Terms & Conditions

1. Prices quoted are subject to change at any time until full payment is received. Surcharges may occur due to increases in transportation costs (including fuel), dues, taxes, or fees chargeable for services such as landing taxes, embarkation/disembarkation fees at ports and airports, including currency fluctuation. In the case of surcharges we will endeavour to advise you as soon as possible.
2. We reserve the right to correct any pricing errors or omissions. Prices are per person and subject to minimum numbers as per your quotation document, unless otherwise stated.
3. Quotations are valid for a period of 1 month. Any changes to the inclusions or details including number of passengers must be notified to us and will result in a re-quote.
4. All prices are subject to availability at the time of booking which is when the tour deposit payment is received.
5. We will endeavour to accommodate any amendments in tour passenger numbers. Any changes to the number outside of the quoted price may result in an increase in package price due to suppliers’ availability restrictions.

Any monies paid by a customer to the group leader/school are held by them solely as agents of the customer until such time the company has received that money. Once we receive a non-refundable deposit, for any land only packages, we can guarantee the cost of the tour and no changes will be made from confirmation to departure. Once we receive a non-refundable deposit, for any flight inclusive packages, we can guarantee the cost of the tour once exact flight schedules and pricing become available at 11 months prior to travel. After this time no changes will be made from confirmation to departure. We will provide a price guarantee regardless of exchange rate fluctuations, airline fare changes and supplier increases. The price guarantee will only be subject to change if requests to change tour arrangements (including changes to the itinerary, guest numbers and any other change requests) are made by the booking owner.

1. To confirm a booking you will be required to pay 15% of your tour package price as a non-refundable deposit.
2. A further 15% deposit will be required 10 weeks later as a second deposit.
3. Full payment will be required 12 weeks prior to departure along with a completed passenger names list as per passports.
4. If the tour departure date is within 12 weeks of booking full payment is required to confirm along with a passenger names list as per passports.
5. All payments and final details forms must be received by the company by the due dates stated in your payment plan as above. The company reserves the right to make an administration charge should final details and payment not be received.
6. If the company does not receive deposits and/or the full payment amount on the due dates your booking will be cancelled and you will lose any deposits already paid.

Please note for certain travel arrangements e.g. peak season travel or certain flights included, the non refundable deposit % required may be higher than in the above terms as suppliers may require larger payments upfront. Your Tour Account Manager will advise if this is needed for your booking.

Prices are valid for payment by credit card (Visa or Mastercard) or bank deposit. If paying by credit card a 2% credit card fee applies or a $25 NZD bank fee if paying by overseas bank. Fees are additional to the tour amount due and must be taken into account, along with fees incurred by your own bank. The amount received to Haka Educational Tours must be the correct amount as per your invoice. Haka Educational Tours is not responsible for bank fees that have not been taken into account, or loss due to exchange rate. Any shortfall of payment due to exchange rate or bank fees is the responsibility of the tour guest or group. Final documents will not be issued until full payment is made and cleared funds are received.

If you wish to cancel or amend all or part of your booking you should advise us by recorded letter, or email as soon as possible. A cancellation or amendment is effective only when received in writing by the company from the person that has signed this document and confirmed the booking. Any new person that wishes to be added to the booking must be requested by the original booking holder. The new person will then be subject to these booking terms and conditions. The following scale of cancellation charges will apply:

• Cancellation notification received more than 2 months prior to tour departure will result in the charge of the full 1st and 2nd non-refundable deposit.
• Cancellation up to 30 days prior to tour departure will result in 75% of the tour package price (per paying person)
• Cancellation within 30 days of tour departure will result in 100% of the total invoiced package price (per paying person)

Please note for certain travel arrangements e.g. transport providers and accommodation in peak travel times, the cancellation charge may be higher than those shown. In certain cases a 100% cancellation fee applies as soon as the booking is made and the tickets are issued. Please ask for full details of cancellation charges at the time of booking. We strongly recommend all travellers take out travel insurance that includes cover against irrecoverable costs. Additionally you will remain responsible for the full amount of your insurance premium and this will not be refunded in the event of cancellation.

