Booking Terms and Conditions

The information contained on this website and in any associated Harvest WYD Tours brochures in respect of prices, itineraries, duration, and standard of services etc may have changed since release. Please ask your Harvest WYD Tours consultant to identify any changes which may affect your proposed pilgrimage before booking. Please carefully read the following conditions before you complete the Pilgrim's Booking Form as these are the basis for acceptance of all bookings.

2. TRAVEL INSURANCE (Strongly recommended for all pilgrims)

The vast majority of travel arrangements go according to plan but the unexpected can occur. Harvest WYD Tours recommends travel insurance that safeguards against: loss of deposits through cancellation charges; baggage loss; medical expenses; theft and other contingencies. Harvest WYD Tours offers a special WYD 2011 Travel Insurance coverage with one of the original and most respected travel insurers: Cover-More Travel Insurance (Underwriter - Great Lakes Reinsurance (UK) PLC) - see Travel Insurance link for premiums. Harvest WYD Tours makes no representations or guarantees concerning reimbursements of funds paid by you under any insurance claim. You agree not to hold Harvest WYD Tours responsible for any decision made by insurers, and/or by any suppliers, or requirements of any foreign country, government authority or overseas laws and policies.

3. NEW BOOKINGS

These should be received online at the earliest possible time to secure your place on the pilgrimage of your choice:

* One online booking form to be completed per person from this website (www.wydtours.com.au)

* A non-refundable deposit of AUD$500/NZD$600 per person per pilgrimage is to be paid immediately by one of the payment options outlined in the booking process

4. GROUP PROCESSING OFFICES (GPO) / ELIGIBILITY SCREENING

All registrations will be provisionally confirmed by Harvest WYD Tours and passed over to the designated Group Processing Office (GPO) for final approval and acceptance. Your group’s GPO will forward certain assessment and/or Diocesan forms which must be completed and returned to them within 15 days. The GPO reserves the right to deny passage to any registrant they deem unsuitable or not in keeping with the eligibility criteria of their programme. Only in such legitimate instances will Harvest WYD Tours consider a full refund of the deposit payment and subject to notice being received within 30 days of the original reservation date (but no later than 15 April 2011).

GPO’s are established to foster, process and supervise the ordered formation of registration for a group in a set regional vicinity, diocese or movement. They in no way act in the capacity of agent or offer professional travel advice or are recipients of registration deposits. Any registrations and deposits received must be immediately passed on to Harvest WYD Tours for the banking of funds, issue of receipts and to commence the confirmation process directly with the registrant.

5. ADDITIONAL TRAVEL ARRANGEMENTS

Harvest WYD Tours can arrange additional flights, tours, accommodation, car hire, etc for authorised participants wishing to extend their pilgrimage. Harvest WYD Tours consultants can arrange your complete itinerary and advise additional cost estimates as required.

Passengers booking to depart earlier than the published departure date, or changing their return date or departure city, will incur a non-refundable surcharge of AUD$100/NZD$130 per person plus any possible variations in airfare costs due to change of seasonality. In such instances, airfares are to be arranged through Harvest WYD Tours and not independently through alternative channels.

6. ALTERATIONS TO BOOKINGS

1. Up to 120 days prior to departure: AUD$50.00/NZD$65.00 per person per change plus any additional charges imposed by Harvest WYD Tours’ suppliers or airlines.

2. From 119 days to 60 days prior to departure: AUD$100.00/NZD$130.00 per person per change plus any additional charges imposed by Harvest WYD Tours’ suppliers or airlines.

3. Within 60 days of departure: AUD$200/NZD$250 per person per change plus any additional charges imposed by local suppliers or ancillary airlines.

7. LATE BOOKINGS

A non-refundable surcharge of AUD$100.00/NZD$130.00 per person will apply for any bookings made within 60 days of departure.

8. PAYMENTS

1. Deposit: To be paid at the time of booking.

2. Additional Travel Arrangements: A nominated deposit will be payable within 7 days of confirmation unless otherwise stated.

3. Final Payment: To be paid prior to 15 April 2011.

9. CANCELLATION BY PILGRIM

Cancellation Fees will apply for bookings cancelled:

1. From receipt of deposit up to 15 April 2011: Loss of full deposit paid.

2. From 16 April to 31 May 2011: 25% of pilgrimage cost

3. From 01 June to 30 June 2011: 50% of pilgrimage cost

4. From 01 July to 31 July 2011: 75% of pilgrimage cost

5. From 01 August 2011 onward: 100% of pilgrimage cost

6. Post departure unutilised bookings: 100% of pilgrimage cost

Cancellation charges for any additional travel arrangements or services cancelled prior to departure would be anticipated according to the terms and conditions pertaining to the operator or airline used and will be available at time of booking. Cancellations after departure and unused vouchers have no refundable value.

