Terms & Conditions

Booking Terms and Conditions

These terms and conditions apply to bookings you make with our Travel Consultants (in person, over the phone or by email).

We will rely on the authority of the person making the booking to act on behalf of any other traveller on the booking and that person will bind all such travellers to these terms and conditions.

Passports & Visas

Some countries now require you to register online for an e-visa prior to travel. New Zealand passport holders will not be able to enter these countries without a valid e-visa. It is your responsibility to ensure you have the correct documentation to enter a country. Please ask us if you require advice on what visas may be required to enter the countries you are travelling to.

Travel Insurance is absolutely essential and you should arrange this at the time of booking. Your insurance protection should include cover for cancellation, medical and repatriation expenses, personal injury and accident, death, loss of personal baggage and money, plus personal liability insurance. Insurance cover offered by credit card companies or reciprocal medical cover agreements are often not comprehensive. You must carry details of your Insurer with you, including contact details, in case of emergency. We offer travel insurance through CoverMore and Kiwi Holiday Insurance at competitive rates – please let us know if we can help you with this.

We recommend that you contact the Ministry of Foreign Affairs and Trade or visit their website at www.safetravel.govt.nz for general travel advice, as well as specific advice (including safety alert levels) relating to the destination you wish to visit. You can also register your travel plans with SafeTravel, so that you may be more easily contacted in an emergency.

All prices are subject to availability and can be withdrawn or varied without notice. The price is only guaranteed once paid for in full by you. 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, supplier tariff increases and airfare increases.

Cancellations

• If the tour does not proceed due to lack of numbers, deposits will be refunded in full.
• Prior to flight ticketing and confirmation of tour, refunds of deposits will be made in full.
• Once tours are confirmed to run, deposits become non-refundable.
• After flight ticketing and up to 60 days before departure, loss of deposit
• Under 60 days – commencement of tour, no refund.

Once again we strongly recommend that you take out travel insurance at the time of booking in case of sickness or other problem that might prevent you travelling, as well as giving you peace of mind whilst you are on tour.

Whilst your booking is paid in NZ Dollars, some of your booking may be booked and purchased in other currencies.  If your booking is cancelled or amended, even in the event a full refund may be due, it may be impacted by currency changes and/or fluctuating buy/sell rates. 

Our Change and Cancellation Service Fees

Subject to your refund and remedy rights under the Consumer Guarantees Act, a service fee will apply in the event that you need to change or cancel your booking, regardless of whether your booking was made in person, over the phone or by email.  This service fee is to cover our reasonable costs for our professional services and is in addition to any third party supplier change and cancellation fees that may apply. Service fees may range from $50-250 per person, depending upon the tour and the complexities of the situation.

Supplier Change and Cancellation Fees

Cancelled bookings may also incur supplier fees, which can be up to 100% of the cost of the booking, regardless of whether travel has commenced.  Supplier fees may also apply where a booking is changed and /or when tickets or documents are re-issued. Where we incur any liability for a supplier cancellation fee for any booking which you change or cancel, you agree to indemnify us for the amount of that fee.  Where you seek a refund for a cancelled booking for which payment has been made to the supplier, we will not provide a refund to you until we receive the funds from that supplier.

You will be required to pay a deposit or deposits when booking. We advise you of how much that will be. Subject to the cancellation schedule listed above, all deposits are non-refundable for changes of mind or cancellations by you (subject to your rights under the Consumer Guarantees Act). Final payment is required no later than 60 days prior to departure unless otherwise stated. Some airfares or services must be paid in full at the time of booking. Cheques are no longer accepted as a valid form of payment now that the New Zealand banks have stopped issuing them.

If you wish to pay by credit card, we accept Visa & MasterCard. Payments made via credit card are subject to a 2.5% surcharge.

American Express, Q Card, Q Mastercard & Flight Centre Mastercard cards may also be used – please let us know if you would like to use one of these cards.

• they will be provided with reasonable care and skill;
• they will be fit for the particular purpose;
• they will be charged a reasonable price (when the price is not set); and
• they will be completed within a reasonable time.

If we fail to meet any of these guarantees, you have rights under the Consumer Guarantees Act.

We act as an agent for, and sell various travel related products as an agent on behalf of, numerous transport, accommodation and other service providers, such as airlines, coach, rail and cruise line operators, as well as all of our wholesalers. Any services we provide to you are collateral to that agency relationship. Our obligation to you is to (and you expressly authorise us to) make travel bookings on your behalf and to arrange relevant contracts between you and travel service providers. We exercise care in the selection of reputable service providers, but we are not ourselves a provider of travel services and have no control over, or liability for, the services provided by third parties.  All bookings are made on your behalf subject to the terms and conditions, including conditions of carriage and limitations of liability, imposed by these service providers.  We can provide you with copies of the relevant service provider terms and conditions on request.  Your legal rights in connection with the provision of travel services are against the specific provider and, except to the extent a problem is caused by fault on our part, are not against us.  Specifically, if for any reason (excluding fault on our part) any travel service provider is unable to provide the services for which you have contracted, your rights are against that provider and not against us.

