Please read these conditions carefully, because your reservation and payment for a tour constitutes acceptance of them.
ODYSSEY PROGRAM ELIGIBILITY
Odyssey programs are primarily prepared for mature adults with a reasonable level of fitness that reflects the tour selected, so you and your travelling companions are sure to share interests. We design all of our programs with mature travellers in mind. In order to ensure congenial travelling companions, Odyssey Traveller reserves the right to accept or reject any person as a travel tour participant and to expel from the travel tour any participant whose conduct is deemed incompatible with the interest and safety of the travel tour group.
Odyssey Traveller tours do not include the cost of travel insurance. It is a condition of travel for all of our international programs that you hold valid travel insurance cover for the full duration of your Odyssey tour up to and including the date of your arrival home. We can arrange competitive insurance for you, please contact one of our Educational Travel Advisers.
PASSPORT AND VISAS
A valid passport is required for all programs departing Australia or New Zealand. Your passport is required to have a minimum 6 months validity from the date of your return and at least two blank pages. This is a requirement of many countries. Visas are required for Australian and New Zealand citizens taking programs in, or passing through, certain countries. If a visa is required for entering a country, you will be advised in the tour information section.
Holders of passports other than Australian and New Zealand are advised to contact the appropriate consular office(s) for entry requirements pertaining to their participation in a selected tour.
Odyssey Traveller will forward you basic visa information and relevant websites for the country(ies) you are visiting. Please note this is intended as guide for Australian passport holders and participants are advised to contact the appropriate consular office(s) for further and most up to date information regarding entry requirements pertaining to their participation in a selected tour.
ODYSSEY VISA ASSISTANCE SERVICE
Odyssey Traveller can assist you with your visa application process for an additional fee of $150 per person, plus any additional Consular Visa Fees (extra postage fees apply for visa applications made to Embassies or Consular offices overseas). This service is only available to Australian passport holders residing in Australia and is not a guarantee that a visa will be granted.
You will receive up to date information regarding the visa application requirements and process along with forms, instructions and recommended deadlines for your application.. You will also have over the phone and email assistance to complete your forms and compile the required supporting documentation where needed. It is your responsibility to ensure that you meet passport and visa requirements before you depart and that all forms have been completed correctly.
Odyssey Traveller and/or their employees are not responsible for passport, visa requirements, entry, health or other requirements of the countries visited or for any loss sustained by you for failing to comply with laws, regulations, orders and/or requirements of countries visited, and will not be liable for any costs or cancellation penalties or inconvenience where travellers do not have a travel authorisation, and are not permitted to travel.
Odyssey processes visas ONLY FOR A SELECT GROUP OF TOURS please check with Odyssey if unsure or in any doubt.
EXTEND YOUR PROGRAM
In most cases, you can also take a “customised extension” after your Odyssey tour. This enables you to explore the area on your own. Should you choose this option, remember to extend your travel insurance coverage for this additional period. The cost of airport transfers are not included in going to, or coming from, your customised extension. Please ask our Educational Travel Advisers for more information on our many attractive add-on holiday options.
Should any issue arise while travelling on an Odyssey tour, this should be brought to the attention of your tour leader, so that it can be resolved immediately. Once you have returned home, any questions should be directed to our Educational Travel Advisers. We feel confident in our ability to work with you to resolve any problem. You must submit complaints in writing within three weeks of your return so that we can attend to them promptly.
Reservations on programs are confirmed strictly in accordance with receipt of a completed registration form and deposit. As some persons who request options do not ultimately proceed, Odyssey Traveller reserves the right to issue more reservation options than spaces available. In order to avoid disappointment we encourage early registration. Alumni members will be given preference to bookings where possible. In the event that the tour is full at time of receipt of your payment, you may either elect to go on a wait list or Odyssey Traveller will refund your deposit in full.
RESERVATIONS AND DEPOSITS
Your completed registration form and deposit must be received by Odyssey. Balance of payment is due not later than 90 days before departure and should be paid by credit card, cheque, money order or direct deposit. Odyssey will send out a reminder detailing all payments prior to the payment due date. If you do not pay the balance at this time, we must consider this inaction as a cancellation and cancellation charges may apply.
If you chose to pay by credit card, we will accept Mastercard, Visa and Amex. A handling fee for credit cards is charged. The fee for Visa or Mastercard is 1.5% of the amount processed and 2.8% of the amount processed for Amex cards. Please note that where payment is made by cheque, payment will not be considered as received until funds are cleared. Until Odyssey Traveller has received the correct deposit amount and has sent you an invoice which confirms our acceptance of the booking, no contract exists between you and Odyssey Traveller. Where other suppliers require additional deposits (eg: cruises, expeditions or customised extensions) you must pay these in addition to the Odyssey Traveller deposit.
Details of the balance of payment owed by you will be included on the invoice. You will not receive any travel documents until full payment has been received.
We reserve the right to correct an error in an advertised price until your account is paid in full. Every booking is accepted subject to the conditions imposed by independent contractors, including the air, cruise, rail, coach, hotel, restaurant, insurance and other companies, firms, or persons concerned with the tour.