10. ERRORS / OVERSIGHT

We reserve the right to correct any error in rate quoted or calculated for any service notwithstanding that the invoice may have been paid in full. Client/s accept that Harvest WYD Tours staff/Management/Ticket Issue Centres could make an oversight affecting travel arrangements. Client/s agrees and understands that Harvest WYD Tours’ obligation is to amend such error or oversight by prompt action/correction (if possible) or refund based on actual cost of itinerary services/sectors affected. Client/s understands and agrees to such limitation of claim.

11. BROCHURE CONTENT

Images and scenes shown are representative of those featured in the pilgrimages but are not necessarily supplied or visited. Maps are not necessarily to scale. Accommodation houses are selected, subject to availability, from grading suggested by local authorities or our representatives with due consideration to the particular needs of our pilgrims. Every effort has been made to ensure that this website and ancillary brochures are accurate at the time of printing but, subject to any statutory liability which may not be excluded by law. The operator is not liable for any error, omission or inaccuracy in the brochures or website whether occurring at or after the time of publishing in regard to price or any other detail or booking condition.

12. ACCOMMODATION DURING WYD WEEK / DAYS IN THE DIOCESE

During the World Youth Day week, ‘simple’ accommodation may be chosen by some groups. This will be provided by the WYD11 Office in Spain under the leadership of the Archdiocese of Madrid. A sleeping bag is necessary and conditions are basic, yet suitable for the style of event. Harvest WYD Tours cannot be liable for any dissatisfaction in this regard.

Similarly, the Days in the Diocese accommodation, meals and transport are hosted by the local Spanish diocese and are not the responsibility of Harvest WYD Tours, who cannot be made liable for any dissatisfaction in this regard.

13. TRANSPORTATION DURING WYD WEEK

During the World Youth Day week, transportation throughout Madrid and between accommodation venues and places of catechesis is provided by the WYD11 Office in Spain. Some places of catechesis may be accessible by foot. Transportation pass and timetable information will be made available upon arrival. Harvest WYD Tours cannot be responsible for any dissatisfaction relating to transport during the WYD period being strictly controlled by the Urban and WYD authorities in Madrid.

14. SELLING PRICES

Prices are based on costs (including airfare and land costs), charges, tariffs, rates, taxes, levies and exchange rates calculated on the basic pilgrimage departure and are not inclusive of fees, costs, charges and levies for additional non-group flight arrangements and stopovers. All costs are subject to alteration at any time by governments, their agencies, principals and/or currency fluctuations. Harvest WYD Tours reserves the right to surcharge the price of a pilgrimage due to such increases and those beyond its reasonable control.

Airline taxes, levies and fees remain subject to change up until 30 days prior to departure, although Harvest WYD Tours will endeavour to update any adjustment prior to the official deadline for final payment.

15. ABOUT COSTS

Included in the selling price of each pilgrimage are charges to cover the cost of research, reservations from agents in Australia and from our overseas destinations, postage, facsimile, telephone, bank charges, currency transfers, documents, brochure production, printing, distribution, advertising, registration services with WYD Madrid etc. Cost breakup is not supplied. Deposit payment signifies your acceptance of these usual commercial costs and fees paid to our overseas associates.

Pilgrimages costs will be advised based on the following timelines:

* Phase 1 – INDICATIVE COSTS (up to 15 November 2010): prices are approximate and will be subject to change upon the release of official prices.

* Phase 2 – OFFICIAL COSTS (from 16 November 2010): prices are reviewed based on actual 2011 airfares and land prices

* Phase 3 – FINAL COSTS REVIEW (advised on or prior to 31 March 2011): prices are finalised based on the actual group size and final review of airline taxes, fees and fuel levies.

16. ALTERATION TO PRODUCT OR SERVICES

If circumstances beyond Harvest WYD Tours’ reasonable control require that inclusions be altered, product of similar value will be supplied. In the unlikely event of cancellation by Harvest WYD Tours, pilgrims are offered a change of arrangements, alternative tour or a full and immediate refund without further Harvest WYD Tours liability. Harvest WYD Tours is not responsible for disruption to any travel arrangements not booked by Harvest WYD Tours.

