Conference Travel Club (‘CTC’) ABN 71 581 259 373 are referred to in this document as "CTC”, "we" "our" or "us".
Confidential Information includes confidential information about the business, structure, programs, processes, methods, operating procedures, activities, products and services, trade secrets, know how, financial, accounting, marketing and technical information, customer and supplier lists (including prospective customer and supplier information), ideas, concepts, know-how, Intellectual Property, technology, and other information whether or not such information is reduced to a tangible form or marked in writing as confidential.
Costs Sheet means the booking form signed, or to be signed, by you for the purchase of Travel Services.
Deposit means any payment or part payment in advance.
Final Payment Date means the final payment date as set out in the Costs Sheet.
GST means GST as defined in the A New Tax System (Goods and Services Tax) Act 1999 (Cth) as amended from time to time.
Intellectual Property includes any and all intellectual and industrial property rights throughout the world, whether subsisting now or in the future and includes all copyright and analogous rights, all rights in relation to inventions (including patent rights), registered and unregistered trademarks, designs (whether or not registered or registrable), circuit layouts, trade names, trade secrets, business names, company names or internet domain names.
Parties means you and us.
Payment Plan means the payment plan that you and we agree to regarding your purchase of Travel Services set out in the Costs Sheet.
Services means arranging Travel Services for you in accordance with the Costs Sheet.
Service Provider means any third party provider who supplies Third Party Products and Third Party Services to you in the form of Travel Services through our Site.
Site means the internet site available at http://www.conferencetravelclub.com.au/operated by us.
Third Party Products means those products which we advertise on our Site for purchase by you from a Service Provider as part of Travel Services.
Third Party Services means those services which we advertise on our Site for purchase by you from a Service Provider as part of Travel Services.
Travel Services means any general travel services or business travel packages (comprising of a combination of Third Party Products and Third Party Services) advertised on our Site from time to time for purchase by you from a Service Provider.
You, your means the client described in the Costs Sheet.
By booking a trip with CTC, you are deemed to have had opportunity to review these terms and conditions and agree to be bound by them. These terms and conditions constitute the entire agreement between you and CTC, superseding any prior agreement, understanding or arrangement between the Parties and your booking will be accepted by us on this basis.
These Terms are not intended to create a relationship between the Parties of partnership, joint venture, or employer-employee. You must purchase the Travel Services, Third Party Products and/or Third Party Services with the Service Providers in accordance with the Costs Sheet and the instructions on our Site. This may include entering into the Service Provider’s own terms and conditions. You will be notified of our acceptance of your booking by a confirmation invoice. An agreement will exist between us from the date we issue the confirmation invoice or if you book within 7 days of departure, the contract will exist when we accept your payment in full.
These Terms are personal to the Parties. A Party must not assign or deal with the whole or any part of its rights or obligations under these Terms without the prior written consent of the other Party.
CTC acts as an agent for, and sells various Services on behalf of numerous transport, accommodation, tour, meal and other service providers (collectively referred to as ‘Service Providers’). Any Services we provide to you are collateral to that relationship. CTC’s obligation to you is to (and you expressly authorise us to) make bookings on your behalf for Services and to arrange relevant contracts between you and the Service Providers. We agree to perform the Services with due care and skill. We will exercise due care and skill in selecting Service Providers but accept no liability for their acts or omissions. We are not responsible for the products or services provided by Service Providers.
Service Providers who are not an employee or our direct contractor will be your responsibility. By purchasing Travel Services through our Site, you agree to enter into a contract direct with the Service Provider and to be bound by any additional terms and conditions that it imposes.
We are not liable for Service Providers, including without limitation:
All bookings made on your behalf are subject to CTC and Service Provider terms and conditions. We can provide you with copies of the relevant Service Provider terms and conditions on request. If a Service Provider rejects a booking made by you through our Site (due to unavailability of any Travel Package, Third Party Products or Third Party Services) we will use our best endeavours to provide you with a viable alternative. If we cannot find a viable alternative, we will refund you any amounts paid.
Our services come with a guarantee that:
If we fail to meet any of these guarantees, you have rights under Australian Consumer Law.
