VOYAGES INDIGENOUS TOURISM AUSTRALIA
TRADE BOOKING TERMS AND CONDITIONS
Effective for bookings requested on or after 23 August 2023
1. OVERVIEW
1.1 These Terms and Conditions apply to FIT and Group Bookings Requests for Voyages Products at Ayers Rock Resort, made pursuant to a separate booking contract between you and Voyages are supplemental to the terms of the Booking Contract.
1.2 These Terms and Conditions are effective as at the date specified above and may be amended or supplemented by Voyages at its discretion from time to time. The Terms and Conditions applicable to your Booking Request are those that are current at the time a booking is made.
1.3 Promotional deals, packages and special events offered or arranged by Voyages may be subject to special terms and conditions (Special Conditions). These Special Conditions will be made available to you at the time you make your booking. To the extent of any inconsistency between Special Conditions and these Terms and Conditions, the Special Conditions will prevail to the extent of the inconsistency in relation to the specific deal, package or event.
1.4 "Us, we, our, Voyages" all mean Voyages Indigenous Tourism Australia Pty Ltd (ACN 146 782 591). "You, your" means the Client / Trade Partner party under the Booking Contract who is making a booking.
1.5 "Voyages Tour Products" mean Sounds of Silence, Tali Wiru, Outback Sky Journeys, A Night at Field of Light, Field of Light Star Pass, Field of Light Pass, Wintjiri Wiru Sunset Dinner, Wintjiri Wiru After Dark, Wintjiri Wiru Twilight, Sunrise Journeys, and Australian Native High Tea.
1.6 In these Terms and Conditions, capitalised words (not defined in these Terms and Conditions) have the same meaning given to them in the Booking Contract.
2. FIT Payment Policy
2.1 Arrival and Departure Details
Arrival and departure details must be supplied no later than 7 days prior to the check-in date (or supplied at time of Booking Request if inside 7 days of travel).
2.2 FIT Payment Policy
a) Agents without credit
Full prepayment for all accommodation, touring and pre-booked meals are required at 30 days prior to the check-in date. Full prepayment is required at the time of a Booking Request for bookings made inside of 30 days prior to the check-in date. Payment terms for Booking Request made via the Voyages' trade booking platform may vary.
b) Agents with credit
No deposit or prepayment is required.
2.3 FIT Cancellation Policy
a) This cancellation policy applies to FIT bookings for accommodation, meals and Voyages Tour Products.
b) Flexible Rate Bookings:
(i) If a cancellation notice is received by us more than 7 days prior to the check-in date or booked tour date: Nil cancellation fee applies.
(ii) If a cancellation notice is received by us 7 days or less prior to the check-in date or booked tour date: 100% of the total booking value applies.
c) Non-Refundable Accommodation Rate Bookings:
(i) Agents without credit: If you cancel or modify a non-refundable accommodation rate booking and your cancellation or modification notice is received by us at any time prior to the scheduled accommodation check-in date, no refund will be provided for the booking and we will retain 100% of the accommodation booking value held by us. No additional cancellation fee will be charged.
(ii) Agents with credit: If you cancel or modify a non-refundable accommodation rate booking and your cancellation or modification notice is received by us at any time prior to the scheduled check-in date, no refund will be provided for the accommodation booking and we will charge you 100% of the accommodation booking value which must be paid within 30 days after receipt of a tax invoice from us. No additional cancellation fee will be charged.
3. GROUP BOOKINGS - TOUR SERIES GROUP & AD HOC GROUP
3.1 Group bookings are Booking Request for 10 rooms or more and for groups accompanied by a tour leader. Three or more departures will be considered a group series. Group series will be considered a group regardless of the number of rooms and the relevant rates will apply.
3.2 All Ad Hoc Booking Requests must be made in writing to the Voyages Travel Centre ([email protected]).
3.3 All Group Series Booking Requests must be made in writing to the Voyages Sales department ([email protected]) or relevant Sales Account Manager.
