Payments & Refunds

Updated 20 August 2020

Tour/Travel Participation Terms and Conditions – Payments and Refunds

Terms and Conditions

Please read the following terms and conditions carefully. You must not make any booking unless you understand and agree with the following terms and conditions. References to “us”, “we”, “our”, “123Travel” in these booking terms and conditions shall mean 123Travel.

Balance of Payment

123Travel Tours -A Non-Refundable Deposit of $500.00-$800 per person (‘the Non-Refundable Deposit’) is payable within seven days of making a booking. This amount will become part of the total price for the Travel Package Tour (‘the Total Price’). Failure to pay the Non-Refundable Deposit will automatically cause the cancellation of your Travel Package Tour. However, should the requested reservation not be available this amount will be refunded in full. Payment of the Total Price must be made in full at least 60 days prior to tour departure unless otherwise specified (‘the Deadline’). We reserve the right to both cancel the Travel Package Tour and impose cancellation fees should you fail to pay for the Travel Package by the Deadline.

Cancellations and Refunds

If it becomes necessary to cancel your holiday you must notify us in writing immediately. Cancellation will take effect upon receipt and acknowledgement of your cancellation. Cancellation fees apply as following:

1. If you cancel the Travel Package Tour on the day which is 60 days or more prior to the date of departure, the Non-Refundable Deposit will be kept, all other monies will be refunded subject to supplier/third party cancellation costs.

2. If you cancel less than 60 days prior to the date of departure then no refund can be made.

3. For all personal travel refunds and cancellations this will be individually assessed depending on the suppliers own rules and regulations. 123Travel does charge a fee for cancellations based again on each individual booking and the supplier fees associated. Please see our normal terms and conditions for this information.

Please note: Refunds can take up to twelve (12) weeks to process and on occasions longer. Exception to the rule will be based on suppliers own policy which we will be required to adhere to and you will be advised.

Travel Insurance

Travel insurance is compulsory for all 123Travel travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of AUD$200,000 for each of the heads of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide proof of your travel insurance on the first day of your trip; you will not be able to join the trip without it.

We would also recommend you check your cover closely to ensure that all activities on the tour are covered as some might be considered extreme sports such as kayaking.

For private travel arrangements we highly advise taking out travel insurance and we are happy to provide a quote.


Our tours will specify who are suitable to travel on our scheduled Travel Package Tours and on some tours we do not allow travellers under the age of 18 years.  However we will occasionally make exceptions for any person less than 18 years of age depending on the circumstances. Travellers under the age of 18 must have their legal guardian travelling with them. The decision for any person less than 18 years of age to travel on our scheduled itineraries is at the absolute discretion of 123Travel.

Authority on Tour

Our group trips are escorted by a 123Travel tour leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the tour. If you fail to comply with a decision made by a tour leader, or interfere with the well-being of the group, the tour leader may order you to leave the trip immediately with no right of refund. We will not be responsible for any expenses that you many incur if you are excluded from a trip. You must at all times comply with the laws, foreign exchange, customs and drug regulations of all countries visited.

Cancellation by 123Travel

All tours are based on a minimum number of participants. If this minimum number is not reached we reserve the right to cancel or re-cost the tour as appropriate. We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, other external events or if it is not viable for us to operate the planned itinerary. If we cancel a trip you may choose between us applying the amounts paid toward an alternative trip or receiving a full refund. We are not responsible for any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations or non-refundable flights.


You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

Change of Tour Itinerary

While we endeavour to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary.

Before departure

If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be the change in the advertised escort or a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the tour only or accepting an alternative tour offered.

After departure

We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you. It is advisable to have Emergency Funds available for circumstance that require payment by you.

Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

Acceptance of Risk

123Travel operates in areas where standards of accommodation, transport, personal and public safety, hygiene and medical facilities and other infrastructure may at times not be of a standard you are used to at home. You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However it is also your own responsibility to acquaint yourself with all possible relevant travel information and the nature of your itinerary.  Should you wish to meet and discuss any of these issues please make arrangements for a face to face meeting with one of our consultants.

By booking with us you acknowledge that participation in all our trips involves inherent risks and that you personally assume these risks whilst giving full indemnity to 123Travel. These risks include, but are not limited to, the possibility of injury or death, psychological trauma, disease, loss or damage of property, discomfort and inconvenience.

Optional Activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your tour leader or local representative in arranging optional activities does not render us liable for them and undertaken at your own risk.

Errors and Omissions

Although we have made a concerted attempt to verify the accuracy of statements made in our trip documentation including brochure, website and other promotional materials, we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur.

