Booking Terms & Conditions
BOOKING TERMS & CONDITIONS
The following Booking Terms & Conditions are effective for all bookings made on or after January 1st 2026.
For bookings made on or before December 31st 2025, your booking falls under our previous Booking Terms & Conditions: https://bit.ly/best-in-travel-booking-terms-conditions-pre2026
If you require clarification on any information relating to our Booking Terms & Conditions please email hello@bestintravelgroup.com
These Booking Terms & Conditions set out the terms on which you contract with us for the arrangement and delivery of travel arrangements for your trip. By making a booking with us, you acknowledge that you have read, understood and agree to be bound by these Booking Terms & Conditions. We reserve the right to change these Booking Terms & Conditions at any time prior to you making a booking request.
“You” and “Your” means all persons named in a booking (including anyone who is added or substituted at a later date). “We”, “us”, “our” and ”Best In Travel” means Best In Travel Pty Ltd.
BOOKINGS
A booking request is accepted when we issue a written booking confirmation and you have paid your deposit. It is at this point that a contract between us and you comes into existence subject to these Booking Terms & Conditions. We reserve the right to decline any booking at our discretion. No employee of ours other than a director has the authority to vary or omit any of these Booking Terms & Conditions or to promise any discount or refund.
SERVICES
We commence providing services to you as soon as we accept your booking. This includes (often significant) work undertaken prior to travel to arrange and coordinate the delivery of your travel arrangements. You also receive the benefit of work we undertake in anticipation of bookings. The services we provide to you are limited to (a) the arrangement and coordination of delivery of your travel arrangements; and (b) the delivery of travel arrangements which we directly control, own or operate.
PRICES & EXCLUSIONS
Prices are in the stated currency and are current at the time of publication. The most up to date pricing is available on our website. The price includes all items listed under “Inclusions” on the trip page. It may be necessary to amend included items in some circumstances, and unless stipulated, such changes do not affect the price.
International and domestic airfares and airport/hotel transfers are not included unless specifically stated. Costs associated with passports, visas, vaccinations, insurance, meals (other than those stipulated), emergency evacuation costs, gratuities, and all items of a personal nature are not included.
PRICE VARIATIONS
We reserve the right to vary the cost of your travel arrangements prior to commencement for circumstances beyond our control such as the imposition of fuel surcharges, or new or amended Government charges.
We also reserve the right to vary the cost of your travel arrangements due to currency fluctuations. However, we will not vary the cost for currency fluctuations once full payment has been received by us and we will absorb the first 2% of any negative currency fluctuation.
DEPOSIT
Payment of the stated deposit is required to be received by us within 7 days of your booking, unless otherwise stated. If we do not receive your deposit payment within 7 days, your booking may be cancelled. Please note that we may not hold any services for you until we receive payment of your deposit, meaning that services may become unavailable or prices may increase, in which case you will be responsible for paying the increased price, and we will not be responsible if services become unavailable.
PAYMENT INSTALMENTS & FINAL PAYMENT
Most trips are payable in instalments. Your payment instalment plan will be communicated on your booking confirmation. Final payment must be received no less than 75 days before commencement of your trip, unless otherwise stated.
If you fail to make an instalment payment by the due date, we will remind you to make payment. In addition to the payment, you may also be responsible for any costs imposed on us by suppliers resulting from late payment.
If we do not receive payment within 7 days after the reminder, and/or we are unable to communicate with you to arrange an alternative payment arrangement, we reserve the right to cancel your booking.
TRIP CONFIRMATION & MINIMUM NUMBERS
Most trips are based on a minimum number of passengers travelling. If a trip fails to satisfy minimum numbers, the trip may be cancelled or re-costed. A trip is listed as “Pending” until it reaches the minimum numbers required. Once the minimum numbers are achieved, the trip will be listed as “Confirmed”. We will provide you with written notice of trip confirmation no later than 75 days prior to the trip’s commencement.
If a pending trip is re-costed, you will have the option to either accept the new cost or to cancel your booking. You must make this election within 14 days of receiving notice from us. If the trip is cancelled or if you cancel your booking in these circumstances, we will at your election refund all payments made or credit payments towards alternative arrangements.
