Booking Terms and Conditions
Last updated: February 2019
You are required to pay a non-refundable deposit to secure your booking with Active Adventures. You acknowledge that the deposit is to be paid immediately at the time of booking to secure your place. Your deposit is non-refundable and non-transferable to another departure date or trip. If your booking is made within 60-days of the departure date then full payment is due immediately.
You agree to pay the outstanding balance (or the foreign currency equivalent), as detailed on your personal online booking page, of the trip(s) fare(s) plus any additional items (multi-day options, single supplements, rental equipment, extra hotel bookings etc.) no later than 60-days prior to the departure date of the trip, or 100-days prior for the Milford Hiking Adventure ‘Manuka’ trip in New Zealand. You’ll receive a payment reminder by email 21-days before the due date. If you book your trip within 60-days of the departure date (or within 100-days of the Milford Hiking Adventure ‘Manuka’ trip in New Zealand) the full balance (including any additional items) is required within 14-days of the booking date.
All payments should be made to our parent company Active New Zealand Ltd (trading as Active Adventures). Our business is based in New Zealand, but we accept payment in US dollars, Canadian dollars, Australian dollars, New Zealand dollars, UK pounds and EURO – our preferred form and easiest method of payment is by cheque. You agree to read the payment information section of your online booking page ‘Step 5: Payment’ before making your payment. Credit card transactions will be billed in one of the Bank of New Zealand approved foreign currencies listed above and may attract a two percent surcharge, and may also be subject to additional fees from your card provider on foreign currency transactions that Active Adventures are not responsible for. Active Adventures does not handle or store any credit card details – all handling and processing is carried out by our payment partner “eWAY”, who are fully PCI compliant.
In the event you need to cancel your trip, the following cancellation charges will apply:
- Cancellation made over 60-days prior to departure date – your deposit and any pre-paid trip expenses (flights, permits etc.)
- Cancellation between 60 and 30-days of departure date – 50% of your invoice total on all trips apart from the ‘Manuka’
- Cancellation of the ‘Manuka’ trip between 100 and 30-days of departure date – 50% of invoice total
- Cancellation of any trip 30-days or less prior to departure date – 100% of your invoice total
A cancellation will be effective from when Active Adventures receive written notification of the cancellation. This cancellation policy includes voluntary or involuntary early departure from a trip. No refunds will be given for missed or unused services such as accommodation, activities or meals. You are strongly advised to take out cancellation insurance that will cover cancellation fees at the time of booking.
Cancellation by Active Adventures
We occasionally may have to cancel any trip at any time up to 30-days before departure if the minimum numbers required to operate the trip are not reached. Please enquire at the time of booking as to whether your trip is confirmed to depart. If we cancel your trip due to minimum numbers, you can transfer the fare to an alternate departure date for no additional fee or alternatively opt for a full refund. In circumstances where the cancellation is due to events outside our control, such as natural disasters, terrorism or political instability, and we are unable to operate the trip as planned; refunds will be less any unrecoverable costs. Active Adventures is not responsible for any incidental expenses that you may have incurred as a result of your booking, including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.
Active Adventures travel in small groups to minimise impact on the places visited. During busier seasons we may run simultaneous departures of the Ultimate South Island Adventure ‘Rimu’, South Island Explorer ‘Kiwi’ and Milford Hiking Adventure ‘Manuka’ trips (New Zealand) in opposite directions (north and south), so we can maintain our small groups. We will aim to finalise your trip direction two weeks before your trip departure date. Both trips are run as per the itinerary with the southbound trip following the itinerary backwards.
It’s a requirement of travelling with Active Adventures that you obtain full travel insurance cover – please be aware that some insurance companies require insurance to be purchased within 7 days of deposit payment. You’re required to have cover that includes full medical cover, emergency evacuation and emergency repatriation. We also strongly recommend trip cancellation insurance, and insuring against any other travel mishaps such as flight cancellations or delays, loss of luggage and personal effects, theft, or trip interruption at the time of booking. Travel insurance can be obtained through your travel agent or from online brokers. Please contact us for any further advice.
You agree that you’re willing to participate in a group trip and are physically prepared to take part in the activities described in the itinerary. You understand you’re undertaking a trip of a physically challenging nature. You have read our client gear list and adhere to our recommendations, and will carry or wear what is suggested by the lead guide on any activity. You understand that the trip may not follow the exact printed itinerary if circumstances don’t allow, although Active Adventures is committed to doing everything they can to keep your trip running as close to the scheduled itinerary as possible.
It is at the complete discretion of your Active Adventures guide to cancel any activity at any moment if there are concerns for the health, safety and wellbeing of the group or any individual.
Your Active Adventures guide can also cancel any individual’s trip at any time at the expense of the individual if they do not adhere to the guide’s instruction or are behaving in a manner that could affect the health, safety or wellbeing of others on the trip.
You agree to Active Adventures using photos or videos that may be taken during your trip, for publicity purposes.
Limitation of Liability
Active Adventures is occasionally required to make changes to itineraries and activities if necessary due to severe weather or other unpredictable events, or in order to improve the trip. We are committed to running trips as close to the scheduled itinerary as possible and we will go to extraordinary lengths to keep trips running as planned if affected adversely by weather or other events outside of our control. If itinerary changes are made before your trip, you’ll be notified by email to your supplied email address.
Active Adventures undertake to provide travel services as outlined in the trip itinerary(s) subject to its absolute discretion to alter any part of the itinerary and activities included therein. You acknowledge that Active Adventures is the tour operator and you have no contract or agreement with any other person or company.
Active Adventures assumes no responsibility or liability for any delay, mishap, inconvenience, expense, injury or death, theft of personal property or documents, or damage to property occasioned through acts of God, detention, weather, war, quarantines, strikes, civil disturbances, or the negligence or default of any individual or company in providing the services associated with an Active Adventures trip. Adventure travel is by nature unpredictable. Active Adventures reserve the right to alter any part of the itinerary at its absolute discretion.
I have carefully read the terms and conditions stated in these pages. I acknowledge that there are certain risks and dangers inherent in a trip of this nature. These risks include, but are not limited to, hiking over rocky and mountainous terrain, participating in adventure activities of an extreme nature, participating in sports involving water, aviation, and/or the possibility of accident or illness in remote areas without the possibility of immediate evacuation or availability of medical supplies or facilities. I am voluntarily participating in this Active Adventures trip with knowledge of the dangers involved and hereby agree to assume all and any risks, including injury and death. I therefore release and discharge Active Adventures and its owners, employees, subcontracted activity and service providers, and business partners from liability for bodily injury, death, property damage or theft, and any of the consequences thereof, arising from my participation in the trip. I enter into this release of liability on behalf of myself, and those members of my family who are under 18. I certify that I am the parent or guardian of any such minors.