Terms of Trade

Tour Bookings

Should you wish to make a booking after having received our newsletter, or email alert you need to do one of the following:

• Email us a scan of the back page of our newsletter or email alert with your bookings noted.
• Email us a list of tours you would like to book.
• Post the back page of our newsletter back to us with your bookings noted. If posting please keep the left-hand side of the booking form (on the back page of all newsletters) for your own record and return the right-hand side to us, making sure the half with your name and phone number is what you send to us. Remember to mark how many people you are booking for.
• Phone us to make a booking on (09) 4317 124 or free-phone (0508) 868 776 (landline only).

You can book friends and family who are not members at the same tour price as yourself, but please remember that you will be responsible for their payment and getting the tour departure information to them when I send times, pick-up details and other information to you in due course in the relevant Tour Departure Letter.

Please understand that when you book for a tour that has a confirmed date and price, even if we have not yet requested payment, we accept your booking on certain, allocated seat(s) and ticket(s) basis. Most trips require threshold numbers so please be sure of bookings (including double checking the dates) and be aware of our cancellation policies set out below.

Tour Payments

You can pay for tours that you book with us by way of personal cheque, bank cheque or direct credit into our bank account. Our account details are on each newsletter and on all Tour Itinerary Departure Letters. Please bear in mind the following details for payments:
Direct Credit – if you are paying by direct credit you must remember to include your Surname plus the tour you are booking for (abbreviations are fine).
Banking Details – We bank at the ASB so you may also place your payment in the black and yellow Fast Deposit Bag at any ASB branch. But please ensure that you fill in the CUSTOMER STATEMENT REFERENCE under Total Banking otherwise I will not know from whom the money has come.
Cancellation of a tour by us
On rare occasions, we may have to cancel a tour. If we have to do so for any reason, we will refund all deposits and payments received by us for that tour in full.

Cancellation by you

Because Paparoa Travel offers day tours, show tours, domestic overnight/multi-night tours and extended overseas tours, different booking conditions have to apply for each category. We make large numbers of bookings usually many weeks and sometimes months in advance and as noted above, we are required to pay for seats, tickets and other third party services when we book and confirm a particular tour. Furthermore, many of our tours involve meal and catering bookings that are provided to us on a minimum numbers basis. Accordingly, we need to make sure that you are aware of the cancellation policies that we have to maintain in light of this commitment we make on your behalf in preparation for each tour.

Day Tours

If you cancel a seat or seats more than 21 days prior to the scheduled departure, we will refund to you the booking amount less a $20 administration fee per person. If you cancel a seat or seats within 20 days of the scheduled departure, we will refund to you the booking amount only if we are able to re-sell the seat/s in that time period.

Show Tours

Once we have purchased the relevant tickets for a show or an event on a show tour, you will not be entitled to receive a refund if you cancel your booking for that show tour unless the ticket(s) can be re-sold. We will do our best to on-sell tickets booked by us for you but we cannot be held responsible for being unable to do so prior to a scheduled show or event. If we are able to on-sell ticket(s) for show tours, your refund in such circumstances will be subject to the same $20 administration fee per person as for Day Tours.

Domestic Overnight Tours

Domestic overnight and multi-night tours each incur a cost of $50 per person (unless the individual tour specifies otherwise) plus any prepaid, non-refundable services such as rail, flight and other third party-provided services such as accommodation, pre-paid meals and other tour-related items. Overnight tours cancelled within 14 days of departure (unless the individual tour specifies otherwise) only receive a refund if we are able to re-sell the seat(s) and as above, we will do our best to on-sell seats on these tours but we cannot be held responsible for being unable to do so prior to the scheduled departure.

Overseas Tours

We will send out a set of tailored, trip-specific terms and conditions for our overseas tours. There will be trip-specific items and itemized details for cancellation policies on flights, transfers, hotel accommodation and other third party services that may be involved in overseas tours. We will get any such additional terms and conditions to you before you pay for such overseas tours so you are aware of these requirements. For such tours, this information will be part of the package we will send in the form of an extended Tour Departure Letter and this will include information about insurance, medical notifications for the countries visited and details for other sources of information about the intended travel, etc.

Medical Conditions, Access and Member Safety

We strive to provide a service on all our tours that caters to our members and other travelers on an individualised and personal basis. If you have any medical condition, allergy, access requirements or any other concern that may affect your travel with us, or that may be relevant for your safe and enjoyable travel with us (and those around you), please let us know in advance so that we can make any necessary arrangements. It is important to know of any potential issues in advance and we undertake to keep any information that you disclose to us in connection with medical conditions or other concerns strictly confidential and will only use such information for the purposes of facilitating a safe and enjoyable experience for you and our other customers.