BY PRIOR ARRANGEMENT – Terms and Conditions

Please read these Terms & Conditions carefully prior to confirming your booking with By Prior Arrangement (“BPA”, “we”, “us”, “our”).

Payment of a deposit constitutes acceptance of these Terms & Conditions.

1. Inclusions & Exclusions

Unless expressly stated in your confirmed itinerary, your travel arrangements do not include:

  • International or domestic airfares

  • Ferry tickets

  • Taxes, passport and visa fees

  • Travel insurance

  • Personal expenses (including telephone, laundry, and incidental costs)

  • Gratuities

  • Beverages other than those specified

2. Passports & Visas

It is the traveller’s responsibility to ensure all required travel documentation is obtained and valid.

Passports must be valid for at least six (6) months beyond your return date. Failure to hold appropriate documentation may result in denied boarding or entry.

BPA accepts no responsibility for any loss, cost, or expense arising from incomplete or invalid documentation.

3. Travel Insurance (Compulsory)

Comprehensive travel insurance is mandatory for all travellers.

Travellers must insure themselves against loss of deposit, cancellation charges, medical and repatriation expenses, personal injury or accident, death, loss of personal possessions or baggage, and any other foreseeable loss, expense, cost or liability related to the travel arrangements.

Your policy must include cover for:

  • Medical expenses and emergency repatriation

  • Personal accident and liability

  • Trip cancellation and curtailment

We strongly recommend a Cancel For Any Reason (CFAR) policy.

Failure to obtain adequate insurance may result in cancellation of your booking at your own expense.

4. Health, Fitness & Medical Conditions

Travellers must disclose any pre-existing medical conditions, disabilities, or mobility limitations at the time of booking.

Travellers are strongly encouraged to consult their medical practitioner prior to travel. By booking, you warrant that you are fit for travel and that your participation will not endanger yourself or others.

BPA reserves the right to decline or remove participation where a traveller’s condition may:

  • Affect their safety or wellbeing

  • Impact the experience of other travellers

Travellers must be able to:

  • Walk for 2–3 hours over uneven terrain

  • Manage stairs and standard hotel facilities

  • Enter and exit vehicles unassisted

We will endeavour to accommodate reduced mobility where notified in advance.

5. Activities with Inherent Risk

Certain activities (including but not limited to camel riding, cycling, quad biking, hot air ballooning, and similar experiences) involve inherent risks.

These activities are operated by independent third-party providers.

Participation is voluntary and at your own risk. BPA is not liable for injury, loss, or damage arising from such activities, to the extent permitted by law.

Travellers must:

  • Assess their own suitability

  • Follow all safety instructions

  • Ensure appropriate insurance coverage

6. Deposit & Payment

  • A non-refundable deposit of 20% is required to confirm a booking

  • Higher deposits may apply depending on supplier requirements

  • Full payment is due 55 days prior to travel

Bookings made within 55 days of departure require full payment at the time of confirmation.

All prices are quoted in Australian Dollars (AUD) unless otherwise stated.

We cannot hold services without receipt of a deposit. Availability and pricing may change until payment is received, and BPA is not responsible if services become unavailable or prices increase.

Failure to comply with payment deadlines may result in cancellation of your booking.

If your booking is made within the final payment period, full payment is required immediately to secure confirmation.

Payment by Card

Payments made by credit card may incur processing fees. These fees are non-refundable in all circumstances.

7. Cancellations by You

All cancellations must be received in writing.

Cancellation fees apply as follows:

  • More than 56 days prior: loss of deposit

  • 28–55 days prior: 50% of total booking value (or deposit, whichever is greater)

  • Within 28 days: 100% of total booking value

Where third-party supplier cancellation fees exceed the above amounts, those additional costs will be passed on.

At BPA’s discretion, and subject to supplier conditions, payments may be:

  • Transferred to a future booking; or

  • Held as credit for up to 12 months

An administration fee of $1,000 per person and non-recoverable costs apply to:

  • Date changes

  • Postponements

  • Name transfers

These fees reflect administrative and supplier costs incurred.

8. Amendments & Changes by You

Requests to amend confirmed bookings must be made in writing.

All changes are subject to:

  • Availability

  • Supplier conditions

  • Applicable fees

You are responsible for any additional costs arising from requested changes.

9. Changes & Cancellations by BPA

BPA reserves the right to modify itineraries where necessary due to:

  • Operational requirements

  • Safety considerations

  • Supplier availability

  • External events beyond our control

Where a significant change occurs, we will endeavour to offer suitable alternatives.

10. Force Majeure

BPA is not liable for failure to perform its obligations where such failure is due to events beyond its reasonable control, including but not limited to:

  • natural disasters

  • acts of God

  • pandemics or health emergencies

  • war, terrorism or civil unrest

  • government actions, travel restrictions or border closures

  • transport disruptions

Prior to Travel

If a trip cannot safely, lawfully or reasonably proceed, BPA may:

  • Reschedule the trip (subject to your agreement); or

  • Cancel the booking

In such cases:

  • Neither party will have any claim for damages against the other

  • BPA will provide either:

    • A credit towards a future booking; or

    • A refund of monies paid, less:

      • Unrecoverable third-party costs

      • Reasonable administration and planning costs incurred (AU$100 per person)

Refunds and credits are subject to BPA recovering funds from third-party suppliers. BPA does not guarantee recovery of such funds.

During Travel

If a trip is interrupted or cancelled after commencement due to a Force Majeure event:

  • BPA will refund any recoverable unused services only

  • No refund will be provided for services already delivered

General

BPA is not responsible for any additional costs incurred by you in connection with your booking, including but not limited to:

  • Airfares

  • Travel insurance

  • Visas

  • Personal arrangements

Where BPA provides alternative arrangements or assistance and these are accepted, the value of these services will be deducted from any applicable refund.

11. Minimum Numbers (Group Tours)

Group departures require a minimum of participants.

If minimum numbers are not reached, BPA may:

  • Operate the tour at a revised price

  • Offer an alternative arrangement

  • Convert to a private itinerary

A refund will only be provided where no suitable alternative can be agreed.

12. Pricing & Exchange Rates

Prices are based on exchange rates at the time of quotation.

BPA reserves the right to adjust pricing prior to final payment due to currency fluctuations or supplier increases.

No changes will be made after full payment has been received.

13. Responsibility & Third-Party Suppliers

BPA acts as an intermediary between travellers and independent service providers.

While we take reasonable care in selecting reputable suppliers, we are not liable for:

  • Acts or omissions of third parties

  • Service failures outside our control

This clause is subject to your rights under applicable consumer law, including the Australian Consumer Law.

14. Limitation of Liability

To the maximum extent permitted by law, BPA’s liability is limited to:

  • The re-supply of the services; or

  • The cost of having the services supplied again

Nothing in these Terms excludes rights under the Australian Consumer Law, including guarantees that cannot be lawfully excluded.

15. Traveller Conduct & Local Laws

Travellers must comply with all local laws and regulations.

BPA reserves the right to remove any traveller whose behaviour:

  • Is unsafe, unlawful, or disruptive

  • Affects the enjoyment of others

No refund will be provided in such circumstances.

16. Governing Law

These Terms & Conditions are governed by the laws of New South Wales, Australia. Any disputes arising will be subject to the exclusive jurisdiction of the courts of New South Wales.