Claims and Complaints

If you have a complaint about your trip please inform your group tour leader or our local representative at the time, so that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

Photos and Marketing

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable licence to use such images for publicity and promotional purposes.

Prices and Validity

All prices are subject to availability and can be withdrawn or varied without notice. The price is only guaranteed when paid in full. Please note that prices quoted are subject to change. Price changes may occur by reason of matters outside our control which increase the cost of the product or service. Such factors include adverse currency fluctuations, fuel surcharges, taxes and airfare increases. Please contact your consultant for up to date prices. We reserve the right to pass on costs imposed by airlines for ticketing plus a service fee and GST.

Balance of Payment/Quotes/Service Fees

You will be required to pay a deposit or deposits when booking. Your consultant will advise you of how much that will be. All deposits are non-refundable for changes of mind or cancellations by you. Final payment is required no later than 60 day prior to departure unless otherwise stated.

Some airfares or services must be paid in full at the time of booking.

Due to Airlines no longer providing agencies with renumeration for booking flights we have implemented a non-refundable service fee for all flight bookings and quotes. The service fee is deductible once your booking is confirmed.

All quotes will now incur a non-refundable service fee which is deducted off the final account.  The cost of the service fee is a minimum amount of $100 but may be higher depending on the time required for the quote.


Credit card surcharges of 1.4% for Visa and 1.2% for MasterCard, and 1.8% for American Express will apply when paying by credit card. If for any reason any travel service provider is unable to provide the services for which you have contracted, your remedy lies against that provider, and not against us. In the event that payment has been made to us by credit card, you agree that you will not seek to charge back your payment to us.


Airline taxes are subject to change and are confirmed at the time your airline ticket is issued. There may also be a local tax charged at some airports.


We arrange your Travel Package and provide you with bookings, arrangements, ticketing and other ancillary and related services. However we do not ourselves provide the transport, accommodation, meals and other facilities that you may receive on your holiday and we specifically exclude any liability which may arise out of these facilities. We are not liable for cancellation of your Travel Tour Package, deviations, delays or the failure to provide seat, berths or facilities for carrying or storing luggage or for the failure to provide accommodation, nor for the event of any alteration or change of any kind made in respect of travel services including increases in charges for which you will be required to pay for. We do not accept any responsibility for any act, omission, default or neglect of it, its servants or agents, for death, injury, damage or loss to persons or goods whatsoever and howsoever caused; nor does it warrant and is in no way responsible for the accuracy of information given or statements made by its servants and or agents.


Please liaise with our consultant regarding any special requirements you may have for your travel arrangements such as special meal and seating requests.


Please advise your consultant of your frequent flyer membership details for inclusion in your booking. Please check your frequent flyer program for the specific terms of your membership. We cannot guarantee that the supplier will credit you with points for your booking.


Please be advised that all of our International flights attract a $55.00 ticketing/issue fee and our Domestic flights attract a $25.00 ticketing issue fee. Airlines now apply charges to travel agencies for ticketing and therefore this is now deemed necessary for agents to be able to recuperate some of these charges.


For Travel Advice please contact the Department of Foreign Affairs and Trade or visit their website at www.smartraveller.gov.au. This is a useful site and should be checked by all travellers leaving the country on any type of travel arrangements.  123Travel highly recommends this.


You must ensure that you are aware of any health requirements for your travel and ensure that you carry all necessary vaccination documentation. Please check with your local doctor or specialist vaccination clinic for all your travel needs. Our preferred supplier is Medicine on Second, 50 Second Avenue, Maroochydore Qld, Australia – (07) 5443 9455

A letter of fitness to travel is required from your doctor if you are of 70 years of age or older, stating that you are physically and mentally fit to engage in all the activities provided for in your travel package. If you have any questions regarding the physical requirements of your travel package please contact our consultant.


Travel documents include (without limitation) airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a service provider. Travel documents may be subject to certain conditions and/or restrictions including (without limitation) being non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. Travel documents cannot be transferred to another person to use. All airline tickets must be issued in the name of the passport/photo identity holder. An incorrect name on a booking may result in an inability to use that booking and the booking being cancelled. Any errors in names, dates and timings on your documentation will be your responsibility if not advised at the time of booking. It is your responsibility to collect all travel documents from us prior to travel. Travel documents will generally be available for collection 2 weeks prior to departure; however this will depend on your individual arrangements. Please contact your consultant to confirm when your travel documents are ready for collection. If you are unable to collect your travel document from our office, we can arrange delivery either by courier or post. You may incur a fee for this service.


If any dispute arises in relation to the agreement between you and us, the laws of Australia will apply. You irrevocably and unconditionally submit to the exclusive jurisdiction of the courts of Australia, and waive any right that you may have to object to an action being brought in those courts.