Traveller Terms and Conditions
These Terms & Conditions (“Terms”) form the agreement between Friends of Hatay (“we”, “us”, “our”) and each traveller (“you”, “your”). By submitting a booking request or participating in a Tour, you confirm that you have read, understood, and agree to these Terms.
Our aim is to create meaningful, safe and culturally respectful travel experiences. These Terms help set clear expectations so that everyone can travel with confidence.
1. Definitions
1.1 “Booking” means a reservation confirmed by Friends of Hatay for participation in a Tour.
1.2 “Tour” means any travel experience, itinerary, or package arranged or operated by Friends of Hatay.
1.3 “Itinerary” means the confirmed schedule of inclusions, services, accommodation, transport and experiences provided as part of the Tour.
1.4 “Supplier” means independent third-party providers including accommodation operators, transport companies, guides, activity providers, or other service providers engaged in delivering the Tour.
1.5 “Force Majeure Event” means circumstances beyond reasonable control, including natural disasters, severe weather, pandemics, government restrictions, political unrest, border closures, strikes, or other unforeseen events affecting travel.
2. Scope of Services
2.1 Friends of Hatay designs and coordinates immersive cultural travel experiences, including significant planning and preparation prior to departure.
2.2 While we carefully curate every element of your journey, some services are delivered by independent Suppliers over whom we have limited control.
2.3 Information published on our website and promotional material is provided in good faith and may change due to evolving local conditions.
2.4 We reserve the right to update these Terms prior to booking. The version applicable is the one in place at the time your booking is confirmed.
3. Bookings, Deposits and Payment
3.1 A booking becomes confirmed when the required deposit has been received and written confirmation is issued by Friends of Hatay.
3.2 Full payment must be received by the date listed on your invoice, generally no later than 60 days before departure. Bookings made within 60 days require full payment at the time of booking.
3.3 Prices are quoted in Australian Dollars (AUD) unless otherwise stated. Prices in other currencies, where available, will be calculated at the prevailing rate at the time of invoice generation and may need to be adjusted based on actual payment date. Booking fees may apply and will depend on your preferred payment method.
3.4 Prices may change due to exchange rates, supplier adjustments, or government charges. Once your deposit is paid, we will endeavour to honour the published price wherever reasonably possible.
3.5 Traveller names must match passports exactly. Any corrections after booking may result in additional supplier or administrative fees.
3.6 Please review your confirmation documents carefully and notify us promptly of any errors.
4. Inclusions and Exclusions
4.1 Inclusions are clearly outlined in your published Itinerary and may include accommodation, listed transport, selected meals, and planned cultural experiences.
4.2 Unless expressly included, the Tour price does not cover:
(a) international or connecting flights;
(b) onward travel after tour ends;
(c) travel insurance;
(d) visas, passports or vaccinations;
(e) medical treatment or evacuation costs;
(f) optional activities undertaken independently;
(g) personal purchases, gratuities, and incidental expenses.
5. Traveller Eligibility, Health and Conduct
5.1 Travellers must be at least 18 years of age, or travel with the consent of a legal guardian.
5.2 You confirm that you are physically and mentally fit to participate and able to manage the demands of group travel.
5.3 Any medical conditions, disabilities, dietary requirements, or circumstances requiring assistance must be disclosed at the time of booking.
5.4 Where necessary, we may request medical clearance to ensure that the experience is safe for you and the group.
5.5 If a condition is undisclosed or changes in a way that requires support we cannot reasonably provide, we may be unable to proceed with your participation.
5.6 Friends of Hatay reserves the right to remove a traveller whose behaviour seriously impacts the safety, wellbeing, or enjoyment of the group. Refunds will not apply in such cases.
6. Travel Insurance
6.1 Comprehensive travel insurance is mandatory for all travellers and should be purchased at the time of booking.
6.2 Your policy should include medical expenses, evacuation, cancellation, personal liability and baggage protection.
6.3 Proof of insurance may be requested before departure.
7. Health, Fitness and Travel Documentation
7.1 Travellers are responsible for ensuring they meet all health and vaccination requirements for the countries visited.
7.2 You must hold a passport valid for at least six months beyond the end of your Tour and obtain all required visas and travel authorisations.