We will not be responsible for any other travel arrangements affected by, or any additional costs incurred, as a result of cancellation in these circumstances.
CANCELLATIONS BY YOU
You may cancel your booking by giving written notice to us. If you cancel a ‘Pending’ Creator Trip, all payments will be fully refunded to the same payment method that was used to make payment, including credits.
If you cancel a ‘Confirmed’ Creator Trip:
| >91 Days Prior to Trip Start Date |
|
| 75-90 Days Prior to Trip Start Date |
|
| <75 Days Prior to Trip Start Date |
|
The cancellation charges specified above represent a genuine pre-estimate of the losses we will incur if you cancel at particular points in time.
OTHER CANCELLATIONS
In these Booking Terms & Conditions, the term Force Majeure means an event or events beyond our control and which we could not have reasonably prevented, and includes but is not limited to: (a) natural disasters (including not limited to flooding, fire, earthquake, landslide, volcanic eruption), adverse weather conditions (including hurricane or cyclone), high or low water levels; (b) war, armed conflict, industrial dispute, civil strife, terrorist activity or the threat of such acts; (c) epidemic, pandemic; (d) any new or change in law, order, decree, rule or regulation of any government authority (the events in (d) being “Government Restrictions”)).
Force Majeure – Prior to Travel
If:
- in our reasonable opinion we (either directly or through our employees, contractors, suppliers or agents) determine that your travel arrangements cannot safely, lawfully or reasonably proceed due to a Force Majeure event; or
- you give us notice no more than 14 days prior to commencement of your booked travel arrangements that you cannot reasonably make use of them due to Government Restrictions (for example due to border closures)
then we may:
- reschedule your travel arrangements, but only if you are agreeable to the rescheduled arrangements; or
- cancel your travel arrangements, in which case our contract with you will terminate.
If we cancel your travel arrangements, neither of us will have any claim for damages against the other for the cancelled arrangements. However, we will either:
- issue you with a credit equal to payments received by us for the cancelled travel arrangements, redeemable within 24 months of issue against any travel services offered by us; or
- refund payments attributable to the cancelled travel arrangements less: (a) unrecoverable third party costs and other expenses incurred or payable by us for the cancelled travel arrangements; (b) overhead charges incurred by us relative to the price of the cancelled travel arrangements; and (c) fair compensation for work undertaken by us in relation to the cancelled travel arrangements until the time of cancellation and in connection with the processing of any refund.
Please note that our ability to issue you with a credit may be dependent on our suppliers issuing corresponding credits to us. We cannot guarantee that our suppliers will issue corresponding credits and so in such circumstances we may opt to pay you a limited cash refund as outlined.
Force Majeure – During Travel
If due to Force Majeure we cancel travel arrangements after your trip has commenced, we will provide you with a refund of recovered third party costs plus any third party costs we don’t incur for cancelled travel arrangements only.
Force Majeure – General
Where a limited cash refund is to be paid by us, we will use reasonable endeavours to recover payments from third parties attributable to your booking, but we make no guarantee that we will be able to recover these payments either partially or at all. If after we have paid you a limited cash refund (or after we determine that no cash refund is currently payable) we recover payments from third parties attributable to your booking, then we will pass on this payment to you.
We will not be responsible for any other loss or costs you incur in connection with your booking (for example, airfares, insurance and visa expenses) if your trip or particular travel arrangements are cancelled due to an event of Force Majeure.
If we provide you with any alternative services or assistance where travel arrangements are cancelled or rescheduled due to Force Majeure which you accept, then you agree the amount to be refunded to you will be reduced by the value of these services and assistance.
You acknowledge that the terms in this section are reasonably necessary to protect our legitimate business interests. We strongly encourage you to purchase travel insurance that adequately responds to cancellation and rescheduling risks associated with Force Majeure events as soon as you have paid a deposit.
AMENDMENTS BY YOU
We’re happy to accommodate changes to your booking wherever possible; however, please note that all amendments are subject to availability and cannot be guaranteed.
To cover the costs of communication and administration, a $150 amendment fee applies to any confirmed change. You’ll also be responsible for any additional costs imposed by our suppliers.
Please note that changes requested within 75 days of departure may be treated as a cancellation.