In the event of a difference between Odyssey Traveller’s conditions and those published by an independent contractor, the conditions of the independent contractor shall apply. We reserve the right to cancel any participant’s booking in the event that programs do not operate, if number requirements are not reached or any other circumstances arise that, at Odyssey’s sole discretion, require the cancellation of a tour.
On most Odyssey programs, those requesting a single room are charged a Single supplement rate. Single supplement rates are payable to ensure single accommodation with single beds, however the standard and location of these rooms may not always meet the same standards of twin/double rooms. By choosing to share a room with another “single” you have the advantage of making a saving and the pleasure of the extra companionship that this offers. If you are travelling on your own, we will do our best to find someone of the same gender to share with you. Where there is no Single supplement rate, this information will be listed in the relevant ‘Tour Includes’ section.
Our international bookings close 45 days prior to the departure date. For certain programs we can waive the 45 day rule. A modest fee of AUD/NZD $50.00 per person is imposed and we must receive full payment (tour cost plus fee) with your booking form. Most of our domestic tour bookings close 28 days (4 weeks) prior to departure date and the waiver of this rule is subject to the same late fee and payment requirements as stated above. All late bookings must be requested by calling an Odyssey Educational Travel Adviser on 1300 888 225 (within Australia) or 0800 440055 (within New Zealand) and are subject to space availability.
PRICING AND SURCHARGES
Whilst we endeavour to hold the advertised price for as long as possible, unfortunately oil prices, currency fluctuations, airfare increases and other factors outside our control may force us to impose surcharges. For air and land programs, if you mail the balance of your payment so that we receive it within 14 days of the date of your invoice, we can guarantee you will pay no ticketed item surcharges because we will have the opportunity to purchase your tickets in advance and have the currency we need to pay for the accommodations. (This guarantee does not extend to non-ticketed items such as new or increased departure taxes and airport charges.) For cruises, however, we cannot guarantee prices as most cruise lines reserve the right to impose surcharges. The price of your Odyssey tour includes a number of elements that together make up a tour. We regret that we are unable to make any refund related to the cost of any individual element, such as an included excursion, that you choose not to take.
AMENDMENTS, CANCELLATIONS, CHARGES, AND REFUNDS IF YOU AMEND YOUR BOOKING
You may change your booking at any time up to and including 70 days before the planned departure date, subject to availability of accommodation and/or transport. Your total tour cost will be recalculated and a new invoice issued. An amendment fee of AUD/NZD $150.00 may be charged. If an amendment is requested fewer than 70 days before departure, we reserve the right to regard this as a cancellation, and charges may apply.
Odyssey Traveller will in good faith guarantee a tour to proceed when it reaches the minimum number of participants required to operate the tour. When a tour becomes guaranteed, it is subject to all participants agreeing to paying Odyssey Traveller a non refundable deposit equivalent to 30% of the total cost of the tour within 21 days of advice being received that the tour is guaranteed.
If a tour has been guaranteed and the number of participants booked then subsequently falls below the minimum number required to guarantee the tour, Odyssey reserves the right to withdraw the tour and refund clients monies paid to Odyssey. The notice of such a cancellation will be no later than 45 days prior to the tour scheduled departure date.
IF YOU CANCEL YOUR BOOKING
The following charges will be applied by Odyssey Traveller and may be deducted from any refund of moneys if you cancel your booking, together with any suppliers’ fees and any irrecoverable costs borne by Odyssey Traveller.
YOUR INITIAL $500 DEPOSIT IS REFUNDABLE UNTIL A TOUR IS GUARANTEED.
The $500 deposit to secure your place on a tour is refundable until a tour becomes guaranteed. When a tour becomes guaranteed your deposit becomes non refundable. Odyssey will contact you or your agent by phone or email to advise when the tour selected becomes guaranteed. When a tour is guaranteed, Odyssey will request an additional sum to take your deposit to 30% of the cost of the tour. This increased deposit is non-refundable as per the terms and conditions set out in the section titled. “CANCELLATION FEES”.
Travellers are encouraged to secure travel insurance from the time a tour is guaranteed.
For tours guaranteed more than a year in advance, the 30% non-refundable deposit will only be requested once the tour is reaches 12 months prior to commencement.
When a tour is guaranteed your deposit is non refundable.
Note: You should ensure that you have travel insurance cover against loss of deposit.
Number of Days before a Tour Commences or from the date a tour is guaranteed.
Cancellation Charge as % of Total Price of the Tour
From the notified date that a program/tour is guaranteed or from 90 to 61 days – 30%
60 to 46 days prior to departure – 50%
45 to 31 days prior to departure – 75%
30 days or less prior to departure – 100%
These cancellation charges are in addition to any cancellation charges that may be levied by our suppliers.
