Design Trails – Terms & Conditions
1 Parties & Agreement
Design Trails (ABN 98 255 198 708) is “we/us/our/the company’”.
The person(s) booking are “you/your/traveller(s)”.
The travel services are referred to in this agreement as ‘trips’ our ‘tours’.
By paying a deposit and receiving our written confirmation, you enter a binding contract on these terms (the Agreement).
These Terms sit alongside the tour Overview/Itinerary, Booking Form and any Participation Waiver. Together, they form the entire agreement.
We may update these Terms any time before a booking request is made.
2 Our Role & Services
We provide:
(a) arrangement/coordination of travel; and
(b) delivery of services we directly control/operate.
Where we act as agent, your contract with the principal supplier and their conditions apply. Our responsibility is limited to arranging your booking with that supplier.
3 Deposits
A non-refundable deposit (as stated for the tour or on your invoice) is due within 5-7 days of acceptance unless otherwise stated. Services may not be held until your deposit is received.
For custom trips, a non-refundable consultation/planning fee may apply and is credited to the trip if you proceed.
4 Payments
Invoices specify instalments and due dates. Final balance is generally due 90 days before departure (earlier/extra instalments may apply).
Late/Unpaid: If payment is not received by the due date, we may pass on supplier late costs; if still unpaid 7 days after reminder, the booking is deemed cancelled (see Cancellation by You).
Late bookings: Within 90 days of departure, payment in full is usually required on request.
5 Pricing, Currency & Transaction Details
Prices are in AUD unless states. Inclusions are as per the published itinerary/your invoice and may vary.
Exclusions (unless stated): international/domestic airfares, passports/visas, travel insurance, personal/shopping expenses, transfers, vaccinations.
We may vary prices before final payment for tax/fuel/charge changes or currency movements; we absorb the first 2% of adverse currency movement and do not vary after full payment.
If you elect to pay in a different currency, day-of-payment exchange rates and any bank/platform/merchant fees apply.
Credit card/platform surcharges may apply, which will be advised upon payment.
6 Amendments
By you: Requests must be in writing; not all changes are possible. An amendment fee may apply (plus any supplier costs). Moving to a different departure for a group tour is treated as a cancellation.
By us (prior to travel): We may make non-material changes. If a material change reduces overall value, we’ll notify you and provide a reasonable refund/credit for the reduced value.
By us (during travel): Local conditions (weather, transport, schedules, breakdowns) may require changes. We may pass on any necessary additional costs of alternatives arranged for your benefit.
7 Cancellations
By you
Written notice of cancellation is required.
Deposits are non-refundable.
Unless tour-specific terms say otherwise:
- 31-90 days before departure: 50% cancellation fee.
- 0-30 days before departure (including no-shows): 100% cancellation fee.
If third-party cancellation charges exceed these amounts, the higher third-party costs apply. Reasonable administrative costs may also be charged. For group tours, transferring to another date is considered a cancellation.
Illness/Vaccination Preventing Travel
If you are refused carriage/accommodation or excluded on reasonable health/vaccination grounds, we are not liable to refund amounts already paid/committed to suppliers. We’ll reasonably assist with alternatives at your cost. Travel insurance is strongly recommended where there are foreseeable health risks.
By Us (non-Force Majeure)
You may choose a full refund of funds paid or a trip/arrangement of substantially equal quality, if available. We are not responsible for your ancillary costs (airfares, visas etc.)
8 Force Majeure
Events beyond our control may affect services. These include but are not limited to natural disasters, severe weather, war, civil unrest, pandemics/epidemics, government restrictions, major industrial action or transport disruptions.
Before travel: We may reschedule with your agreement or cancel. If cancelled, we will either;
(i) issue a credit for payments received (typically valid for 24 months), or
(ii) refund payments unless unrecoverable third-party costs, reasonable overhead, and fair compensation for work performed/processing.
During travel: Refunds are limited to recoverable third-party costs for cancelled arrangements.
We will use reasonable endeavours to recover funds from suppliers but cannot guarantee recovery. Alternative services accepted by you reduce any refund. Insurance is strongly recommended for these purposes.