AMENDMENTS BY US
Prior to Travel
Due to the dynamic nature of the travel industry, we may occasionally need to make amendments or modifications to the itinerary and its inclusions and you acknowledge our right to do this. Most changes will not be significant. If we become aware of any significant changes to your itinerary or its inclusions that materially detract from the overall value of the trip (where we determine it can still proceed), then we will notify you within a reasonable time and refund you an amount attributable to any reduction in value determined by us acting reasonably.
During Travel
You acknowledge that the itinerary, modes of transport, accommodation and/or the trip’s inclusions may need to change during your trip due to local circumstances beyond our reasonable control, including road conditions, poor weather, changes in transport schedules, and/or vehicle breakdowns.
General
To the fullest extent permitted by law:
- we will not be responsible for any omissions or modifications to the itinerary or the inclusions due to Force Majeure or other circumstances beyond our control happening after we have accepted your booking. This includes any loss of enjoyment or distress caused by omissions or modifications;
- if you are entitled to any compensation for any modifications or omissions, then you agree it will be reduced by the value of any alternative services we provide which you accept; and
- we will not be responsible to you for any other expenses or loss you incur resulting from any amendment or change to the itinerary or its inclusions.
HOST ATTENDANCE, PARTICIPATION & RESPONSIBILITY
Where the trip has been promoted as being accompanied or “hosted” by a community leader (Host), you acknowledge and agree that: (a) the Host is not an employee, contractor, agent, or representative of Best In Travel or engaged in any operational capacity in relation to the conduct of the Tour; (b) the Host has no responsibility for the operation, delivery, or management of the trip or any part of it and you must not make any claim against the Host in this regard; (c) Best In Travel is not responsible for the conduct, actions, omissions, or representations of the Host, whether before or during the trip and you must not make any claim against Best In Travel in this regard; and (d) Best In Travel does not promise any standard of participation by the Host.
If the Host cancels or otherwise does not attend the trip (in whole or in part), the trip will proceed as scheduled and you will not be entitled to cancel your booking or claim a refund. However, Best In Travel will provide a partial-refund or cost reduction which reflects the reduced value of services directly attributable to the Host’s absence, as determined by Best In Travel acting reasonably. That partial-refund or cost reduction is the limit of Best In Travel’s liability to you in event of non-attendance by the Host.
AUTHORITY ON TOUR
When joining a group tour, you undertake to conduct yourself in a manner conducive to good group dynamics. If you act in a manner that threatens the safety of others on the tour or significantly disrupts their enjoyment, the tour leader may, acting reasonably, require that you leave the tour. If this occurs, you will not be entitled to any refund for unused services and you will be responsible for any additional costs you incur.
UNUSED & DENIED SERVICES
No refunds will be made for any travel arrangements not utilised, whether by choice or because of late arrival or early departure. This includes the failure of common carriers to operate according to schedule, which we disclaim responsibility for.
CLIENT NAMES – EXACTLY AS PER PASSPORT
For security reasons, airlines and our overseas suppliers require names to be given exactly as stated in your passport. If you do not advise the correct information and we have to re-issue airline tickets or other documentation, then you will be responsible for any fees charged (such as airline cancellation charges or re-issue fees) in addition to our own reasonable administration fees.
TRAVEL INSURANCE
It’s a condition of your booking that you hold appropriate travel insurance for the full duration of your trip. We strongly recommend comprehensive travel insurance that includes cover for cancellation, medical expenses, repatriation, luggage, and additional costs.
We also recommend arranging your policy as soon as your trip is confirmed to ensure you’re protected from the outset.
Please note that trips involving certain activities – for example, high-altitude trekking – may require a higher level of coverage or activity-specific inclusions.
For more information on travel insurance please visit our blog: https://bestintravelgroup.com/protect-your-adventure-best-in-travels-guide-to-travel-insurance/
ACCOMMODATION
Due to the dynamic nature of the travel industry, we may need to substitute hotels, vessels and other forms of accommodation with properties or vessels of a substantially comparable or higher standard. We will endeavour to minimise substitutions. You acknowledge that these substitutions will not be considered a significant change.