The Main Tour will provide CPD in the following mandatory fields:
NOTE If this particular educational activity is relevant to your immediate or long term needs in relation to your professional development and practice of the law, then you should claim one “unit” for each hour of attendance, refreshment breaks not included. Compliance with CPD is administered in accordance with the Legal Profession Uniform Continuing Professional Development (Solicitors) Rules 2015.
If you would like to present at conferences, form part of a discussion group or one of 3-4 panel member forum (1.5 hours), please provide your CV or LinkedIn Profile to firstname.lastname@example.org with your proposed topics. A 1-hour conference presenter will receive a reduction in tour costs of $250. A panel member will receive a reduction in tour costs of $100.
To book: You must complete an online booking form, choose your selected trip(s), pay the required deposit(s) and any other payments set out in our Costs Sheet at the time of your booking.
Your acceptance of terms and conditions: When booking online, you will be asked to accept the terms and conditions which will indicate your acceptance of CTC terms and conditions and any terms and conditions issued by Service Providers. You must tick the online acceptance box to accept the terms.
Booking Acceptance: Final acceptance will be reliant upon a copy of your appropriate travel insurance (for the length of the trip) being provided to CTC.
Your undertaking: Using or purchasing our Services indicates that you have had sufficient opportunity to read these Terms and contact us if needed, that you have read, accepted and will comply with these Terms, that there are no legal restrictions preventing you from entering into the Terms and that you are 18 years or older, or have the consent of a legal guardian who is 18 years or older. You must not order or use the Services if you are under 18 years of age or do not have the consent of a legal guardian who is 18 years or older. If you do not agree to these Terms, you should not use or purchase our Services.
You agree to pay us the amounts set out on our Costs Sheet including a deposit for tours, registration fee and airfares, by the dates set out on our Costs Sheet, when booking online. All deposits are non-refundable (subject to your rights under the Australian Consumer Law). All amounts are stated in Australian dollars unless otherwise stated. You are required to pay for any additional products or services in relation to your travel that are not incorporated within your fixed price Travel Services.
In the event of late or non-payment of an instalment due under the Payment Plan, the Payment Plan may be varied in an attempt to ensure that full payment for the Third Party Products and Third Party Services are received by the Final Payment Date. If your payments fall behind the agreed schedule or full payment has not been received by the Final Payment Date, the final cost payable by you may be higher than that originally agreed, in order to meet revised costings from Service Providers.
Single Supplement is payable where one person is travelling alone by circumstance or choice.
Payments by Credit Card, Cheque or Electronic Funds (EFT) via PayPal.
You authorise us and our Service Providers to charge all fees incurred by you in relation to the services provided to the credit card designated by you. If you are paying by cheque and/or direct deposit through PayPal, you will need to make the payment at least 7 business days prior to the actual due date required to allow for processing time. You must notify CTC of your payment once it has been made.
GST and Tax Deductibility: GST is not currently payable for the Travel Services. If GST becomes payable, we reserve the right to charge this to you. CTC do not represent or warrant the tax deductibility of all or any part of the cost of any Services.
We may offer discounted travel services to returning customers at our discretion. Such an offer may include a discount of $1,500 on every tenth trip an individual books with us. Eligibility for an offer made by us requires you to submit details of previous trips to receive the discount.
Unless expressly stated in documents issued to you the following costs are not included in the price: domestic airfares within Australia, non-refundable flights, accommodation, passport fees, visa fees, travel insurance, vaccinations, excess baggage charges, optional sightseeing tours, camera fees, upgrades, telephone calls, laundry, postage, medical expenses, food and beverages, accommodation, transport costs (other than those specified in the itinerary), emergency evacuation and/or emergency search charges, and items of a personal nature.
**Photographs and illustrations in promotional material do not necessarily represent any Services actually provided.
All Services and prices for Services are subject to change and are subject to variable and seasonal pricing and current exchange rates, all of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions, availability and exchange rates. If the price of any Service increases due to cancellation or variation, exchange rate fluctuations, price increases, tax changes or any other reason you must pay any reasonable increase immediately upon notification by CTC. CTC will not be liable in any way, whatsoever, for any change in Services or price changes and you must indemnify CTC with respect to all price increases and changes.