9 Minimum Numbers
Some trips require minimum numbers. If not met, we may cancel or re-cost. We will advise you of these changes by the stated notice window. If re-costed, you may accept or cancel within 14 days. If cancelled or you elect to cancel, we’ll refund payments or credit them to alternatives. We are not responsible for ancillary costs.
10 Itinerary & Programme
Inclusions and exclusions are listed in your itinerary. We may adjust activities, sequence, guides for suppliers (including substitutions of comparable/higher standard accommodation) for safety, operational or experience reasons. Unused portions due to such changes are not refundable.
11 Unused or Denied Services
No refunds for unused services due to choice, late arrival or early departure, missed connections, refusal of entry/exit/quarantine, or supplier refusal (including where you are not compliant with destination health requirements).
12 Fitness, Health & Special Needs
Many trips require at least moderate fitness; some may be more demanding. You must truthfully disclose fitness/medical needs and any conditions that could affect safety or group dynamics.
Special needs and/or dietary requirements must be advised at the time of booking. We will past requests to suppliers but cannot guarantee them. You are responsible for checking allergens.
13 Ages & Conduct
All travellers must be 18+ unless otherwise specified or must be accompanied by a legal guardian.
You must act in a way that supports safety and good group dynamics. We may reasonably require a traveller to leave the tour for threatening disruptive or illegal conduct with no refund and all extra costs are the responsibility of the traveller.
14 Passports, Visas & Vaccinations
You must hold a passport with six months’ validity beyond return and all required visas/permits. We will advise of the necessary visas/permits required, however you will bear the costs.
We may request your passport and visa details prior to departure.
You are responsible for all recommended/required vaccinations and preventative medicines. Any information was provide is in good faith only.
15 Insurance
Comprehensive travel insurance is mandatory and should be arranged at deposit payment. Proof of travel insurance will be requested and failing to do so may result in cancellation of your trip.
It must cover cancellation, medical, evacuation/repatriation, baggage, personal liability and all included/optional activities.
16 Accommodation, Rooming & Baggage
We will try our best to accommodate all rooming and specific requests however they cannot always be guaranteed. Some properties may have varied room sizes or layouts. Substitutions of comparable/higher standard may occur.
Room shares matching for solo travellers may be offered but is not guaranteed. Suitability is not warranted. If no match is available, single supplements apply, and you will be charged as such.
Typical porterage is for one suitcase. Airline and charter baggage limits and excess fees are your responsibility.
17 Names Exactly as per Passport
Provide names exactly as in your passport. Reissue/rebook fees from airlines or suppliers for errors are your responsibility, plus our reasonable admin fee.
18 Optional and Independent Activities
Activities not included in the itinerary are taken at your own risk. We make no representation as to their safety or quality. Assistance by our tour guides does not create liability for us.
19 Acceptance of Risk & Travel Advice
Travel may involve risks, including geographical, political, cultural and health risks. By booking, you accept these inherent risks and release us from liability to the extent permitted by law.
20 Media, Marketing & Privacy
You consent to us using images, audio and film of you from the tour for promotional purposes without compensation. If you do not consent, please notify us prior to departure.
We handle all personal information in line with the Australian Privacy Principles and our Privacy Policy. Some data may be shared with overseas suppliers/authorities as required.
21 Complaints
Raise issues immediately with our guide, representative or supplier so we can address them on the ground. If unresolved, please advise us as soon as practicable.
22 Liability & Consumer Guarantees
Our services come with non-excludable guarantees under the Australian Consumer Law. Subject to those guarantees and to the maximum extent permitted by law:
- We are not liable for loss, delay, injury, death or damage arising from acts/omissions of independent suppliers, force majeure, your acts/omissions, or events beyond our control.
- For recreational services as defined in section 139A CCA, liability is excluded to the maximum extent permitted (except for significant injury caused by our reckless conduct).
Claims must be notified within 30 days of the end of the tour, any proceedings must commence within 12 months of that date.
23 General & Legal
We may subcontract or assign our rights/obligations. You must not assign without our written consent.
If any provision is unenforceable, it is severed, and the remainder continues. A waiver must be in writing and applies only to specific instance.
We may update these Terms from time to time; the version in force when you book applies.