PASSPORTS, VISAS & VACCINATIONS
It is a requirement that you hold a valid passport with sufficient validity and any required visas for your trip. It is your responsibility to ensure that you are in possession of the necessary documentation to comply with the laws and regulations of the countries to be visited.
Vaccination and general medical requirements vary from country to country. We recommend consulting your local GP or a qualified travel doctor for up-to-date information and advice on current vaccination and health requirements.
It’s your responsibility to obtain any recommended or required vaccinations and preventative medications needed for the duration of your trip.
HEALTH & FITNESS
It is your responsibility to ensure that you have a suitable level of health and fitness to undertake the activities described in your chosen trip. If you have doubts about your ability to undertake the trip, please contact us to discuss your circumstances prior to making a booking request.
Existing Medical Conditions
If you have a medical condition which may reasonably be expected to increase your risk of needing medical attention, or which may materially affect the usual conduct of the trip, then you must advise us prior to or at the time you make your booking request.
We may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you are not fit to travel or will require special assistance which we cannot reasonably provide, then we may cancel your booking. Provided you notified us of your medical condition prior to or at the time you made your booking request, we will provide you with a full refund of payments made.
If you fail to provide a medical assessment within a reasonable time, then this will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
New Medical Conditions
You must advise us of any new or changed medical conditions which may reasonably be expected to increase your risk of needing medical attention, or which may materially affect the usual conduct of the trip.
We may request you to provide an assessment of your medical condition from a qualified medical practitioner. If the assessment indicates that you will require special assistance which we cannot reasonably provide or if you fail to provide a medical assessment within a reasonable time, then this will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
Non-Disclosed Medical Conditions
If any non-disclosed medical conditions mean that you will require special assistance which we cannot reasonably provide or if we determine that your participation may affect your safety or the safety of our personnel or other guests, then we acting reasonably may exclude you from the trip. This will be considered a cancellation by you and cancellation fees and charges will apply (See ‘Cancellation By You’ section above).
ROOM SHARING
We may offer a matching service for solo travellers who are willing to share twin accommodation, saving on single supplements. There are no guarantees that a match will be possible and we do not warrant the suitability or characteristics of any persons we match. Please do not request a room-match if you snore. Please note that a person we match you with is not responsible to provide any assistance to you. If we are unable to find a match, single supplements may apply.
DIETARY REQUIREMENTS
Dietary requirements will be requested at the time of booking, and again confirmed when we collect your final information prior to your trip. We will endeavour to communicate your requirements to relevant suppliers. However, we cannot guarantee requests will be met by suppliers. It is your responsibility to check that meals and beverages do not contain any allergens. We expressly disclaim any liability for meals or beverages that contain allergens other than in circumstances where we have been negligent.
INDEPENDENT SERVICES
We are not responsible for any additional activities or excursions which are not included in the booked itinerary or which we sell as agents for the principal operator. Any advice or recommendation given by us, a guide, a Host or local representative is made in good-faith, based on known information, and does not make us responsible for the acts or omissions of the principal operator of the excursion or activity.
ACCEPTANCE OF RISK
You acknowledge and accept that travel involves personal risks which may be greater than those present in your everyday life. This could be as a result of the adventurous nature of your trip or from visiting destinations which present geographical, political or cultural risks and dangers.
You should consult guidance issued by the foreign diplomatic service of your country in relation to the destinations within your itinerary. You acknowledge that your choice to travel is made having had the benefit of that guidance, and you accept inherent personal risks associated with your travel.
RESPONSIBILITY
Services Supplied by Independent Suppliers
Where a third party over whom we have no direct control (Independent Supplier) is the supplier of travel arrangements that form part of your trip, you acknowledge that our obligations to you are limited to taking reasonable steps to select a reputable Independent Supplier and arranging for them to provide those travel arrangements to you. Independent Suppliers over whom we have no direct control could include but are not limited to airlines, railway and cruise operators, hoteliers, independent transport companies (i.e., vehicles not operated by us), attraction and venue operators and common carriers.
To the fullest extent permitted by law, we will not be responsible to you for any loss, damage, personal injury or delay attributable to the actions or omissions of an Independent Supplier and not caused by our negligence. Any claims you have in this regard must be made against the Independent Supplier.