17. AIRLINES

The scheduled flights used for all group departures are subject to the usual conditions of the carrying airline and relevant to international law. We therefore accept no responsibility for alterations to air schedules or scheduling. As air fare increases can be applied without notice we reserve the right to apply the same at any time prior to final ticketing. Airlines endorsing this and ancillary brochures do not represent themselves either as contracting with any purchaser of a Harvest WYD Tours Pilgrimage or as having any other legal responsibility with such purchaser. Final notification of airline choice for each group is expected to be known by November 2010.

18. HEALTH

Any medical condition, disability or mobility difficulty you might have that may affect the functioning of the group must be advised on the Booking Form. Any pilgrim with a pre-existing medical condition or illness must declare the nature of such condition at the time of booking and make arrangements for the provision of any medicine or other cause of treatment that may be required during the tour. Any relevant health conditions not adequately disclosed may result in your immediate and direct return to your point of departure at your expense and without availability of refund. This clause is necessary to assure the health and safety of all group members and in particular those with whom you may be sharing a room. We recommend you consult your doctor in respect of your intended travel as this may also have some bearing on your application for travel insurance. Furthermore your doctor or the relevant Government Health authorities could advise further on any vaccination requirements as may be relevant. Certain passengers with a serious or ongoing medical condition or mobility constraint (subject to approval) must either bring an accompanying companion or carer and must remain subject to approval by the Group Processing Office in charge.

19. PASSPORT - VISA

Each pilgrim is personally responsible for ensuring she/he possesses valid travel documentation. New passport applications must be personally applied for and collected. Existing passports must not expire for at least 6 calendar months after the intended date of return to Australia/NZ. Non-Australian/New Zealand passport holders must possess a valid Re-entry Certificate.

If you are travelling on a passport issued by a country other than Australia/NZ, you will need to be aware that visa requirements may differ from those for Australian/New Zealand passport holders. Your Harvest WYD Tours consultant will be pleased to advise you of these requirements, although this remains the ultimate responsibility of the passenger. Cancellation of a pilgrimage due to incomplete travel documentation will incur standard cancellation fees.

20. CODE OF BEHAVIOUR

Harvest WYD Tours reserves the right to remove a pilgrim from a group tour should, after consultation with the group’s designated leadership; it is viewed to be in the best interests of the entire group. Details of an expected code of behaviour will be made available to all participants prior to departure to avoid any uncertainty in this regard. Such cases may involve the participant’s direct return travel to their point of departure, without refund of unused services.

Any damages caused by group misbehaviour or negligence remain the responsibility of the pilgrim and not Harvest WYD Tours.

21. RESPONSIBILITIES

Harvest WYD Tours agrees to make reservations with the principal offering the services described in this and ancillary brochures. Harvest WYD Tours does not accept any responsibility for default causing loss or injury to persons whether by negligence or otherwise on the part of the principal providing any facilities for any person taking advantage of the services described in this brochure. Harvest WYD Tours is not liable for any loss suffered by any person or any additional expense caused or occasioned by delay, change of aircraft service, property damage, alteration to any other travel service, illness, injury, strike, civil disturbance, terrorism, quarantine, flood or other disturbances of whatsoever nature interfering with, altering, or adding to the cost of the service requested or booked. Harvest WYD Tours is not liable for any dissatisfaction the client may have with the properties contracted. The above exclusions of liability are subject to any statutory liability which unresolved may not be excluded by law. Unresolved difficulties must be conveyed to Harvest WYD Tours in writing with any supporting documents within 30 days of return to Australia / NZ.

22. DOCUMENTATION

It is the Client’s responsibility to carefully check all itineraries, air tickets and vouchers immediately upon receipt (particularly in regard to spelling of names and travel dates), and advise Harvest WYD Tours of any discrepancies.

23. CURRENCY

Any costs listed on Harvest WYD Tours’ website or brochures are either in local currency for Australia (AUD) and/or New Zealand (NZD).

24. PRIVACY STATEMENT

Harvest WYD Tours may collect personal information about you from third parties (including your medical practitioner) as reasonably required in planning and booking tours and for any purpose relating to your tour. You may seek access to any personal information which Harvest WYD Tours may hold about you in accordance with provisions of the Privacy Act 1988 (CL).

25. CONSUMER PROTECTION

Harvest WYD Tours is a division of Harvest Australia Pty Limited ACN 056 849 426, Travel Agent Licence 2TA003632, is a member of the Travel Compensation Fund and keeps all client monies in a separate bank account.

26. NEW SOUTH WALES LAW

The Terms and Conditions published herein are governed by the laws of New South Wales, Australia.