To the extent permitted by law, neither Flight Centre (NZ) Limited nor any of its related bodies corporate, directors, employees, brokers (including Travel Managers Group brokers) or agents accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by the acts, omissions or default, whether negligent or otherwise, of third party providers over whom we have no direct control, force majeure or any other event which is beyond our control or which is not preventable by reasonable diligence on our part.  Our liability will also be limited to the extent that any relevant international conventions, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, limit the amount of compensation which can be claimed for death, injury, or delay to passengers and loss, damage and delay to luggage. Under circumstances where our liability cannot be excluded and where liability may be lawfully limited, such liability is limited to the remedies required of us under applicable law (including the Consumer Guarantees Act).  This liability clause is subject to your rights under the Consumer Guarantees Act and nothing in these terms and conditions is intended to limit any rights you may have under the Consumer Guarantees Act or the Fair Trading Act. 

Travel Documents will be distributed approximately 20 days prior to departure date. Golf Encounters cannot accept responsibility for any documents or airline tickets which are subsequently altered without our consent or authorisation. 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-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. All airline tickets must be used in segment order and cannot be used out of sequence, otherwise your onward flights may be cancelled. An incorrect name on a booking may result in an inability to use that booking and the booking being cancelled.  Please review your travel documentation carefully and advise us immediately of any errors in names, dates or timings.

We are committed to protecting your personal information and agree to handle your personal information in accordance with our Privacy Policy, which is available online at  http://travelmanagers.co.nz/privacy-polihttps://www.travelencounters.co.nz/privacy-policy/  By providing personal information to us, you agree that our Privacy Policy will apply to how we handle your personal information and you consent to us collecting, using and disclosing your personal information as detailed in our Privacy Policy.  In particular, you agree that in certain circumstances (such as where you request us to book international travel for you), we are permitted to disclose your personal information to overseas recipients.  Such recipients may include the overseas travel service providers (e.g. airlines, accommodation or tour providers) with whom you make a booking.  These travel service providers will in most cases receive your personal information in the country in which they will provide the services to you or in which their business is based.  We may also disclose your personal information to our overseas related entities (including those in Australia, the USA, the UK, South Africa, Canada, India and Hong Kong) and to service providers who perform services for us within and outside of New Zealand.  Generally, we will only disclose your personal information to these persons in connection with facilitation of your travel booking and/or to enable the performance of administrative and technical services by them on our behalf. Where we disclose your personal information to any person (including any overseas recipients), you agree that we will not be required to ensure that person’s compliance with New Zealand privacy laws or otherwise be accountable for how they handle your personal information. When used above, “disclose” includes to transfer, share, send, or otherwise make available or accessible to another person or entity.

You agree and acknowledge that such monies will not be held by us on trust for and on behalf of you but will be held in a regularly audited separate client funds account. All monies paid by you to us will be a debt due and payable to the travel service provider in accordance with the payment terms agreed with that travel service provider. Payment will generally be made to the travel service provider before the services to which the money relates are provided, however in some cases, payment will be made to the travel service provider once the services to which the money relates have been provided.  In respect of monies paid for flights for an IATA airline, such monies might be held on trust for that IATA airline in accordance with the payment terms agreed with that IATA airline. In the event we still hold the monies, we can only provide you with a refund once we are authorised by the travel service provider to process your refund, subject to that travel service provider’s change or cancellation policy. 

The following information relating to general rules for Unaccompanied Minors is a guide only and may vary from airline to airline:

• Any child aged 5 to 11 years (inclusive) travelling alone on a flight must be booked as an Unaccompanied Minor.
• If your child is under 12 years of age and is not booked as an Unaccompanied Minor, then the child must be accompanied by another person 15 years of age or older.
• Any child aged 12 to 15 years (inclusive) may also be required to travel as an Unaccompanied Minor if required by the airline (as airlines rules may differ) or requested by the parent/legal guardian.
• Children between 5-11 years of age attempting to travel alone and who have NOT been booked as an Unaccompanied Minor may be denied travel by the Airlines until they have been provided with all relevant details in relation to the child’s travel arrangements.
• An Unaccompanied Minor Form will need to be completed by the parent/legal guardian for this service. Also, there may be a fee involved for this service by the airline.

Acknowledgement

You acknowledge that you are 18 years of age or older and that you understand and agree with the above Booking Terms and Conditions and our Privacy Policy.