In order for us to confirm your travel arrangements you must provide all requested details on the online booking form which will include, but not limited to: full name as per your passport, date of birth, nationality, passport number, passport issue and expiry date, professional speciality, email, mobile, phone number and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Failure to provide requested data may result in additional charges or non-refundable cancellation of your trip.
Each amendment to your details, after booking, will incur an administration fee of $50 AUD.
While we endeavor to operate all trips as described, we reserve the right to change or cancel the trip itinerary. The itinerary provided for each trip is representative of the type of activities contemplated, and it is understood that the route, schedule, itineraries, amenities and modes of transport may be subject to alteration without prior notice due to local circumstances or events.
Before Departure: CTC reserves the right to cancel the Main Tour and/or Pre or Post Tours prior to departure, including but not limited to: little or lack of demand, tours considered to be too hazardous or dangerous or due to any other adverse or threatening condition, whether political, military, terrorist or otherwise.
After Departure: We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control or for any other reason. In such situations the additional cost of any necessary itinerary alteration will be covered by you and you have no right to a refund in tour price (in whole or in part) or any other compensation for any loss or damage or other additional expenses. Please note that CTC is not responsible for any incidental expenses that may be incurred as a result of the change of itinerary, including but not limited to costs related to visas, vaccinations, accommodation, food and beverages or non – refundable flights.
If you cancel or change some or all portions of your booking, cancellation fees will apply as per our Costs Sheet, subject to your rights under the Australian Consumer Law. Any cancellation and changes must be in writing and the notification date is the date that written notification is received by CTC.
If you leave a trip for any reason after it has commenced CTC is not obliged to make any refunds for unused services. If you fail to join a tour, join it after departure, or leave it prior to completion, no refund will be made. The above cancellation fees are in addition to any fees which may be levied by accommodation providers, travel agents, transport tour operators, third parties or Service providers.
Cancelled bookings may also incur Service Provider fees, which can be up to 100% of the cost of the Services, regardless of whether supply of Services has commenced. Service Provider fees may also apply where a booking is changed and/or when tickets or documents are re-issued. Where we incur any liability for a Service Provider cancellation fee for any booking change or cancellation, you agree to indemnify CTC for the amount of that fee. Where you seek a refund for a cancelled booking for which payment has been made to the Service Provider, we will not provide a refund to you until we receive the funds from that Service Provider.
Changes or cancellations fees for flights will depend on the individual fare purchased as to the actual penalties that will apply. A flight cancellation fee is subject to airline policies, any fees imposed by airlines and third parties and a minimum CTC administrative fee of $100. If ticketing is arranged through a third party, a cancellation processing fee of $50 (up to 12 June 2018) or $180 from 13 June 2018 to date of departure. These charges will be applied in addition to the airline charges. If the ticket is purchased by credit card the airline will process the applicable refund to the nominated credit card for which payment was made. In the event that a third party has issued the airline ticket, the travel agent will be charged and then deduct the charge from the nominated credit card.
If a flight is changed after the ticket has been issued there will be a fee passed on by the travel agent for reissuance in addition to the fee the airline charges for the change.
You will co-operate with us and provide us with information and comply with requirements in a timely manner, as requested by us from time to time that are reasonably necessary to enable us to provide the Services.
CTC tours are supported by CTC representatives (“CTC Rep(s)”) and the decision of CTC Rep(s) is final on all matters likely to affect the safety or wellbeing of any traveller or staff member participating in the trip. If you fail to comply with the decision made by a CTC Rep(s), or interfere with the wellbeing or mobility of the group, the CTC Rep(s) may direct you to leave the trip immediately, with no right of refund. We may also elect not to accept your booking on any future trips. You must at all times comply with the laws, customs, foreign exchange and drug regulations in all countries visited.
You acknowledge that travel overseas involves a degree of personal risk. You will be visiting places where possibly the political, cultural and geographical attributes present greater dangers than those present in our daily lives. It is your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that you have made an independent assessment of the risk involved in visiting the specific location(s) on the trip and the activities on the itinerary and assume any risks.
