Tour Payments, Cancellations,
Postponements,
Refunds and Amendments
Everything you need to know regarding booking your experience with Wildsouth Discovery.
1. Payments
1.1 A deposit of 30% of the total tour price is required when a tour is confirmed.
1.2 The balance of the tour price is payable by at least 35 days prior to your departure date. *
1.3 If the balance is not paid by such date Wildsouth Discovery reserves the right to treat the booking as cancelled.
1.4 If a booking is made less than 30 days prior to the departure date, 100% of the total tour cost is payable upon booking.
1.5 All prices are quoted in New Zealand dollars and include local Goods and Services Tax (GST) of 15%.
* Please note: Some accommodation venues and activities require a 60 day cancellation period. If these are included in your itinerary, then the following will result …
1.6 In the case of a tour which includes accommodations and/or activities that have in place a 60 day cancellation period, a deposit of 20% of the total tour cost is required to be paid upon confirmation of the tour.
1.7 The 80% balance of the total tour cost is then due by at least 65 days prior to the commencement of the tour. If the balance is not paid by such date Wildsouth Discovery reserves the right to treat the booking as cancelled.
1.8 If a tour booking is made less than 60 days prior to the departure date, 100% of the total tour cost is required to be paid upon confirmation of the tour.
2. Postponements Due to International and/or Regional Border Closures
2.1* In the case of a tour not being able to go ahead due to New Zealand international and/or regional border closures, we will postpone any tour free of charge for a 12 month period from the final day of the original tour date.
Please note that this is subject to any included accommodations and/or activities granting the same provision.
* Terms and Conditions for postponement will apply as follows…
2.2 Any reasons for tour postponement not relating to New Zealand international and/or regional border closures (including but not limited to illness, injury or personal reasons) will not be deemed legitimate reasons for free of charge postponement as above and there may be other charges involved. This policy is designed entirely based on the impact on travel that has arisen from the Covid-19 pandemic.
2.3 Wildsouth Discovery must receive written intent of tour postponement via email no later than 5 working days prior to the original tour start date for international tour guests and no later than 48 hours prior to the original tour start date for domestic tour guests. Any notice not received within these timeframes will be treated as a cancellation as per the applicable timelines listed in clause 3 below.
2.4 If a postponed tour (delayed for up to 12 months) cannot go ahead due to New Zealand international and/or regional border closures, Wildsouth Discovery may carry the credit forward up to a further 12 months. There may be extra charges for a 2nd postponement but these will be discussed before a 2nd postponement is agreed upon. These potential charges will be the responsibility of the client.
2.5 If a tour has been postponed and the postponed tour cannot go ahead due to New Zealand international and/or regional border closures and a client wishes to then cancel their trip instead, Wildsouth Discovery will assess each booking on a case by case basis when determining what the amount of partial refund will be given. Wildsouth Discovery will endeavour to provide a refund amount that is fair and ethical for both sides but cannot guarantee a full refund as Wildsouth Discovery may need to keep a reasonable amount to cover costs.
2.6 Wildsouth Discovery will take into consideration the timeframe before the tour start date in which the cancellation was requested after postponement had already occurred as below in 3A and 3B but the cancellation policy outlined in clause 3 is not automatically applied in terms of what partial refund the client will receive. The partial refund will be assessed on a case by case basis in these circumstances.
Exclusions to this Postponement Policy:
(a) Wildsouth Discovery may need to charge extra where accommodations and activities are booked and the price(s) have increased due to the date change (as prices may vary greatly and alternatives in the same price range are not usually easy to source).
(b) Only the original tour inclusions are able to be transferred free of charge. Any additions or changes to a tour will be chargeable at the applicable rate.
(c) Wildsouth Discovery will endeavour to secure the original accommodation booked, however in the case of the original property being unavailable on the new dates. Wildsouth Discovery will make every effort to source a similar alternative.
3. Cancellations, Refunds and Amendments
3A The included accommodation venues and/or activities do not require a 60 day cancellation period (instead, the standard 30 days’ notice)
3.1.1 All cancellations must be received in writing. If you cancel your tour we will refund your payments subject to the in the following:
3.1.2 Where the deposit only has been paid and notification of cancellation is received:
(a) 35 days or more prior to the departure date – 100% of the deposit is refundable
(b) 34 days or less prior to the departure date – some of the tour cost may be refundable
3.1.3 If full payment has been made and notification of cancellation is received:
(a) 35 days or more prior to the tour start date – 100% of the tour cost is refundable
(b) 34 days or less prior to the departure date – some of the tour cost may be refundable
3B The included accommodation venues and/or activities do require a 60 day cancellation period
3.1.4 All cancellations must be received in writing. If you cancel your tour we will refund your payments subject to the in the following:
3.1.5 Where the deposit only has been paid and notification of cancellation is received:
(a) 65 days or more prior to the departure date – 100% of the deposit is refundable
(b) 64 days or less prior to the departure date – some of the tour cost may be refundable
3.1.6 If full payment has been made and notification of cancellation is received:
(a) 65 days or more prior to the tour start date – 100% of the tour cost is refundable*
(b) 64 days or less prior to the departure date – some of the tour cost may be refundable *
(e) No refund is available for cancellation after the tour has commenced.
* Please note that a partial refund may be available where non 60-day notice accommodations and/or activities are included in these itineraries. Refunds will be dealt with on a case by case basis.