Once your first payment has been received and the booking terms and conditions are signed and returned, there will be a $50 fee incurred for itinerary amendments/substitutions, along with any additional charges from suppliers. Once final payment is made, 12 weeks prior to travel, further  itinerary amendments/substitutions will not be possible. As this is a group booking, we cannot guarantee that we will be able to facilitate any individual amendments requested. Any alterations to the itinerary required by will be subject to payment by you of any costs imposed as a result of the alteration by any of the suppliers providing the component parts of the tour.

Substitutions or transfer of travellers is permitted up to 4 weeks prior to tour departure. Cancellation charges will apply in accordance with individual airline and supplier cancellation policies. Both the original and new traveller will be responsible for the payment of the amendment charges and any outstanding balance due in respect of the tour price. If any cancellation reduces the number of paying members below the minimum number required for the quoted tour package price, the invoice will be adjusted accordingly for all remaining group members. We reserve the right to charge a supplement if the gender split of the group requires private rooms to be purchased. Additional charges may also be needed if substitutions will affect the gender split and rooming of the group.

The nature of this type of travel is one that allows alternatives and a substantial degree of on-trip flexibility. The outline itinerary given for your tour must therefore be taken as an indication of what your group should accomplish, and not as a contractual obligation on our part. Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances. Wherever possible we will pass on any refunds for services not utilised by the group, subject to supplier conditions.

Please note that the timings of air, sea, road or rail departures are estimates only. These timings may be affected by operational difficulties, weather conditions or failure of passengers to check in on time.

We will endeavour at all times to satisfy client’s requirements and honour the itinerary quoted. Nevertheless because of changing circumstances the company must reserve the right to make alterations to a tour and any itinerary details both before and after any booking has been confirmed. If the details of your tour change prior to departure, we will inform you as early as possible.

Changes are often minor. Whether a change is significant depends on the nature of the tour and may include alteration to the scheduled departure, flight time change by more than 12 hours (not a delay), change to lower standard of accommodation, or a change in departure airport. Occasionally we have to make significant changes to a confirmed tour, and in the event of this happening you will be offered the following:

• Accept the change
• Receive a tour of similar itinerary and at least comparable standard if available and realistically possible to organise (refund in respect of any price difference)

Where we cancel your booking where you are not in breach of these booking conditions and other than for reasons of force majeure (as herein defined), we will offer you , if possible, a replacement tour from us of equivalent or similar standard and price (at the date of the change). If forced to cancel your tour after departure we will, wherever possible, make suitable alternative arrangements. If we are unable to make such alternative arrangements, or you reject these for good reason then we will return you to your point of departure and refund you for any unused services, if appropriate.

Circumstances amounting to "force majeure" include any event which we or the supplier of the service(s) in question could not even with all due care, foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riots, civil disturbances, industrial disputes, actual or threatened terrorist activity and its consequences, natural or nuclear disasters, fire, epidemics, health risks and pandemics, acts of God, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers, closed or congested airports or ports, hurricanes and other actual or potential adverse weather conditions, and any other similar events.

Some tour components e.g. activities are subject to weather conditions and in an event of cancellation we will arrange an alternative tour component of the same value (any difference to be refunded).

Travel Insurance is the responsibility of the tour group and individual travellers and is compulsory for all passengers travelling domestically or internationally. Adequate and valid travel insurance is compulsory for all Haka Educational Tours travellers, and it is a condition of accepting your booking that you agree you will have obtained adequate and valid travel insurance for your booking by the date of departure. Haka Educational Tours strongly recommends travel insurance is purchased at the time of confirming and paying the deposit for your tour. Failure to obtain travel insurance at the time of confirming is at the tour guest’s or groups’ own risk. Insurance must include cover for all destinations and included activities as outlined in the agreed itinerary, as well as any optional activities in which individuals intend to partake whilst on tour. When obtaining travel insurance, you must declare any pre-existing medical condition, check your travel insurance provider offers cover for guided tours and any adventurous activities such as skiing are declared. You must ensure that there are no exclusion clauses which may limit cover for the type of activities included or the altitudes attained in the tour. You are required to carry proof of insurance with you and produce it if reasonably requested by Company employees or suppliers; failure to do so may result in your being prevented from participating in certain activities without the right to any refund. We can include travel insurance in your tour package as an optional extra and will offer suitable policy options for your tour. We will assist with the administration and organisation of the insurance policy documentation but any claims and further communication will be the individual or groups’ responsibility directly with the insurer.