Airline taxes are subject to change and are confirmed at the time your airline ticket is issued. There may also be a local tax charged at some airports, which are payable by You.
We recommend that you contact the Department of Foreign Affairs and Trade or visit their website at www.smartraveller.gov.au for travel advice including safety alert levels relating to your destination(s). You can register your travel plans with DFAT, so that you may be contacted in an emergency.
You must ensure that you are aware of any health requirements and recommended precautions relevant to the Services being booked by you. Vaccination documentation is your responsibility and must be arranged and paid for by you, where appropriate. You need to consider the itinerary and determine if you are sufficiently fit and well to travel and to undertake the activities of the tour
You are responsible for arranging your passport, visa and health requirements including vaccinations.
The name on the airline ticket must be identical to your passport and you are responsible for ensuring that this is the case at the time that you make a booking through us.
You must have a valid passport for international travel with at least 6 months validity from the date of return. It is your responsibility to ensure that you have valid passports, visas and re-entry permits which meet the requirements of immigration and other government authorities. Any fines, penalties, payments or expenditure incurred as a result of your travel documents being inadequate will be your sole responsibility. CTC is not responsible if you are refused entry into a country because you lack the correct passport, visa or other travel documentation.
You undertake to ensure that your Passport is intact. Please check that the photo page of your Passport is not frayed or lifting as you may also be turned away at check-in. A machine readable passport may be required. You should contact the relevant foreign embassy for clarification.
The name on the airline ticket must be identical to your passport and you are responsible for ensuring that this is the case at the time that you make a booking through us.
If you are an Australian passport holder, numerous visas may be required.
Persons holding other than an Australian passport will require a re-entry visa to Australia. Correct travel documentation, including visas, permits and certificates for the countries visited, is solely your responsibility.
CTC strongly recommends You take out travel insurance at the time of paying your deposit as your policy may cover deposit and cancellation fees due to unforeseen circumstances. It is your responsibility to ensure the insurance is appropriate for your needs, including covering; personal accident, death, medical expenses, emergency repatriation with a minimum coverage of US $200,000 for each of the categories of cover. CTC also strongly recommends your policy covers cancellation, curtailment, personal liability and loss of luggage and personal effects. You must provide CTC with proof of your travel insurance on or before 42 days prior to departure, to secure your booking. CTC may cancel your booking without a refund provided if you fail to do so on or before 42 days prior to departure.
Please clearly label all luggage. Your luggage travels at your risk at all times. You are responsible for excess luggage fees and any loss of luggage, including costs associated with loss of luggage and replacement of goods. We accept no liability for loss or damage to your luggage.
CTC will make reasonable endeavours but cannot guarantee hotels will have available your choice of double/single/other beds. The standard of hotel rooms may vary. Room types will be allocated in the order in which registrations are received. Triple rooms are usually twin or double bedded rooms with the addition of "rollaway" or sofa type beds.
Carrier(s): The services of any airline may be used.
No Contract: Airlines do not, by virtue of any endorsement in CTC promotional material, represent themselves as either contracting with any person, or as having any legal relationship with any person.
Indemnity: The Carriers’ involvement in providing any service is as a carrier only, and are not responsible for any statements or literature relating to any other service arranged by CTC.
Frequent Flyer & Loyalty programs: CTC do not warrant that airline tickets will qualify for any such programs. If you have a Frequent Flyer membership number this can be provided on the online booking form.
When booking you must provide details of any special requirements you may have for your travel arrangements such as special meal and seating requests, room type or disabled access or health problems that may impact on your ability to participate in activities. We cannot guarantee that Service Providers will satisfy your requirements.
Travel documents include airline tickets, hotel vouchers, tour vouchers or any other documents used to confirm an arrangement with a Service Provider. Travel documents may be subject to conditions including that they are non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. It is your responsibility to carefully review your travel documentation upon receipt to ensure that all details are correct. You must advise us immediately if there are any errors in names, dates or other relevant details.