4. GROUP PAYMENT POLICY
4.1 Agents without credit
A security deposit of 25% of the contracted rate per room per night and 25% of the total value of the touring is due within 14 days of receipt of confirmation of your booking. A Confirmed Booking may be cancelled by Voyages if the security deposit is not received within 14 days. The balance of all confirmed accommodation, pre-booked meals, transfers and day tours is due 45 days prior to the check-in date. Full prepayment is required at the time of a Booking Request for bookings within 45 days of the check-in date. Payment made be made via direct deposit or credit card.
4.2 Agents with credit
a) Groups up to 30 rooms: No deposit is required, however relevant cancellation fees apply.
b) Groups of 31 or more rooms: A 20% security deposit of the total booking value is required within 14 days of receipt of confirmation of your booking. Relevant cancellation fees apply.
5. GROUP CANCELLATION POLICY
5.1 This group cancellation policy applies to group bookings for accommodation, meals and Voyages Tour Products.
5.2 Group bookings cancellations or modifications must be made in writing and provided to the Voyages Travel Centre ([email protected]).
5.3 Group booking cancellation policy for 10 - 30 rooms
The cancellation fees as set out in the table in this section apply to a cancellation or modification of a group booking of 10 - 30 rooms. Cancellation fees are calculated by reference to the Confirmed Booking at the time of cancellation.
| 46 Day Release | ||
| DAYS PRIOR TO GROUP ARRIVAL | % OF CONFIRMED BOOKING CANCELLED | CANCELLATION FEES |
| 46 days or more | 0-100% of remaining room block | Nil |
| 45-31 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation (with the exception of 2 rooms) |
| 30-8 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation |
| 7-0 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation, pre-booked tours, transfer and day tours |
| 91 Day Release | ||
| DAYS PRIOR TO GROUP ARRIVAL | % OF CONFIRMED BOOKING CANCELLED | CANCELLATION FEES |
| 91 days or more | 0-100% of remaining room block | Nil |
| 90-31 | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation (with the exception of 2 rooms) |
| 30-8 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation |
| 7-0 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation, pre-booked tours, transfer and day tours |
5.4 Group booking cancellation policy for 31 or more rooms
The cancellation fees as set out in this table apply to a cancellation or modification of a group booking of 31 or more rooms. Cancellation fees are calculated by reference to the Confirmed Booking at the time of cancellation.
| 61 Day Release | ||
| DAYS PRIOR TO GROUP ARRIVAL | % OF CONFIRMED BOOKING CANCELLED | CANCELLATION FEES |
| 61 days or more | 0-100% of remaining room block | Nil |
| 60-46 days | 0-100% of remaining room block | 20% of cancellation charge of total room value applies |
| 45-31 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation (with the exception of 2 rooms) |
| 30-8 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation |
| 7-0 days | 0-100% of remaining room block | 100% of confirmed rate for all cancelled accommodation, pre-booked meals, transfer and day tours (excluding Wintjiri Wiru) |
| 91 Day Release | ||
| DAYS PRIOR TO GROUP ARRIVAL | % OF CONFIRMED BOOKING CANCELLED | CANCELLATION FEES |
| 91 days or more | 0-100% of remaining room block | Nil |
| 90-46 days | 0-100% of remaining room block | 20% cancellation charge of total room value applies |
| 45-31 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation (with the exception of 2 rooms) |
| 30-8 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation |
| 7-0 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled accommodation, pre-booked tours, transfer and day tours (excluding Wintjiri Wiru) |
5.5 Group booking cancellation policy for Wintjiri Wiru products
The cancellation fees as set out in the table in this section apply to a cancellation or modification of a group booking for Wintjiri Wiru products. Cancellation fees are calculated in reference to the Confirmed Booking at the time of cancellation.
