Terms and Conditions

Terms & Conditions Trail Journeys Otago and Nelson


Please note that if you require more specific information about conditions relating to accommodation style, baggage transfer, correspondence protocol and payment requirements please contact us by email or phone.

1. Pricing

All prices specified by Trail Journeys shall be subject to change at any time by Trail Journeys due to seasonal adjustment, changes in the price of fuel or other operators altering their prices at any stage. Any price changes applicable to your booking will be promptly notified to you by Trail Journeys; the price of your tour or other travel arrangements shall not change after the date on which payment has been made in full by you in relation to your booking.

2. Deposits

a. Upon accepting an itinerary from Trail Journeys whether in writing or verbally you acknowledge that you have read Trail Journeys terms and conditions and you understand and accept them in their entirety.
b. A 15% deposit is required within 7 days of confirming your booking with Trail Journeys to secure bookings for bikes, accommodation, transport and any other services that we offer. If your deposit is not received in full by Trail Journeys by the due date, reservations may be cancelled by Trail Journeys without notice.
c. If you book within 30 days of your departure date or the total of the package is under NZD$500.00 then 100% of your itinerary price is required.
d. By paying your deposit you take responsibility for your itinerary; you acknowledge that you have read your itinerary thoroughly and that it is as you requested i.e. dates, accommodation price range, bag movements, transport timing and bookings, to name a few.

3. Balance of payment for your booking

a. Payment in full is required 30 days prior to your departure. We accept Visa, MasterCard, personal cheques and payment by direct bank credit. If these methods of payment are not suitable, please make contact with us to discuss other options. Please Note: If paying by credit card a 1.95% fee that will be added.
a. Please note when paying Trail Journeys by direct credit from a foreign bank account or if Trail Journeys are required to pay a refund by direct credit in to a foreign bank account bank fees are applied to Trail Journeys; any such fees will be passed directly on to the relevant customer(s).

4. Guided tour single supplement

For those booking on our Guided Tours and wishing to have a room to themselves there will be a single supplement charge. All prices quoted are for twin share rooms.

5. Transport Arrangements

a. Trail Journeys transport schedules are designed as a guide to the times we will try to adhere to but they may vary dependent upon the differing requirements of clients that have to be met, the difficulties that can arise in transiting remote country areas and the variations in our transport load on any given day, particularly bag movements. For example, it must be accepted that our drivers are required where possible to offer ad hoc assistance to clients who have problems out on the trail.
b. We will endeavour to meet our schedules and your specific travel requirements as closely as ppossible but we can in no way guarantee precise pickup and drop off times so please do not book any onward travel with time dependent connections at the start or end of your tour; we advise that you do not make any travel arrangements until we have confirmed your Railtrail booking.
c. Trail Journeys will endeavour to collect clients at their preferred time and location however this is not always possible, in cases where we cannot collect you according to your preference. Trail Journeys will advise you of a pickup time and location as close as possible to your preference.

6. Bike Transport

There is a $10.00 (Trail Journeys Otago) $12.00 (Trail Journeys Nelson) per bike transport fee for any bikes including relocation of hire bikes back to their depot of origin. This includes any instance when Trail Journeys is required to transport a bike.

7. Group numbers

a. It is Trail Journeys policy to deal with only one person organising a group (2+ people).
b. Trail Journeys prefers that all bookings and/or amendments to itineraries are communicated through email so that records of what has been discussed can be retained. Trail Journeys accepts no responsibility for discrepancies in any bookings or variations to itineraries made verbally in any way. Group payment is required in one transaction for all members of a group i.e. on one credit card, in one direct credit bank payment or with all cheques posted in one envelope. Please Note: If paying by credit card a 1.95% fee that will be added.

8. Cancellation by Trail Journeys

a. Trail Journeys reserves the right to cancel any booking at any time up to the travel departure date. You will be notified promptly of any such cancellation.
b. Trail Journeys shall have no liability whatsoever for any cancellation of a booking, tour or other travel arrangement except to the extent that any amounts paid by you with respect to your booking shall be refunded by Trail Journeys, excluding insurance premiums, variation fees and additional fees, as applicable.

9. Minimum numbers

Trail Journeys reserves the right to cancel a guided tour if minimum numbers are not reached. The minimum numbers for our guided tours are 8 persons; independent tours can be arranged if such a cancellation should occur.