General Cancellations, Refunds and Amendments terms
(f) Any refund for accommodation, meals or any other services not utilised will be at the discretion of the suppliers concerned. Only cancellations made by the suppliers of activities, accommodation or meals will result in a refund to the tour guest. If the tour guest chooses to cancel an activity, meal or accommodation once the tour has commenced, no refunds will apply. Refunds in the event of cancelled activities will only be issued after the tour has been completed.
3.2 Suppliers may levy their own additional cancellation fees. These cancellation fees are the responsibility of the tour guest.
3.3 Wildsouth Discovery reserves the right for our guides to refuse to carry any tour guests for any reason whatsoever.
3.4 Wildsouth Discovery reserves the right to alter the tour itinerary or accommodation in the event of unforeseen circumstances (such as extreme weather and road closures) beyond its control.
3.5 Wildsouth Discovery is not liable and bears no responsibility for costs incurred for onward travel alterations, delays or any activities that have been booked to start after the termination of the tour.
3.6 Should a tour guest wish to amend their itinerary after confirmation an amendment fee of NZ$100 per booking may apply, in addition to any supplier amendment and/or cancellation fees. All amendments are on a request basis and are subject to availability. Suppliers may consider an amendment as a cancellation, which may incur 100% cancellation fee. Clause 3.2 above will apply.
3.7 Any person making a reservation for others shall be deemed to have accepted these Terms & Conditions on behalf of all individuals named in a reservation Included in the party and it is the responsibility of the person making the booking to bring these Terms & Conditions to the attention of the traveller(s). This relies on all individuals being named at the time of the booking.
3.8 Wildsouth Discovery bears no responsibility for refunds with respect to events beyond its control. This includes but is not limited to; natural disasters deemed as acts of god, acts of terrorism and pandemics.
To: Wildsouth Discovery Limited and its officers, employees, agents, representatives and all other persons in any way involved or connected with the tour and their successors and assigns (“the company”)
4.1 I accept that the tour involves risks, dangers and hazards which involve the possibility of physical risks greater than those encountered in daily life. I accept that these risks, dangers and hazards involve the possibility of personal injury, emotional trauma, death, property damage and loss, which may affect my family, my friends and me. Knowing the risks, I still wish to participate in the tour and I freely accept and fully assume all such risks, dangers and hazards, however caused.
4.2 I declare that I am physically fit and have no condition or injury that could be affected by participating in the tour.
4.3 I consent to receive any medical treatment which may be deemed necessary by Wildsouth Discovery in the case of accident, injury or illness during the course of the tour and I also agree to indemnify Wildsouth Discovery in respect of such medical treatment.
4.4 In consideration of Wildsouth Discovery permitting my participation in the tour, I agree:
(a) To waive any and all claims that I have or may have in the future against Wildsouth Discovery arising out of or in relation to any aspect of my participation in the tour.
(b) To release, indemnify and hold harmless Wildsouth Discovery for any loss, damage, expense, mental or physical injury including death that I may suffer or that my next of kin may suffer directly or indirectly as a result of my participation in the tour, due to any cause whatsoever, including negligence, breach of contract, or breach of any statutory or other duty of care on the part of Wildsouth Discovery and/or any other person associated with Wildsouth Discovery in relation to, and including the failure on the part of Wildsouth Discovery to safeguard or protect me from the risks, dangers and hazards of the tour.
(c) To release, indemnify and hold harmless Wildsouth Discovery for any and all liability, damages, costs and expenses suffered by any other person as a result of my participation in the tour or my other acts or omissions.
(d) To follow Wildsouth Discovery instructions and protocols at all times.
(e) In the event of my death or incapacity this agreement will be effective and binding upon my heirs, next of kin, executors, administrators, assigns and representatives.
(f) By entering into this Agreement I am not relying on any oral or written representations or statements made by Wildsouth Discovery with respect to the safety of the tour, other than what is contained in this Agreement.
4.5 Wildsouth Discovery bears no responsibility for individual tour guest satisfaction.
4.6 Wildsouth Discovery bears no responsibility for the action of any hotel staff, activity provider or associated personnel.
I confirm that I have read and understood this agreement prior to signing it, and am aware that by signing this agreement I am waiving certain legal rights which I or my heirs, next of kin, executors, administrators, assigns and representatives may have against Wildsouth Discovery.
5.1 Wildsouth Discovery Ltd reserves the right to alter or modify itineraries or accommodation venues in any way necessary in the interests of our clients due to circumstances over which Wildsouth Discovery Ltd has no control. The right is also reserved to cancel or withdraw at any time any bookings or part of a tour made by or for a client, in which event no liability whatsoever in respect of such cancellations shall apply. The tours offered by Wildsouth Discovery Ltd are undertaken by the clients at their own risk and neither Wildsouth Discovery Ltd nor its agents accept liability whatsoever for any loss or damage to any property of its clients or for any injury sustained by a client while undertaking any tour.
5.2 If, at any stage during a tour being undertaken, any person(s) on tour show signs of COVID symptoms, they will be required to immediately isolate from the group. They will also need to heed the advice given by the Ministry of Health or a medical practitioner. The whole tour group may be required to be isolated and/or quarantined, depending on the COVID test results of the potentially affected individual(s). Wildsouth Discovery will not be liable for any costs (not limited to isolation/quarantine accommodation and meals, airfares and/or any other transport costs) resulting from any changes caused by the COVID related outcomes.
5.3 Wildsouth Discovery strongly recommends that you take travel cancellation and repatriation insurance as well as personal accident or medical emergency insurance.
5.4 A passport is required for all entering visitors, and it must be valid for at least 3 months after your departure date from New Zealand.
Have an enquiry?
We encourage you to contact us for any further questions or concerns you may have. We are more than happy to assist you.