| DAYS PRIOR TO GROUP ARRIVAL | % OF CONFIRMED BOOKING CANCELLED | CANCELLATION FEES |
| 46 days or more | 0-100% of remaining room block | Nil |
| 45-31 days | 0-100% of remaining seats held | 20% cancellation charge of total tour value applies |
| 30-0 days | 0-100% of remaining room block | 100% of the confirmed rate for all cancelled touring applies |
6. OTHER GROUP BOOKING CONDITIONS
6.1 Group Porterage Policy: Porterage charges (as stated below) apply to all group bookings regardless of property or room type booked (excluding dorm rooms)
2023/24: AU$8:00 per adult, round trip for groups
6.2 Room List Requirements: Final rooming list, meal and tour requirements are due 30 days prior to the check-in date.
6.3 Group bookings policy (FOC) policy
a) One FOC room and group pre-booked meals (excluding Voyages Touring) is provided for a bona-fide tour escort/group leader per every 10 paying rooms to a maximum of 2 FOC rooms for two bona-fide tour escort/group leaders (i.e. the 11th & 22nd rooms are FOC)
b) FOC accommodation is Run of House across Ayers Rock Resort and is subject to change at Voyages' discretion. If available, rooms will be allocated within the hotel where the group is staying. Otherwise, next best available accommodation will be allocated. Lodge rooms may be allocated if all hotel rooms are fully booked.
c) FOC rooms will automatically be applied to eligible group bookings unless otherwise advised in writing at time of booking.
6.4 Business events
a) When a group requires meeting room facilities or special event or special dining requirements, it may be considered a business events group and a separate Voyages Business Events contract terms and conditions will apply. All business events Group requests should be made to the Voyages Business Events department.
6.5 Exclusive use bookings
a) When a Booking Request is for more than 75% of an individual's total room inventory, the hotel must be booked in its entirety (i.e. on an exclusive use basis). When a hotel is booked on an exclusive use basis, separate terms and conditions will apply and will be provided at the time of the Booking Request.
b) When a Voyages' touring product is booked on an exclusive use basis, separate terms and conditions will apply and will be provided at the time of the Booking Request.
7. TOURS OPERATED BY THIRD PARTY OPERATORS
In addition to these Terms and Conditions, third party operator terms and conditions may apply to a booking made by the Voyages Travel Centre and are available on request.
8. CHILD POLICY
8.1 Child age specifications
(a) For accommodation: 15 years and under at the time of check-in;
(b) For buffet breakfast: 4 years and under at the time of check-in. Children 5-15 years receive reduced breakfast price. A maximum of one (1) child per full paying adult applies; and
(c) Field of Light: as per rate sheet provided by Voyages.
8.2 Child allowances
(a) For accommodation (other than Outback Hotel & Lodge): Children 15 years and under at time of check-in, stay free when using existing bedding at accommodation at Ayers Rock Resort other than Outback Hotel & Lodge. Extra person rate applies for additional rollaway beds. When only one adult is travelling with children, the sole use adult rate will apply to the booking.
(b) For Outback Hotel & Lodge accommodation: Children 15 years and under at time of check-in, stay free in existing bedding in Standard and Budget Rooms only at Outback Hotel & Lodge. Extra person charge applies for a rollaway bed in Standard Rooms. Rollaway beds are not applicable for Budget Rooms or Dormitory accommodation. The following restrictions apply to Dormitory accommodation:
(i) 20 bed dormitories and 4 bed dormitories only permitted to be occupied by persons aged at least 18 years old and over; and
(ii) 4 bed dormitories are permitted to be occupied by persons aged under 18 years only if accompanied by an adult (person aged 18 years old and over) providing all 4 beds in the four bed dormitory are reserved and occupied by persons under one booking.
(c) Meals
(i) Buffet breakfast: Children 4 years and under at time of check-in, who are accompanied by a full paying adult, may enjoy a full buffet breakfast at buffet breakfast restaurants. Children 5-15 years receive reduced breakfast price. A maximum of one (1) child per full paying adult applies.
(ii) Lunch and dinner: Specially priced children’s menus are available at selected restaurants for lunch and dinner.
(d) Field of Light Pass: Children 1 year and under at time of check-in, are not catered for. The child rate applies for children ages 2 - 15 years.