10. Variation by Trail Journeys

Trail Journeys reserves the right to vary any tour or other travel arrangement at any time up to and following your travel departure date. You will be notified promptly of any such variation.If a variation results in a substantive change to your itinerary, as determined by Trail Journeys, you will have the option of:
a. Continuing with the varied tour or other travel arrangements without a reduction in price;
b. Accepting any alternative arrangements offered to you by Trail Journeys, in which case any difference in price will be payable by you or refundable by Trail Journeys (as applicable);
c. Purchasing another available holiday from Trail Journeys, in which case any difference in price will be payable by you or refundable by Trail Journeys, as applicable; or
d. Cancelling your booking whereby you will be given a full refund of all amounts paid to Trail Journeys in respect of such booking, excluding insurance premiums, variation fees and additional fees, as applicable, provided that notification of your decision to cancel is received in writing by Trail Journeys no later than 14 days from the date on which Trail Journeys notified you of the substantive change to your itinerary.

1. Cancellation by you

a. Except as otherwise specified in these Terms, in the event of cancellation of a booking by you, the following cancellation fees shall apply.
b. Trail Journeys reserves the right to charge a one off Cancellation Fee of up to $150.00 for confirmed bookings that are cancelled between 60 and up to 30 days prior to travel”
c. Between 29 and 11 days prior to your travel departure date, a cancellation fee of 15% of your itinerary grand total will apply;
d. Within 10 days of your travel departure date, 100% of the total price will apply i.e. no refund will be given.
e. Cancellation fees are payable to Trail Journeys immediately upon confirmation of cancellation by you, conveyed either verbally or in writing to Trail Journeys directly or to your travel agent. Trail Journeys may set off any amounts it holds in respect of your booking against cancellation fees owed to Trail Journeys pursuant to these Terms.

12. Variation or amendment by you

From the date of confirmation of your booking you will be allowed one variation or amendment to your itinerary after which any variations or amendments to your booking requested by your group, for any reason, shall incur a fee of $25 payable at the time that such variation is requested. Please note point 16 about Travel Insurance below.

13. Health requirements

a. Payment of your deposit to Trail Journeys, directly or through your travel agent, shall constitute a warranty by you that you, and any other persons covered by your booking, are sufficiently fit and healthy to undertake the relevant tour or other travel arrangements. As part of this warranty, you agree to indemnify Trail Journeys for any actions, claims and demands arising out of any health issues arising on or after the completion of your tour or other travel arrangements.
b. Trail Journeys reserves the right to remove any person from any of its tours or cancel or vary any travel arrangements where Trail Journeys considers, in its sole discretion, that such person is not sufficiently fit and healthy to undertake the relevant tour or other travel arrangements. Trail Journeys strongly recommends that all customers, including domestic travellers, take out travel insurance prior to confirming their booking!

14. Additional fees

a. Late payment: Trail Journeys may, at its sole discretion, charge an additional fee of up to $50 per booking with respect to any late payment of any fees payable by you to Trail Journeys to cover additional processing costs i.e. chasing payment, incurred by Trail Journeys.
b. Late booking: Trail Journeys may, at its sole discretion, charge an additional fee of up to $50 on any booking made within 14 days of your travel departure date to cover additional processing time and costs i.e. phoning accommodation instead of emailing, incurred by Trail Journeys.

15. Luggage

Trail Journeys asks you to keep luggage weight to specified requirements.
Important Luggage Information
If you are having bags transferred by Trail Journeys, individual bags are not to exceed 15kg's each. When delivered some bags need to be carried large distances, through doors, corridors and over or around obstacles; accordingly any bags over the 15kg limit are unacceptable. Bags will be weighed upon arrival at Trail Journeys discretion so can you
please make sure that all members of your party are familiar with this luggage information? It can be both embarrassing for our clients as well as our team when we have to enforce this requirement prior to setting off.
We do understand that some of you will have large suitcases as part of an extended holiday. To cater for this we offer a service whereby extra bags can be directly moved to the end of the trail. Please feel free to get in touch if you would like us to add this service to your itinerary.

16. Travel insurance

Travel insurance is not included in the price of your booking but it is strongly recommended and provides protection against most legitimate reasons for cancellation. Talk to your travel agent or insurance provider about travel insurance; this recommendation also applies to NZ domestic travellers.