(last updated 13 March 2019)
RESPONSIBILITY & LIABILITY
Odyssey Traveller serves only to assist in making necessary travel arrangements for participants, and in no way represents or acts as agents for transportation carriers, hotels, and other suppliers of services connected with the programs. Travel and service are subject only to the terms and conditions under which such accommodations, services and transportation are offered or provided, and Odyssey Traveller and their respective employees, agents, representatives, and assigns, accept no responsibility and liability therefore. Odyssey Traveller or its servants, agents or employees are not liable for any injury, damage, loss, accident, delay, or other irregularity which may be caused by the defect of any vehicle or the negligence or default of any company or person engaged in carrying out or performing any of the services involved, caused by any other entity or person during the travel tour. Additionally, responsibility is not accepted for losses or expenses due to sickness, weather, strikes, wars, or other such causes. All services and accommodations are subject to the laws of the country in which they are provided.
Odyssey Traveller reserves the right to make changes in the published itinerary whenever, in their sole judgement, conditions warrant, or if they deem it necessary for the comfort, convenience or safety of the tour. Odyssey reserves the right to withdraw without penalty any tour announced.
All parties also reserve the right to decline to accept any person as a member of the tour, or to require any participant to withdraw from the tour at any time, when such action is determined by the group leader to be in the best interests of the health, safety, and general welfare of the group or of the individual participant.
Odyssey Traveller does not accept liability for any carrier’s cancellation penalty incurred by the purchase of a non-refundable domestic ticket to the tour departure city and return. Prior to making your airline booking you must ensure that your tour is a confirmed departure as carriers cancellation penalties are not covered by travel insurance in the event that Odyssey Traveller cancels a tour due to lack of passenger numbers. Baggage and personal effects are the sole responsibility of the owner at all times.
As a condition to participating on the designated tour(s), each participant must agree to, and sign, the Registration Form and provide or complete any other required information such as Health and Fitness/Medical Forms.
We will make every effort to accommodate your special dietary and/or food allergy requirements but are unable to guarantee that we will be able to cater for your specific needs. In signing this registration form you accept and understand these conditions. You may need to supplement your dietary requirements.
If you have any disability, please complete the relevant part of the booking form and attach any further details if necessary. Odyssey Traveller reserves the right to consider the information provided by you and to request any further information it considers to be necessary before it can accept your reservation. Tours are best suited to people who are mobile, able to climb stairs and walk distances without difficulty. You must be able to carry your own baggage sometimes up and down stairs, get on and off coaches, boats, or other forms of transport and keep up with the demands of a physically active schedule without assistance. The type of information which will be useful is whether your disability restricts or limits your capacity to walk unaided and if so if there are any distances you can safely cover and whether you need the assistance of any special devices or equipment to enable you to travel safely, such as a wheelchair or a guide dog or an assistant. It is necessary to assess not only your needs and requirements but also the tour you wish to go on and the modes of travel used in it and the needs and requirements of the other passengers and of the staff and the extent and nature of any special arrangements that may need to be put in place for you to travel safely with us.
We reserve the right to make a material alteration to your tour on, or before, the date the balance of payment is due. If this is necessary, we will inform you as early as possible and you will be entitled to a full refund. Alternatively, you will have the choice of accepting the alteration or accepting a tour of comparable standard, if available. After the date when the balance of payment is due, events may occur that are outside of our control and that force us to make changes in the tour arrangements. If, for any reason, we have to change the details of your tour, we will inform you as early as possible. In the event of any major change of your tour arrangements involving changes in date of more than one day, or a change of hotels to a lower official category, you may elect to cancel and you will be entitled to a full refund less an administration fee of $250. Alternatively, you may accept the alteration. We reserve the right to reverse the itinerary from that printed in this catalogue. In such cases, the locations visited and excursions taken will be the same, and this will not be considered a material alteration to the tour.
The prices in this catalogue, calculated on known costs and exchange rates at the time of publication, are in Australian and New Zealand Dollars and include currency adjustments, commissions, booking fees, GST where relevant and communication costs. Odyssey Traveller reserves the right to alter these prices without notice if there is an increase in costs to Odyssey.
In the event that Odyssey Traveller requires a surcharge from you due to increases in costs, this will be requested in writing. If you do not pay this surcharge, your action will be regarded as a cancellation by you and cancellation charges will apply.
We are aware of the difference of opinion between smokers and non-smokers, particularly in such close quarters as lecture rooms and buses. For the comfort of all participants, we as that there be no smoking during lectures or on the bus, in line with the major airline policy. Sufficient stops will be made along the way to accommodate those who smoke.
You acknowledge that information provided to Odyssey Traveller from time to time will be of a personal nature. You acknowledge that, from time to time, Odyssey Traveller may disclose any personal information to domestic persons or organisations (or outside Australia and New Zealand) for the purposes of making and completing airline bookings and travel related arrangements on your behalf and also may conduct in house or external marketing activities and market research. You can gain access to the information Odyssey holds about you by contacting the Chief Executive Officer, Odyssey Traveller in writing.
TRAVEL AGENT BOOKINGS
Odyssey Traveller welcomes bookings made by Travel Agents. Some conditions apply:
- No discounts are applicable to bookings made by Travel Agents, including any sales/promotions or Alumni (repeat traveller) discounts.
- All communication will be handled via the Travel Agent, passengers should not contact Odyssey directly if booking via an agent.
- Flights, travel insurance, visas and other additional travel services that may be required by the client are to be handled by the Travel Agent.
Please contact Odyssey Traveller for further details and procedures including information regarding commission structure.