Services We Directly Supply
To the extent only that we are the principal supplier to you of travel arrangements or other services which we control, then we will provide those travel arrangements and services with reasonable skill and care.
We will only be responsible for our employees in the course of their employment, and for our agents and contractors (where we have direct control over them) if they were carrying out the work we had asked them to do.
We will not be responsible for any loss, damage, claim or expense caused by the acts or omissions of yourself, of any other third party not connected with the provision of the travel arrangements or services, or due to an event of Force Majeure.
Recreational Services
If we supply any recreational services to you, then to the maximum extent permitted by law we exclude any liability for death, physical injury or mental injury or any other liability referred to in section 139A(3) of the Competition and Consumer Act 2010 (Cth) resulting from our failure to comply with a guarantee that applies under Subdivision B of Division 1 of Part 3-2 of the Australian Consumer Law.
This exclusion does not apply to significant personal injury caused by our reckless conduct.
Recreational Services means services that consist of participation in the activities referred to in Section 139A of the Competition and Consumer Act 2010 (Cth), being participation in:
(a) a sporting activity or similar leisure time pursuit; or
(b) any other activity that:
(i) involves a significant degree of physical exertion or physical risk; and
(ii) is undertaken for the purposes of recreation, enjoyment or leisure.
General Liability Limitation
We do not guarantee our schedule. We will not be responsible for any loss or additional expenses you incur for any missed connections/services attributable to delays.
You acknowledge that travel arrangements or services which comply with local laws and regulations will be deemed to have been properly performed, even if this would not be considered the case in Australia.
Australian Consumer Law and corresponding legislation in State jurisdictions in certain circumstances imply mandatory guarantees into consumer contracts (“Consumer Guarantees”). These Booking Terms & Conditions do not exclude or limit the application of the Consumer Guarantees other than to the extent they can be excluded or limited, in which case we limit or exclude the Consumer Guarantees to the fullest extent possible. Other than the Consumer Guarantees, we disclaim all warranties and guarantees.
To the fullest extent permitted by law, our maximum liability to you under these Booking Terms & Conditions, in tort (including negligence) or at law is limited to arranging for the travel arrangements to be resupplied or payment of the cost of having them resupplied.
COMPLAINTS
In the event of a problem with any aspect of your travel arrangements you must tell us or make our representative or our local supplier aware of such problems as soon as possible. This is so we or our suppliers have had the opportunity to put things right on the ground.
If you notify us of a problem during travel and we haven’t resolved it to your satisfaction, please follow this up in writing within 30 days from the end of your travel arrangements. This is so we have the opportunity to pursue the claim with our own suppliers (if relevant).
If you fail to follow this procedure, this may limit your rights to make a claim.
DEEMED ACCEPTANCE
If you place a booking on behalf of another party, you represent and promise us that you are duly authorised to provide the agreement and consent of the other party to be bound by these Booking Terms & Conditions. You agree that you will be responsible for any loss or damage we incur if this is not the case.
IMAGE RELEASE
Photographs or recordings may be taken of you and your activities that identify you during your trip. These images and/or recordings may be used for promotional and marketing purposes in any medium. You consent to this use and acknowledge you will not be entitled to any payment or other compensation. If you do not consent to the use of your image or likeness, please advise us at least 21 days prior to the commencement of your trip.
GENERAL
The contract between Best In Travel Pty Ltd trading as Best In Travel and you (Contract) is governed by the laws of the State of Victoria, Australia. The Contract is governed by the laws in force in Victoria, Australia. You agree that any claim, demand, dispute or proceeding of any kind whatsoever arising out of or in connection with a trip (and any services that form part of the trip) or any related dealings with Best In Travel (whether in contract, tort (including negligence), statute, equity or otherwise), must be brought exclusively in the courts of Victoria, Australia (including any courts entitled to hear appeals from those courts), and you irrevocably submits to the exclusive jurisdiction of those courts.
If any provision of these Booking Terms & Conditions is found to be unenforceable, then to the extent possible it will be severed without affecting the remaining provisions.
Any personal information you provide to us will be collected, stored, used, protected and shared in accordance with Australian Privacy Principles, and our Privacy Policy.