It is the group leader and individual traveller’s responsibility to ensure the correct and valid documentation to include passports, visas and permits. The tour package does not include any associated costs for passport, visas and permits, these are solely the group’s responsibility. We cannot accept responsibility for any failure to comply resulting in any additional costs or fines being incurred. We endeavour to inform you of any new regulations and advise to check with the appropriate Embassy, Consulate or Passport Office if you have any further queries. It is the group leader and travellers’ responsibility to ensure that you have the correct passport and visa to gain entry to any country included in the tour package. If you fail to do so we have no liability for any costs incurred for loss or damage, nor will we refund you the cost of any unused portion of your travel arrangements. In some countries travellers will be refused entry if they have a criminal record, please check with the embassy and consulate if this concerns you. The group leader who signs this document is entirely responsible for ensuring that all members of the group have the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply.

Final tour documents will include a complete final itinerary, details on the tour guide, and any travel vouchers if applicable. Documents will be sent by email 3 weeks prior to departure and should be printed to be referred to whilst travelling. Should any changes occur after the documents have been issued we will advise you accordingly. Certain services may change their schedules up to a day before departure e.g. flights, which may affect the overall length of the tour time. In the event of this occurring we would not accept responsibility for changes that are beyond our control.

We are able to advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for your destination and any costs. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements. Clients with existing medical problems, pregnant women and anyone who has recently visited other countries should check requirements with their general practitioner. You must advise us and you may need to be cleared for travel from your GP (who may charge you for such and, for the avoidance of doubt, we are not liable for any such charges or related costs).

All clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary as described in the quote prepared for you. If you have a medical condition, serious illness, recently undergone surgery, or have suffered a recent accident, you must advise us and your airline and you may need to be cleared for travel by the airline which will involve obtaining a Fitness to Fly Certificate from your GP.

Anyone suffering from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the tour. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the tour in which case all monies paid will be forfeit.

At all times the decision of the Haka Educational Tours Tour Manager or an activity supplier representative during optional activities, will be final on all matters regarding safety and wellbeing of tour guests and operational requirements of the tour. By travelling with Haka Educational Tours, the tour guest agrees to abide by the authority of the tour manager or optional activity supplier. If a tour guest is affected by any condition, medical or otherwise, that might affect the ability to travel or participate in adventure travel activities, their enjoyment of the tour, or treatment which is to be administered, we must be advised of this at least 90 days before the start of the tour. we will assess and determine if the tour guest is fit to travel. Haka Educational Tours is an inclusive operator and will always endeavor to provide the safest, most comfortable experience for all tour guests.

Haka Educational Tours will hire all Tour Managers based on a strict recruitment process and set of criteria to ensure the highest quality and safest Tour Managers are selected to lead for HET tours. On occasion, HET may use other Tour Manager agencies to recruit guides, including using Haka Tours guides. All guides used on HET tours will be recruited from trustworthy agencies who Haka Educational Tours vet and use regularly.

Should the tour guest fail to comply with the above or commit any illegal act when on the tour or, if in the opinion of the Tour Manager (in their sole discretion), the tour guest’s behaviour is abusive and is causing or is likely to cause danger, distress or material annoyance to others, Haka Educational Tours will terminate that client’s travel arrangements immediately without any liability on Haka Educational Tours part or any third party agencies. The client will not be entitled to any refund for unused or missed services or costs incurred resulting from the termination of the travel arrangements, including without limitation, return travel, accommodations, activities, meals, and/or incidentals.

Principal Operators, tour guests and group leaders agree that they are responsible for any costs incurred by Haka Educational Tours or Haka Educational Tours’ suppliers as a result of damage, destruction, theft, or excess cleaning fees related to the guest’s accommodation, transport, or other use of facilities while on Tour.