7.3 Friends of Hatay cannot be responsible for refusal of entry or costs resulting from incomplete documentation or health requirements not being met.
7.4 If illness or suspected illness prevents you from beginning or continuing your journey, we will provide reasonable assistance where possible; however, associated costs remain your responsibility.
7.5 Refunds may not be available once supplier commitments have been made.
8. Amendments by the Traveller
8.1 Requests to amend bookings must be made in writing.
8.2 Amendments are subject to availability and may incur fees from Suppliers.
9. Traveller Cancellations
9.1 Cancellations must be provided in writing.
9.2 Cancellation fees apply as follows:
(a) more than 60 days prior — loss of deposit;
(b) 31–60 days — 50% of Tour price;
(c) 0–30 days or no show — 100% of Tour price.
9.3 No refunds are available for unused portions of the Tour once travel has commenced.
10. Changes to Itineraries
10.1 Travel is inherently dynamic, and occasional changes to routes, accommodation, timing, or activities may be necessary due to local conditions, weather, supplier availability, or operational requirements.
10.2 When changes are required, Friends of Hatay will thoughtfully adapt arrangements to preserve the spirit and quality of the experience.
10.3 Comparable accommodation or services may be substituted where necessary.
10.4 Additional costs arising from alternative arrangements may be passed on where permitted by law.
11. Changes or Cancellations Due to Force Majeure
11.1 Travel sometimes involves circumstances beyond anyone’s control. If events such as natural disasters, severe weather, government restrictions, political unrest, health emergencies, or other unforeseen situations (“Force Majeure Events”) affect the safe or lawful operation of a Tour, Friends of Hatay may need to make changes to travel arrangements or, in rare cases, cancel parts of a Tour.
11.2 Where this occurs, Friends of Hatay may make reasonable adjustments to the itinerary or arrange alternative services to support the safety and wellbeing of travellers. If alternative arrangements involve additional costs, these may be passed on where permitted by law.
11.3 If any part of a Tour must be cancelled due to a Force Majeure Event, Friends of Hatay will work in good faith to provide refunds for services not delivered. Refund amounts may be reduced by:
(a) costs already paid or committed to third-party Suppliers;
(b) reasonable operational and administrative expenses; and
(c) work undertaken in planning, preparing, or managing the Tour.
12. Minimum Numbers
12.1 Tours require a minimum number of participants to operate.
12.2 If minimum numbers are not reached, we may cancel or vary the Tour and will provide notice as early as reasonably possible, generally at least 60 days prior.
12.3 If a Tour is cancelled for this reason, all monies paid will be refunded.
13. Risk Acknowledgement
13.1 Travel involves inherent risks that may differ from everyday life, including environmental, cultural, logistical and health-related factors.
13.2 By travelling with Friends of Hatay, you acknowledge and accept these inherent risks.
14. Liability
14.1 To the maximum extent permitted by law, Friends of Hatay is not liable for losses arising from events outside our reasonable control or from acts or omissions of Suppliers.
14.2 Our liability, where legally required, is limited to the re-supply of services or equivalent value.
14.3 Nothing in these Terms excludes your rights under the Australian Consumer Law.
15. Supplier Responsibility
15.1 Suppliers operate independently and are responsible for their own services and conduct.
15.2 While we carefully select partners, Friends of Hatay cannot control supplier operations and is not liable for their actions or failures.
16. Adventure Activities
16.1 Tours may include activities such as hiking, boat travel, culinary experiences, cultural immersion, and bee-keeping or honey-harvesting experiences.
16.2 Participation in such activities is voluntary and involves additional risks, including environmental and allergy-related risks.
17. Photography and Promotional Materials
17.1 Photographs or video captured during Tours may be used for promotional purposes unless you notify us in writing prior to departure.
18. Privacy
18.1 Personal information is handled in accordance with Australian privacy law and only shared with suppliers where necessary to deliver your journey.
19. Complaints and Feedback
19.1 If an issue arises during your Tour, please notify us immediately so we can work to resolve it.
19.2 Written complaints should be submitted within 30 days of tour completion.
20. Governing Law
20.1 These Terms are governed by the laws of Victoria, Australia.