Provision of travel documents and correspondence will be via email, where possible, otherwise documents will be sent to your nominated postal address, with postage costs to be paid by you.
Funds received by CTC from you will be paid to domestic and international suppliers and Service Providers for services in relation to your booking. CTC may hold any such money in any account as we see fit, including with our own and/or other customer monies.
You consent to CTC using images or video of you taken during the trip for advertising and promotional purposes in any medium we choose. You consent to the use of your name and Intellectual Property in relation to the Services in a way which may identify you. You grant us a perpetual, royalty free, worldwide, irrevocable licence to use such images and video for publicity and promotional purposes.
The work and materials that we provide to you in providing the Services contains material which is owned by or licensed to us and is protected by Australian and international laws (Materials). We or third party licensors own the copyright which subsists in all creative and literary works incorporated into our Materials. You agree that, as between you and us, we own and nothing in these Terms constitutes a transfer of Intellectual Property ownership or other rights in our Materials, except as stated in these Terms or with our written permission.
Your use of our Materials does not grant you a licence, or act as a right of use of any of the Intellectual Property in the Materials, whether registered or unregistered, except as stated in these Terms or with our written permission. You must not breach copyright or other Intellectual Property rights by, including but not limited to:
(a) altering or modifying any of the Materials;
(b) creating derivative works from the Materials; or
(c) using our Materials for commercial purposes such as on-sale to third parties
We, including our employees and contractors, agree not to disclose your Confidential Information to any third party (other than, where necessary, Service Providers) to use all reasonable endeavours to protect Confidential Information from any unauthorised disclosure; only to use the Confidential Information for the purpose for which it was disclosed by you and not for any other purpose.
You, including your employees and contractors, agree not to disclose our Confidential Information to any third party; to use all reasonable endeavours to protect Confidential Information from any unauthorised disclosure; and only to use the Confidential Information for the purpose for which it was disclosed or provided by us to you, and not for any other purpose.
These obligations do not apply to Confidential Information that:
To the extent permitted by law, neither CTC nor any of its partners, licensees, guides, agents, officers, employees or other representatives accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expenses or inconvenience caused directly or indirectly by the acts, omissions or default, whether negligent or otherwise, of any third party providers and/or Service Providers, or any other event which is beyond our reasonable control (force majeure).
CTC’s liability will also be limited to the extent that any relevant international conventions, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, limit the amount of compensation which can be claimed for death, injury, or delay to passengers and loss, damage and delay to luggage. Under circumstances where our liability cannot be excluded and where liability may be lawfully limited, such liability is limited to the remedies required of CTC under applicable law (including the Australian Consumer Law).
Our total liability to you for all damages in connection with the Services will not exceed the price paid by you under these Terms for the 12 month period prior to the act which gave rise to the liability, or one hundred dollars (AUD$100) if no such payments have been made. This liability clause is subject to your Statutory Rights under the Australian Consumer Law and nothing in these terms and conditions is intended to limit any rights you may have under the Competition and Consumer Act 2010 (Cth).
(Warranties) Except for your Statutory Rights, we exclude all express and implied warranties representations and guarantees and all material and work is provided to you without warranties, representations and guarantees of any kind. This includes but is not limited to the quality or content of presentations or presenters.
(Force Majeure) For the purpose of these Terms, ‘force majeure’ includes but is not limited to: Service Provider insolvency, fire, strikes, flood, drought, industrial or government disputes or action, breakdowns, interruption in transport, disease, war, terrorism or threats of terrorism or any other cause whatsoever beyond our reasonable control, or any reasonable apprehension of any of these causes. CTC will be under no liability whatsoever to you and may by written notice to you, either cancel the tour or take other action.
(Delay) Where the provision of Services depends on your information or response, we have no liability for a failure to perform the Services in the period set out in the Proposal, where it is affected by your delay in response or supply of incomplete or incorrect information.