The group leader is responsible for the good conduct of all participants during the tour and warrants that at least one responsible adult will be on active duty at all times to ensure that all participants behave accordingly. It is the group leader’s responsibility to ensure:

• All local laws relating to the consumption of alcohol are at all times obeyed
• No traveller consumes alcohol to excess
• No traveller smokes other than in designated smoking areas, or in any way causes a fire hazard
• Travelers act in a responsible way during the tour and do not behave in a way likely to cause damage to a property, or damage or offense to other people.

If you have a driver/guide included in your tour they are required to take adequate breaks in-between their long driving days and hours. The maximum a driver can drive in any one day is 13 hours. Once the driver has stopped, he must have no shorter than a 10-hour break. The driver is required to take a 24-hour break for every 70 hours worked. This means you will not have 24 hours access to your driver/guide. We will ensure you have everything you need during their days / hours off and you will always be able to contact the Haka Educational Tours team at the office for any additional support.

The tour guest or group leader agrees to bring any tour related complaints to Haka Educational Tours as soon as possible in order to provide Haka Educational Tours with the opportunity to address such complaints promptly and effectively. The tour guest or group leader agrees to inform the Tour Manager or their tour advisor at the earliest opportunity. Haka Educational Tours assumes no liability for complaints that are not properly brought to attention with sufficient notice to resolve or attempt to resolve guest complaints. Any complaint made after the completion of a tour must be received in writing to their tour advisor as soon as possible after the tour. The tour guest or group leader acknowledges and agrees that Haka Educational Tours will not accept any liability for claims received after the tour. Haka Educational Tours will attempt to resolve any issues brought forward on tour where reasonable and they are able to do so.

Our obligations are to take reasonable skill and care to arrange for the provision of such services and facilities as described in the quote prepared for you. We contract with a network of companies, government agencies and individuals to assist in the running of our trips as agents for these third parties. We are not responsible for the acts and omissions of these third parties. Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your tour may involve. Sometimes these standards will be lower than those which would be expected in your home country, however, Haka Educational Tours will always work to ensure that the highest standards possible in each country are adhered to and that all third parties meet the minimum safety requirements of Haka Educational Tours. The suppliers of the services and facilities included in your tour should comply with local standards where they are provided.

Haka Educational Tours is not responsible for any damages, expenses, losses, or claims which are attributable to the fault of a tour guest, or as a result of an unforeseeable or unavoidable act.

If you purchase any optional activities that are not part of your tour inclusions, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have a complaint about or problem with the optional activity purchased, then your claim should be directly with the provider.

If you are joining the tour locally (i.e. you have made your own flight or other transport arrangements to reach the agreed starting point of the tour) our responsibility does not commence until the appointed time and place, and we shall not be responsible for any additional expenses incurred by you to reach the agreed starting point of the tour. Nor will we refund the cost of any unused portion of your travel arrangements due to a delay in your arrival.

We may operate trips in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you normally expect. The suppliers of the services and facilities included in your tour should comply with local standards where they are provided. Your booking is accepted on the understanding that you realise the hazards involved in this kind of tour, including injury, disease, loss or damage to property, inconvenience and discomfort.

We will consider special requests such as dietary requirements or specific rooming arrangements when you book.  We will inform you whether there is a charge for the request. We can only guarantee requests which are explicitly confirmed in writing. It is your responsibility to advise us of any special requirements. All flight requests (including but not limited to seat and meal requests) are at the discretion of the airline, and are therefore beyond our control. We will duly notify the airline(s) of all requests in good faith, but these can never be totally guaranteed by us.

We ask that the group leader or responsible traveller signs this document and is therefore responsible and authorised to make the booking on behalf of all group members. He or she must be over 18 years of age. The group leader is responsible for all tour payments and agrees to provide accurate information to all travellers relating to the tour package. Any amendments to these booking terms and conditions must be in written agreement with Haka Educational Tours. The group leader that completes and signs this document is solely responsible for all group members and everyone agrees to these booking terms and conditions.

I have fully read these booking terms and conditions and accept and agree to all conditions listed