17. Responsibility

You acknowledge and agree that Trail Journeys accepts no responsibility and will not be liable to you or any third party for any loss, cost or damage, including loss of enjoyment, suffered directly or indirectly in connection with:
a. Any risks or other aspects of any tour or other travel arrangement notified to you by or on behalf or Trail Journeys, in these Terms or otherwise;
b. Any change to your itinerary or delays in departure or arrival times of aircraft or otherwise during the conduct of any tour or other travel arrangement;
c. Any loss or damage to your baggage;
d. We will take all care to ensure that any vehicle(s) stored with us is not only secure but that it is well looked after; however there are a lot of people, bikes and other vehicles coming and going from our premises so we take no responsibility for any loss or damage to vehicles or valuables stored with us.
e. Any personal injury or death resulting from the acts or omissions or negligence of any third parties providing goods or services to you during your tour or other travel arrangements including, without limitation, air carriers, hotels, restaurateurs, transportation providers and/or medical personnel; or
f. Any loss of enjoyment by you due to circumstances outlined in these Terms or otherwise beyond Trail Journeys control.
g. Total liability: Notwithstanding any other provision of these Terms, and to the maximum extent permitted by law, Trail Journeys maximum liability to you or any third party, including any claims of negligence on the part of Trail Journeys, is limited to the amounts actually paid by you with respect to your booking, excluding insurance premiums, variation fees and additional fees, as applicable.
h. Consequential loss: Trail Journeys will not be liable for any loss of enjoyment, opportunity, profit, savings, revenue or interest or any other consequential or indirect, incidental, special or punitive loss, damage or expenses even if Trail Journeys has been
advised of their possible existence and even if such loss, damage or expense is caused by Trail Journeys negligence. i. Indemnity: You agree to indemnify Trail Journeys for any loss or damage suffered by Trail Journeys as a result of, or in connection with, any breach of these Terms or any negligence or willful default by you or any other person covered by your booking.
j. Force Majeure: Trail Journeys shall not be liable for any delay or for any failure to fulfil its obligations under these Terms, or any service obligations to you, if the failure or delay arises directly or indirectly from or as a consequence of any Force Majeure Event.
k. Accident Compensation Scheme: You acknowledge that New Zealand has a no fault law and claims are handled by the Accident Compensation Commission (“ACC”) pursuant to governing legislation, including the Accident Compensation Act 2001. Because of the wide range of help available from ACC after an injury, you can’t sue for personal injury in New Zealand, except for exemplary damages. Should you require additional cover outside that provided by ACC, then you should organise your own cover direct. Trail Journeys is not obliged to take out any such additional cover on your behalf.

18. General

a. These Terms may be subject to amendment by Trail Journeys from time to time.
b. You shall not assign or purport to assign, whether in whole or in part, any of your rights or interests under these Terms or any booking with Trail Journeys without the prior written consent of Trail Journeys.
c. The failure of Trail Journeys to enforce any provision of these Terms shall not be treated as a waiver of that provision, nor shall it affect Trail Journeys future right to enforce that provision.
d. Additional terms and conditions may apply to your booking and will be advised by your Trail Journeys representative at the time of booking or variation thereof.
e. All prices specified in any itineraries are gross amounts and, unless agreed by Trail Journeys, no itemised costing will be provided.
f. If a dispute arises between you and Trail Journeys in connection with any booking and/or these terms, the parties undertake in good faith to use all reasonable endeavors to settle the dispute by way of good faith negotiations.
g. If any provision of these Terms is, or becomes, unenforceable, illegal or invalid for any reason it shall be deemed to be severed from these Terms without affecting the validity of the remainder of the Terms and shall not affect the enforceability, legality or application of any other provision of these Terms.
h. You authorise Trail Journeys to contact any source or to provide your contact details in order to check, exchange or provide information relating to you for the purpose of providing services to you. Trail Journeys will only use the personal information you provide or it obtains from other sources in connection with the provision of services to you. You may
request, at any time, to have access to the personal information held by Trail Journeys about you and to request correction of that personal information.
i. These Terms constitute the entire agreement between the parties about its subject matter and any previous agreements, understandings and negotiations on that subject matter has no effect.
j. These Terms are governed by the laws of New Zealand and the parties submit to the nonexclusive jurisdiction of the New Zealand courts.

19. Definitions

Additional Fees means the fees specified in clause 12.
Force Majeure Event means any act of God, war, terrorism, fire, flood or any other extreme weather conditions, loss of power, epidemics or pandemics, industrial disputes, slow-downs or other strike activities, riots or civil disturbances, acts of government, semi government or other authorities, inability to obtain any necessary license or consent and delays caused by sub- contractors, suppliers or other third parties, including telecommunications carriers, material shortages or other disruption to any tour or other travel arrangements.
GST means as applicable, any goods and services or value added tax in terms of the Goods and Services Tax Act 1985 (New Zealand), at the rate prevailing from time to time and includes any reassessment thereof.
Other travel arrangements mean any travel plans not defined as a “tour” in respect of which Trail Journeys have provided services, for example, any independent holiday, transport or vehicle hire.
Price means the price quoted by Trail Journeys for any tour or other travel arrangement, or amendment thereof, in the relevant booking confirmation, or amendment thereof.
Terms means these terms and conditions and, for the avoidance of doubt, includes any additional terms and conditions relating to your booking as advised by your booking agent at the time of booking.
Tour means any coach or other special tour organised by Trail Journeys.
Travel departure date means, in respect of any tour or other travel arrangement, the first date in which pre-booked arrangements made by Trail Journeys commence.
Variation Fee means the fee payable in accordance with clause 10, as applicable.