(Availability) To the extent permitted by law, we exclude liability for:
(Voluntary Assumption of Risk) You have made an independent assessment of the risk involved in visiting the specific location(s) on the trip and of participating in any recreational activities on the itinerary and you understand and agree to assume any risks including for recreational activities that you choose to participate in. You participate in all recreational activities, and use sporting and other equipment at your own risk and you will indemnify CTC and keep CTC indemnified with respect to any direct, indirect or consequential loss or damage to person or property arising from your participation in adventure and other activities. CTC reserves the right to restrict Your participation in certain dangerous activities.
(Additional activities) Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance provided by CTC Rep(s) or local representative in arranging optional activities does not render them liable for such activities, in any way. The contract for the provision of the activity will be between you and the optional activity provider.
This clause will survive the termination of these Terms.
You are liable for and agree to indemnify, defend and hold us harmless for and against any and all claims, liabilities, suits, actions and expenses, including costs of litigation and reasonable legal costs, resulting directly or indirectly from:
You agree to co-operate with us (at your own expense) in the handling of disputes, complaints, investigations or litigation that arise as a result of your use of our Services including but not limited to disputes, complaints, investigations or litigation that arises out of or relates to incorrect information you have given us.
The obligations under this clause will survive termination of these Terms.
You acknowledge that we are able to send electronic mail to you and receive electronic mail from you. You release us from any claim you may have as a result of any unauthorised copying, recording, reading or interference with that document or information after transmission, for any delay or non-delivery of any document or information and for any damage caused to your system or any files by a transfer.
Any notice required or permitted to be given by either Party to the other under these Terms will be in writing addressed to you at the address in your Account or provided by you at the time you order our Services. Our address is set out at the end of these Terms. Any notice may be sent by standard post or email, and notice will be deemed to have been served on the expiry of 48 hours in the case of post, or at the time of transmission in the case of transmission
When experiencing a Service, if at any time you have a cause for providing feedback in regard to the Service provided, please inform a CTC representative immediately in person, so they can attempt to rectify the matter instantly. If satisfaction is not reached through this feedback process, then any further complaint should be put in writing to CTC within 30 days of the end of the tour to Lynne Mathias or Louise Mathias at Conference Travel Club at:
The matter will be investigated and addressed as per the Feedback Handling Policy on our website. However, it is often too late for action to be taken on your return home.
You will inform us if you have reasonable concerns relating to the provision of Services under our Terms, with the aim that you and we will use all reasonable efforts to resolve the concerns.
If there is a dispute between the Parties in relation to these Terms, the Parties agree to the following dispute resolution procedure:
The complainant must tell the respondent in writing, the nature of the dispute, what outcome the complainant wants and what action the complainant thinks will settle the dispute. The Parties agree to meet in good faith to seek to resolve the dispute by agreement between them (Initial Meeting).
If the Parties cannot agree how to resolve the dispute at the Initial Meeting, any Party may refer the matter to a mediator. If the parties cannot agree on who the mediator should be, the complainant will ask the Law Society of New South Wales to appoint a mediator. The mediator will decide the time and place for mediation. The Parties must attend the mediation in good faith, to seek to resolve the dispute.
Any attempts made by the Parties to resolve a dispute pursuant to this clause are without prejudice to other rights or entitlements of the Parties under these Terms, by law or in equity.
If any dispute arises between you and CTC, the laws of New South Wales and Australia will apply. You irrevocably and unconditionally submit to the exclusive jurisdiction of the courts of New South Wales, and waive any right that you may have to object to an action being brought in those courts.
If any provision of these Terms is held by any competent authority to be invalid or unenforceable in whole or in part, then it will be interpreted as narrowly as necessary to allow it to be enforceable or valid. If a provision (or part of it) of these Terms cannot be interpreted as narrowly as necessary to allow it to be enforceable or valid, then the provision (or part of it) must be severed from these Terms and the remaining provisions and the validity of the other provisions of these Terms and the remainder of the provisions in question shall not be affected thereby.
By booking a Service you acknowledge that:
You are 18 years of age or older or that you have the consent of a legal guardian who is 18 years or older and that you understand and agree with the above terms and conditions;
You have had sufficient opportunity to read these Terms and contact us if needed, that you have read, accepted and will comply with these Terms; and
There are no legal restrictions preventing you from entering into the Terms.
Last Update: 2 November 2017