making the booking on behalf of his/her travelling companions will be deemed to have accepted the booking terms and conditions on behalf of all his/her travelling companions.


2. Schedule of Payments

a) We require a $1000.00 deposit on all tours per person upon reservation – some packages may require greater deposits. 

b) Balance of Payment is due 90 days prior to departure unless otherwise specified. Documentation including tickets will not be issued prior to receipt and bank clearance of full payment.

c) The AGTC accept the following forms of payment:

  1. Cash, EFTPOS (if paying in person) or Direct Deposit

  2. Cheque – made payable to The Australian Educational Travel Company

  3. Visa, MasterCard

d) Credit Card Surcharge.  Credit card payments will incur a 1.5% surcharge of the total package price per person.

e) A signed credit card authorisation form is required from all clients making payment via telephone or email prior to the release of travel documentation.


3. Cancellation and Refunds

a) All deposits are non-refundable.

b) All cancellations must be made in writing.

c) All cancellations received 45 days or more prior to travel departure: deposit and 50% of tour cost per person is non-refundable.

d) All cancellations received within 45 days of travel departure: totally non-refundable unless otherwise specified.

e) The above cancellation fees are in addition to any cancellation fees which may be levied by third party suppliers.

f) In the event of cancellation or postponement (by the event promoter) of a certain event due to unforeseen circumstances, The AETC will not be responsible for the cancellation of the event, nor can The AETC guarantee a full refund. Travel Insurance is recommended to cover you for such loss.

g) The AETC or its third party reserve the right either before or during the tour to refuse to carry or accommodate any client which it reasonably considers, in the best interests of all participants in the tour, to be unsuitable by reason of physical or mental condition or unruly behaviour.

h). Refunds will not be made in respect of unused accommodation. Neither will refunds be made for meals, sightseeing tours, transfers, or any other services, which are included in the tour cost, but not utilized by the tour member.


4. Amendments

a) Any amendments to bookings will incur a fee of $50.00 per person per amendment. Additional fees incurred from our third party suppliers will also be added to establish your total amendment charges.

b) When amending air tickets, The AETC will be guided by the terms and conditions as specified by the airline.

c). The tour fares are based on air fares and exchange rates as at the date of printing.  Any air fare increases applicable prior to departure must be borne by the passengers(s) In the event of currency fluctuations or amendments to the itinerary necessitated by unforeseen circumstances, the tour cost will be adjusted accordingly, and the additional cost, if any must be paid by the passenger(s).  Should these changes reduce the tour cost, the applicable refund will be made.

5. Flights

a) E-tickets require all guests to present photographic identification at check-in.

b) Most airlines require passengers to check-in between 2 and 3 hours prior to departure. The airline has the right to refuse boarding to passengers who do not check-in within the required check-in period.

c) All international travel requires a minimum of 6 months’ validity on passports.

d) It is the passenger’s responsibility to ensure you have all the necessary visas when travelling to overseas destinations.   


6. Taxes and charges

a). All pre payable airport taxes and charges are not included in the tour.  In some cases, airports include an additional fee on departure and this is levied on the passenger directly and not pre payable by The AETC.   Hotels and service providers will also often add service fees and charges to accounts of a personal nature, which are the responsibility of the passenger.

7.  Insurance

a) The AETC strongly recommend travel insurance to protect you against any unforeseen circumstances.

b) All insurance policies are subject to terms, conditions and exclusions. Please carefully read and retain the policy in a safe place. If you have any questions, contact our office.

8. Tour inclusions

a). It is the passenger’s responsibility at the time of making the booking, to confirm which components are included in the package or tour purchased.

9. Tour exclusions

a). Charges for passports, visas, meals not specified in the itineraries, beverages, laundry, excess baggage charges, items of a personal nature, vaccinations and inoculations, expenses for guides and transportation not included in the itineraries, insurance cover. 

The AETC is acting as intermediary and agent for suppliers in selling services, or in accepting reservations or booking for services which are not directly supplied by this company such as airline tickets, hotel accommodations, event tickets, ground transportation, meals, tours and cruises. This company, therefore, shall not be responsible for breach of contract or any intentional or careless actions or omissions on the part of such suppliers, which result in any loss, damage, delay or injury to you or your travel companions or group members. We shall not be responsible for any injuries, damages or losses caused to any traveller in connection with terrorist activities, war, insurrection, social or labour unrest, mechanical or construction difficulties, diseases, local laws, climactic conditions, abnormal conditions or developments or any other action, omissions or conditions outside the coverage against them. Your retention of tickets, vouchers or booking after issuance shall constitute consent to the above and an agreement on your part to convey the contents here to your travel companions or group members.

The Client, by engaging the company and making deposit and/ or full payment for the package arrangement specified, acknowledges the position of the company as stipulated by the foregoing and agrees to hold the company blameless in making the arrangements on his behalf, provided same shall be made through generally acceptable suppliers at the time of engagement, and further agrees that restitution of damages, if any are claimed, shall be sought directly from the suppliers. The client also agrees to the terms and conditions of the tour and services as set forth by the suppliers. Rates are subject to changes without notice. Tours and event tickets are subject to availability. Payment of deposit or full payment shall constitute consent of all provisions stated herein.

Thank you for all your input and effort.  By all accounts, a wonderful trip.


Mrs Erica Thomas

Principal - Newcastle Grammar School

Terms and Conditions 
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