Terms & Conditions
1. Your Event Price
We reserve the right to alter the prices of any of the events shown on our website and in our brochure (prices are correct at the time of publication, June 2017). You will be advised of the current price of the event that you wish to book before your entry is confirmed.
a) When you make your booking you must pay a deposit of US$ 540 per person. The balance of the price of your entry Fee must be paid by 31 August 2017. In the case of non-payment of the balance by the due date, we reserve the right to cancel your booking while withholding the deposit.
A NO REFUND policy will apply AFTER 1st September 2017, without exceptions. Note: Some travel insurance companies cover and refund the registration fees as long as the rider is not able to participate. We recommend that you buy that kind of travel insurance policy.
2. Force Majeure:
We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of war, riot, strike, closure, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions or other unforeseen circumstances that may amount to force majeure.
3. Personal Injury Unconnected With Your Booked Travel Arrangements
If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings. Our consent will be given subject to you undertaking to assign any costs, benefits received under any relevant insurance policy to ourselves.
4. Conditions of Carriage
The Contractual terms of the companies that provide the transportation for your travel arrangements will apply to this contract.
5. DATA PROTECTION
we take full responsibility for ensuring that proper security measures are in place to protect your information. When you make a booking, you consent to all the information you provide being passed on to our suppliers, wherever they may be based. The information may also be provided to public authorities such as customs, national parks or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies.
YOUR COMMITMENT TO US
1. Your Event Price
when you make your booking you must pay a non-refundable deposit of US $540 per person for the land only travel arrangements. Upon receipt of your booking, we will forward a confirmation invoice informing you of the date by which final payment must be made for your trip. We advise that you book any extensions, extra services or additional accommodation at the time you make your holiday booking. If you wish to book an extension to your trip (or add any additional services to your booking), a separate non-refundable deposit of US $100, or the full extension price if less than US $200, is payable before the extension booking can be confirmed.
If you are making your own flight arrangements, you must check that your chosen event has reached the minimum numbers required and is confirmed to go ahead – BEFORE paying for your air tickets. Check with the DTD office or check the event status on the website. We cannot be held liable, in cases where we cancel the event you have booked, for any losses incurred relating to any flight booking you have made elsewhere.
2. Transferring to another event
If after our confirmation invoice has been issued, you wish to transfer to another event, we will do our utmost to arrange this but it may not always be possible. Any such request must be made in writing from the person who made the booking or your travel agent. You will be asked to pay an administration charge of US $100, plus any further costs we incur in making this alteration. You should be aware that costs incurred in transferring a booking could increase the closer to the departure date they are made and you should therefore contact us as soon as possible. You cannot transfer your event later than 8 weeks prior to departure. Any request to transfer your booking received within 4 weeks of departure will be treated as a cancellation and subject to the charges shown in section 4 below.
3. Passports, visas and immigration requirements: Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
In some cases, full and correct passport information is required when a booking is submitted to us in order that we can obtain necessary tickets, permits and visas on your behalf. If you do not supply the appropriate and correct information when you make your booking, we will not be able to make the necessary bookings on your behalf and cannot be held responsible.