(e) Desert Awakenings/Field of Light Star Pass/Wintjiri Wiru Sunset Dinner/Wintjiri Wiru After Dark/Wintjiri Wiru Twilight/Sunrise Journeys: Children, 4 years and under at time of check-in, are not catered for at Desert Awakenings. The child rate applies for ages 5 – 15 years.
(f) Australian Native High Tea: Children, 1 year and under at time of check-in, are not catered for. The child rate applies for ages 2 to 12 years.
(g) Sounds of Silence/A Night at Field of Light: Children, 9 years and under at time of check-in, are not catered for. The child rate applies for ages 10 to 15 years.
(h) Tali Wiru: Children, 15 years and under at time of check-in, are not catered for.
(i) Other tours: For tours not listed above, the child rate applies to children 15 years and under at time of check-in.
9. VOYAGES TOUR PRODUCTS - EXCLUSIVE USE
9.1 Exclusive use terms
Desert Awakenings: Exclusive use is based on a minimum of 16 guests with a capacity of 20 guests at the applicable contracted rate.
Sounds of Silence: Exclusive use is based on a minimum of 45 guests at the applicable contracted rate. For groups 45 - 100 guests, a site fee at the contracted rate also applies. Extended hire cost is $400 per hour, excluding beverages package extension cost. Maximum extension is 2 hours.
Astro Tour: Exclusive use for 1-20 guests is available at the applicable contracted exclusive use rate. For 21 - 30 guests, the per person contracted rate applies. Groups of 31 or more are not catered for.
Tali Wiru: Exclusive use for 1-20 guests is available at the applicable contracted exclusive use rate. Exclusive use must be booked for groups between 13 guests to 20 guests. Children (15 years or under) on application. Additional pax are charged at the standard per person rate.
Field of Light Star Pass: Exclusive use is based on minimum numbers of 70 guests with a maximum capacity of 130 guests at the applicable contracted rate. Children (12 years and under) on application.
A Night at Field of Light: Exclusive use is based on a minimum of 66 guests. For group sizes of 66 - 85 guests, a site hire at the applicable contracted rate applies. For exclusive groups of 86 guests or more no site fee applies. The maximum capacity for this exclusive site is 130 guests. Children (12 years and under) on application.
Wintjiri Wiru Sunset Dinner: Exclusive use is based on a minimum of 40 or more guests. A flat rate fee applies for exclusive use. The maximum capacity for this exclusive site is 130 guests. Children (9 years and under) on application.
Wintjiri Wiru After Dark: Exclusive use is based on minimum for 40 or more guests. A flat rate fee applies for exclusive use. The maximum capacity for this exclusive site is 130 guests. Children (4 years and under) on application.
Sunrise Reflections: Exclusive use is based on minimum for 40 or more guests. A flat rate applies for exclusive use. The maximum capacity for this exclusive site is 130 guests. Children (4 years and under) on application.
9.2 Exclusive use cancellation policy (excluding Wintjiri Wiru products)
The cancellation fees as set out in the table in this section apply to a cancellation or modification of an exclusive use booking for Voyages Tour Products (excluding Wintjiri Wiru products). Cancellation fees are calculated by reference to the Confirmed Booking at the time of cancellation.
| DAYS PRIOR TO TOUR ARRIVAL | CANCELLATION FEES |
| 120 days or more | Nil |
| 119 - 46 days | 50% of total tour package |
| 45 days or less | 100% of total tour package |
9.3 Exclusive use cancellation policy for Wintjiri Wiru products
The cancellation fees as set out in the table in this section apply to a cancellation or modification of an exclusive use booking for Wintjiri Wiru products. Cancellation fees are calculated by reference to the Confirmed Booking at the time of cancellation.
| DAYS PRIOR TO TOUR ARRIVAL | CANCELLATION FEES |
| 180 days or more | Nil |
| 179 - 90 days | 50% of total tour package |
| 89 days or less | 100% of total tour package |